Submit a Nights Away Notification – Warrington East Scouts

Introduction

All nights away events require notification to the home comissioner for the sections taking part. This is achieved by submitted a nights away notification form.

You can use the below form to submit this request on our website without sending us forms as email attachements. The form below will show/hide relevant fields based on your selection.

If you prefer to submit a traditional form, copies of this form are also available for download on this website, from the forms area, in either MS Word (.Docx) or PDF format.

District Form NAN (Nights Away Notification)

Introduction

PURPOSE AND USE: This form provides the information a Commissioner (or their nominee) requires to APPROVE an event to take place (i.e. POR 9.1.2). The Permit holder is responsible for ensuring 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 their nominee) at least 7 days before the event (in normal circumstances). How the information is passed on will depend on local arrangements, but must be documented. Please ensure your Group Scout Leader / District Explorer Scout Commissioner is aware of the event.

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

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 data you provide to us is securely stored (based on local arrangements) and we will keep the data we capture from this form for 2 months after the event for any queries that arise then it will be securely destroyed. For further detail on our retention periods please visit our Data Protection Policy.

Menus, programmes and other paperwork are NOT required to be submitted with this form. However periodic checks can be made by either the DC, DESC or ADC’s throughout the calendar year to check paperwork has been correctly compiled

Event Information

Type of Event

Group or Unit

Section(s)

Approximate Numbers Attending

Give your best estimate of the numbers for each Section

Number of Squirrels

Number of Beaver Scouts

Number of Cub Scouts

Number of Scouts

Number of Explorers Scouts

Number of Adults

Is this event being run on an event passport?

Yes

Event Start Date

Event End Date

Number of Nights

About the Venue

Venue Address

Venue Name

Address

Town/City

County

Post Code

Country

Venue Telehone Number

Please check the ‘Prohibited and Restricted Camping areas’ at http://www.scouts.org.uk/prohibited to ensure your site is not in a restricted area

Event Leadership Information

Is the event leader the permit holder?

Yes

Event Leader details

First Name

Last Name

Event Leader’s Mobile Number

Event Leader’s Membership Number

Event Leader’s Email Address

A copy of this form and any other correspondence relating to this event will be sent to this address

Please check your Junk/spam!

Permit Holder details

First Name

Last Name

Permit Holder’s Mobile Number

Permit Holders Membership Number

Permit Holder’s Email Address

Name and Membership Number of Adults Attending

Activities

Planning and Approvals

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

Full information on InTouch is available at http://www.scouts.org.uk/intouch

Risk Assessment

The risk assessment for this nights away activity must be shared with the reponsible Comissioner or their delegate and you must be able to answer yes to the following to submit this NAN sucessfully.

Planning and Approvals Check Boxes

I confirm the written risk assesment for this nights away activity has been shared with the Responsible Comissioner (mike.timmins@cheshirescouts.org.uk) or their delegate, or I have included a link below to the risk assessment.

I confirm that the risks and control measures will be communicated to all adults and young people involved in the event, in an appropriate manner,

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.

I confirm that the Group Scout Leader / District Explorer Scout Commissioner is aware of this event taking place.

How has the risk assesment been provided / link to download it:

What happens next?

Once you have submitted your form you will be sent an email with the Details you have submitted, please check the details and if there are any changes required contact us.

If you cannot see the submit button below, check you have completed all the risk assessment declarations above.

Share this page

Introduction

Introduction

Event Information

About the Venue

Event Leadership Information

Planning and Approvals

What happens next?