Nights Away or residential events, such as camping or sleepovers, are a key part of Scouting. They’re something that every young person should have the opportunity to take part in. So, we have simplified the step-by-step guide for processing a Nights away Notification form through the membership system.
Nights Away Notification
All Nights Away Notification (NAN) forms must be submitted through the membership system, allowing for there to be a digital record of processing and approving. While preparing for your Nights Away experience, please remember to fill out your Nights Away Notification (NAN) form at least 7 days, ahead of your event on the membership system. This will then go to your District Lead Volunteer or Nights Away Approver together with the risk assessment for the event; this will then be reviewed ahead of approval and we suggest that there is time allowed for queries before the event. Please see the FAQ page on the Scouts UK website for further guidance and information.
In-Touch Processes
Key information:
It’s important from an audit perspective that you, as the Nights Away organiser, put as much detail within the online form as possible.
Within the application, it is split into three sections, complete each of these:
Once you have completed your form, please click submit. At any point through completing the form you can click save, this will allow you to close the page and return with all the details completed at the point you clicked save. Please note, you always need to click submit to send it for approval.
When you are preparing for a Nights Away experience, you will need to ensure that you have an effective ‘in-touch process’ in place. In-Touch is the system that helps you to communicate at all Scout activities and events. It’s flexible and lets Groups and Sections work out the best way to keep in touch during these activities. Please read the guidance on the In-Touch section of the Scouts UK website.
Start by signing in to scouts.org.uk.
On your welcome page:
1. Click ‘My membership’.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
2. Click ‘Programme support’.
On the ‘Apply for nights away’ page:
3. Click ‘Event Information’ to view the form.
Under the ‘Event Information’ section:
4. Select the ‘Type of Event’ from the dropdown menu.
5. Select a ‘Hierarchy Level’ from the dropdown menu.
6. Select ‘Yes’ or ‘No’ for using an Event Passport.
7. Type the ‘Start Date’ and ‘End Date’ into the boxes.
8. Type the ‘Approximate Number of Attendees’ into the boxes.
9. Type the ‘Venue Details’ into the boxes.
10. Click ‘Event Leadership Information’ to continue filling in the form or click ‘Save’ to continue the application later.
Under the ‘Event Leadership Information’ section:
11. Select ‘Yes’ or ‘No’ for the Permit Holder.
If you’ve selected ‘No’, type the ‘Permit Holder Name’ into the box and select it from the dropdown menu.
12. Type the ‘Names of Adults Attending’ into the box and select them from the dropdown menu.
13. Type the ‘Activities’ into the box.
14. Click ‘Planning and Approvals’ to continue filling in the form or click ‘Save’ to continue the application later.
Under the ‘Planning and Approvals’ section:
15. Type the ‘In Touch Details’ into the box.
16. Tick the boxes to confirm you agree with the ‘Risk Assessment’ statements.
17. Click ‘Browse’, select your document and click ‘Open’ to attach your Risk Assessment.
18. Click ‘Add document’ to include a supporting document. Then, type the ‘Attachment description’ into the box, click ‘Browse’, select your document and click ‘Open’ to attach your supporting document.
19. Tick the box to confirm the ‘Contingency Plans’.
20. Tick the box to confirm your Lead Volunteer is aware of the event.
21. Click ‘Submit’.
A message will appear at the bottom of the page confirming you’ve successfully submitted your Nights Away application.
If you would like more information or support around Nights Away Notification processes and using the membership system, please contact us;
(Last update: August 2025)
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