Additional regulations and information

When planning an overnight, holiday or camp, you always need to follow the regulations for that type of event. You may also need to follow the regulations relating to these topics if they apply to your event:

Event coordinator requirements

The Event Coordinator does not necessarily have to be the licence holder

If not the licence holder, a named licence holder must be present throughout the event. This must be clearly stated on the Residential Event Notification form.

The Event Coordinator must:

be an active Girlguiding UK member and recognised volunteer and have experience with the section taking part in the event
discuss her plans with her Commissioner and the appropriate Adviser
follow the appropriate rules and guidelines in the Residential events section of the A to Z of activities.

A licence-holder who steps down from her unit role may keep her licence, with the permission of her Commissioner and an appropriate Adviser, provided she:

keeps her experience of residential events up to date
keeps in contact with the relevant section.

Licence holders who are 65+

The change in retirement policy means that members over 65 who hold any type of Overnight, Camp or Holiday qualification are able to continue to use their licence providing:

They have the appropriate licence for the type of event that they are planning to run
they have continued to attend residential events.

If a volunteer has not used their licence for a while then the Commissioner will need to assure herself that they have sufficient up-to-date experience.

Please note: A member over 65 may not be the Event Coordinator.

Only one adult over 65 can be counted in the adult:child ratios. Additional adults not being counted in the adult:child ratios can be over 65.

Once Assistant Leaders and Unit Helpers reach the age of 70 they will be subject to a review which will take place at County level. This is intended to confirm that the volunteer and the team working with her are happy with arrangements. This discussion is likely to cover the continued use of Camp and Holiday Licences. If local Commissioners/Advisers are in any doubt about a volunteer over 70 they may find it helpful to ask her whether this was discussed as part of her review.

Gaining experience and getting assessed for a licence

You can gain experience before assessment by taking a small group (up to eight Brownies, Guides or Senior Section members) away for no more than two nights.

At least one other adult, approved by your Commissioner, must be present.

If you want to be assessed for your licence, your event will need to have the following number of participants:

Brownies – up to 24 (and at least two Sixes)
Guides – up to 24 (and at least two Patrols)
Senior Section – at least five.

To be assessed for a camp or holiday licence, or to gain the Travelling Abroad or Large-scale Events modules, the assessment event needs to last two nights or more.

Event leadership team roles and responsibilities

Event coordinator

The Event Coordinator is responsible for:

the overall planning and running of the event
appointing a team to be responsible for catering, health and first aid.

First aider

The first aider is responsible for health matters and should have a suitable first aid qualification or experience, such as:

1st Response.
First aid at work
being a healthcare professional.

If the first aider is male, a woman must be present when anybody is being treated. A woman should deal with girls’ personal hygiene.

There should be at least one other adult with enough first aid knowledge to deal with an emergency.

Caterer

The Caterer is responsible for all catering arrangements. This includes supplying food and equipment, and all food hygiene. The Caterer should have appropriate experience and/or a qualification such as the Girlguiding UK Training Opportunities: Catering Certificate. The Caterer should also have knowledge of good practice in food hygiene.

Families of volunteers and male volunteers

Families of volunteers and male volunteers may attend residential events with the permission of the Commissioner and appropriate Adviser, who will consider the total number of family members, the age and gender of any children, and the effect they could have on the event.

As well as the information requested on the event application form and health information form, please supply the following details about family members:

relationship to the volunteer
age of children/young people
gender
any appropriate experience.

Suitable toilet and sleeping arrangements need to be made for males and family members. If young children are present, an extra adult is required to look after them.

Large-scale events

Brownies, Guides and Senior Section members may attend large-scale residential events.

The requirements for the type of residential event apply, with the added requirement that the Event Coordinator must hold or be working towards the Large-Scale Events module of the Girlguiding UK Training Opportunities: Camp and Holiday Scheme.

Brownies

A ‘large-scale’ residential event is one that has 37 or more Brownies (including children of volunteers).
There must be one licence-holder to every 30 Brownies.
Normal ratios for the type of event apply.

Guides

A ‘large-scale’ residential event is one that has 51 or more Guides (including children of volunteers).
There must be one licence-holder to every 36 Guides.
Normal ratios for the type of event apply.

Senior Section members

A ‘large-scale’ residential event is one that has 51 or more Senior Section members (including children of volunteers).
A minimum of three adults must be present.

Forms

You will need to complete the Residential Event Notification form and send it to your Commissioner as early as possible.

Cross/Multi-sectional events

An event would become large-scale if the total number of girls exceeds the limit for the youngest section involved.

Large-scale events abroad

When more than 50 participants are travelling abroad, it is recommended that the event is organised in terms of a number of smaller groups.

Each group must be accompanied by the appropriate licence-holders and must have one Leader who holds or is working towards the Travelling Abroad module of the Girlguiding UK Training Opportunities: Camp and Holiday Scheme.

Multi-sectional events

At residential events where there is more than one section present, the correct ratio for each section must be observed:

Rainbow overnight: 1:4 (not including the Event Coordinator), with a maximum of 30 children
Brownie holiday: 1:6 with a maximum of 36 children
Brownie camp: 1:4 with a maximum of 36 children
Guide holiday/ camp: 1:10 with a maximum of 50 children
Senior Section: No ratio required. There must be at least two adults present, although this may be reduced to one for small events with the permission of the Commissioner. Maximum of 50 Senior Section members.

Travelling abroad

Brownies, Guides and Senior Section members may travel abroad for residential events.
The requirements for the type of residential event apply, with the added requirement that the Event Coordinator holds or is working towards the Travelling Abroad module of the Girlguiding UK Training Opportunities: Camp and Holiday Scheme.
When two sections are participating in a residential event abroad, a Leader holding the relevant licence for the sections and the type of event must be present. Only one Leader needs to hold or be working towards the Travelling Abroad module.

Forms

You will need to complete the Residential Event Notification form and send it to your Commissioner as early as possible.

Useful information

Girlguiding UK’s Personal Accident policy offers only limited cover for the medical expenses of members travelling abroad, so additional insurance will need to be arranged. Contact our insurance provider Unity for a quote.
It is recommended that at least one member of the group should be able to communicate in the language of the country being visited.

Large-scale events abroad

When more than 50 participants are travelling abroad it is recommended that the event is organised in terms of a number of smaller groups.

Each group must be accompanied by the appropriate licence-holders and must have one Leader who holds or is working towards the Travelling Abroad module.

Joint events with other organisations

Regulations

The relevant Commissioner and Adviser must be satisfied that the event is authorised by the participating organisation.
All volunteers aged 16 or over (excluding those with the role of Young Leader) who are staying overnight at a residential event must have completed the recruitment check process (with the exception of members of the Scout Association for whom an enhanced disclosure check obtained through the Scout Association is acceptable).
The event must have a definite programme of activities.
For joint events in which both girls and boys are participants, at least one male and one female adult are required to be present throughout the event.
Separate sleeping, washing and toilet facilities are required for male participants.

Qualifications

For residential events lasting two or more nights, a Leader but not necessarily the Event Coordinator, is required to hold or be working towards the Joint Events module of the Girlguiding UK Training Opportunities: Camp and Holiday Scheme in addition to holding the appropriate licence for the section(s) and type of event.

An authorised Leader from the other participating organisation must be present, be in charge of his or her organisation’s members, and meet his or her organisation’s requirements (eg in terms of qualifications) for residential events.

Forms

You will need to complete the Residential Event Notification form and send it to your Commissioner as early as possible.

Useful information

All the adult volunteers at a residential event should be provided with details of Girlguiding UK’s safety and safeguarding policy.

Where possible, a member of Girlguiding UK should be involved in planning the event.

'Going Away With guiding' has information on how to run a joint event with members of other organisations. You can order this from the online shop.

Senior Section members participating in joint events with the Scout Association

It is recommended that at least one Girlguiding UK Leader is present throughout all events. Where this is not possible, a Senior Section Leader or Commissioner may authorise a suitably qualified and experienced Leader from the Scout Association to be responsible for Girlguiding UK members.

In addition to the Girlguiding UK regulations for the section and type of event, the following points must be observed.

Before authorising a Leader from the Scout Association the Senior Section Leader or Commissioner must:

be satisfied of the competence and integrity of the Leader concerned. A relevant Commissioner for the Scout Association may be contacted
ensure all participants are happy with the situation and can cope with it
in addition to gaining the necessary consent from an adult with parental responsibility, provide them with details of the situation to ensure they are comfortable with it.

The Scout Association Leader must:

be willing to take responsibility for Girlguiding UK Senior Section members
have had training and practical experience comparable with that required of a Girlguiding UK Leader running a similar event
be aware of the Look Wider programme and the general needs of young women of that age group
be given information about the individual young women concerned
be aware of the relevant Girlguiding UK regulations for the event and any relevant safety rules relating to adventurous activities.

An Explorer or Network Scout Leader wishing to take Senior Section members on a holiday or camp must:

have experience of working with young women of that age group.

Student Scout and Guide Club holidays and camps

Members of a Student Scout and Guide Club may camp unaccompanied provided that some members of the party have recent camping experience. An emergency contact should be notified as to where and when the holiday or camp will be held.

Joint events abroad

Members of Girlguiding UK may participate in overseas events with members of other organisations provided the regulations for all of the following are met:

the type of event and the section(s) taking part
travelling abroad
joint events with members of other organisations.

When camping overseas with the Scout Association, all participants must have been members of either Girlguiding UK or the Scout Association for at least six months, and all should have camped before.

Explorer Belt

Details of the Explorer Belt can be obtained from the Scout Association.

Senior Section members aged 16 or over may take part in Explorer Belt expeditions provided that:

at least two team members are young women. When teams have only two members, two teams of young women should meet and camp together at night wherever possible
at least two Senior Section Leaders are invited to be part of the expedition leadership. If it is not possible for any Girlguiding UK Leader to take part, an Explorer or Network Scout Leader may be authorised to be responsible for Girlguiding UK members
the County International Adviser is notified.

Senior Section members who gain the Explorer Belt may wear it with uniform.

International camps in the UK

Invitations to overseas Guide Associations or their members may be issued only through the International Commissioner at Commonwealth Headquarters (CHQ).

Districts or Divisions wishing to organise an international camp in the UK must:

seek approval from the County Commissioner (who will liaise with the County International Adviser)

The Commissioner will inform the Country/Region office, who will in turn inform the Guiding Development department at CHQ of the planned event.

Counties wishing to organise an international camp in the UK must:

seek approval from the Country/Region International Adviser

The Country/Region office will inform the Guiding Development department at CHQ of the planned event.

Holidays afloat

At the start of the planning stage the organiser needs to speak to a local Adviser with boating expertise.

Participants and ratios

Relevant holiday ratios for the section apply.
A minimum of three adults are required (for a Senior Section holiday afloat the minimum is two).

Qualifications

The relevant holiday licence requirements remain the same.
If camping ashore, the relevant camp licence is also required.
One of the Leaders must hold a relevant boating qualification (it is recommended that this is not the Event Coordinator of the event). Please see Narrow boating in the A to Z of activities for guidance on qualifications.
At least one other adult must have recent boating experience.
At least one adult must have suitable knowledge of water safety and rescue techniques.
At least one adult must have knowledge of first aid.

Caravans

A licence-holder taking a caravan, motor caravan or any other vehicle adapted for sleeping to a site other than a permanent Guide or Scout site must apply to the Legal Consultant at CHQ for a certificate exempting the site owner from applying for a licence under the Caravan Sites and Control of Development Act 1960.

The application should be made at least six weeks in advance and state:

the dates of the holiday or camp
the name and address of the site owner
the address of the site.

The Guiding Manual