What information do I need for approval?

Before you complete an activity notification, you will need to ensure you have all the information about the activity at hand.

Name of Group(s) taking part
Section(s) that apply
Date the activity starts and ends
Is the event recurring. i.e. an activity/course/badge taking place over several days/weeks where the participants, venue and activity provider/permit holder is expected to remain the same? (summer kayaking course for example)
Location of activity (this can be an address, latitude and longitude, grid reference or description of the route)

Approximate number of young people
Approximate number of adults
Approximate number of distinct separate ‘parties’ or ‘groups’
The activity (if not listed select other)
If applicable what classification of terrain/waters the activity is taking place
- Land Activities (Terrains)
- Water Activities (Classes)
If applicable for the activity, confirmation that an additional notification to HQ has been submitted.
If a shooting activity, confirmation that parental permission has been sought and that each young person taking part is not excluded under the Firearms Act 1968 – Section 21.
Whether the activity is being run by someone inside or outside of Scouting.

Name of the person leading the event/activity
If a member of the Scout Association, their membership number
Their phone number
Their email address
If an internal activity and applicable, Names and Membership Numbers for any permit holders. (this can be typed or uploaded as a spreadsheet or PDF.)
If an external activity
- The name of the provider/company
- Their contact details
- Relevant qualifications
- Do they have AALA or Adventure Mark Accreditation?
- Do they have public liability insurance?
- Will parents be required to sign any waivers?

Your InTouch process (http://members.scouts.org.uk/FS120075)
- This should consider:
  - How Leaders will communicate with one another?
  - How Leaders and parents will communicate?
  - How participants and parents will communicate?
- It is no longer a requirement to use a Home Contact. However, if you choose to use one they must have a valid DBS and it is best practice that they are not a relative of anyone on the activity. As the individual will be handling personal and sensitive information please also ensure they have completed the Scout GDPR
  training.
A copy of the risk assessment for the activity
Declare that, “I will ensure that all hazards and the steps required to mitigate them are sufficiently communicated to both the adults and young people involved in the activity.”
Declare that, “I will ensure all equipment used fits the participants and is suitable for the activity.”
Declare that, “I can confirm that the GSL, DESC or ASU Manager is aware of this event taking place.”