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Locally organised national events (LONE)

Guidelines for Locally Organised National Events (LONE)

What is a LONE event?

Any event which is organised outside of UK Headquarters and branded as National or UK is required to gain approval to be branded this way, this approval comes from the Operations Committee and is administered by the Technical Team at UKHQ.

These guidelines briefly set out for the benefit of those considering putting forward proposals to run these National events (a) how to go about applying for approval to run such an event; and (b) some of the issues which may arise.

The actual organisation and operation of such an event does not differ much from the arrangements that are appropriate for a major County or District event. It is assumed that those applying to run a National event will have had suitable experience at County/District level (if, indeed, they have not already contributed to the running of a national event) and will therefore be generally familiar with what is required.

In most cases, a local team representing a Region, County/Area or District will identify a particular event for which they have expertise and which they consider will be attractive to the Membership of the Movement. At this stage, advice and help may be available from the Technical Team at UKHQ.

Supporting the Scout Programme

All events which are approved through this process should be providing value to our members and supporting the Scouting programme. Where possible we would like the events to expand their reach to all sections from Beavers through to Scout Network, please consider how your event will engage members from all sections, this may not be through directly taking part, and outline this on the application form.

Any events which are open to members of the Scout Network can be advertised nationally within the Scout Network website.

The Process

Prior to starting the planning process for a LONE event it is encouraged that the organiser contact UKHQ to ensure that this event does not clash with another similar event.

Before embarking on the detailed planning, the approval of the relevant County/Area Commissioner(s) must have been gained. UKHQ approval should be sought by submitting the Application Form. The process of completing the form will highlight some of the key organisational issues that need to be addressed at the outset, such as the scale and location of the operation, the need for overnight accommodation (if any), the involvement of Girlguiding and/or a local Agency/Authority/Club, and so on.

The form needs to be submitted to UKHQ in order for it to be approved by the Operations Committee. This group meet 4 times a year, once approval is given marketing of the event may commence. For events which take place on an annual basis an application may be made for multiple years, so long as the organising group and the County supporting the event do not change.

An approved National event is very much a shop window for the Association, and it is important that the highest standards of administration and operation are in evidence throughout. UKHQ will require there to be a structured post event evaluation for the benefit of future organisers of similar events, this is locally administered but can be supported by UKHQ if required.

Responsibilities

It is important to understand the responsibilities of the County who are supporting the event, this includes following all Scouting policies

The Financial Arrangements

The County organising the LONE event application are responsible for underwriting the cost of the event.

Most approved national events are run on a notional “no profit/no loss” basis.

It is important to identify all the costs involved in mounting the event, and to set a realistic entry fee to cover all those costs. 

No sponsorship arrangements should be sought or entered into without the prior approval of both the County/Counties concerned and of UKHQ.

Safety

All activities must be carried out in full compliance with the Association’s rules as outlined in the current edition of Policy, Organisation and Rules (POR). 

Advice relating to insurance can be provided by Unity. 

Any indemnity sought by a hosting club or authority must be referred to UKHQ.

 

Support from UKHQ

When requested, the support available from Headquarters to local organisers can include:

            a)         Advice to the event organiser by relevant members of HQ teams;

            b)         Promotion via scouts.org.uk/events and social media as appropriate;

            c)         The supply of Trophies from the national pool where these exist;

            d)         VIP invitations (assistance with contacting and inviting relevant UK Scouting VIPs).

Contacting UKHQ

All enquiries should be addressed to the Technical Team at UKHQ using activities@scouts.org.uk.


PDF Guidelines

LONE event Application Form

 

 

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