All residential events, including sleepovers and camps, require the completion of a Residential Event Notification (REN) Form, which must be completed by the leader in charge for the event.
For more details and help files about REN forms, including downloading the forms and how to complete them, go to the Girlguiding website.
You can also view a short video here with Girlguiding’s top tips for completing a REN form: youtu.be/BQ6Xco3K2j4
If you are a commissioner responsible for signing off REN forms, we have some more advice for you here: Advice for Completing and Checking REN Forms.
In Girlguiding Leeds the county office supports the REN process to help make it as easy and efficient as possible. We are currently reviewing this process and will update this page with further information in the autumn.
Here are some of our top tips for completing your REN form to avoid mistakes that can slow up the process:
Timing – On your REN form you will see on page 1 a table of timescales for submitting your form. Please be aware that these are MINIMUM dates and not the date you have to submit your form. If you can submit it earlier than the minimum then please do, it gives your commissioner time to go through your risk assessment and to support you in making any changes. It also allows time for holidays, family emergencies, failed emails and any other mishap that might crop up and delay your application from being processed. If there is an exceptional circumstance that will mean you miss the deadline then contact your commissioner in advance and ask if it will be acceptable to submit it later. Without prior agreement all late RENs will be automatically denied.
Remember that our commissioners are all volunteers too. If your application is denied it will not be a decision that was taken lightly. Please be respectful of that fact and mindful of how you respond. The possibility of rejection is something that should be covered from a financial point of view in your risk assessment.
Risk assessments – whilst we appreciate that you might use a previous risk assessment as a guide, be very careful of copying information directly as it will create inconsistencies. Make sure you have assessments for any activities and if you are using instructors that their qualifications meet Girlguiding standard. Don’t be vague, slips trip and falls should relate specifically to your venue.
Premises – has your venue been approved for residentials? If it hasn’t it could hold up your application!
