Trip / Activity Policy

1st Easingwold Trustee Board Statement

We endeavour, as a group, to support exciting activities and offer them to all the membership.  Our leaders offer more of their time to support an extra programme of activities. The Trustee Board support with a policy to fund or part-fund certain activities.

This Policy is to ensure leaders and parents are aware of the requirements and to ensure fairness of accessibility.  It is at the discretion of the Trustee Board members on the advice of the leadership team.

  • Free trips/activity - where no fees are levied.
  • Subsidised trips - These are trips which the group part funds
  • Full group payment – Group pays for trip/activity

Booking, Payment and Attendance

  1. Where possible all activities/trips will be open to all without discrimination.
  2. Occasionally, due to the type of activity or location, it may be necessary to place a cap on numbers.  Places will be offered on a first come, first served basis and upon prompt payment of fees.
  3. Full payment must be received by the due date or the place will be offered to the next member on the waiting list.



In order to protect fairness and accessibility and the appropriate use of charity funds, the following policy is in place:

  • No charge will be levied if the child cannot attend due to last minute unforeseen sickness.
  • Where a reason is not given for non-attendance or in the case of informing leaders too late of non-attendance such that it is not possible to offer the place to another member, the Executive Committee will ask for the full payment for the activity (or part thereof if subsidised) to be paid to the group.
  • Where non-attendance occurs on a regular basis, parents will be asked for an explanation (it maybe that help is available to support the child or issues that we are not aware of).  If no reasonable explanation is forthcoming, it is possible that the child/children in question will not be invited to the next activity. 



  • Where the event is cancelled by the leaders due to lack of numbers, fees will be repaid or can be placed against future subscriptions or against future activities/trips
  • Where the activity/trip is cancelled by the venue or activity lead, outside of Group control, the Group will endeavour to get fees returned to parents wherever possible.
  • If we are unable to secure returns of fees, the group will not be able to refund monies lost where it is outside of our control.

Activity/Trips Attendance with Parental Support

Where parents are invited to be a part of the leadership team, they underake to do so in the full understanding and acceptance of acting in loco parentis and the associated responsibilities.


Parents in supporting roles

  1. Must ensure they are briefed by the leader as to the activity, understand expectations of them and any risk and mitigation measures.
  2. Must be responsible for head count (either a small group or as a whole).
  3. Will be asked to escort to toilets, ensuring they are never alone with a child that is not their own.
  4. Will be expected to support in the case of any emergency.
  5. Will be expected to treat all children equally, fairly and without discrimination.


Where parents are invited to be with their child/children, they do so on the undersanding that, alongside responsibility for their child/children, they are expected to support the leader in the management of the overall activity.


The Scout Association has specific rules about not being alone with a child.  This is a SAFEGUARDING POLICY and a foremost consideration for the protection of children and adults who serve.  However, Leaders do offer to give lifts on occasion where appropriate.  

Please be aware that:

  • Leaders often need to be at an activity early to manage the event and will often be the last to leave which may cause the child being at an event longer than others.
  • Children MUST behave when in the car and all car safety matters observed (wearing of seatbelts etc.)
  • Leaders do not often live in the same location as members and requesting lifts may necessitate extra mileage for them to support.  Where it becomes a regularly request for lifts, there may be a travel charge applied to those individuals to cover extra mileage for the leader.
  • Children MUST be picked up and dropped off in groups.
  • Leaders MUST NOT be alone with a single child unless it is their own.

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1st Easingwold (Forest of Galtres) Scout Group
Scout Centre, Chase Garth Road, Easingwold, North Yorkshire, YO61 3GG

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