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Form NAN

To be completed prior to every Nights Away event.

PURPOSE AND USE: This form provides the information a Commissioner requires 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 be for example by telephone call, e-mail 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 this 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 the event for any queries that arise then it will be securely destroyed. For further detail on our retention periods please visit our Data Protection Policy here.

    Event Information

    Approximate Numbers Attending








    NoYes


    Event Dates




    Venue

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





    NoYes


    Event Leadership Information

    Permit Holder





    Event Leader

    (If not Permit Holder)







    Planning and Approvals

    As part of the planning and preparation for the nights away activity 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 are required to provide a written risk assessment along with this form, Other documentation (listed above) does not need to be provided with this form but must be available upon request.