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).

Step 1 of 4

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.

Nights Away Notifications are kept for 6 years from the date of submission, to support Permit Applications and renewals.
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*
Network*
Non-supervisory role.
Adults*
Approximate number of leaders and DBS'd parents attending event. Please ensure this adheres to required ratios
Please enter a number greater than or equal to 2.
Is this Event being run using Event Passports?
Event Start Date*
Date Format: DD slash MM slash YYYY
Event End Date Date*
Date Format: DD slash MM slash YYYY
Number of Nights (Calculated)
Venue Information
Where are you sleeping?

Activities are further on
Address*
Street Address Address Line 2 City County Post Code Country
Venue Selector
Select from a list of campsites and venues, this now allows for multiple venues for expeditions, or split stays.

Event Management Information
Event Leader & Permit Holder Information.
Event Management Team*
You MUST include at least 1 Event Leader who is responsible for the event, and 1 Permit Holder, they may be the same person. Failure to include either will result in your NAN being rejected.
If using Home Contact procedure, please include the Home Contact person/s in this section.
Example: Name, Membership Number, Permit Holder Name, Membership Number, Event Leader Name, Membership Number, First Aider (if nominated) Name, Membership Number, Chief Cook and Bottle Washer
Other Adults Attending
Names of Other Adults Attending
As a minimum ALL adults staying overnight must be listed, please include their membership number for checking of DBS status. Any adults in a leadership role but not staying over should be listed.
Large List Upload*
If you have a list already stored in a file (txt,csv,doc, docx, xls,xlsx,pdf) you can attach it below. We have provided a sample Excel spreadsheet Link Here for you to use.
Drop files here or

Accepted file types: doc, docx, xls, xlsx, pdf, txt, csv.

Activities
Please list those requiring permits or qualifications, providing details of the activity leader or provider (if venue).
Activities

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
Drop files here or

Accepted file types: doc, docx, pdf, ods.
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
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 FormNAN is not an automatic approval to camp, and that the District Commissioner or delegates 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

Step 1 of 4

Event Information

Venue Information

Event Management Information

Other Adults Attending

Activities

Planning and Approvals