Nights Away Notification Form – Potteries North Scouts

Nights Away Notification

PURPOSE AND USE: This form provides the information a Commissioner 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 submitted 7 days before the event (in normal circumstances).

Please ensure that your GSL is already aware of the event.
The DESC will be contacted for awareness if Explorers or Young Leaders are included in the numbers.
Event Information
Requestor Name*
This is likely to be the camp organiser
Type of Event*
(e.g. Sleepover, hike, pack holiday, camp...)
Requestor Email*
Enter Email Confirm Email
Group(s)*
Sections*
Select sections going.
Beavers*
Cubs*
Scouts*
Explorers*
Including Young Leaders (who are ratio neutral)
Network*
This MUST be in a non-supervisory role.
Adults*
Including Leaders and Parents.
Please enter a number greater than or equal to 2.
Is this being run using Event Passports?
The Young People will be mainly unsupervised
For information on Event Passports - Click here - https://www.scouts.org.uk/volunteers/running-your-section/nights-away-and-camping/nights-away-permit-scheme/the-nights-away-event-passport-guidance
Event Start Date*
DD slash MM slash YYYY
Event End Date Date*
DD slash MM slash YYYY
Number of Nights (Calculated)
Venue Information
Where are you sleeping?
Address*
Street Address Address Line 2 City County Post Code Country
Event Management Information
Event Leader & Permit Holder Information.
Adults Staying Overnight*
You MUST include ALL adults that are staying overnight. You should provide at least 1 Leader who is responsible for the event, and 1 Permit Holder (they could be the same person.)
Example (delete and replace with your own): Full Name, Membership Number, Permit Holder Full Name, Membership Number, Leader in Charge Full Name, Membership Number, Assistant Leader
Adventurous Activities
Please adventurous activities requiring permits or qualifications, providing details of the activity leader, permit holder or provider (if venue).
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 not required to provide all of this information to your Commissioner with this form, but should be available upon request by the Commissioner or their delegate.
InTouch Details*
Risk Assessments Upload*
A RA should be included with the submission (RA for Night Away, not the activities which should be separate and don’t need supplying with NAN)
Drop files here or

Accepted file types: doc, docx, pdf, ods, Max. file size: 5 MB, Max. files: 30.
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
Are relevant GSL(s) aware of the event?*
Is the DESC aware of the event?*
If Explorers or Young Leaders are camping the District Explorer Scout Commisioner needs to be notified.
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 NAN is not an automatic approval to camp, and that the District will review this submission and may ask for more information to enable approval, or not approve my event.
I agree
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Nights Away Notification

Event Information

Venue Information

Event Management Information

Planning and Approvals