Activity Approval

Approval for One Day Activities

What’s Changing?

Activity Approval Forms will now be submitted via our District website:
https://walsallscouts.org.uk/activity-approval/
The new system includes built-in checks to speed up approvals while maintaining governance.
Nights Away Notifications remain on the Membership System as before.

Who Approves What?

According to Policy, Organisation and Rules (POR):

For youth sections (Squirrels, Beavers, Cubs, Scouts, Explorers, Scout Network):
The District Lead Volunteer is responsible for approving all activities for members from the District.
For groups of adults (all participants aged 18+):
The relevant District or County Lead Volunteer (or nominee) approves all activities.

What Needs Approval?

Any activity that is not a normal section meeting must be submitted for approval. This includes:

Fundraisers
Events inside the headquarters that are open to the public
Events inside the headquarters that have an external body doing more than just speaking (i.e. public liability needs checking)
Any event outside the normal meeting place (including remembrance)

The event leader/leader in charge must submit the form and obtain approval from their Group Lead Volunteer (or designate) before the event. These approvals will be done on tool and recorded.

Approval Flow:

Submission via the District website
Group Lead Volunteer approval
Relevant 14–24 Team review (if required)
Risk Assessment check
Final event approval

Activity Approval Form:

URL

This field is for validation purposes and should be left unchanged.

Event Information

Date(Required)

Please ensure this is more than 7 days in advance.

Sections Attending(Required)

Please select the relevant sections. If the adults supporting the event are from that section, you *do not* need to select adults as it is assumed there will be adults supporting the young people and you must identify all adults attending below. Similarly, with network, please only select if they are attending as network members and not adults supporting the section.

Squirrels

Beavers

Cubs

Scouts

Explorers

Network

Adults

Group Name(Required)

Explorer Unit Name(Required)

Squirrel Attendee Count(Required)

Beaver Attendee Count(Required)

Cub Attendee Count(Required)

Scout Attendee Count(Required)

Explorers Attendee Count(Required)

Venue Name(Required)

Venue Address(Required)

Street Address Address Line 2 City County Post Code

Venue Phone Number

Event Leadership Information

Event Leader (Submitting this Form)(Required)

This must be the name of the person submitting this form.

First Last

Event Leader Email(Required)

This must match to the event leader email on the Scout Membership system.

Enter Email Confirm Email

Adults Attending

Please enter the Full Names and Membership Numbers of all volunteers attending. Ensure you include yourself in this list too and that names and membership numbers match exactly on the membership system.

Name	Membership Number	Status	Actions

There are no Adults.

Activities(Required)

Please provide an overview of the activity/activities taking place, programme and any permits that are required along with the permit holder names. If you are using external providers or centres, please enter information here.

Planning and Approvals

InTouch Process(Required)

Please detail your InTouch process including contact information as required. Please do not just enter a name of the person, enter the full process. If there is an ‘InTouch’ point of contact, they must be an adult member of The Scout Association with a full appointment. Ensure their full name, membership number and contact details are entered.

Risk Assessment(Required)

Please detail how you have shared the Risk Assessment for this activity with your Lead Volunteer and with the adults and participants attending. Your Risk Assessment should be done specifically for the event, and not just a generic template used, or multiple templates uploaded. A named person or persons must have completed the assessment and it must be dated.

How would you like to share your Risk Assessment for approval?

Risk Assessments(Required)

Drop files here or

Max. file size: 50 MB.

Supporting Documents

Please upload any supporting documents (other than Risk Assessments) that you think may be required for approval. This may include but is not limited to, public liability insurance for external providers and centres.