Planning Visits Abroad

It is most important that the first thing that you buy for your trip is insurance, because anything that you pay including deposits and flights etc will only be covered by your insurance policy if you buy them after you buy your insurance policy.

You must  have insurance because anything can, and has happened in the past, and  insurance can help to cover the costs of cancelling or curtailing a  trip. In the past, Hertfordshire Scouts have had personal injuries and illness,  volcano eruptions stopping flights, car accidents, terrorism, outbreaks  of civil unrest and Covid - all of which have caused trips to be  shortened or cancelled, and the insurance has covered at least some if  not all of the costs involved.

After the Covid pandemic, many insurance companies will only offer limited (if any) cover against pandemics - please read your policy.

Some  individuals may already have travel insurance. If you are going to allow them to opt out of the policy that you are buying for the trip, you will need to evaluate their policy cover to ensure it covers everything that you have identified as needing to be insured.

If you tell each individual member of a trip to get their own insurance, you will give yourself a major headache because you will need to check every policy individually to ensure the cover is adequate. In addition, you will need to have all those policy details and contacts with you or accessible whilst you travel. It is  much better to buy one group policy, and The Scout Association recommends that you use Unity Insurance because they understand Scouting - and their profits go back into Scouting!

Unity will also advise on what to cover. Please do remember to check that every member going on your trip has been included when your policy documents are issued.

https://www.unityinsuranceservices.co.uk/

You do  not need to complete a NAN (Nights Away Notification) as part of the Visits Abroad process because it is replaced by the Visits Abroad Form B. Please also remember that the Nights Away permit holder must be on the trip. If the participants stay at different locations on a given night, more Nights Away Permit holders are needed - one with the appropriate permit at each  location.

It is  not the responsibility of the Hertfordshire International Team to confirm that each leader's DBS and required basic training is up to date - this is the responsibility of the relevant Visits Abroad Approver. We strongly recommend that the trip leader checks that the compulsory training for each leader is up to date and covers the period of the trip. This gives everyone a chance to complete updated training as required before the trip. 

Please remember that 'recce trips' must also complete and comply with the Visits Abroad process.

Budget

Below is a list of things to consider when planning a budget

• Visas and entry fees

• Visas for participants not holding a British passport

• EU Visa waiver scheme - £6.00 – Called Etias Now delayed until October 2025 at the earliest

• Training and training camps

• Equipment and kit

• Group or event clothing

• Communication – local sims or claims for international roaming.

• Fundraising - use this link to get the latest HQ guidance

• Grants - follow this link to get the latest HQ guidance

• Contingency (usually 20%)

Please note that the International Team will need to see a budget, but will not approve it. Approval of the budget is the responsibility of the Group or District Trustee Board who will be liable if the trip goes over budget.

Money

Please ensure you give some thought to the following:

1. Who is liable – your Group or District are liable if the finances go wrong and your Trustees must sign off the budget.

2. You need  to account for all expenditure with receipts and decide how you will accept and pay out money (usually a dedicated expedition bank account).

3. Payment – Methods and access to money – before, during and after your trip.

4. Expenses – agree what you are covering and a method of claiming.

5. Exchange rate - it could drastically affect your Budget.

6. Cash flow and the participant payment schedule.

7. Personal cash – How much is covered by your insurance policy and how much to take.

8. Emergency expenditure how will you make it, and can it be claimed on insurance?

9. Residual balance – Retained, donated or returned? Reunion?

10. Pre-paid cards are a good method of payment. In some countries, cash is is no longer a viable option of payment.

11. Remember  if you use your own credit cards you will not necessarily get a good  rate of exchange and there may be extra fees that you will need to claim  and that can affect your budget.

12. It is important to advise your credit card company or bank that you are going  abroad, or they may stop payments, suspecting fraud.

13. If you  are taking cash, then ensure it does not exceed any individual legal  limit regarding the amount of cash you can take in or out of the country  that you are visiting. It can be wise to spread it amongst the  travellers whilst going through customs and collect it up later, this  also reduces the impact of any accidental loss, you could lose some but  not all.

14. Please  remember that if you are going to be using a local phone SIM in the  country you visit, your card provider might be texting authorisation  numbers for payments to your normal mobile number, and so you will not  receive them.

Remember POR always applies at home or abroad.

Banned activities

1. Bungee Jumping

2. Hitch hiking

3. Power boat races or speed rallies

4. On and off-road motorized vehicle rallies and speed races

5. Parachuting, parasailing, base jumping, hang gliding and similar activities

6. Flying ultralight and experimental aircraft

7. Towing an individual behind any kind of vehicle

8. Cutting glow sticks

9. Go karting or quad biking on public roads

10. Horse vaulting

11. Pendulum swing or jump

12. Releasing sky lanterns or helium balloons

13. War games including laser tag, virtual reality war games

14. Trotti Biking

There are 3 main ways to comply with the Scout rules for Adventurous Activities:

1. Get an extension granted to a UK permit confirming a leader can run the same activities abroad.

2. Bought  in instructors – due diligence is required; you must request the  qualifications of the instructors (in advance is best) and look at them  to confirm that they are the equivalent of a UK permit – also remember  any company providing an activity must have 5 million public liability insurance.

3. Operate under the rules of the host NSO (National Scout Organisation)

Notes

On all  adventurous activities when abroad, a UK leader must be in attendance and must be prepared to stop the activity if it appears to be unsafe or dangerous.

The County Activities Team will be able to give support and guidance regarding the permit requirements for the activities you are planning to  undertake.

There are many regulations which can be different in other Countries.

1. Age of consent for sexual activity.

2. Religious Practices

3. Homosexuality is banned in certain countries and in some cases is punishable by death.

4. There are new laws that cover taking kit into European countries which involve customs duties.

5. In some  African Countries, if you hire a car, your insurance is not valid if you  drive into the back of someone. You can add this cover for an extra  premium, check your policy and pay the extra.

6. Have a  discussion with all participants and leaders about drugs. Different  countries have different approaches, in some countries importing drugs  can result in a custodial or death sentence. Also make it clear to all  participants and leaders that if they carry or consume drugs the Scout  Association will no longer support them if they are caught.

7. Religious  fasting is often taken very seriously and just because you come from  the UK does not mean you are exempt. You may be expected to fast, you  may be unable to buy food and could be arrested for eating, drinking or  smoking during a period of fasting.

8. Alcohol consumption: in all cases adults should be following the Scout Association rules as detailed on the Green Card and remember that it can be a criminal offence to consume alcohol in some countries.

9. In certain countries, particularly African countries, you may need an  affidavit from the participants parents, allowing you to take them in or out of the country. It is easier to do this beforehand, and you should have it written in the local language because that way local officials can read and understand it.

10. Camping in France has a lot of special requirements, and a lot of bodies need to be notified. You will need to display special signage. We can provide  information about this if requested.

11. If a member of your trip uses medication on which they depend, please check  that it can be taken into, and used in the countries that you are planning to visit. This includes any that you pass through en-route.

Treatment Abroad

Whatever treatment you need, the standard of treatment can vary greatly throughout the world. EHIC and GHIC cards are not necessarily recognised in all countries, even in the EU. Ensure that you are prepared, plan for it not to work, have an alternative arrangement and if it does work, it is a bonus.

How to obtain EHIC and GHIC Cards

The European Health Insurance Card (EHIC) has now been replaced by the GHIC (UK General Health Insurance Card) which can be obtained free by visiting the NHS web site and it lasts for 5 years. 

Please check that all your participants and leaders are eligible for one, because you may need to increase the scope of your insurance for anyone who cannot get one. You can continue to use your EHIC card until it expires, it will still be valid. Even if you are only travelling through a European Country, it is advisable to have them. It will help to cover the situation if someone gets taken off a coach or train because they are ill. Please remember it is not a substitute for insurance.

Follow this link to get more information by the NHS on applying for healthcare cover abroad (GHIC and EHIC) - NHS

Vaccinations

We would always advise leaders to find out what vaccinations are recommended for each country that you are visiting. To be clear, you cannot insist that a leader or participant has the recommended vaccine or takes anti Malaria drugs - but you should strongly advise it. 

Please also be aware that some vaccinations may be compulsory to enter a country. If that is the case, any participant or leader who refuses to have the vaccination concerned simply cannot take part in the trip.

First Aid

Whilst all leaders in Scouting need to hold a First Aid qualification, the activities that you are undertaking on your trip may affect the level of qualification needed.

If, for example, you are going to be hiking in an area where you will be some distance from public roads and therefore a casualty could not easily be recovered, a higher level of First Aid qualification will be required.

All trips should include cultural and religious awareness training in the run up to a trip.

Examples

• Behaving respectfully in all religious establishments is important and remember that you are representing the Scout Association.

• At Buddhist religious shrines, a spoon will be provided next to a water fountain. It is not for you to drink water, it is for a Buddhist cleansing ritual that prepares the faithful for prayer and to summon the Gods. Drinking from it is offensive to Buddhists. It should never touch your lips, and any water spat out must go on the ground and not into the fountain.

• Religious and cultural practices such as women needing to cover their hair, arms and legs, should be respected. Not doing this can be asking for trouble and can draw unwanted attention to female participants and leaders in your party. In certain countries, we have advised female participants and leaders to wear wedding rings so as not to attract unwanted attention.

• It can be very offensive to eat with the wrong hand.

You should also prepare your leaders and participants for the kinds of experiences that could shock or upset them, these can include:

1. Squat Toilets and no toilet paper

2. Water from the tap that cannot be drunk

3. Aggressive begging

4. Gun culture

5. Red Light areas

6. Children being beaten

7. Children at work

8. Women not allowed to drive

9. Women not allowed to leave the home without being accompanied by a family member

10. Remember how much richer you are likely to be than the people you are visiting and be careful what money you have on show, and what Tech you take and use. In many places the scouts we are visiting are living on subsistence agriculture and to them we look like millionaires.

Please remember that whilst you may completely disagree with the cultural practices being followed, if you want to see the country concerned and experience everything positive that it has to offer, you will need to respect local religious practice and culture.

The contents of Risk Assessments and Critical Incident plans will not be thoroughly checked or approved by Hertfordshire International team because they are the responsibility of the trip leader team to produce based on 

• everything they know about where they are going

• how they are getting there and 

• what activities they are doing when on the trip. 

The Hertfordshire Interntional Team will want to see both documents provided, and if you are not sure what to include, help and support will be made available.

Risk Assessment

Your Risk Assessments will be very similar to the ones you use for a UK based camp or activity and you should ensure that they cover the following areas:

1. Training Camps and events.

2. Travel to and from the main source of transport.

3. The journey to and from the site and transport during the trip.

4. Cooking and Camping or accommodation.

5. Activities.

6. Food and Drink.

7. Heat or cold.

8. First Aid.

9. Kit and Equipment

10. Wildlife bugs and animals including leaches, spiders and snakes.

11. Heat & humidity & the need to use suncream, drink more & wear a hat in the sun.

12. Cold and the need to have adequate and appropriate clothing.

13. Mental Health and participants receiving exam results whilst on the trip, good or bad.

14. Anything else that the leaders think appropriate

Please remember that whenever possible, when dynamic risk assessment is needed because a new danger is present or an activity needs to be changed, that you should find a method of recording some basic details. This can be emailed to yourself, texted to yourself or just noted on a piece of paper. It just helps to prove that you did think about what you were going to do instead of what was planned, and if possible, also discuss it with other members of your leader team.

Critical Incident Planning

Using the templates provided as part of the Visits Abroad Process give some thought to the things that can go wrong and document them. By having done this before you go, if anything happens during the trip, you will already have an idea of how you should deal with it.

Trip Code of Conduct and Best Practice

You need to develop and agree a code of conduct with your leaders and participants. You should cover the following

1. Social Media Agreement

2. Respecting Privacy

3. Wearing of uniform should be in accordance with accepted norms.

4. Behaviour - public decency; please remember that locals may be offended by behaviour that is acceptable in Western Society

5. Buddy System - everyone should have a buddy who always knows where they are. Every day at Flag break just ask is there anyone who does not know where their buddy is and if they are alright. It stops people going missing or not participating. You can also use it as an opportunity to check everyone is healthy and has taken any medication required as appropriate. Having a daily structure will help everyone to know what happens next and how to plan for it. If a participant or leader has complex care needs, then a Care Plan should be developed for them. A template can be provided by the Hertfordshire International team if required.

6. Relationships should be respectful of the feelings of others.

7. Accommodation: this is YOUR space – but be respectful to your roommates/tentmates when inviting others to visit.

8. Do not be afraid to ask ‘guests’ to leave your accommodation.

9. No accommodation swapping – unless agreed by leaders

10. Keep valuables safe, leaders should make a copy of all passports and visas and have access to them electronically in case replacements are needed. Sometimes trip leaders keep all the documents together in one place and sometimes individual participants have their own documents. Both are acceptable ways to run a trip, but when participants look after their own documents you are more likely to have a loss.

11. Camp Bank: some leaders prefer a central method of handling money to help stop participants spending everything in one go or losing money. Some prefer to have nothing to do with participant money and leave it to the participants to look after it themselves. Either approach is acceptable.

12. No Smoking around participants or inside any building or tent, please be discrete.

13. Follow the Scout Green card with respect to alcohol.

14. Do not break the law

15. There will be a nil tolerance for illegal drugs

16. Please be considerate to others and:

• Share workloads

• Do not shout or swear

• Do not act in a violent or threatening manor

• Be respectful to local people

It is normal for Scouts to travel in Uniform and that can be an expedition uniform if it is more practical and comfortable on a long journey.

There are new rules regarding the use of minibuses and vans throughout Europe that now apply because we have left the EU. The drivers will need to have a drivers CPC and as Operators your Scout Group would need to have an Operator’s Licence. It is unlikely that you can comply with these requirements and so it is often better to look at professional providers such as coach companies who can comply with these requirements. 

Train Travel can be extremely rewarding, giving participants a chance to see the country as they travel through it. If travelling by coach, please remember that you must complete an ATA Carnet that lists any kit that you are taking abroad to use. This includes tents and cooking equipment and anything on the coach that does not belong to an individual. If you do not do this you will be charged import duties to pay at customs. When you leave, you would also have export duties to pay. These usually amount to a lot of money, and the ATA Carnet applies to any central kit you take by any means. Other options are to hire kit locally or stay in accommodation where everything is provided. In order to get your own kit to your destination, you can also isntruct a transport company that has the qualified staff and compliant vehicles to deliver kit to your campsite, collect it and bring it back afterwards. However, you will still need an ATA carnet.

The only vehicle that we can now drive in Europe without extra requirements weights a maximum of 2.5 tonnes or less. This is basically a car or very small van. The current levels of fine for noncompliance are £2000.00 for drivers, £2000.00 for trip leaders and £20,000.00 for the Operator which would be your Group or District. Your vehicle may also be crushed. 

Anyone needing support with transport should contact the Hertfordshire International team for contact details of suitable companies.

You are required to have an InTouch process in place, and we prefer that the InTouch contact is at home (in the UK) during the whole event and is not related to anyone in the party.

When there is a problem on a trip, the trip leader is under a lot of pressure. To be able to communicate issues or changes of arrangement to 1 person in the UK, who in turn disseminates that information to parents and guardians, is invaluable.

Whilst the fact sheet does not require your InTouch contact to be back at home, we have found this to be best practice and would strongly recommend it.

Please consider what time it is in the UK when you communicate with them, and do not contact them in the middle of the night unless you need to.

You should also reach an agreement with all participants and leaders about how information will be communicated, particularly if there is an incident.

If you get a puncture on the coach, it has often been posted on social media and has already become a wheel that has fallen off, before arrangements have been made for a repair.

If you can control that flow of information by an agreement with participants and leaders so that it is disseminated via the InTouch person, it will cause much less worry and concern for parents, guardians and relatives. You should discuss this in your pre-trip training.

Once you have returned from your trip it is good practice to review how it went and share any learning that you have with your District and the Hertfordshire International team. Hold a re-union, if possible, to allow an opportunity to show parents and guardians exactly what you did.

The Hertfordshire International team would love to read about your adventure and show off your trip to others on this website and/or our social media channels. Get in touch!

If as part of your trip something occurs that you believe should be included in this guidance document, please send details to the Hertfordshire Internaional team.