All Nights Away events must be submitted through the Scouts Membership System. The online form is straightforward once you know what to prepare. These hints and tips will help ensure your event is approved smoothly and without delay.
1. Start Early – Submit at Least 14 Days Before
Allow plenty of time for checks, questions, and approval. Submitting with good notice helps avoid last‑minute issues and ensures your event can go ahead as planned.
2. Know Where to Go
To submit a NAN:
- Go to Scouts.org.uk
- Click Sign In
- Go to My Membership
- Select Programme Support → Nights Away Notifications → Apply for Nights Away
Many leaders find it helpful to bookmark the My Membership page for easy access.
3. Gather Everything Before You Start
Getting everything ready beforehand makes the process much quicker and helps avoid omissions.
Event Information
- Type of event
- Start and end dates
- Expected attendance numbers
- Full venue address including postcode
Event Leadership
- Name of the permit holder
- Names of all adults attending (they must appear in the system)
Planning & Approvals
- InTouch details (home contact name and number)
- Risk assessments ready to upload
- Programme outline or schedule
- Contingency plans
4. Check All Adults Appear in the System
All attending adults must be visible in the membership system. If someone doesn’t appear, they may need to adjust their privacy/visibility settings or update their profile. Ensure everyone has the correct checks and training.
5. Upload Clear, Relevant Risk Assessments
You must attach risk assessments as part of your online application. Make sure they are:
- Specific to your event and venue
- Aligned with your planned activities
- Easy to follow and practical
- Updated for any adventurous elements
If you save the form part‑way through, remember you’ll need to re‑upload attachments when you return to it.
6. Include a Programme
Approvers need to understand the structure of your event. You can:
- Paste a simple outline into the activities box, or
- Upload a programme document under supporting documents
This helps ensure your plans match the risk assessments provided.
7. Double‑Check the Permit Holder Details
Make sure:
- The permit holder selected in the system is correct
- They hold the right type of Nights Away Permit for your event
- Their name is spelled correctly and selected from the system list
Errors here often cause delays.
8. Provide a Clear InTouch Plan
Your InTouch/home contact must:
- Know how to reach you
- Be briefed on your emergency arrangements
Add their details to the InTouch section and confirm your contingency planning.
See FS120075
9. Respond Quickly to Any Queries
If the Nights Away Adviser or your District team needs clarification, a quick reply helps keep your approval on track.
10. Check the Status After You’ve Submitted
You can track whether your NAN is:
- Submitted
- Under review
- Approved
- Returned for more information
Your event isn’t authorised until it shows as approved in the system.
Final Pre‑Submission Checklist
✔ Event dates, venue and numbers completed
✔ Permit holder selected correctly
✔ All adults added and visible
✔ Risk assessments uploaded
✔ Programme included or uploaded
✔ InTouch contact added
✔ Submitted at least 14 days in advance
✔ Notify the Nights Away Team on WhatsApp