This policy sets out how the 17th Newcastle Scout Group runs residential events — camps, sleepovers and other nights away — so that every one is run safely and responsibly. It guides leaders, trustees and parents.
If this policy conflicts with any policy or guidance from The Scout Association, The Scout Association's policy or guidance takes precedence.
1Purpose
1.1This policy makes sure that every residential event is run safely and responsibly.
1.2It guides leaders, trustees and parents on how residential events are authorised, planned and run.
2Planning
2.1Every residential event must be planned at least 45 days before it takes place.
2.2The event must be planned by the event leader, who must be a registered adult leader with the 17th Newcastle Scout Group.
2.2.1The event leader should have completed Module 16: Introduction to Residential Experiences, including its validation. If they have not, they must be supported by another leader who has.
2.2.2Where The Scout Association's transformation programme replaces the module in 2.2.1 with an equivalent, the equivalent must be completed instead.
2.3The event leader must use the Group's standard planning document, available from the Group Lead Volunteer.
2.4The event leader must tell the Group Lead Volunteer about the event at least 30 days before it takes place.
2.5The District Lead Volunteer must be told about the event at least 14 days before it takes place, using the Nights Away Notification Form (available from the City of Newcastle District website or the Group Lead Volunteer).
2.6Both the Group Lead Volunteer and the District Lead Volunteer must approve the event in writing before it takes place.
2.7The event leader must make sure every participant's Online Scout Manager record holds all mandatory personal information, including at least:
- full name
- two emergency contact numbers
- medical information, or a statement that there is none
- dietary requirements, or a statement that there are none
- consent to attend the event.
2.8The event leader must hold a Nights Away Permit valid for the type of event being planned.
2.8.1If the event leader is being assessed for a Nights Away Permit, another registered adult leader with a valid permit must be present throughout the event.
2.9At a joint event with another Scout Group, the 17th Newcastle event leader remains responsible for the safety and welfare of the 17th Newcastle's participants.
3Ratios and adult leadership
3.1The minimum ratio of adults to young people is:
| Section | Adults to young people |
|---|---|
| Beavers | 1 : 6 |
| Cubs | 1 : 8 |
| Scouts | 1 : 12 |
The event leader is not counted in these ratios.
3.2There must be at least one first-aider, recorded as such on the Scouts membership system, for every 14 participants.
3.3The Group Lead Volunteer or District Lead Volunteer must make sure every adult attending holds a valid enhanced DBS check (with barred list).
3.4The Group Lead Volunteer must make sure every adult attending has completed the safety (SFTY) and safeguarding (SAFE) training, and that it is valid at the time of the event.
4Accommodation and location
4.1Accommodation must be suitable for the ages of the participants.
4.2When camping, event leaders should aim to fill tents to their capacity for warmth and comfort, but must not exceed the manufacturer's recommended capacity.
4.3No residential event may take place at a coastal or tidal location, or without the landowner's prior permission. Scout or Guide campsites should be used wherever possible.
4.4The event leader must make sure all participants have suitable toilets and washing facilities. Showers are needed only for events longer than three nights.
4.5The event leader must make sure there is clean drinking water for all participants, and hot water for washing up and cleaning.
4.6The event leader must make sure there are suitable cooking facilities, and that all food is stored and prepared safely and hygienically.
4.7The event leader must make sure all participants have suitable sleeping facilities.
4.8Adults must not share sleeping facilities with young people, unless they are that young person's parent or guardian.
4.9Young Leaders must not share sleeping facilities with young people, unless the young person is their brother or sister or is an Explorer Scout (in which case the District Explorer Scout Commissioner must be told in advance). Young Leaders must not share sleeping facilities with adults.
4.10Separate sleeping facilities should be provided for each gender, divided by a partition or in a separate room or tent.
4.10.1All members aged 10 or over must have sleeping facilities separate from members of the opposite sex.
5Activities
5.1The event leader must make sure all activities are suitable for the ages of the participants.
5.2The event leader must make sure all activities are run safely and responsibly.
5.3There must be a thorough risk assessment for every activity, and the event leader must make sure all participants know the risks and how to reduce them. Risk assessments from earlier events with similar activities should be reviewed so that this one is complete and accurate.
5.4The event leader must make sure all activities are run in line with The Scout Association's rules and guidance, and that all participants know them.
5.5No adventurous activity may take place without the relevant permits and qualified instructors present, and without the written approval of the Group Lead Volunteer and District Lead Volunteer (given through the Nights Away Notification Form).
6Transport
6.1The presumption is that participants travel to and from every event by their own means.
6.2Where the Group provides transport, the event leader must make sure every driver holds a valid driving licence and every vehicle is insured.
6.3Where a minibus is used, the event leader must be qualified to drive it under Section 19 of the Road Traffic Act 1988.
6.4The Group Lead Volunteer must keep the Group's Section 19 Permit valid, including at the time of the event.
6.5The event leader must make sure all participants know The Scout Association's rules and guidance on travelling to and from events.
6.6In exceptional circumstances, a young person may travel in a registered adult leader's vehicle. The event leader must first have the parent or guardian's written consent, and there must be at least three people in the vehicle at all times: two young people and the leader, or one young person and two registered adult leaders.
7Emergency procedures
7.1An InTouch (emergency contact) system must be in place throughout the event, in line with The Scout Association's factsheet FS120075.
7.2The event leader must make sure every participant's parents or guardians can use the InTouch system and know how to.
7.3The InTouch home contact must be a registered adult leader with valid safety (SFTY), safeguarding (SAFE) and GDPR training, and access to Online Scout Manager.
7.4The event leader must survey every site used, recording the nearest hospital, the site's What3Words location and the contact details for the emergency services.
8International residential events
8.1No international residential event may take place without the written approval of the Group Lead Volunteer, the District Lead Volunteer, the Assistant County Lead Volunteer (International) and The Scout Association.
8.2This policy does not cover international residential events. The event leader should seek guidance from the Group Lead Volunteer and the Assistant County Lead Volunteer (International).
9General
9.1The event leader must make sure all participants know The Scout Association's rules and guidance for residential events.
9.2Some responsibilities of the Group Lead Volunteer or District Lead Volunteer may be delegated to another role they designate, but only as far as POR allows.