Fill - Free fillable International residential permission to plan form (Girlguiding UK) PDF form

International residential permission to plan form

It is the responsibility of the license holder to ensure that Girlguiding policies and

procedures are followed and that this form is completed accurately, updated information

sent to the commissioner where necessary and that the event does not go ahead until

authorisation is received.

When to use this form

You must use this form to gain permission to plan an international event and the form must be submitted before any

bookings (for ﬂights, accommodation or travel) have been made. This will normally be a minimum of between 9-18

months before the proposed date of travel, depending on the amount of preparation required (a shorter period may

be accepted in exceptional circumstances).

When your commissioner gives permission to plan an international event she will return this form to you and will

indicate dates by which the Residential Event Notiﬁcation, risk assessment, itinerary, travel insurance details and

emergency contact information must be received by her

Remember as this form includes personal data you must make sure you follow the data protection procedures when

completing, sharing or sending the form.

When planning a residential or overnight

event you must refer to Girlguiding

residential event procedures.

Please refer to the guidance notes

attached before completing

this form.

Leader in charge/licence holder

This refers to the person with overall responsibility for the event

Licence Holder Details

First name/s

Surname Membership no.

Contact number Contact email

Going away with scheme assessment required? Yes No

If yes, which going away with licence modules do you hold or are you working towards (please tick all that apply):

Modules 1-4

(basic Going Away With licence)

Module 5 (Catering)

Module 6 (Programme)

Qualiﬁcations Completion date

held/working towards Date achieved if working towards

Held Working towards

Module 7 (Facilities)

Module 8 (Camping Equipment)

Module 9 (Travelling Abroad Module)

Other adult leaders and adults

Participants

Name of unit/s:

Please tell us total maximum number attending below:

Brownies Guides Rangers Young leaders

Adult volunteers/members

Other children:

Event details

Please tell us as much information as you can about where you are going including countries you are travelling

through, the dates and activities you are planning to do:

Travel

Please tell us about travel arrangements and how you will manage anticipated risks:

How will you travel to and from your destination/s

Have you checked current Foreign Ofﬁce advice about the country/ies you are travelling to/through? Yes No

What, if any, are the restrictions or risks mentioned by the Foreign Ofﬁce?

How will you monitor whether the destination/s and country/ies you are travelling to/through do not pose an

unacceptable risk?

Name(s) of Membership Role at residential Qualiﬁcations (including Requiring

leader/volunteer number (eg catering, ﬁrst aid) what level of A Safe assessment

Space held) at event (Y/N)

Other adults (eg parents, carers or members of other organisations

Their details must be included in “details of adults” section above)

Number Male/Female/gender neutral Age

Commissioner to complete

Dates for submission of forms, risk assessment, itinerary, emergency contact details.

9-18 months before travel - REN Form (part 1), Risk assessment,

draft itinerary, travel insurance certiﬁcate

4 months before travel – updated risk assessment and itinerary

4 weeks before travel – REN From (part 2), ﬁnal itinerary,

home contact’s details, emergency contact details for all participants

Date due:

Commissioner’s signature

Name:

Signed Date

Email Telephone

International Adviser approval (international events)

Name:

Signed Date

click to sign

signature

click to edit

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signature

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Permission to plan form (international events only)

- guidance notes

It is the responsibility of the license holder to ensure that Girlguiding policies and

procedures are followed and that this form is completed accurately, updated information

sent to the commissioner where necessary and that the event does not go ahead until

authorisation is received. Remember as this form includes personal data you must make sure

you follow the data protection procedures when completing, sharing or sending the form.

When to submit

You must submit the form 9-18 months before the proposed date of travel. You can submit it earlier and we

encourage you to do so in certain circumstances. These circumstances may include, but are not limited to:

• Highcost

• Youarerelyingonfundraising

• YouaretravellingoutsideEurope

• Lengthoftripismorethan1week

In exceptional circumstances you may be allowed to submit this form later than the minimum period, subject to the

discretion of your commissioner.

You cannot submit part 1 of the REN form until you have received permission to plan.

Your commissioner may have additional questions or require further information before signing this form off. Please

provide as much information as possible at this stage to enable her to make a decision.

Leader in charge/licence holder

This refers to the person with overall responsibility for the event. They must complete the form and seek the

commissioner’s approval. This person already holds or is working towards the relevant modules of the Going Away

Licence.Forinternationalevents,theymustalreadyholdthebasiclicence.

• Thebasiclicenseforgoingawayis:Modules1to4ofGoingAwayWithScheme;and

• Module6oftheGoingAwayWithSchemeforthesectionyouaretakingaway.Atthediscretionof

your commissioner, you may work towards module 6 for a new section while on an international

trip;e.g.ifyouholdmodule6forguidesandareworkingtowardsmodule6forRangerswhileonan

international trip.

You must also have led a Girlguiding residential event lasting two nights or more.

YoumustletyourcommissionerknowthatyouwishtocompleteyourGoingAwayWithLicenceand/oradditional

modules so that she can ensure that a mentor is appointed and that you get the support needed to successfully

complete your qualiﬁcation.

You must conﬁrm what qualiﬁcations you hold including level/s of A Safe Space training you have completed. Where

it is not yet completed but working towards you can include this in the box provided.

Note:

LicenceholderswillrequireASafeSpace,Level1-3bythecompliancedeadlineendofDecember2020.Allother

adultvolunteersgoingonaresidentialshouldhaveASafeSpace,Level1-2.NotetheolderASafeSpacetrainingis

equivalenttothenewerASafeSpace,Levels1-2.

You must provide your membership number so that your commissioner can look up your details on GO to check

relevant qualiﬁcations.

Other adult leaders and adults

Your commissioner needs this information, including membership numbers, to check relevant qualiﬁcations and that

all adults have completed the necessary recruitment checks and are on GO (DBS for England & Wales and some BGO,

Branches and PVG for Scotland and Access NI for Ulster.) Please include here all adult volunteers such as parents,

carers and occasional residential helpers .

Unit participant section

include the name of the unit/s (as they appear on GO) and break down the numbers using the table. If you do not

know exact numbers at this stage please state the maximum number you anticipate.

Event details and travel

It is important that you include where you are going and what country/ies you are travelling through. You will need

to refer to advice from the Foreign Ofﬁce at

www.gov.uk/foreign-travel-advice

Please tell your commissioner what activities you will be doing including those that your leadership team will be

running as well as activities run by other organisations

You will need to include a risk assessment when you submit REN Part 1. Please show here how you are thinking about

risks (this will include travel, activities and any known risks relating to participants) at the pre-planning stage.

Commissioner section

Conﬁrm the date/s for receipt of REN part 1 and initial risk assessment, and draft itinerary.

Updated information and REN part 2 with updated risk assessment, ﬁnal itinerary, copy of group insurance document,

and emergency contact details for all participants and the Home Contact’s details.

Sign and date the form and return indication within 2 weeks of receipt. Where you are unable to meet this

timeframe due to holidays (for example) please acknowledge receipt where possible and indicate the date by which

you will respond.

If you require further information in order to make a decision, please let the leader know as soon as possible. You

may want to discuss with your County International Adviser and/or County Outdoor Adviser, as appropriate.

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Fillable International residential permission to plan form (Girlguiding UK)

Fill Online, Printable, Fillable, Blank International residential permission to plan form (Girlguiding UK) Form

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