Form Z21

TS Zephyr December
09

EVENT/ACTIVITY ARRANGEMENTS LOG

(Step 1)
Activity / Event Name:

Date/Times - START: END:

Start Muster Point:

Activity Venue:

Designated Person In Charge (OIC):

Staff Involved:

Duty Female(s): Duty Driver(s):

Health & Safety Officer:

Risk Assessment for activity in RA File? YES / NO If no RA, please create and attach

Emergency Arrangements (i.e. First Aid station):

Transport / Driver details:

OUTWARD RETURN:

Information to Parents / Guardians: Activity Cost:

Activity Costs & Food arrangement:

Care of Valuables:

Equipment required beyond basic Kit List

Activity Authorised: CO Signature: _________________________ Date:___/___/___

 Form Z21
TS Zephyr December
09
 Form Z21
TS Zephyr December
09

(Step 2)
UTO/AO should now raise event on Westminster Calendar and invite relevant Unit(s).
When raising event, ensure adults detailed above are entered and Consent printed and
issued to those adults attending.

(Step 3)
Create a “red box”. Allocation of places on event/activity:
WM1
Enter
WM1 & T1
SURNAME RANK Parent Unit onto
issue Fee Issue
WM
Rcv’d
(1)

(2)

(3)

(4)
(5)

(6)

(7)

(8)

(9)

(10)

(11)

(12)

(13)

(14)

(15)

(16)

(17)

(18)

(19)

(20)

(21)

(22)

(23)
(24)

(25)
 Form Z21
TS Zephyr December
09

Ensure all attendee’s are set to “Accepted” and their subsequent attendance recorded
on the Westminster Event.
“RED BOX” CONTENTS SHEET

When raising a Red Box, please ensure the following contents are included and
returned. Staff member raising the “Red Box” should initial below for all items provided.
Items below marked in red are mandatory items to be included in all Red Boxes.

Provided Returned

Form Z21 – Event/Activity Arrangements Log

Form Z21A - Overnight Accommodation checklist

Form Z22 – SHEF Brief Attendance Sheet

Form Z1 – Stateboard & Overnight Nominal

Form Z30 – Post-Event Feedback

Form RA3 – Generic Activity Risk Assessment

Form RA4A – Transport RA Proforma

Form T1 Parental Consent

Staff in Confidence form

Course Fee’s

Taskbooks / Logbooks

SCC “T” Form for relevant course (IE T7, T2, etc)

Any other items provided in the box should be detailed below:

 Form Z21
TS Zephyr December
09

At the end of the event/activity, the Red Box should be returned to the Routine
Office for retention or destruction of all documents.