Supporting Leaders to run events
Commissioners' role in supporting and approving residential events
What does a commissioner do with a Residential Event Notification form?
Leaders send Residential Event Notification forms to their commissioner to get approval for residential events. Commissioners are then responsible for providing support to event coordinators and giving approval for the event to proceed.
Who else to involve
Approval for the event can only be given by the commissioner, but she must forward the form to all relevant advisers to gain specialist advice, such as the residential adviser, outdoor activities adviser or international adviser, in order to feel confident that the event has been planned effectively. She will put their names on the form.
If the event is taking place outside the leader’s county, the commissioner should forward the REN form to the relevant adviser for the area to be visited. A county GO user can provide you with the relevant contact details.
See the REN process diagram for more information.
What commissioners need to check when they get a REN form
- That a leader or the event coordinator holds or is working towards the relevant modules from Girlguiding Going Away With scheme required to run the event.
- If the leader has identified that she is still completing modules of the Going Away With scheme, that she has a mentor.
- That the Girlguiding ratio of adults to girls is met.
- That the makeup of the leadership team is appropriate for the group's needs.
- That recruitment and vetting checks have been completed by all volunteers.
- That a thorough risk assessment is being completed.
- That the guidelines are being followed for residential events and any adventurous activities.
- That the leader has listed a home contact.
A leader must send the REN form to the appropriate commissioner for the size of the event. However, a commissioner cannot approve an event she is involved in herself so the REN must go to the next level commissioner.
For example, for a division event, the REN should be sent to the division commissioner. However, if she is involved in the event, it should be sent to the county commissioner.
What happens next?
When the commissioner is happy that the residential can go ahead, she can sign the form electronically and send it back to the leader to confirm.
If there are changes to the event after the REN form has been approved - for example, number of participants - the leader should advise the commissioner of these changes.
The form should be kept for one year after the event took place.