PURPOSE AND USE: This form provides the information a Commissioner requires to APPROVE an event to take place (i.e POR 9 lb/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). 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.

*Required field

    Your Name*

    Your Email Address*

    Permit Holder's Name*

    Permit Holder's Telephone*

    Permit Holder's Email Address*

    Group and District*

    Which sections is this event for?*

    Is the event leader the same as the permit holder?*

    If no, who is the Event Leader or Passport Holder?

    Event Leader or Passport Holder's Telephone and Email Address

    Name of Venue*

    Venue Address (including postcode)*

    Venue Telephone*

    Event Dates FROM*

    Event Dates TO*

    Number of nights*

    What type of event is it?*

    Approximate Numbers Attending






    Please provide some more details about the adults attending. What are their names, roles in Scouting and membership numbers?*

    Which one of the adults attending is your designated first aider?*

    Activities (please list those requiring permits or qualifications, providing details of the activity leader or provider).

    InTouch Details (please provide details of your InTouch system and the main contacts in the event of an emergency)*

    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 not required to provide all of this information to your Commissioner with this form, but should be available upon request by the Commissioner or their delegate.

    Risk Assessment

    I confirm the written risk assessment for this nights away activity has been shared with the responsible Commissioner or their delegate*

    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*

    Please attach your Risk Assessment form here. You can upload pdf, txt, doc or docx files, the maximum file size is 2Mb.*

    I confirm that the Group Scout Leader / District Explorer Scout Commissioner is aware of this event taking place*

    The Home District Commissioner is Jennifer McCullough. Her telephone number is 07885 203394.

    Membership number of person completing this form*

    If operating with an event passport, has the event passport been issued?

    Tick the box above and then submit the form

    When the form has been submitted you will receive an email copy of the form