Introduction

This policy sets out the rules and procedures for running residential events for the 17th Newcastle Scout Group. This policy is intended to provide guidance to all leaders, trustees, and parents on how residential events are run, and to ensure that all residential events are run in a safe and responsible manner.

In the event that this policy conflicts with any policy or guidance issued by The Scout Association, the policy or guidance issued by The Scout Association shall take precedence.

1. Purpose

1.1. The purpose of this policy is to ensure that all residential events are run in a safe and responsible manner, and to provide guidance to all leaders, trustees, and parents on how residential events are run.

1.2. This policy is intended to provide guidance to all leaders, trustees, and parents on how the authorisation, planning, and running of residential events should be carried out.

2. Planning

2.1. All residential events must be planned at least 45 days in advance of the event taking place.

2.2. The planning of residential events must be carried out by the event leader, who must be a registered adult leader with the 17th Newcastle Scout Group.

2.2.1. The event leader should have completed **Module 16: Introduction to Residential Experiences **. If they have not, they must have support from another leader who has completed the module. Completion of this module includes validation.

2.2.2. When the transformation programme undertaken by The Scout Association is complete, the equivalent module (if any) to that listed in 2.2.1 must be completed.

2.3. The event leader must use the standardised planning Google Document, available on request from the Group Lead Volunteer.

2.4. The event leader must notify the Group Lead Volunteer of the planned residential event at least 30 days in advance of the event taking place.

2.5. The District Lead Volunteer must be notified of the planned residential event at least 14 days in advance via the Nights Away Notification Form (available via the City of Newcastle District Scouts website or the Group Lead Volunteer).

2.6. Both the Group Lead Volunteer and the District Lead Volunteer must approve the planned event in writing before the event takes place.

2.7. The event leader must ensure that all participants have all mandatory personal information recorded on their Online Scout Manager profile. This includes (but is not limited to):

• Full name
• Two emergency contact numbers
• Medical information (or a statement that there is no medical information to record)
• Dietary requirements (or a statement that there are no dietary requirements to record)
• Consent for the participant to attend the event

2.8. The event leader must have a Nights Away Permit valid for the type of residential event being planned.

2.8.1. In the event that the event leader is being assessed for a Nights Away Permit, another registered adult leader with a valid Nights Away Permit must be present throughout the event.

2.9. In the event of a joint event with another Scout Group, the relevant 17th Newcastle Scout Group event leader maintains responsibility for the safety and welfare of the participants from the 17th Newcastle Scout Group.

3. Ratios and Adult Leadership

3.1. The minimum adult to child ratio for residential events is as follows:

• Beavers: 1:6
• Cubs: 1:8
• Scouts: 1:12

The event leader is not included in any of the above ratios.

3.2. There must be at least one Compass recorded first-aider present for every 14 participants.

3.3. The Group Lead Volunteer or District Lead Volunteer must ensure that all adults attending the event hold a valid Enhanced DBS (with Barred List) check.

3.4. The Group Lead Volunteer must ensure all adults attending the event have completed both SFTY and SAFE training modules (safety and safeguarding), and that the training is valid at the time of the event.

4. Accommodation and Location

4.1. The accommodation used for residential events must be suitable for the age group(s) of the participants.

4.2. For outdoor camping, event leaders should aim to fill tents to their capacities for warmth and comfort, but must not exceed the manufacturer's recommended capacity.

4.3. No residential event may take place on a coastal or tidal location, or without the landowner's prior permission. Ideally, Scout or Guide owned campsites should be used where possible.

4.4. The event leader must ensure that all participants have access to suitable toilet and washing facilities (showers are not required unless the event is longer than 3 nights).

4.5. The event leader must ensure that there are provisions to supply clean drinking water to all participants, and hot water for washing up and cleaning.

4.6. The event leader must ensure that all participants have access to suitable cooking facilities, and that all food is stored and prepared in a safe and hygienic manner.

4.7. The event leader must ensure that all participants have access to suitable sleeping facilities.

4.8. Adults must not share sleeping facilities with children unless they are the parent or guardian of that child.

4.9. Young Leaders must not share sleeping facilities with children unless they are the sibling of that child, or the other child is an Explorer Scout (in which case the District Explorer Scout Commissioner must be notified in advance). Young Leaders must not share sleeping facilities with adults.

4.10. Gender-specific sleeping facilities should be provided for all participants. They must be separated by a divider or a separate room/tent.

4.10.1. All members aged 10 or over must have separate sleeping facilities from members of the opposite sex.

5. Activities

5.1. The event leader must ensure that all activities are suitable for the age group(s) of the participants.

5.2. The event leader must ensure that all activities are run in a safe and responsible manner.

5.3. There must be a comprehensive risk assessment for all activities, and the event leader must ensure that all participants are aware of the risks and how to mitigate them. Prior events with similar activities should be reviewed to ensure that the risk assessment is comprehensive and accurate.

5.4. The event leader must ensure that all activities are run in accordance with the rules and guidance issued by The Scout Association, and that all participants are aware of the rules and guidance.

5.5. No adventurous activities may take place without the relevant permits and qualified instructors present, or without the Group Lead Volunteer and District Lead Volunteer's written approval (covered by the Nights Away Notification Form).

6. Transport

6.1. The presumption for all events is that participants will travel to and from the event via their own means.

6.2. In the event that transport is provided by the 17th Newcastle Scout Group, the event leader must ensure that all drivers hold a valid driving licence, and that all vehicles are insured.

6.3. In the event that a minibus is used, the event leader must be qualified to drive a minibus in accordance with Section 19 of the Road Traffic Act 1988.

6.4. The Group Lead Volunteer must maintain the Section 19 Permit for the 17th Newcastle Scout Group, which must be valid at the time of the event.

6.5. The event leader must ensure that all participants are aware of the rules and guidance issued by The Scout Association for travelling to and from events.

6.6. In exceptional circumstances, young people may travel to and from events in the vehicle of a registered adult leader. In these circumstances, the event leader must ensure that the parent or guardian of the young person has provided written consent for the young person to travel in the vehicle of the registered adult leader, and there must be at least three people in the vehicle at all times (this can be two young people and the registered adult leader, or one young person and two registered adult leaders).

7. Emergency Procedures

7.1. There must be an InTouch (emergency contact) system in place for the duration of the event, in accordance with The Scout Association fact sheet FS120075.

7.2. The event leader must ensure that all participants' parents or guardians have access to the InTouch system, and that they are aware of how to use it.

7.3. The InTouch contact (home contact) must be a registered adult leader with valid SFTY, SAFE and GDPR training, with access to the Online Scout Manager system.

7.4. The event leader must conduct a survey of any site used for a residential event to identify the location of the nearest hospital, What3Words location, and the contact details for the emergency services.

8. International Residential Events

8.1. No international residential events may take place without the written approval of the Group Lead Volunteer, District Lead Volunteer, Assistant County Lead Volunteer (International) and The Scout Association.

8.2. This policy does not cover international residential events. The event leader should consult with the Group Lead Volunteer and Assistant County Lead Volunteer (International) for guidance on how to plan and run an international residential event.

9. Miscellaneous

9.1. The event leader must ensure that all participants are aware of the rules and guidance issued by The Scout Association for residential events.

9.2. Certain responsibilities of the Group or District Lead Volunteer may be delegated to another commissioner designated role. This may only be done to the extent permitted by POR.