Nights away and activities

Resources and notifications

Nights Away

Cubs in a tent

Nights away notification

If you’re taking young people on a nights away experience, you’ll need to fill out a notification at least 7 days before the event. Download the form, and return (with your risk assessment) to NAN@wansdykescouts.org.uk

Nights away experiences are an essential part of running any section. They offer a different type of adventure to young people outside the usual meeting place.

To ensure adults running nights away events have the right skills and knowledge, there is a ‘Nights Away Permit Scheme’. Each nights away event must have a permit holder who holds the correct permit for the type of camp.

Nights away notifications

  • For every nights away event, a notification must be completed.
  • At least 7 days before the event, a notification must be completed and sent (with your risk assessment) to nan@wansdykescouts.org.uk
  • Your event will either be approved or further details will be requested.
  • Your event cannot go ahead without approval via email from the district team

Any notifications which are received less than 7 days before the event will automatically be declined, and you will have to cancel your event. This is to allow the district nights away team to have enough time to review your notification and carry out the checks that are required by The Scouts’ Policy, Organisation and Rules (POR).

The Nights Away Notification (NAN) process

Frequently asked questions

Nights Away Permits

What is a Nights Away Permit?

The Permit is credit card-sized and is a ‘mini certificate’ confirming the level of camping skills attained by its holder. The available categories are:

Indoor – for staying in a building that has toilets plumbed into a waste disposal system (eg. a cess pit, storage tank or mains drains) and access to running drinking water.

Campsite – for staying at a site that has toilets plumbed into a waste disposal
system (eg. a cess pit, storage tank or mains drains) and access to running drinking
water.

Greenfield – for staying at any site where any of the above facilities do not
exist – for example a summer camp on a farmer’s field.


Lightweight expedition – for staying at any site for not more than one night before moving on. The core activity is a form of expedition, not residential, and
all the equipment is transported with the participants eg. QSA/DofE hikes, expedition hikes, canoe expeditions etc. NB The Green Field Permit is the only one which automatically includes this element of the Permit Scheme. Those holding a hillwalking permit that includes lightweight camping in remote areas may also run Lightweight Expedition events.

Occasionally restrictions may be imposed on any of the above, but the reasons for these should be discussed with you prior to the recommendation being passed to the DC for issue of the permit.

Do I need a permit?

Yes. For every nights away event, a permit holder must be present.

See POR Chapter 9.56

Where can I find out more about the permit scheme?

Those wishing to gain a nights away permit or wish to find out more should refer to the applicant’s guide.

What is the application process?

Submit your Nights Away Application Form to the relevant Advisor at the address. This must be done before any planning can take place.

You should include, where possible, documentation to back-up previous camps/overnight stays you may have organised or been involved with. Please note camps or parts of camps or residential experiences you have run rather than just attended.


Prior to starting the process of planning a camp you will need to arrange a meeting with the relevant Advisor so an initial assessment can take place. It is at this point that your current level of experience can be discussed, and the level of assessment required will be determined.

During the time you are working with the NAA to attain your Nights Away Permit you will be assessed on the 8 Core Skills:
1. Planning a Nights Away Event
2. Ensuring the effective administration of an event
3. Preparing and co-ordinating a programme of activities
4. Choosing and preparing the event team
5. Choosing, organising and maintaining the right equipment
6. Ensuring the health, happiness and safety of self and others.
7. Organising good catering
8. Making best use of the venue


Your Advisor will be assessing your input into the above stages, and that it is not just an “off the shelf” camp exactly as run in previous years by previous Leaders. You will not be required to reinvent the wheel, but ensure your personal stamp is put on the event.


Assessment is likely to take place at three stages – planning, during the event itself, and a follow-up de-brief afterwards. Only if you have shown competence in all assessed areas will you permit be recommended to the DC, further assessment may be required.

Your camp will be visited as part of the Permit assessment by either the DC, DC’s representative or an NAA either from the District, or if camping outside the District, a local representative.


Your Permit will be issued based on a mixture of prior experience and assessment. It is not envisaged that a permit will be issued on the running of your first camp, but an assessment based on a variety of previous experiences and your current level of skill.


As a Permit holder you will need to prove you are able to run and be responsible for all Sections at any location during a residential experience.


Given the level of responsibility that comes with the Permit, the assessment is not meant to be easy, however your Advisor will be able to help and guide you through all stages of the practical assessment, advising where necessary, with the aim of promoting quality residential experiences for all our young people across Wansdyke.

Is there any training I should do to get my permit?

Applicants may find it useful to view the below training modules.

Module 16 – Residential Experience
This module is not a requirement under the Nights Away Permit Scheme, it is however a requirement for the Wood Badge.


Module 38 – Skills for Residential Experiences
This Module is not a requirement under the Nights Away Permit Scheme, it is also not a requirement for the Wood Badge.


It should be noted that although neither of the above modules is a requirement for the Nights Away Permit Scheme attendance of either of these courses should be noted on your application form as they will be taken into account by your advisor whilst carrying out your initial assessment. Issue of a Nights Away Permit does however validate both of these modules.

I’m ready to apply. Who do I contact?

Apply to the District Nights Away Advisor.


Please ensure you apply in good time for assessor availability.

Can I upgrade my permit?

If you wish to be considered for a Permit Upgrade you need to contact an Advisor before doing anything else. Each upgrade needs to be reviewed on an individual basis and your Advisor will need to be informed before any camp arrangements are made.

How do I renew my permit?

Permits are issued for a maximum of 5 years.


You will need to complete the standard application form and forward to your Advisor including all experience gained during the period since your last assessment. A further assessment may be required, dependent upon your recent experience. Occasionally restrictions may be imposed but the reasons for these should be made available to you.


NB – POR 9.57 – Permits will expire automatically if they are not renewed.

Nights Away Events

Why do notifications need to be submitted 7 days before the event?

The district nights away team have a responsibility to check that everything is in place for your nights away event, in line with The Scouts’ Policy, Organisation and Rules. This can take some time, so 7 days ensures they can check everything is okay to ensure your event is safe.

Notifications received less than 7 days before the event is due to take place will automatically be declined, and you will need to cancel your event, or reschedule it so you can give at least 7 days notice.

How do I submit a notification?

Download the form available at the top of this page and email to nan@wansdykescouts.org.uk with your risk assessment at least 7 days before the event. Any notifications received less than 7 days before the event will be automatically declined. This is to allow the district nights away team to have enough time to review your notification and carry out the checks that are required by The Scouts’ Policy, Organisation and Rules (POR).

Do I need to submit a notification?

For any nights away event, a notification must be submitted and approved by the district nights away team.

Nights away events are defined as ‘all camping and residential experiences […] where it is intended that young people will sleep overnight and arrangements are put in place for this purpose, such as sleepovers, camps, Pack Holidays and expeditions.’ This includes nights away events running in your usual meeting place.

Nights away events cannot be run without approval from the district nights away team.

What is a nights away passport?

Nights away passports allow a nights away event to be run without any adult volunteers present. Responsibility is given to the young people to run their event.

Passports cannot be issued to adults.

Further details can be found on The Scouts’ website

What is a permit holder?

A nights away permit holder is a person who has completed the relevant training and assessment to be able to run nights away events.

A permit can be granted to run different types of camp.

A permit holder (holding the correct level of permit) must be present for all nights away events, unless a nights away passport is being used.

Do sleepovers in our own meeting place count?

Yes. Any form of event where sleeping arrangements are needed (such as sleepovers, camps, pack holidays or similar) count as a nights away event. A permit holder and nights away notification must be in place.

What is a Nights Away event?

Nights away events are defined as ‘all camping and residential experiences […] where it is intended that young people will sleep overnight and arrangements are put in place for this purpose, such as sleepovers, camps, Pack Holidays and expeditions.’ This includes nights away events running in your usual meeting place.

We’re currently updating our guidance document which used to be here. It’ll be back soon.

Activities

Activity notification

Adventurous activities require a notification to be filled out, at least 7 days before the activity.

All activities in Scouts require approval from the District Commissioner Team (Lead Volunteer Team) (as stated in POR 9.1).

In Wansdyke, this responsibility is delegated to Group Scout Leaders and the District Explorer Scout Commissioner for approving most activities a section is likely to run (i.e. through oversight of their group/unit’s programme). However, there are some activities which require the district to be notified.

Activity notifications are required for:

  • Any activity taking place outside of the geographical area of Wansdyke (as defined by this map)
  • Any activity as detailed in the Adventurous Activity Permit Scheme (POR rule 9.7), regardless of geographical location
  • Any activity which requires specialist training or a qualification to run (for example, air rifle shooting, tomahawk throwing and swimming).

If in doubt whether an activity requires a notification, just submit one anyway. The activities team will come back to you and let you know whether this activity requires a notification in the future.

Activity notifications must be submitted via the county website at least 7 days before the event.

Volunteers should review POR Chapter 9 to see their responsibilities.

Any notifications which are received less than 7 days before the event will automatically be declined, and you will have to cancel your event. This is to allow the district activities team to have enough time to review your notification and carry out the checks that are required by The Scouts’ Policy, Organisation and Rules (POR).

The District Activity Notification (DAN) process

Frequently asked questions about activities

How do GSLs and the DESC approve activities?

Every activity in Scouts needs approval. However, many of the activities that sections complete do not need approval from the district to run. Instead, this approval is delegated to Group Scout Leaders (Group Lead Volunteers) for Squirrels, Beavers, Cubs and Scouts or the District Explorer Scout Commissioner (14-24 Team Leader) for Explorers.

Group Scout Leaders (Group Lead Volunteers) are responsible for approving all activities in their group’s sections. This in practice will be through reviewing the programme of their sections and having discussions with section leaders, to ensure these activities are being run safely.

The District Explorer Scout Commissioner (14-24 Team Leader) is responsible for approving all Explorer Scout Units’ activities. This in practice will be through reviewing the programme of the Explorer Scout Units and having discussions with leaders, to ensure these activities are being run safely.

N.B. if any of the following apply, then a district activity notification is required:

How do I submit an activity notification?

Via the County Website, at least 7 days before the event.

What activities need to be approved by the district?

Further support

Keeping young people and volunteers safe is our number one priority. If you are unsure about any of the processes or details above, please seek support.

The following people can help:

  • Your Group Scout Leader (Group Lead Volunteer) for Squirrels, Beavers, Cubs and Scouts
  • The District Explorer Scout Commissioner (DESC/14-24 Team Leader) for Explorers
  • The District Activities Team
  • The District Nights Away Team
  • The District Commissioner (District Lead Volunteer) Team via dc.team@wansdykescouts.org.uk
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