Whether you\'re heading out for an evening activity, organising an adventurous experience or taking young people away for a weekend, ensuring the correct activity approvals and notifications are in place is an important part of delivering safe Scouting.

We want to remind all volunteers of the requirements for submitting Activity Approval Forms and Nights Away Notifications (NANs), including an important change to how Nights Away activities are notified to the District.

 

When Do I Need an Activity Approval Form?

In Beverley and Hornsea District, an Activity Approval Form is required when:

  • Meeting somewhere different: Your section is meeting away from its normal meeting place, even if it\'s another Scout HQ.

  • Changing your meeting time or day: Your activity is taking place on a different day or at a different time (changes of up to one hour do not require a form).

  • Adventurous activities: You\'re undertaking an activity requiring an Adventurous Activity Permit holder or National Governing Body (NGB) qualification, even if it\'s at your normal meeting place and time.

  • Substitute Nights Away Notification: You\'re attending a Nights Away event that has been approved by another Lead Volunteer.

 

Forms should normally be submitted at least seven days before the activity, although we recognise that short-notice activities sometimes arise.

 

By submitting the form, you\'re confirming that the activity has been appropriately planned, a suitable risk assessment has been completed and the relevant requirements of Scouts POR have been met.

 

Important Change – Nights Away Notifications (NANs)

All standard Nights Away Notifications must now be submitted electronically through My Membership on scouts.org.uk, along with any required supporting documentation.

 

The previous District Activity Approval Form is no longer the route for submitting standard Nights Away Notifications.

Remember that a Nights Away activity must not take place without positive approval from the appropriate Lead Volunteer or their nominee.

 

Substitute Nights Away Notifications – Don\'t Forget!

This is an important part of the District process that volunteers should be aware of.

 

If you\'re attending a Nights Away event where the NAN is being approved by another Lead Volunteer, you must still notify Beverley and Hornsea District by submitting a Substitute Nights Away Notification using our District Activity Approval Form.

 

For example:

  • Your section is attending a camp organised by another District, with the NAN approved by that District.

  • Your young people are attending a larger County or national Scout event where the organising team has arranged the Nights Away approval.

  • You\'re joining another Scout Group\'s camp where their Lead Volunteer is responsible for the Nights Away approval.

 

 

Even though someone else is approving the Nights Away activity, we still need to know that our young people and volunteers are attending.

 

This ensures the District has appropriate oversight of Nights Away activities involving our members.

 

Changes or Cancellations

Once an Activity Approval Form has been submitted, it cannot be edited.

 

If you need to change or cancel an activity, please REPLY ALL to the original email notification so that everyone involved in the approval process is kept informed.

 

Please avoid sending separate emails or messages, as these can lead to information being missed.

 

Plan Ahead and Get It Right

Activity approvals and notifications aren\'t simply an administrative exercise. They help ensure activities are appropriately planned, risks are considered and the relevant Lead Volunteers have the information they need to fulfil their responsibilities.

 

Please build these requirements into your planning rather than leaving them until the last minute.

 

Further Information and Forms:

District Activity Approval Process & Online Form

If you\'re unsure whether a form is required or which process applies, please speak to your Group Lead Volunteer, District Lead Volunteer or District 14–24 Team Leader.

A little planning and communication helps us continue delivering safe, exciting and adventurous Scouting for everyone!