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Nights Away Notification Form

Nights Away Notification Form

Latest Revision 2301

"*" indicates required fields

Step 1 of 5

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

Requestor Name*

This is likely to be the camp organiser

Type of Event*

(e.g. Sleepover, hike, pack holiday, camp...)

Requestor Email*

Communications about this Nights Away Notification will be sent to this email address.

Enter Email Confirm Email

Group(s)*

Sections*

Select sections going.

Squirrels*

Approximate Number of Squirrels Going.

Please enter a number greater than or equal to 0.

Beavers*

Approximate Number of Beavers Going.

Please enter a number greater than or equal to 0.

Cubs*

Approximate Number of Cubs Going.

Please enter a number greater than or equal to 0.

Scouts*

Approximate Number of Scouts Going.

Please enter a number greater than or equal to 0.

Explorers*

Approximate number of Explorers going, NOT performing a Young Leader role.

Please enter a number greater than or equal to 0.

Young Leaders*

Explorers who are performing a Young Leader role at this event.

Please enter a number greater than or equal to 0.

Network*

Approximate Number of Network Members going in a non-supervisory role.

Please enter a number greater than or equal to 0.

Adults*

Approximate number of Network (in a supervisory role), Leaders, Supporters, hangers' on, attending event.

Please enter a number greater than or equal to 0.

Approx. Total #*

Is this Event being run using Event Passports?

Event Start Date*

Event End Date Date*

Venue Information

Where are you sleeping?

Activities are further on

Select Locale

Select Locale First, this will then filter the Venue list

Select Venue

Select Venue from the filtered list

Website

Will populate if stored in the dataset, if it does not populate, please complete.

OSM Bookings Link

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.

Street Address Address Line 2 City County / State / Region ZIP / Postal Code Country

Venue Not Listed

If you are unable to find the your venue from the list above, please check this box.

Not Listed

Add Unlisted Venue

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.

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

InTouch Details*

Risk Assessments Upload

Drop files here or

Accepted file types: doc, docx, pdf, ods, Max. file size: 128 MB, Max. files: 30.

Is GSL aware of the event?*

Is DESC aware of the event?*

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.

Yes

Not Yet

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.

Yes

Not Yet

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.

Yes

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Names of Other Adults Attending (Legacy)

Names of all adult members attending (with membership numbers) as well as all other adults e.g. parents, guardians etc.

"*" indicates required fields

Locale*

Venue/Site Name*

Website

OSM Bookings Link

Address

Street Address Address Line 2 City County / State / Region ZIP / Postal Code Country