Winchester District Scouts

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:
Squirrels
Beavers
Cubs
Scouts
Explorers
Adults
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 scouts.org.uk 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:
Name
Membership No
Activities:

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

 

1st Winchester Scout Group Weeke, Harestock & Teg Down (the St Barnabas ward)

2nd Winchester (SEN) Scout GroupShepherds Down and Osborne Schools and surrounding Winchester area

3rd Winchester Scout GroupThe Worthies (the 2 electoral Wards of Kings Worthy; and Itchen Valley)

5th Winchester Scout GroupCompton, Shawford, Otterbourne, Twyford and surrounding areas (the electoral Ward of Badger Farm and Oliver's Battery)

6th Winchester ScoutsAbbotts Barton and Hyde (part of the electoral Ward of St Bartholomew)

7th Winchester Scout GroupSt Cross (the electoral Ward of St Michael)

8th Winchester Scout GroupBadger Farm, Stanmore, Oliver's Battery and Pitt Manor (the 2 electoral Wards of St Luke and Oliver's Battery Badger Farm)

9th Winchester Scout GroupColden Common, Owslebury and Twyford (the electoral Ward of Colden Common Twyford and 50% of Owslebury and Curdridge Ward)

11th Winchester Scout GroupFulflood, Hyde and parts of Weeke and the City Centre (the electoral Ward of St Paul)

12th Winchester (Green Jackets) Scout GroupWinnall, Highcliffe and parts of the city centre (the electoral Ward of St Bartholomew)

13th Winchester Scout GroupKings Barton and surrounding areas

14th Winchester Scout GroupWorthy Down, South Wonston, Wonston, Sutton Scotney, Barton Stacey and Micheldever (the electoral Ward of Wonston and Micheldever)

16th Winchester Scout GroupLittleton, Sparsholt, Hursley and surrounding areas; the southern part of the Ward of Wonston & Micheldever

Excalibur Explorer Scouts

Paladin Explorer Scouts

Trident Explorer Scouts

Beacons Explorer Scouts

Mercury Explorer Scouts

The Wintonians Scout Network

Titan Explorer Scouts

Jupiter (SEN) Explorer Scouts

Winchester Scouts

Head office address

  • Pinsent Campsite,
    Clarendon Way,
    Winchester
    SO22 5QL
  
 
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