18-30 Residential events procedure
© Girlguiding 2019 www.girlguiding.org.uk
Registered charity number 306016
Notes for event leaders
All residential events run by and for 18-30s in Girlguiding must nominate an event leader. The event leader is
responsible for taking appropriate steps and making decisions to ensure the safety and wellbeing of participants,
and that the event is run in line with Girlguiding regulations and the code of conduct.
Use this form to notify your commissioner
about events run by and for 18-30-year-olds that involve an overnight
stay at least six weeks before the event (a shorter period may be accepted at the discretion of your commissioner).
For international events, a copy should also be sent to your international adviser and country or region ofce.
It can be submitted electronically.
The people that you submit this form to may want to talk through your plans with you, or suggest that you get
support or training before the event. The event leader has nal responsibility for the event.
Guidance for planning
• We recommend you use the Information and Consent for Event/Activity form to share details of the event with
participants, and receive information on participant needs and their emergency contact information before
• All participants should hold A Safe Space Level 1 (which can be completed online) and should abide by the code
of conduct throughout the event. This includes any non-Girlguiding members attending.
• At least one participant must hold A Safe Space Level 2.
• At least one participant must hold a current rst response or equivalent rst aid qualication
• Complete a risk assessment, including details of your accommodation/venue - Risk assessment template
• Activity nder – please check for guidelines and requirements for all activities.
• Participants with disabilities – speak to all participants about their access needs, and where necessary seek
advice from your inclusion adviser and check the guidance on our website.
• Health Information Forms (UK or International) –all adults must complete the appropriate form for the nature of
the residential. These should be held securely by the event leader or nominated rst aid lead. (For the purposes of
this pilot, we ask that all adults complete a health form, even though this is usually only compulsory for under 16s)
• Check whether you need additional insurance for your event.
• Home Contact Agreement –follow the home contact system guidance.
• Going Away with Guiding has detailed guidance on planning a safe and high-quality UK and international
residential events. The Going on residentials page on the Girlguiding website also has useful advice.
• Contact your outdoor adviser or international adviser for help and support.
Longer, larger or international events
When you are organising events with more than 8 people or lasting more than 4 nights or including overseas travel
the event leader should:
• Submit a draft of this form 12 weeks before the event, with a draft risk assessment.
• Hold A Safe Space Levels 1-3.
Guidance for commissioners receiving the 18-30 residential events form
This form is to notify you of an 18-30 residential event. You do not need to approve or give permission for the event,
but you should read the form and take the following actions:
• Conrm that an appropriate risk assessment has been completed.
• Conrm that the guidelines are being followed for any adventurous activities.
• Conrm that a home contact system is in place.
• Conrm that any parents/carers bringing children to the event have signed the form on p4.
• For international trips, you should send this form to the relevant international adviser for her advice, and ensure
that appropriate travel insurance has been organised.
After this, please sign the form to acknowledge receipt and return it to the event leader.
If you have any concerns about the level of experience and/or training that the event leader has, please raise this
with her and discuss opportunities to access support and training as required.
If your commissioner is a participant in the event, the form should be sent to the commissioner one level of responsibility above her.
If you don’t have a volunteer role it should be sent to your country or region ofce.