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  • Home
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  • Nights Away Notification Form

Nights Away Notification Form

Latest Revision 2301

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Step 1 of 5

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This form provides the information a Commissioner (or their nominee) requires to APPROVE an event to take place (i.e. POR 9.1b/9.1c).
The Permit holder is responsible for ensuring that the appropriate Commissioner is informed about each section attending a nights away event (even a District or County event).

For all Nights Away events the information below should be with your Commissioner (or appointees) 7 days before the event (in normal circumstances).

Please ensure that your GSL is aware of the event.

The DESC will be contacted for awareness if Explorers or Young Leaders are included in the numbers.

DATA PROTECTION: This form is used to collect information about you and your team for the purpose of approving this nights away activity, this is to be used by your Commissioner. As part of this form we collect personal data about you and your team, this detail is required so that we can check that everyone meets the membership and vetting requirements for the event and that appropriate permit holders are in place. We do not share your personal data provided in this form with any third parties. We take your personal data privacy seriously..

The event must not go ahead until the Commissioner (or their nominee) has confirmed their approval.

Event Information

This is likely to be the camp organiser
(e.g. Sleepover, hike, pack holiday, camp...)
Requestor Email*
Communications about this Nights Away Notification will be sent to this email address.

 
Select sections going.

Approximate Number of Squirrels Going.
Please enter a number greater than or equal to 0.
Approximate Number of Beavers Going.
Please enter a number greater than or equal to 0.
Approximate Number of Cubs Going.
Please enter a number greater than or equal to 0.
Approximate Number of Scouts Going.
Please enter a number greater than or equal to 0.
Approximate number of Explorers going, NOT performing a Young Leader role.
Please enter a number greater than or equal to 0.
Explorers who are performing a Young Leader role at this event.
Please enter a number greater than or equal to 0.
Approximate Number of Network Members going in a non-supervisory role.
Please enter a number greater than or equal to 0.
Approximate number of Network (in a supervisory role), Leaders, Supporters, hangers' on, attending event.
Please enter a number greater than or equal to 0.

DD slash MM slash YYYY
DD slash MM slash YYYY

Venue Information

Where are you sleeping?

Activities are further on
Select Locale First, this will then filter the Venue list
Select Venue from the filtered list
Will populate if stored in the dataset, if it does not populate, please complete.
Will populate if stored in the dataset, if it does not populate, please complete.
Address
Will populate if stored in the dataset, if it does not populate, please complete.
Venue Not Listed
If you are unable to find the your venue from the list above, please check this box.
If your venue isn't listed, please add it here, and it will become available for future submissions.
Venue/Site Name Website Address Actions
     
There are no Venues.

Maximum number of venues reached.

Event Management Information

Event Leader & Permit Holder Information.
Event Management Team
You MUST include at least 1 Event Leader who is responsible for the event, and 1 Permit Holder, they may be the same person. Failure to include either will result in your NAN being rejected. If using Home Contact procedure, please include the Home Contact person/s in this section.
Name
Role
Membership Number
Email Address
Phone Number
 
Hidden
You MUST include at least 1 Event Leader who is responsible for the event, and 1 Permit Holder, they may be the same person. Failure to include either will result in your NAN being rejected.
If using Home Contact procedure, please include the Home Contact person/s in this section.

Other Adults Attending

Names of Other Adults Attending
Names of all adult members attending (with membership numbers) as well as all other adults e.g. parents, guardians etc.
Name
Membership Number
Staying Overnight?
 
If you have a list already stored in a file (txt,csv,doc, docx, xls,xlsx,pdf) you can attach it below. We have provided a sample Excel spreadsheet Link Here for you to use.
Drop files here or
Accepted file types: doc, docx, xls, xlsx, pdf, txt, csv, Max. file size: 8 MB.

    Activities

    Activities: please list activities requiring permits or qualifications (including any planned contingency activities) providing details of the activity leader or provider i.e. names of individuals or businesses / organisations providing the activities.

    Planning and Preparation

    As part of the planning and preparation for the Nights Away event the following documentation should be in place: programmes, attendance information, medical and emergency contact information for attendees, InTouch system, menus and written risk assessments. You must provide a written risk assessment along with this form to your Commissioner (or their nominee). Other documentation (listed above) does not need to be provided with this form but must be available on request
    Drop files here or
    Accepted file types: doc, docx, pdf, ods, Max. file size: 128 MB, Max. files: 30.
       
       
      If Explorers or Young Leaders are camping the District Explorer Scout Commisioner needs to be notified.
      Risk Assessment - Commissioner/Delegate*
      I confirm the written risk assessment for this Nights Away Activity has been shared with the responsible Commissioner or their delegate.
      Risk Assessment - Adults/Young People*
      I confirm that the risk assessment has been communicated to both adults and young people involved in the event in order for them to understand the risks and how these will be managed.
      Contingency Plans*
      I confirm that if the planned activities cannot take place during this Nights Away event, the leadership team have considered alternatives and they will be carried out as per the local approval process.
      Submission Confirmation*
      I agree that the information captured within this form is accurate to the best of my knowledge.


      I also acknowledge that submission of this FormNAN is not an automatic approval to camp, and that the District Commissioner or delegates will review this submission and may ask for more information to enable approval, or not approve my event.
      Hidden
      Names of all adult members attending (with membership numbers) as well as all other adults e.g. parents, guardians etc.

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