Nights Away Notification

PURPOSE AND USE: This page provides a means of providing 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 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.

Please check the Prohibited and Restricted Areas Camping Directory on scouts.org.uk to ensure your site does not fall within a restricted area.

Planning and Approvals

As part of the planning and preparation for the nights away activity 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 are required to provide a written risk assessment along with this form to your Commissioner or their delegate, Other documentation (listed above) does not need to be provided with this form but must be available upon request. This page on the Scouts.org.uk web site provides all the information needed to complete a risk assessment.

You will be able to upload a completed RA with your submission when submitting this form, please have it available before filling in this form as either a PDF or Word Document with a file size of no more than 16MB.

On completion, this page will email the DC a completed NAN form with RA attached.

If you would like a copy email for your records please fill in the confirmation email box with at least one valid email address, separate multiple addresses with commas.

If you would rather fill in a paper version of the form it is available from here

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 here.

As you fill in the information more relevant fields will become available to fill in.