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).

This form provides the information required or the District Team to approve your nights away event.

The event 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 your 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.
Squirrel*
Beavers*
Cubs*
Scouts*
Explorers*
Including Young Leaders (who are ratio neutral)
Network*
This MUST be in a non-supervisory role.
Adults staying overnight*
Including Leaders and Parents.
Is this being run using a Nights Away Passport?
Passports exist to enable young people in Scouts and Explorer Scout to undertake a nights away activity as a peer group. Examples of this include expeditions. Passports can only be issued by those with a Nights Away Permit
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?
Main Location/Campsite*
Street Address Address Line 2 City County Post Code Country
Staying at more than 1 address? Select YES here
Additional Location/Campsite
Street Address Address Line 2 City County Post Code Country
Staying at more than 2 address? Select YES here
Second Additional Location/Campsite
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): Permit Holder: Full Name, Membership Number Leader in Charge: Full Name, Membership Number Leaders: Full Name, Membership Number Full Name, Membership Number Full Name, Membership Number
Mobile Number of Leader in Charge*
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.
Are relevant GSL(s) aware of the event?*
Please do not submit this form until you have made your GSL aware of this event.
Is the DESC aware of the event?*
If Explorers or Young Leaders are camping the District Explorer Scout Commisioner needs to be notified.
Risk Assessment Communication*
I confirm that the risk assessment will be 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.
I Confirm
Contigency Confirmation*
I confirm that if the planned activities cannot take place during this Nights Away event, the leadership team have considered alternatives.
I Confirm
Submission Confirmation*
I 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 understand
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Nights Away Notification

Event Information

Venue Information

Event Management Information

Planning and Approvals