Nights Away Notification (NAN)

This form provides the information a Commissioner (or their nominee) requires to APPROVE an event to take place (i.e. POR 9.1b/9.1c). The Permit holder is responsible for ensuring 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 their nominee) at least 7 days before the event (in normal circumstances). How the information is passed on will depend on local arrangements, but must be documented. Please ensure your Group Scout Leader / District Explorer Scout Commissioner is aware of the event.

The event must not go ahead until the Commissioner (or their nominee) has confirmed their approval.

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. For further detail on our retention periods please visit our Data Protection Policy.

Nights Away Notification
e.g. Sleepover, Hike, Pack Holiday etc


Event details

and time
and time

Venue details

Please check the Prohibited and Restricted Areas Camping Directory on to ensure your site does not fall within a restricted area.
Venue address
Venue address
Address line 1
Address line 2

Event leadership information

Permit holder information

Adults attending


Please list activities requiring permits or qualifications (including any planned contingency activities) providing details of the activity leader or provider i.e. names of individuals or businesses / organisations providing the activities

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.
Please provide details of your InTouch system and the main contacts in the event of an emergency

Maximum file size: 10.49MB

I confirm the written risk assessment for this Nights Away event has been shared with the responsible Commissioner (or their nominee)
I confirm that the risks and control measures will be communicated to all adults and young people involved in the event, in an appropriate manner.
I confirm that if the planned activities cannot take place during this Nights Away event, the leadership team have considered alternatives and they will be carried out as per the local approval process.
I confirm that the Group Scout Leader / District Explorer Scout Commissioner is aware of this event taking place.