Using external activity providers is a fantastic way to offer young people new experiences, from climbing and watersports to trampoline parks, adventure centres and other exciting activities.
However, just because an activity is being delivered by an external provider doesn\'t mean our responsibilities as Scout volunteers stop.
The Scouts has clear guidance on using external providers, and we want to remind all volunteers of some important checks that must be completed before booking or taking part in an activity.
- Insurance: Check that the provider has appropriate public liability insurance. For most activities, The Scouts requires a minimum of £5 million cover, although some activities have additional requirements. Ask for evidence of insurance rather than assuming it is in place.
- Qualifications and Accreditations: Ensure the provider holds the appropriate qualifications, licences or accreditations for the activity. This may include an AALA licence for certain adventurous activities. Check the Scouts Activity Finder for the relevant requirements.
- Waivers and Indemnity Clauses: Some providers, particularly trampoline parks and adventure centres, require participants to sign waivers. Any waiver must be referred to Unity Insurance for review. Agreements containing indemnity clauses must also be referred to Unity before entering into them. Parents/carers must sign waivers for their own young people; volunteers cannot sign on their behalf.
- Risk Assessments: Make sure the activity is appropriately risk assessed. Understand what the provider is responsible for and what remains your responsibility, including travel, supervision and any additional risks specific to your group.
- Supervision and Safeguarding: External instructors must not have unsupervised access to young people. Agree supervision arrangements with the provider beforehand and ensure appropriate Scout volunteer supervision is maintained.
- Scouts Rules: External providers must operate in accordance with relevant Scouts rules, including any specific safety requirements for the activity. The Leader in Charge remains responsible for ensuring these are followed.
Even when an external provider is delivering the activity, the Leader in Charge retains overall responsibility for ensuring the activity is properly managed and complies with Scouts Policy, Organisation and Rules (POR).
If something doesn\'t look safe, volunteers have the authority to stop, change or cancel the activity.
Plan Ahead and Ask Questions
Please don\'t leave these checks until the day of the activity. Insurance, qualifications and waiver arrangements should be confirmed in advance, allowing time to resolve any concerns.
If you\'re unsure whether a provider meets the requirements, or have concerns about insurance or waivers, seek advice before committing to the activity.
Further Guidance:
The Scouts – Externally Led Activities
Taking a few minutes to complete these checks helps us keep everyone safe while continuing to offer brilliant adventures and experiences for our young people.
