Nights Away Notification


Nights Away Notification Form

PURPOSE AND USE: This form provides the information a Commissioner required 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 with your Commissioner (or appointee) 7 days before the event (in normal circumstances). How the information is passed on will depend on local arrangements (this may for example be telephone call, email, or online form). Please ensure that your GSL/DESC is also aware of the event.

DATA PROTECTION: This form is used to collect information about you and your team for the purpose of approving the 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 event for any queries that may arise then it will be securely destroyed. For further details on our retention periods please visit our Data Protection Policy here.

Event Information

* Event Type:
(E.g. Sleepover, Hike, Pack Holiday, etc.)
* Group Name:
* Section:
* Approx Attendees:
Event Passport:
Is this event being run using Event Passports?

* Date From:
* Date To:
No. of Nights:
* Venue Name:
* Telephone:
* Address:

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

Event Leadership Information

* Event Leader
(if not permit holder):
* Telephone:
Membership No.:
* Email:

* Permit Holder:
* Telephone:
* Membership No.:
* Email:
Adults Attending:
Membership No

Activities (please list those requiring permits or qualifications, providing details of the activity leader or provider):


Menus, programmes and other paperwork are NOT required with this form

Planning and Preparation

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:
* Comm. seen RAs:
I confirm the written risk assessment for this nights away activity has been shared with the responsible Commissioner or their delegate.
* Attendees seen RAs:
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.
* Contingency Plans:
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.
* Is GLV Aware?:
I confirm that the Group Lead Volunteer / District Explorer Scout Commissioner is aware of this event taking place.
* GLV/DESC Email:

Type phrase below:

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Winchester District Scouts


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