Nights Away
Planning
Nights Away - Planning
When it comes to Nights Away, most Scout Groups have their “way of doing things” and it is always worth asking your GSL or colleagues for any help. The objective is for everyone to have a happy and fun-filled time and also to benefit from the experience, whilst also keeping you and those in your care as safe as possible.
Here is a brief checklist, which offers some guidance if you need it. Not all elements are relevant to all types of events, but are included for completeness.
Of High Importance
A. The Nights Away Permit Holder is responsible for event at ALL times and must be present for the duration. The Permit must be at the appropriate level for the event i.e., Indoor, Campsite, Greenfield, Lightweight Expedition.
B. All adults attending overnight, must have a current DBS check, and membership number.
C. Leaders with responsibility for the young people, must have current Safeguarding and Safety training.
D. Squirrels and Nights Away: IMPORTANT INFORMATION concerning Squirrels and Nights Away Events can be found in the Safety and Safeguarding wording specifically relating to Squirrels at this web address: Safety and safeguarding | Scouts.
The ratios of Adults to Squirrels are: INDOOR = 1:6 (Plus Leader in charge) / OUTDOOR = 1:4 (Plus Leader in charge), with a minimum of 3 adults regardless of the number of Squirrels attending.
E. A first aider must be present for the duration.
F. Leaders must ensure that adult/young people ratios are maintained, and that sleeping arrangements take into account the adult young person separation, and the Permit Holder should also consider the issues of sharing accommodation (e.g., tents) between young people of different genders and age groups.
G. Form NAN and an Activity Risk Assessment must be sent to the Rushcliffe Scouts Nights Away Team AT LEAST two weeks before the event start date. The event can go ahead, only once it has been approved.
H. Important - Joint Explorer Scouts and Scout Network Expedition
Information relating to this specific topic are set out “Nights Away Answers” on the Scouts.org website currently within the Nights Away Answers | Scouts ; the questions answered are:
a) “How you run a joint Explorer Scout and Scout Network Expedition within the rules of the Nights Away permit scheme”.
b) Event Passports can’t be used for a joint Explorer Scout and Scout Network Nights Away activity.
c) If the Scout Network members don’t want to take an adult role or get a permit.
d) The rules for when an Explorer Scout turns 18 during an event.
Simplified Guidance Checklist
| Actions | Notes | |
|---|---|---|
| a | Event proposal | Ensure that adults you need for support, are available. |
| b | Visit the venue | Important to know if the venue is well looked after, fit for your purposes, accessible, runs activities you are planning that can be booked. You may want to know about other events and activities in the neighbouring area. Enquire whether any major events are likely to be taking place on the campsite (e.g., a District Camp) or in the neighbourhood, that may affect your planning. Ensure the venue has been risk assessed, and get a copy if you can. |
| c | Estimate the costs and camp fees | |
| d | Communicate with young people to assess level of interest and collect deposits where appropriate. | Provide details of venue, outline programme and costs. The format is down to individuals, but there is likely to be an element of 'selling'. |
| e | Book the venue. | Including booking on-site activities, campfire circle, external venues |
| f | Decide transport method and make bookings. | For adults, young people and equipment. |
| g | Detailed planning - programmes / menus | Programme. Outline menus and shopping lists. Menus may need adjusting to address specific dietary needs. |
| h | Thoroughly check equipment including First Aid Kit. | Including checks that tentage is serviceable and tents have poles and pegs. Check gas bottles, regulators, pipes, activity equipment (ropes/helmets), axes and saws, mallets. Discard any out-of-date food from previous events. |
| i | Parent / Guardian permissions and information. | You need permission from parents / guardians for Nights Away events. ALSO, ensure parents provide up to date information on medical issues, allergies and dietary needs - with some groups that will mean parents confirming that information on OSM is up to date. |
| j | Collect outstanding money owing from parents AND provide final information. | Final arrangements including: 'delivery' and 'pick-up' times for young people, locations and procedures, emergency contact information and ensuring that young people are not ill with anything contagious. |
| k | Shopping | Food, replenish First Aid supplies, equipment repairs, replacements. Fill gas. |
| l | The event itself. | |
| m | AT LEAST TWO WEEKS BEFORE START DATE: | More information is available on these topics - see links below. |
| Complete and send Form NAN and Risk Assessment to Nights Away Team for review. | Send Form NAN and Risk Assessment to: rs.nightsway@gmail.com | |
| n | The all-important review: | What went well; what could be improved; income and expenditure. |
Nights Away Team: Ron Shepherd and Peter Shepherd - E-Mail: rs.nightsaway@gmail.com
NOTE:
The Nights Away Team are the District Commissioners nominees and handle Nights Away Notifications, Nights Away Event Passports and Nights Away Permits.