Visits Abroad Guidance:
The Visit Abroad approval process exists to ensure that Scouting Visits Abroad are carried out ensuring the
safety of adult and youth members. In the event of an emergency this process will ensure that The Scout
Association can support Members in the best way possible.
This page offers a summary of the approval process, terminology used and key things to remember. Documents referred to here
can be downloaded from www.scouts.org.uk/international or obtained from your ACCI (and equivalent).
Read POR Rule 9.64 Visits Abroad – this rule must be followed when planning your visit abroad.
TSA Definition of a Visit Abroad:
‘Any visit outside the United Kingdom, the Channel Islands and the Isle of Man on a recognised and approved Scouting
activity or travelling in the name of Scouting. This applies to youth and adult Members, Associate Members and non-
Members.’ (Clarification for Members in Northern Ireland and British Scouting Overseas can be found in POR rule 9.64)
The term relevant commissioner used in rule 9.64 refers to the Commissioner who has designated responsibility to
approve a visit abroad. This will likely be your line manager.
ACC(I) refers to the Assistant County Commissioner for International or equivalent role as designated or appointed by the
relevant commissioner to support the Visit Abroad process and recommend Visits Abroad for approval or rejection.
Gain outline approval for your Visit Abroad by submitting the VA Form to your ACC(I) as you begin planning. Outline
approval allows your ACC(I) and relevant commissioner to support you in the planning of your trip as early as possible and
help link you up with as much help as you need.
Form a planning team for the visit and assign roles.
Develop a budget early on to set realistic expectation on costs for participants.
Consider applying for the International Fund to support costs for participants on low incomes.
Involve young people in the planning of the visit where appropriate and possible, especially in the planning of programme
and development of risk assessments.
Ensure your group has all the permits and extensions required for your trip (eg. nights away and activity).
Ensure your ACC(I) notifies the National Scout Organisation of your Host Country about your visit, this is important in case
you need any support before you go or during your visit.
All members of the group will require a passport. Group passports are not recommended.
Investigate the travel advice for the country you are visiting and find out whether you need a visa by looking at the Foreign
Commonwealth Office website.
Ensure your whole group has travel insurance which covers all planned activities for the trip. Unity can advise on this.
Consider how you will communicate with parents, some pre-visit meetings often help answer questions alleviate concerns.
Use the In Touch Process to plan how you will communicate on the trip, assign an at home emergency contact and
develop a critical incident plan.
Spend time with your At Home Emergency Contact to ensure they understand the visit and have all the necessary
information. (copies of passports, critical incident plan, risk assessment for the visit, copies of consent forms, final
itinerary, travel details, health forms, insurance summary, emergency contact list for all participants)
International Letter of Introduction cards confirm you are a member of World Scouting, you can obtain these from your
ACCI.
Sharing your experience when you return allows other groups and sections to learn from your trip and gain the skills,
knowledge and confidence to plan their own international adventures:
Present your adventure to younger sections through games and activities
Upload your experience and advice on to scouts.org.uk/globetrekker
