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Nights Away Notification Form

UPDATED MAY 2020 TO REFLECT NEW REQUIREMENTS RE. RISK ASSESSMENTS
This form provides the information a Commissioner requires to approve an event to take place (i.e. POR 9.1b/9.1c). Each Group attending a Nights Away event (including County or District events) will need to submit this information.

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).

DATA PROTECTION: This form is used to collect information about you and your team for the purpose of approving your 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.

See Potters Bar & District Scout Council’s Data Protection Policy¬†for more information.

Camping Permit Holders Details

Event Leaders Details (if different from above)

Venue Details

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

Event Details

Documentation including Programmes, attendance information, medical and emergency contact information for participants, InTouch system and menus should be in place, however, you do not need to submit them with this form. You should be able to provide copies of these documents upon request from the DC, or his delegate.

Beavers attending:
Cubs attending:
Scouts attending:
Explorers attending:
Adults attending:

Risk Assessments

Please note that the below requirements have been introduced as of April 2020 and must be adhered to. Guidance and an example Risk Assessment is available here.


I confirm that the risk assessment has been communicated to both adults and young people involved in the event in order for them to understand the risks and how these will be managed.

Upload Documents

Documents to accompany your NAN Form - e.g. written risk assessment/InTouch System (please ensure no personal information is contained in these documents; all documents need be in the same folder for multi-file upload to work)

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