Activity / Going Out Notification Form

Use this form to notify the District of any planned activity where young people or adults will be away from their usual meeting venue, or for any activity that requires an Activity Permit holder.

Please submit the form at least 48 hours before the activity, event, or meeting takes place.

Completing this notification helps all of us follow best practice in planning and risk assessment, and supports the District in ensuring compliance with POR.
For more information see: HANDS-POL-01 Activity Approval Policy

Activity / Going Out Notification

Activity Information

This Activity will need to be approved by the District Lead Volunteer
Note: For joint activities involving more than one Group or ESU, each participating party must submit its own notification
Your Section/ Activity Type
Start Time
End Time
If applicable, please also give details of any specialised or adventurous activities, including the name of any third-party provider, or the name of the Qualified Person/ Adventurous Activity Permit Holder
Approximate Number of Attendees:
including Leader in charge
Ration Requirements: At least 1 adult or helper per 4 Squirrels + the Leader in charge

Minimum adults or helpers: 3, including the Leader in charge

Ration Requirements: At least 1 adult or helper per 6 Beavers + the Leader in charge

Minimum adults or helpers: 2, including the Leader in charge

Ration Requirements: At least 1 adult or helper per 8 Cubs + the Leader in charge

Minimum adults or helpers: 3, including the Leader in charge

Ration Requirements: At least 1 adult or helper per 12 Scouts + the Leader in charge

Minimum adults or helpers: 2, including the Leader in charge

Ration Requirements: No set ratio

Minimum adults or helpers: 2, including the Leader in charge

Leadership Information

Leader Contact
Leader Contact
First Name
Last Name

Planning and Approvals – Group Sections and Partnered Explorer Scout Units

I confirm that the Group Lead Volunteer has been informed of this activity and has given their approval.
I confirm that the Risk Assessments have been completed and shared with the Group Lead Volunteer and all Adult Volunteers.

Planning and Approvals – District Lead Volunteer

Please confirm below sections and upload the relevant documentation to support the review and approval of the activity.
I confirm that the Group Lead Volunteer has been informed of this activity and has given their approval.
I confirm that the Risk Assessments have been completed and shared with the Group Lead Volunteer and all Adult Volunteers.

Maximum file size: 268.44MB

e.g. Risk Assessments, Qualifications, Route Cards etc.

Maximum file size: 268.44MB

e.g. 3rd Party Liability Insurance Certificate, Risk Assessments, Qualifications etc.