Activities and Nights Away

Planning an activity for group of adults as part of an organised Scout Activity? Make sure you submit a notification and follow all the guidance from The Scouts too!

Yes, there is no minimum age to hold a permit, whether personal, leadership or supervisory. Perhaps the most typical example is where expeditions are being conducted. However, in these circumstances, the approving Lead Volunteer may place restrictions on time, requiring perhaps that a responsible adult conducts daily visual checks on progress

Yes. You can use external activity providers as long as they have the correct qualifications and level of public liability insurance. POR 9.9

You may find that certain activities require that you only use providers who are either AALA or Adventure Mark Accredited.

Before booking an activity always consult the Scouts website.

For a full list of which activities require a permit please consult the Scouts website.

Scouts can do nearly all activities with the exception of those which are banned including:

• towing of inflatables behind powered watercraft, such as banana boating
• bungee jumping
• hitch hiking
• knife throwing
• archery tag and other combat style archery activities

There are over 100 activities in the programme.

There are also many opportunities for members to take part in activities which are not specifically covered in the activity rules. Where an activity is not covered by any other rules the Leader in Charge must:

1. assess the risks involved, document and communicate this to all involved
2. ensure all members’ physical and/or emotional well-being can meet the requirements of the activity
3. ensure that all equipment used fits the participants and is suitable for the activity
4. obtain the approval of the relevant District Lead Volunteer, or their nominee.

Personal activity permits are a type of permit that recognises a young person’s ability to safely take part in an adventurous activity without the need for supervision from others.

Unlike a a leadership or supervisory permit which allows you to lead an activity for other people. A personal permit only allows you to carry out the activity for yourself, not to lead anyone else. So you can only take part in the activity with others holding personal activity permits.

There is no minimum age to gain a permit (as there isn’t for leadership and supervisory permits). It is based on the technical skills and personal suitability of the individual. However, personal permits have no use once someone is 18 as they then come under the rules of adult groups in adventurous activities.

Where activities do not require an Adventurous Activity Notification we ask that for all meetings taking outside of the normal meeting time or venue that you email the district team to advise us of this. The reason we ask this is because we love hearing about all the fantastic things you get up to and it helps should an emergency arise.

This email does not need to particularly long or detailed but should include:

• What you are doing
• Where you are going
• When you are going (date and time)
• How you are getting there
• Who is the leader in charge
• Approx size of the group i.e. is it multiple sections, the whole section or just a small group?
• How to get hold of you in an emergency and your InTouch system

This can be emailed to dlv@eastscarsdalescouts.org.uk or via whatsapp.

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

General Information

• 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)

Activity Detail

• 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.

Internal / External Activity Detail

• 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?

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
• 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.”

Last updated: 26 January 2024

1. Group Lead Volunteers are responsible for authorising all activities that take place in Squirrel, Beaver, Cub and Scout sections or for adults in their Group (with the exception of those mentioned elsewhere in this document). Group Lead Volunteers* will need to see and consider every section’s programme and section teams have a responsibility to ensure Online Scout Manager is kept up to date in good time with sufficient detail including risk assessments.
2. The 14-24 Team Leader is responsible for authorising all activities that take place in Explorer Scout and Network Units or for adults in their Team/Sub Teams (with the exception of those mentioned elsewhere in this document). The 14-24 Team Leader* will need to see and consider every Unit’s programme. Explorer section teams have a responsibility to ensure Online Scout Manager is kept up to date in good time with sufficient detail including risk assessments.
3. The relevant District Team Leader is responsible for authorising all activities organised by District Teams or Sub Teams for young people or adults (with the exception of those mentioned elsewhere in this document). The relevant Team Leader* will need to see plans and risk assessments for the activity. The relevant Team Leader will need to be aware of all activity taking place especially in regard to lone working.
4. If, in any instance, a Group Lead Volunteer, the District 14 – 24 Team Leader or relevant District Team Leader is unsure whether to authorise a particular activity, they must discuss it with the District Lead Volunteer or their delegate.
5. In any of the following circumstances an Adventurous Activity Notification must be submitted via https://eastscarsdalescouts.org/aan to ensure all the information provided on the form complies with the requirements for that particular activity. Once notified, the District Lead Volunteer will seek appropriate advice on suitability ahead of approving the activity to take place:
   • In the opinion of the Group Lead Volunteer/14-24 Team Leader/Relevant District Team Leader, the activity presents a greater risk to participants than ‘general’ activities. For example: a hike, bike ride or other adventurous activity, even if it takes place in Terrain/Environment 0 or does not require a permit (see POR 9.1, FS120426, FS120422).
   • The activity is provided by an External Provider, Centre or Instructor (see POR 9.6, FS120086). 
   • The activity requires a leader with an activity permit (incl. activities in “Specialist Terrain”).
   • The activity requires additional third party insurance (Factsheet POR 9.6) e.g. Motorsports. 
   • The activity requires a notification to HQ e.g. Air Activities.
   • The activity is classed as a High ropes activity (see POR 9.12.5, FS120423).
   • The activity takes place on or near bodies of water (including class C FS120623 and swimming pools FS120620).
   • The activity involves a public performance e.g. a Gangshow (see POR 9.5)

For all Activities that meet the criteria for an Activity Notification (AAN), the information required should be with the District Lead Volunteer (or appointee) seven days before the event (in normal circumstances).

The event must not go ahead until the Lead Volunteer (or their nominee) has confirmed their approval. Should significant changes be made to the plans for the Activity, the Approver must be notified by the Event Leader or Permit Holder usually by means of a phone call.

Where activities do not require an Adventurous Activity Notification we ask that for all meetings taking outside of the normal meeting time or venue that you email the district team to advise us of this. The reason we ask this is because we love hearing about all the fantastic things you get up to and it helps should an emergency arise. For advice on what to include see the “What info should I include in an Out of HQ Courtesy Email?”.

Approval of activities will be discussed at District Leadership Team meetings to ensure that everyone is comfortable with the process outlined above and applying consistency, also providing an opportunity for the system to be reviewed and amended as appropriate. 

Please consult https://scouts.org.uk/a-z/, POR chapter 9 and general activity guidance for advice and rules on delivering activities.

*In the absence of either a Group Lead Volunteer/14-24 Team Leader/Relevant District Team Leader then they are replaced by the District Lead Volunteer.