What information do I need for approval?

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

Event Leadership Information
  • Permit holder
  • Permit holder’s Membership Number
  • Permit holder’s email address
  • Permit holder’s phone number
  • If different from the Permit holder, details for the Event Leader
  • Names and membership numbers for all other adults attending this can be typed or uploaded as a spreadsheet or PDF.
Group Information
  • Name(s) of Group(s) / Unit(s) attending
  • The section(s) attending
  • Approx. numbers of Beavers/Cubs/Scouts/Explorers/Adults attending
Event Information
  • Venue name
  • Venue telephone number
  • Venue address
  • Event start date
  • Event end date
  • Number of nights
  • Type of event e.g. Indoor, Campsite, Greenfield, Lightweight Expedition. Please ensure you have the correct permit.
  • Whether or not an Event Passport is being used.
  • Details of activities, you may be required to complete a separate AAN form if certain conditions apply
Planning and Approval Checklist
  • 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 submitted either as word, excel, pdf document
  • Declare that, “I will ensure that all hazards/risks and the steps required to mitigate them are sufficiently communicated to both the adults and young people involved in the event and activities in which they take part in.”
  • Declare that, “I can confirm that the GSL, DESC or ASU Manager is aware of this event taking place.”