Pembrokeshire Scouts Nights Away Notification (NAN) - PDF Form Generator

Use the form below to generate a PDF version of the NAN form. This will be emailed to you on submission.

Nights Away Notification
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.
Event Information
Type of Event*
e.g. sleepover, hike, pack holiday, etc.
Group/Unit*
Section*
Approximate Nos. Attending
BS
CS
S
ES
Adults*
Please enter a number greater than or equal to 2.
BS RATIO
CS RATIO
S RATIO
BS CS S RATIO
CHECK RATIOS: You have too few adults or too many young people. When 1 adult is removed from ratio calculations, you should still maintain the following:
- Beavers - 1 adult to 6 beavers
- Cubs - 1 adult to 8 cubs
- Scouts - 1 adult to 12
- For events with BS, CS & S - 1 adult to 6
You will be unable to submit this form until this ratio is corrected
Is this event being run using Event Passports?*
- Yes
- No
Event Start Date*
Date Format: DD slash MM slash YYYY
Event End Date*
Date Format: DD slash MM slash YYYY
No. of Nights*
Please enter a number greater than or equal to 1.
Venue Name*
Telephone*
Venue Address*
Please check the Prohibited and Restricted Areas Camping Directory on scouts.org.uk to ensure your site does not fall within a restricted area.
Event Leadership Information
Do you hold a Nights Away permit?*
- Yes
- No
Event Leader Name*
Event Leader Telephone*
Event Leader Membership No.*
Event Leader Email*
Permit Holder Name
Permit Holder Telephone
Permit Holder Membership No.
Permit Holder Email
Names of adults attending (with membership no.)*
Activities (please list those requiring permits or qualifications, providing details of the activity leader or provider)
Please indicate if some of this information will be included as part of the activity approval form.
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 to your Commissioner or their delegate, Other documentation (listed above) does not need to be provided with this form but must be available upon request.
InTouch Details (please provide details of your InTouch system and the main contacts in the event of an emergency)*
Risk Assessment*
- I confirm that the risk assessment will be communicated to adults and young people involved in the event, in an appropriate manner, in order for them to understand the risks and how these will be managed
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Email
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Nights Away Notification

Event Information

Event Leadership Information

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