It is great that as we emerge from the challenges of the past few years that more and more Groups are planning adventurous international activities.
It may seem a bit odd, but even though BSO operates “abroad” from a UK perspective, we still need to follow the Visits Abroad (VA) Process for activities and events which take place outside the country in which the Group / Section / etc is based. This includes visits to the UK.
Specifically, POR Rule 9.64 states: “Youth and adult members and non-Members located within the British Scouting Overseas area ……..are expected to follow the Visits Abroad Process when leaving the country where their group is registered. However, exceptionally, specific alternative arrangements may be approved and documented by a relevant Commissioner.”
Currently there are no alternative “approved and documented” arrangements.
The VA Process is straightforward and is a useful guide to the issues that need to be considered when planning an international event.
The VA Process details can be found here
The VA Form can be found here
There is a useful checklist at the end of the Form which outlines the issues that need to be considered when planning the trip.
From experience, issues that may require particular attention are:
- Travel Insurance – Each person will need to have adequate travel insurance and especially repatriation to whichever country they reside. It has been found difficult / impossible to arrange group insurance so the Party Leader will need to ensure that attendees have adequate insurance.
- Permits – make sure the Party has the necessary Nights Away & Activity Permits
- Risk Assessments – should be completed anyway but often overlooked, especially for a short trip.
- In Touch Process – the emergency contact does need to be involved with the planning https://www.scouts.org.uk/volunteers/running-your-section/intouch/
- Timeline – HQ should be notified at least 6 weeks in advance. This enables the Safety Team to use the information to assist with the management of any critical incidents should they occur with the groups overseas and use it to track groups in order to respond to external factors which may impact on those trips (such as those which would affect travel, or multiple groups in one location).
Another useful resource is the UK International Scout Support Unit (ISSU) who have a wealth of experience in running, managing and supporting international expeditions
If you have any questions on the process, please contact Peter AAC (International) at peter.dawes@britishscoutingoverseas.org.uk
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