[skip to content]

Additional regulations and information

Download this page as a pdf

 

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 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.

Back to top


Licence holders who are 65+

The change in retirement policy means that members over 65 who hold any type of Girlguiding residential 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 residential 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.

Back to top


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 members of The Senior Section) away for no more than two nights, or Rainbows for no more than one night.

At least one other adult, approved by your Commissioner, must be present. For a Rainbow event, three adults must be present at all times.

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

  • Rainbows – up to 24 (with at least enough to form two small groups)
  • Brownies – up to 24 (and at least two Sixes)
  • Guides – up to 24 (and at least two Patrols)
  • The Senior Section – at least five.

To be assessed for modules 5-8 of the Going Away With Scheme, or to gain the Travelling Abroad module, the assessment event needs to last two nights or more.

Back to top


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 must have a suitable and valid first aid qualification, 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.  Please see the 1st Response area of the Girlguiding website for further information.

 

Caterer

The Caterer is responsible for all catering arrangements. This includes supplying food and equipment, and all food hygiene.

The Caterer can be anyone who is over 18 and familiar with current good practice in food hygiene standards. A qualification is not required for this role but those wishing to increase their knowledge can complete the Girlguiding Training Opportunities: Catering Scheme.

Back to top


Families of volunteers and male volunteers

 

Families of volunteers and male volunteers may attend residential events at the discretion of the local 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 Residential Event Notification 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.

Children of volunteers

If children of volunteers attend activities or events outside of the unit meeting place the adult:child ratios listed in the table below must apply. Please note, the adult(s) assigned to supervise children of volunteers cannot also count in the ratio for the rest of the unit.

Age of child attending

event or activity

Adult:Child ratio

Event/Activity

Residential

Under 5

1:2

1:2

5-7

1:5

1:4

7-10

1:8

1:6

10-14

1:12

1:12

14-17

N/A (But must be supervised)

Additional details

  • All children of volunteers must be included on the risk assessment for the activity/event.
  • Parental consent, using an Information and Consent for Event/Activity form, must be gained for each child.
  • Children of volunteers who are aged between 10 and 14 cannot be present at the activity/event in a helping capacity and must be supervised in the ratio above.
  • Where there are several children of different ages present, the adult:child ratio for the youngest will apply.
 

Back to top


Large-scale events

 

A 'large-scale event’ is defined as any event with 100 or more participants, ranging from one-day events to events that last for several nights. Events can be held jointly with other organisations or be multi-sectional. They can take place indoors or outdoors, and include camps, festivals, parties, sleepovers, outings and many more.

If a Leader wants to plan a large-scale event she must first talk to her Commissioner. Further information about planning a large-scale event, including comprehensive guidance notes can be found in the Members' area of the Girlguiding website.

 

Event Coordinator requirements

The Event Coordinator for a large-scale event is appointed by a Commissioner based on her skills, experience and knowledge of large-scale events gained either in guiding or other role in life.The Event Coordinator must meet the following criteria:

  • be an active Girlguiding member and volunteer
  • discuss her plans with her Commissioner and the appropriate Adviser
  • follow the large-scale events guidance as appropriate to the event
  • have demonstrable experience of coordinating/managing large-scale events, either within guiding or other role in life.

The Event Coordinator does not necessarily have to be a licence holder.

For Leaders who wish to plan and deliver an event, the first step is to talk to your Commissioner. She will put you in touch with the relevant Adviser who will be able to help you

 

One-day large-scale events

  • A residential licence is not required for a one-day event
  • The correct adult to child ratios must be maintained
  • One-day events can be attended by all sections
 

Overnight large-scale events

For large-scale overnight events, the Going Away With Licence (Modules 1–4) will need to be held. You will need one licence holder per 50 participants.

Overnight events can be attended by all sections; however, if Rainbows are involved, the total number of Rainbows should not exceed 30.

Correct adult to child ratios must be maintained at all times.

You will need to complete a Residential Event Notification form and send it to your Commissioner as soon as possible to start the planning process.

 

Residential large-scale events

For large-scale events lasting two nights or more, the Going Away With Licence plus any additional modules, as relevant to the type of event, will need to be held. You will need one licence holder per 50 participants.

The licence requirements depend on the type of event, for example:

  • Module 5 is required if catering is to be organised
  • Module 6 is required if a programme of activities is being coordinated
  • Module 7 is required if care and maintenance of facilities at the venue needs to be organised
  • Module 8 is required if care and maintenance of camping equipment needs to be organised.

Residential events can be attended by Brownies, Guides and members of The Senior Section. Correct adult to child ratios must be maintained at all times.

The Leader will need to complete a Residential Event Notification form and forward it to her Commissioner as soon as possible to start the planning process. 

 

Ratios for large-scale events

ratios

Back to top


Joint or multi-sectional events

 

  • At least one Leader from all participating sections must be present.

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

  • Rainbow residential 1:4 with a maximum of 30 Rainbows.
  • Brownie residential: 1:6
  • Guide residential 1:12
  • Senior Section residential N/A

 

Back to top


Travelling abroad

 

Brownies, Guides and members of The Senior Section 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 Going Away With Scheme. 

When two sections are participating in a residential event abroad, a Leader holding the relevant modules 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.

A one-day international trip (eg a daytrip to France) does not require a Going Away With Scheme licence or a Residential Event Notification form. As with all guiding activities you must notify your Commissioner of the event and gain consent for all participants using the Information and Consent for Event/Activity form.

 

Forms

 

Useful information

  • Girlguiding’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 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.

 

Back to top


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 18 or over who are staying overnight at a residential event must have completed the recruitment check process. Non-member volunteers should be assigned the role of Residential Occasional Helper on Go!. (with the exception of members of the Scout Association for whom an enhanced criminal record 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 Going Away With Licence and any additional modules as relevant 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’s safety and safeguarding policy

Where possible, a member of Girlguiding 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.

 

Back to top


Members of The Senior Section participating in joint events with the Scout Association

 

It is recommended that at least one Girlguiding 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 members.

In addition to the Girlguiding 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
  • in addition to gaining the necessary consent from an adult with parental responsibility, using an Information and Consent for Event/Activity form, 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 members of The Senior Section 
  • have had training and practical experience comparable with that required of a Girlguiding Leader running a similar event
  • be aware of 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 regulations for the event and any relevant safety rules relating to adventurous activities.

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

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

Back to top


Family camps

 

Regulations

  • The residential notification process must be followed.
  • All volunteers aged 18 or over who are staying overnight at a residential event must have completed the recruitment check process. Non-member volunteers should be assigned the role of Residential Occasional Helper on Go!.
  • All family members aged 18 or over who are staying overnight at a residential event must have completed the recruitment check process. Non-member volunteers should be assigned the role of Residential Occasional Helper on Go!.
  • The event must have a definite programme of activities.  
  • Separate washing and toilet facilities are required for male participants.
  • Up to 30 Rainbows are permitted to camp and attend a residential event with other sections. 

Qualifications

For a one night residential a Leader must: hold or be working towards the Going Away With Licence (modules 1-4). A Going Away With Licence is not section-specific and is therefore valid for use with all sections.

For a residential event lasting two nights or more, when the catering, programme, facilities and camping equipment are not the responsibility of the licence holder, the Leader must hold or be working towards a Going Away With Licence (modules 1-4).

For a residential event lasting two nights or more when the catering, programme, facilities and/or camping equipment are the responsibility of the licence holder, the Leader must hold or be working towards the Going Away With Licence and the following additional modules as relevant:

  • Organise the catering arrangements
  • Coordinate a programme of activities for participants
  • Organise the care and maintenance of facilities
  • Organise the care and maintenance of camping equipment

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

The Going Away With Scheme (order code: 6478) is available from the Girlguiding Shop or your local depot.

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’s safety and safeguarding policy.

 

Back to top


Student Scout and Guide Club residential events

 

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.

 

Back to top


Joint events abroad

 

Members of Girlguiding 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 or The Scout Association for at least six months, and all should have camped before.

 

Back to top


Explorer Belt

 

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

 

Members of The Senior Section 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 Leader to take part, an Explorer or Network Scout Leader may be authorised to be responsible for Girlguiding members
  • the County International Adviser is notified.

Members of The Senior Section who gain the Explorer Belt may wear it with uniform.

 

Back to top


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 Guiding Services 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 Guiding Services at CHQ of the planned event.

 

Back to top


Residentials afloat

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

Participants and ratios

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

Qualifications

  • The relevant residential licence requirements remain the same, please take into consideration whether you will be camping or sleeping on board.
  • 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.

Back to top


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 residential event 
  • the name and address of the site owner
  • the address of the site.

Alcohol at guiding events

 

Adults at a guiding event involving girls and young women should exercise discretion regarding alcohol.

Adults must abide by:

  • the legal age for drinking alcohol,
  • any guidelines set down prior to an event,
  • the venue policy on the consumption of alcohol.

All adults must remain capable of dealing with an emergency or first aid incident and at least two adults should be below the legal alcohol limit for driving a vehicle.

 

Back to top