Greater London North Scout County – Visits Abroad Pack

Contained in this pack are all the forms you need to seek approval for an International Visit. The four forms included are:

  • Visits Abroad Form (VA)
  • Visits Abroad Emergency Contact Card
  • Visits Abroad Emergency Contact Card – Host Association
  • Overseas Travel Insurance Proposal Form

All four forms need to be fully filled in and sent to your DC who will approve the trip in the first instance before it is sent on to the ACC International for final approval. You should also include additional information such as a program of activities, risk assessment, details of adventurous activities and any other supporting documents. These can either be posted or sent as an email attachment.

The forms in this document can all be filled in electronically apart from the insurance form which to be printed off but you will need to scan it when completed to include in any electronic communications.

There is also supporting documentation to go with this pack which can be found in the Visits Abroad Information Pack.

If you need any support filling in the forms or planning your trip please contact Jack Caine (ACC International) on or 07761817788.

Visit details: / Party details:
Country: / Group / Unit / Network:
From: / To: / Scout District:
Country: / Party leader:
From: / To: / Name:
Country: / Membership number:
From: / To: / Phone number:
Nights Away permit (if required): / Group size:
Permit holder: / Beavers: / Cubs:
Phone number: / Scouts: / Explorers:
Restrictions: / Network: / Leaders:
Category: / Indoor / Campsite / Scout Active Support: / Others:
Greenfield / Lightweight expedition / Total:
GSL/DESC Aware of visit taking place:
Visits Abroad
This form has to be submitted to your Assistant County Commissioner (International) as soon as possible, even if your exact plans are subject to change. For visits within Europe, submit the form at least three months in advance; outside Europe, submit the form at least six months in advance. /

Party leader declaration

This form needs to be signed by two appropriate Commissioners. In order for them to assess your trip, the attachments detailed below must be included.

As leader of this party, I undertake to:

  • Organise this visit in accordance with the Association’s rules – attach a copy of your proposed programme with details of adventurous activities and copies of permits and qualifications required.
  • Arrange adequate travel insurance for the party – attach a copy of your travel insurance policy
  • Ensure there is an InTouch system in place including a home emergency contact – complete the Emergency Contact Card three weeks before departure.
  • Ensure that my GSL or DESC (as appropriate) are aware of the visit

Signed: (Party leader) / Date:

Approval (For Commissioner use only)

Before approving this trip please ensure that you have scrutinised the arrangements that have been made. By signing the form you are confirming that you are satisfied that the leader is aware of their responsibilities and is capable of leading a group of Scouts abroad. (Please note two signatures are required before a visit abroad can take place)

Signed: (District Commissioner) / Date:
Signed: (County Commissioner) / Date:
Signed: (ACC International or regional equivalent) / Date:
Checklist for ACC(I)’s / Y/N / Y/N
ILI issued / UKHQ informed
Host Association informed / Copy of proposed programme present
Informed leader of telephone number of Host Association. / Copy of Travel Insurance attached
/ Visits Abroad Emergency Contact Card
This form must be completed so that we can contact you in case of an emergency. Your ACC (International) must send a copy of this to The International Office, Gilwell Park, London, E4 7QW or
Party details / Emergency contact
County/Area / Name
Group/Unit / Address
Party Leader
Address / Postcode
Email
Postcode / Day
Email / Evening
Day / Mobile
Evening
Mobile
Countries to be visited (countries and dates) / Numbers in party
1. / Beavers: / Network:
From: / To: / Cubs: / Scout Active Support:
2. / Scouts: / Leaders:
From: / To: / Explorers: / Others:
3. / Total:
From: / To:
Purpose of the trip
Community Development Project / Explorer Belt Expedition / Exchange Visit
Recreational Visit / National Jamboree/ Camp / Partnership Visit
Other:
Signature of ACC(I) / Date
To: Host Scout Association

The Scout Association of The United Kingdom / This group of Scouts will be visiting your country soon. Please give them any assistance they may need. If you require more information about their plans please contact the party leader.
Nous vous signalons qu’un groupe des Scouts du Royaume-Uni va visiter votre pays. Nous vous invitons cordialement à leurs apporter toute l’aide dont ils auraient éventuellement besoin. Si on exige plus de renseignments à propos de leur projects, veuillez contacter le responsible du groupe.
International Office
The Scout Association
Gilwell Park, London, E4 7QW
United Kingdom

+44 20 8433 7100 / Destination/
Adresse / Party leader’s name/ Responsable du groupe
Address/
Adresse
Numbers in party
Composition du groupe / Dates of visit/ Dates de séjour
Beavers (6-8) / Evening/Soir
Cubs (8-10 ½ )
Scouts (10 ½ -14) / Programme outline/
Plan Du Programme / Day/Jour
Explorer Scouts (14-18)
Scout Network (18-25) / Email
Scout Active Support
Leaders
Other
Total

Approved for The Scout Association/Approbation de The Scout Association

Signature of ACC (International): / Date:

Your ACC (International) must send this form directly to the Host Association (ideally via email), not to the International Office at UKHQ