Getting together with your Pod
Blog Author: Christina Wright - UK Contingent Management Team (People)
After meeting members of your Pod at our Moot Meet Up events in October, we know many of you may be looking to arrange events locally as a Pod so you can get together.
To help you arrange these events we have put together some answers to some frequently asked questions about arranging Pod Meet-Ups.
Please have a read through the guidance below to help you plan and organise your local meet ups.
Pod events can be anything from meeting for a coffee to talk about kit or weekends away together. You may also want to use your Pod Meet Ups to plan and run fundraising events, for example holding a bake sale, completing a sponsored walk or a quiz night.
Each member of the Pod should submit a NAN to their relevant Lead Volunteer. It may be possible for people from the same Network, District, County/Area/Region to submit a joint NAN where they share the same Lead Volunteer. This should be discussed in advance of the event with the relevant Lead Volunteer.
Yes. You’ll need to ensure you have a completed Risk Assessment for all activities, and include these in event or nights away notifications to your relevant lead volunteer.
Examples and guidance can be found on the link below:
scouts.org.uk/volunteers/staying-safe-and-safeguarding/risk-assessments
Whilst a Nights Away permit is not required for a Pod event where all members are over 18 years old, you will still need to follow the Nights Away Notification and approval process.
Yes please! Please fill in this Smart Sheet form to tell us about your event ideally at least four weeks before.
Depending on availability, it may be possible for a member of the Contingent Leadership Team to visit one of your Pod Meet Ups. Please indicate on your event form if you would like to invite one of the team!
Where there is a mix of explorers and scout network at a Nights Away activity, a Nights Away Permit Holder must be present, just like any other event where under 18s are on site. Event passports cannot be used in this circumstance.
At least two adult members (over 18) at the event must have a full adult volunteer role (including up to date First Aid) and appropriate vetting checks, one of which must be the Nights Away Permit holder. The Nights Away Permit must be relevant to the type of accommodation being used.
As with any Scouts event, the Safe Scouting Cards (including the yellow, orange and green cards) should be followed throughout any Pod events. This includes avoiding any one-to-one contact between over and under 18-year-old Pod members, including on social media, when travelling to events, or on the event itself.
You can find the Safe Scouting Cards using this link.
You may also need to refer to the pre-existing relationship guidance. You can find it in Section 13 here using this link.
Any young person who turns 18 during an event or residential activity (lasting less than one month in duration) is treated as an under 18 for the duration of the event.
Check out the Nights Away Answers using this link
It is important to ensure the correct governance processes are in place. This may mean that the finances for an event are all transacted through one group’s account. It may be possible for each person to pay into their own group’s accounts and pay for their share of the event separately.
Each Pod has a Facebook group, which can be used to share details of your upcoming events. Some groups may wish to use alternatives such as WhatsApp groups. We are exploring additional methods for Pods to stay in contact with each other as well.
Please keep in mind the guidance when using digital platforms for Scouts.
It’s important to remember that Scouts is an inclusive movement, so wherever possible events should include all members of your Pod.
As with any event that takes place away from your usual meeting place and time, you need to inform your relevant lead volunteer in advance. You’ll also need to have a risk assessment relevant to your chosen event.
Yes please! Make sure you have photo/video permission from everyone included (remembering that permission for under 18s should be given by their parent/guardian) then submit your content through our form here
Got a question that isn't covered above?
For general guidance, have a search of the Scouts website using the search icon above. For anything specific please raise a support ticket using the button below.
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