Locally Organised National Events (LONE) Application Form

This form is designed to provide the necessary information for approval to be given for a Locally Organised National Event. Further information may be requested at a later stage. For guidance, please see the Guidelines for Locally Organised National Events. Applications should be made for one event at a time, and be submitted a minimum of nine months and a maximum of 18 months before each event. DATA PROTECTION: This form used to collect information for the purpose of approving a Locally Organised National Event. Data is handled in line with the Scouts Data Protection Policy. On receipt of this form by the Scouts Headquarters, it will be securely stored on our electronic server used by staff and members of the Events Sub-Group who will review the application. We will keep the data we capture from this form, in line with the Scouts’ Data Retention Policy.

Event name, date and location

Title of the event*

Proposed event start date*

Proposed event end date*

Proposed event location*

e.g. "Gilwell Park Scout Campsite"

Event organiser

Event organiser - full name*

Event organiser - email address*

Event organiser - Scouts membership number*

Name of person submitting this application

If different from above

Event underwriting and approval

Name of Scouting organisation responsible*

The Scout District(s), Scout County, Scout Active Support Unit or other Scouting organisation who are responsible for underwriting this event. (n.b. may be different from the event location)

Approver - full name*

The person responsible for approving the event, on behalf of the Scouting Organisation underwriting it

Approver - email address*

Scout County/(Area/Region) Commissioner - full name*

Usually determined by the location of the Scouting organisation responsible

County(/Area/Region) Commissioner - email address*

Is this event hosted by a different Scout County than the organisers?

Hosting Scout County

(County, Area, Scottish Region, BSO)

Hosting Scout County(/Area/Region) Commissioner - full name

Hosting Scout County(/Area/Region) Commissioner - email address

Is this a joint event with Girlguiding?

Girlguiding contact - full name

Normally this should be the local Girlguiding Commissioner

Girlguiding contact - email address

Is this a joint event with an external (non-UK-Scouting) organisation?

External organisation title

External organisation contact - full name

External organisation contact - email address

Event organisation and prior experience

Approximately how long does the event take to organise?*

From the early planning meetings to the evaluation afterwards e.g. "6 months"

Has there been a similar or previous event held in recent years?*

Select or enter value

Previous experience of the Event organiser*

Select or enter value

Event Participation

What are your target numbers of participants?

Approximate total number of attendees*

Approximate number of Squirrel Scouts

Approximate number of Beaver Scouts

Approximate number of Cub Scouts

Approximate number of Scouts

Approximate number of Explorer Scouts

Approximate number of Network Scouts

Approximate number of adult volunteers

Approximate number of external participants

How is the event promoted to potential participants (and/or volunteers)?

Event financial information

Approximate turnover of the event*

The total amount of money (£) expected to be spent on the event

Ticket Prices (£)*

If the event is not ticketed, please write £0. For multiple ticket categories, please specify all. (Use TBC if required)

Non-Ticket income (£)*

e.g. expected funding from Scout County, grants, donations etc. (Please specify anticipated amounts and funding sources)

Is the event insured?*

Please provide details

Refund policy or cancellation policy

Provide links if applicable

Have the event finances been signed off by the relevant Scouting organisation's executive committee?*

Select or enter value

Event Risk Information

Will you provide overnight accommodation to Event participants?

Overnight accommodation details

How is the Nights Away Process managed?

Select or enter value

Will this event be using external facilities?

(Facilites not owned by a Scouting organisation)

External Facilities Details

What will you do to ensure the safety of all those attending the event?*

Have the event risks been signed off by the relevant Scouting organisation's executive committee?*

Select or enter value

Event programme and purpose

Please give a brief description of what will take place at your event*

How will your event support the Scouts vision?

#SkillsForLife - https://www.scouts.org.uk/about-us/strategy

What are your objectives?

What are you trying to achieve?

What are your success measures?

What does success look like?

Scouts HQ involvement

Would you like assistance from Scouts HQ to promote your event?

Event website link

Would you like guests from Scouts HQ to attend your event?

Details of potential Scouts HQ attendance / involvement

LONE Event Local Approval

Confirmation of local approval*

I have read the Guidelines for Locally Organised National Events and agree to the Organiser’s County underwriting any costs associated with this event. I confirm that this application has approval from the Commissioners as stated above. I understand that approvals will be given on the condition that the evaluation of the previous event doesn’t raise any concerns.

Send me a copy of my responses

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