1Purpose
The London Scout Groups are independent, not-for-profit professional networking groups. Their purpose is to enable qualifying member companies to exchange useful, lawful and non-sensitive information about upstream oil and gas, the energy transition, finance, investment and relevant business opportunities within the groups’ regional coverage.
The groups are operator-only forums designed to encourage informed discussion, collaboration and professional relationships. They must not be used to exchange inside information, commercially sensitive information or information that could restrict competition.
2Groups and regional coverage
These guidelines apply equally to NWES, CEENAS and LAPS. Each group’s current regional coverage is shown on the London Scout Groups website. The Executive Officers may clarify boundaries where activity overlaps, and may update coverage following consultation with affected members.
3Company membership
Membership is held by a company rather than an individual. Applicants should normally be upstream or energy-transition operators, licence holders, production-sharing or service-contract participants, or companies making a demonstrable technical or financial commitment to opportunities within the relevant region.
Contractors, advisers and service companies are not ordinarily eligible. Limited exceptions may be considered where their participation materially supports the group’s purpose and does not compromise its operator-only character.
Applications are reviewed by the Executive Officers and may require a short introduction to members. Admission is subject to available capacity, suitability and the absence of a substantiated member objection. Members may resign in writing, but fees already paid are not refundable.
4Approved users and account security
Each member company appoints a primary contact. Additional colleagues must be requested by that contact and approved by an administrator. Access is personal: accounts, sign-in links and downloaded material must not be shared.
Users must keep their details current, use secure sign-in methods and promptly report suspected unauthorised access. Administrators may suspend an account while a security, employment or membership change is checked. Access to current and historical member material ends when the relevant membership ends.
5Reports and submissions
Each member should submit a report for every meeting of each group it has joined, including a brief “no material change” report where appropriate. Reports must be uploaded through the member portal as PDF files by the stated deadline and must carry the company name and reporting date.
Where relevant, reports should cover country and basin; licences, blocks or concessions; partners, operator and interests; licence status; geological, geophysical, drilling, appraisal, development or production activity; maps and acreage; relevant farm-out or new-venture opportunities; and appropriate business contacts. Material changes should be clearly highlighted.
Members must report accurately on operated activity and use reasonable endeavours to cover non-operated activity, subject to operator consent and confidentiality obligations. Members are responsible for ensuring that anything submitted is lawful to share and does not contain personal, privileged, market-sensitive or third-party confidential information without authority.
6Meetings and presentations
Meetings normally take place every other month and may be held in London, online or in hybrid form. Dates, times and joining details are published in the member portal. Members should review the circulated reports beforehand and briefly highlight material updates during the meeting.
Questions and constructive discussion are encouraged. Time may be allocated for farm-out, licence-round, government or invited industry presentations where these are relevant. Guests require prior approval and receive only the material necessary for their participation.
7Confidentiality and permitted use
Scout reports, meeting discussions, contact directories, presentations and portal content are confidential to the members entitled to receive them. They may be used internally by an entitled member company for legitimate professional purposes but must not be forwarded externally, published, quoted publicly or supplied to databases, artificial-intelligence systems or other third parties without the originating party’s written permission.
The Chatham House Rule may be used for designated discussions, but it does not override any stricter marking or restriction applied by an information owner. A member discovering accidental disclosure must notify the Executive Officers promptly and take reasonable steps to contain it.
8Competition law and market conduct
Members must comply with competition, market-abuse, sanctions, anti-bribery and other applicable laws. Discussion must not include current or future pricing, bids, customer or supplier allocation, production constraints, collective commercial strategy, confidential transaction terms or any agreement to coordinate market behaviour.
Anyone concerned that a discussion may be inappropriate should say so immediately. The chair may stop the discussion, record the intervention and seek advice. Members must not share inside information or encourage trading in securities on the basis of meeting information.
9Attendance and contribution
Members should remain active contributors. As a normal minimum, each member company should attend at least two meetings per calendar year and submit reports for at least four meetings of each group joined. Reasonable allowance may be made for overseas members, operational constraints or other agreed circumstances where reports and fees remain current.
Where participation falls below the expected level, the Executive Officers will contact the primary representative and agree a route back to active participation before considering suspension or non-renewal.
10Fees, renewal and access
Annual fees and any multi-group discounts are set by the Executive Officers and shown during online renewal. Invoices are issued for the calendar year and should be paid promptly. No VAT is charged unless the group’s tax status changes.
Late payment may result in restricted access after reasonable reminders. A company ceasing membership loses access to historical reports, directories and other protected material.
11Field trips and events
Places may be limited and expressions of interest do not constitute confirmed bookings. Participants must follow the organiser’s joining instructions, safety arrangements, site rules and any required risk acknowledgement. Costs, cancellation arrangements and eligibility will be stated for each event.
12Professional conduct
Members and guests must behave respectfully and must not engage in harassment, discrimination, intimidation or disruptive conduct. Concerns should be raised privately with an Executive Officer. Proportionate action may include a warning, removal from a meeting, account suspension or referral to the member company.
13Privacy and records
Member information is used only as described in the member Privacy & Security notice. Directory information must be used for legitimate group purposes and not for unrelated bulk marketing. Members should request correction of inaccurate details and respect colleagues’ communication preferences.
14Leadership and administration
The Executive Officers oversee meetings, finances, membership, communications, records, report distribution, security and appropriate recruitment. Officers are normally confirmed annually by a simple majority of members present at the first meeting of the year. If the chair is unavailable, another Executive Officer or nominated member may chair the meeting.
15Enforcement, review and amendment
The Executive Officers may take proportionate action to protect members, information or the group’s reputation. Except where urgent temporary action is necessary, the member concerned should be told the issue and given a reasonable opportunity to respond.
These guidelines should be reviewed at least every two years. Significant amendments require approval by a simple majority at a meeting attended by at least 60% of member companies, or through an equivalent documented electronic vote. Administrative clarifications that do not materially change member rights may be issued by the Executive Officers and reported to members.
