Nights Away Form

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.

Once you have submitted the below form you must email the DC with a copy of your event risk assessment before your event will be approved.

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.

Nights Away Notification Form

Group Details

Permit Holder Details

Event Details

Leader in Charge Details

Venue Details

Please check the Prohobited and Resricted Areas camping Directory to ensure your site does not fall within a restricted area

In Touch Details

Numbers Attending
(minimum ratios)

Planning and Approvals

Important Planning Information

As part of the planning and preparation for the nights away acivity, the following documentation should be in place: programmes; attendance information; medical and emergency contact information (for all attendees); InTouch system; menus and written risk assessments.

You must provide a written risk assessment along with this form to your Commissioner (or their nominee). Other documentation (listed above) does not need to be provided but must be available upon request.


All Nights Away events require approval by the relevant Commissioner (or their nominee).

By approving this Nights Away event the Commissioner (or nominee) must confirm that the information provided has been checked to meet the requirements set out in POR for Nights Away events and be satisfied this event can take place.

When approved the Event Leader or Permit Holder should be notified. Should significant changes be made to the plans for this Nights Away event, the Approver will be notified by the Event Leader or Permit Holder.


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