Nights Away Notification (NAN) Form

Nights Away Notification (NAN) Form

Note: THIS FORM IS BASED ON - FORM NAN APR 2023 Edition No. 11

PURPOSE AND USE: This form provides the information a Commissioner (or their nominee) requires to APPROVE an event to take place (i.e. POR 9.1.2). 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 (normally via email).

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.

E-mail address of person completeting form*

This email address is automatically repeated in the Event/Section Leader field but NOT the Permit Holder.

please change individual fields if required.

Permit Holders Name*

First NameLast Name

Phone Number*

Area CodePhone Number

Permit Holders E-mail*

Membership No.

Group/ESU/ASU (Only select District when instructed to do so)*

Explorer Scout Unit (ESU)*

Section*

If your Group has more then one Drey/Colony/Pack/Troop please state name in Additional Relevant Information below

Event or Section Leader (if not Permit Holder)*

First NameLast Name

Phone Number*

Area CodePhone Number

Event or Section Leader E-mail (if not Permit Holder)*

If operating with an event passport, has the event passport been issued*

YesNoN/A

Is this a DofE Expedition (including Practices) activity?*

YesNoN/A

Venue*

Venue Phone Number

Area CodePhone Number

Venue Address

Please check the Prohibited and Restricted Areas Camping Directory on scouts.org.uk to ensure your site does not fall within a restricted area.

Event Date: From*

DayMonthYear

Event Date: To*

DayMonthYear

Number of Nights*

Squirrels*

Beavers*

Cubs*

Scouts*

Explorers*

Include Young Leaders

Adults*

Adults Attending (If a District Event that does not require Group Adults then state 'District Provision' in Name)*

Numbers: If no members are attending from a section then enter 0 (do not leave blank), this excludes Adults.

If you do not know the exact numbers at the time of completing this form please enter the maximum expected.

Type of Event (eg Sleepover, Hike, Pack Holiday etc.)

Activities (please list those requiring permits or qualifications, providing details of the activity leader or provider)

Additional Relevant Information:

Planning and Approvals

As part of the planning and preparation for the Nights Away event 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 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 with this form but must be available on request.

InTouch Details (please provide details of your InTouch system and the main contacts in the event of an emergency) *

Include Name/s and Contact Numbers

Risk Assessment - Select all that apply*

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 adultsand young people involved in the event, in an appropriate manner.This is a District event who will share the risk assessment/s for the event and district activities ONLY. I have attached Group/Unit specific risk assesments if appropriate.

Attach Risk Assessments here

Browse Files

GSL / DESC is aware of event*

tick

Contingency Plans*

I confirm that if the planned actitivies cannot take place during this Nights Away event, the leadership team has considered alternativites and they will be carried out as per the local approval process.

Home DC Name*

Phone Number

Revised / Re-submitted NAN

Tick if this is a revised NAN for a previously submitted one?

Event Details

Enter the message as it's shown*

PLEASE NOTE that after selecting the SUBMIT button there may be a delay before the ‘Thank You’ page appears.