Policies

1. Event summary

Event: World Scout Moot 2025, UK Contingent

Organiser: The Events & Contingents Team at The Scout Association are responsible for the creation of the UK Contingent. This agreement is directly between The Scout Association and the members of the UK Contingent.

Lead contact: moot@scouts.org.uk 

Confirmation Date: 31 August 2024

Departure Date: 23 July 2025 (IST)

Departure Date: 24 July 2025 (Participants)

Travel Provider: Travel Places

Event Host: Portuguese Scout Federation

2. Who these Terms and Conditions apply to

2.1. These terms and conditions (these Terms) apply to your application to register a place with the Event. If we accept your application, you will be legally bound by these Terms.

2.2. The Event is being coordinated by the Organiser who is representing the Scout Association. Your agreement will be with The Scout Association, a registered charity (number 306101) whose registered office is at Gilwell Park, Chingford, London, E4 7QW (TSA, we, us, our).

2.3. By applying to register you confirm that you are at least 18 years of age or, if not, that you are the parent or legal guardian acting on behalf of the young person applying to register and participate in the Event.

3. What these Terms and Conditions cover

3.1. These Terms cover your registration for the Event. You will receive a confirmation from the Organiser to confirm your registration. This does not commit you to taking part in the Event, but you may not be entitled to a refund unless one of the conditions below in paragraph 6 apply.

3.2. You will receive a full and final confirmation of your place once you have paid us the required fees, and we are able to make the full Event details available to you. At that point you will have accepted full participation in the Event. This will usually be on, or before, the Confirmation Date.

3.3. The Event may be organised by us, or it may involve an Event Host who will usually by a member of the World organisation for the Scouting movement.

3.4. We will use Travel Providers to organise travel and accommodation for the Event, if you choose a travel package.

3.5. Before your full confirmation and acceptance, we will tell you what we are responsible for, and what if anything the Travel Providers and Event Hosts will be responsible for.

4. Your promises to us

4.1. When you make an application to register for an Event, you promise that:

4.1.1. You are a member of The Scout Association.

4.1.2. You are in the acceptable age range specified by the Organiser for the Event.

4.1.3. You have completed the application form and provided information to the Organiser which is as accurate and complete as possible, and to the best of your knowledge.

4.1.4. You have provided up-to-date information relating to your health for us to make any reasonable adjustments and to obtain effective insurance in accordance with paragraph 8.

4.1.5. You will let the Organiser know of any material changes to this information, either directly or via our registration system.

4.1.6. You will uphold our values and follow our rules as set out in TSA’s Policy, Organisation and Rules (POR).

4.1.7. You will comply with all other rules and policies which TSA makes available to you including our safety and safeguarding policies and processes. This includes a requirement to maintain a clear safeguarding record on the cut-off dates agreed by our events and safeguarding teams.

4.1.8. You have completed or will complete all training required for your role in the Event.

4.1.9. You will comply with any of the terms and conditions provided by us or by the Event Host relating to the Event. These will be made available to you.

4.1.10. You have checked and are eligible to travel into and out of the country and/ or location of the Event at the required times.

4.2. If you do not keep to these promises and are either unwilling or unable to make good on them immediately, we reserve the right to cancel your registration and/ or your participation in the Event.

5. Your fee and how to pay

5.1. Your fee will be used to make payments for in country travel, accommodation and other Event costs. If you have purchased a travel or post-event add-on, your fee will be used to make payments for travel arrangements from a departure point in the United Kingdom. The Organiser will tell you how the fee will be used. For most events this will be published on TSA’s website.

5.2. Your fee will be used to pay for different parts of the Event. If we use a third parties such as the Event Host or a Travel Provider, they will share some of the responsibility for delivering the Event. Your rights to claim a refund from us are explained in the next paragraph and any additional rights are explained in paragraph 7.

5.3. We will provide you with a payment schedule as part of the registration process which explains when you must pay us the fee.

5.4. The Organiser will tell you who to make a payment to and how this should be done. In most cases the following will apply:

5.4.1. All contingent members will pay TSA directly.

5.5. You must make every payment by the date the instalment is due.

5.6. We use the fee to prepare for the Event, and to pay Event Hosts and Travel Providers. If you miss a payment instalment, we may reasonably increase your fee to account for any additional costs we incur as a result.

5.7. If you do not make payments by the required dates, we may cancel your registration.

6. Cancellation and refunds

6.1. Your fees will be used to register you for the Event and are not refundable unless one of the reasons below apply.

6.2. The fees cannot be deferred or used for another event.

6.3. If you want to cancel your registration, or cancel your full participation after the Confirmation Date, you must write to the Lead Contact.

6.4. If you cancel before the Confirmation date, we will make a partial or full refund depending on the costs we have incurred by the date of your cancellation.

6.5. If you cancel after the Confirmation date, we will reasonably try to recover the costs we have incurred using your fee. Any refund to you will be at our sole discretion.

6.6. If you cancel before the Departure Date because of genuinely unavoidable and extraordinary circumstances at the Event (such as extreme weather, disaster, conflict, pandemic or similar) and these circumstances will prevent the Event from happening, we will offer you a refund.

6.7. If the Event is delayed or cannot be delivered due to genuinely unavoidable and extraordinary circumstances beyond our control, we may offer you an alternative, or a price reduction based on what we are able to deliver and the costs we have reasonably incurred. If as a result we cancel the Event, any refund to you will be at our sole discretion.

6.8. You may have a right to some compensation under insurance arrangements or because you have additional rights as a consumer under paragraph 7.

6.9. You have an immediate cooling-off period if you applied for registration online or over the telephone. This gives you the right to cancel your registration within 14 days by writing to the Lead Contact.

7. Package travel arrangements

7.1. In some cases, you will have additional rights as a consumer if we provide you with a combination of travel services such as organising your travel and accommodation and selling this to you as a package.

7.2. If we use a Travel Provider, they will be responsible for providing some of these travel services as a package. For these travel services we act as the Travel Provider’s agent.

7.3. We will tell you before the Confirmation Date if there are package travel services that we are responsible for and the involvement of any Travel Provider. You will also be given full information about the Event before this date, and before you are fully committed.

8. Insurance arrangements

8.1. For most events we will arrange group travel insurance on your behalf. The Organiser will tell you if this is the case and provide you with a summary of the cover available to you. You acknowledge that you may have to pay an excess fee to make a claim.

8.2. You are strongly encouraged to arrange your own personal travel insurance if no group insurance is being purchased for the Event, or if you are concerned about the level of cover being provided.

8.3. You must give us complete and accurate information about yourself and your health if we organised group insurance on your behalf. You must tell the Lead Contact if your personal health changes before and during the Event.

8.4. Although we may arrange group insurance for you, we do not accept responsibility for your personal property whilst you are attending the Event. Any property, including valuables, are taken at your own risk.

9. Our liability to you

9.1. We may be liable to you if one of the cancellation and refund circumstances apply in paragraph 6.

9.2. Except for these circumstances (and any liability that cannot be lawfully excluded by us), we will not be liable to you to for any other fees, costs, expenses, losses or any other liability whether it relates directly to the Event or is a consequence of you registering or participating in the Event, or for any other reason under these Terms.

10. Personal Data

10.1. We will use your personal data for the purpose of processing your application for, and attendance at, the Event in accordance with our data privacy statement, which can be found on the Event website.

10.2. Photographs and videos will be being taken at the Event. By your attendance, your image may be incidentally captured in these photos and/ or videos. These may be used occasionally online or in printed literature by us or our Event Hosts and other Event partners. We rely upon the legal basis of a legitimate interest to process your images in this way. We will not identify individuals by name in these images, unless explicit consent for this is obtained from you in advance.

10.3. Where you agree to take part, any specific photos or videos relating to the Event specifically featuring you, or if you are requested to provide any quotations or other personally identifiable information, your specific consent will be obtained in advance. Details about how your personal information will be used will be provided to you when you agree to participate.

10.4. Your image may be incidentally captured in photos or video footage by the Event Hosts, their partners, or other attendees. We are not responsibility for the capture, storage or future use of these images. Please make sure you read the Event Host’s privacy and data policies, statements or notices. We will make these available to you wherever possible.

11. Changes to these Terms and Conditions

11.1. We may make reasonable changes to these Terms and Conditions from time to time in order to facilitate your registration and the Event.

11.2. You will be notified of these changes and when they take effect. The updated Terms will be published on the TSA Event website and/or Event App. By continuing your registration and/ or participation in the Event you will be deemed to have accepted the changes.

11.3. If you do not wish to accept the changes, you must notify us by writing to the Lead Contact. This means you will not be able to attend the Event.

12. General

12.1. Your registration, participation in the Event, and any of the rights you have under these Terms cannot be transferred or given to anyone else.

12.2. These Terms apply between us and you. Nobody else can enforce them.

12.3. If we delay in using our rights, either of us (or you) can still enforce them later provided it is reasonable to do so.

12.4. If you have any queries relating your registration or these Terms, please write to the Lead Contact. If you have a complaint, please see TSA’s website.

12.5. The Terms are governed by English law and the English courts will be exclusively responsible for resolving any dispute or claims related to them.

The Scout Association (TSA) may contact you and/or your child (where you are applying on their behalf) in regard to Moot 2025 or related events for a period of up to 5 years post the end date of Moot 2025, for the purposes of gathering information, including regular surveys for the Event or to facilitate support to future UK Contingents including, but not limited to, the 26 World Scout Jamboree and Roverway 2024. 

We're committed to protecting the privacy of all personal data you provide us for this event registration. The following statements describe what we're doing with this data and how long we store it so you are fully informed prior to you submitting the personal information for you and/or your child (where you are applying on their behalf) event registration.

We ask for this personal data to facilitate your registration for this event. We'll only collect information necessary for participation in the Event. The legal basis for collecting this information is the performance of a contract.

This data will be shared with other organisations and third parties in order to process the registration and facilitate your participation on the event. Only relevant data will be shared with such parties. These may include, our event management system, travel providers (including Travel Places), Members of the UK Contingent and The Scouts and your relevant county, Nation/BSO and any other organisation that may reasonably require your data to enable participation in Moot 2025.

Photos or videos may be taken during this event by an official photographer, a member of the UK Contingent Management Team (CMT) or International Service Team (IST), and these may occasionally be used online or in printed literature by the Scouts or our event partners. By attending this event, you acknowledge to the possibility of being photographed and your image (or that of your child, where you are applying on their behalf) being used in this manner. The legal basis for this is legitimate interest.  We will not seek to identify specific individuals by name or feature them prominently in photographs, unless explicit consent for this is obtained from you/your child first in advance. If you wish to the object to the use of any image taken of you or your child or withdraw consent for any named or prominently taken photograph please contact us using the details below.

This personal data will be retained by us for up to 5 years after the conclusion of Moot 2025. The data will be used throughout Moot to monitor the diversity of the event, and before the end of the period this data will be anonymised but retained for future comparisons.

The personal details provided will be destroyed securely within 5 years post the end date of Moot 2025.

All data is held securely in the Scouts digital file systems, including the registration portal provided by our event management system. We may use other software to support our project during its delivery which will be held to the same security standards.

Full details of how we use your data and how you can exercise your data rights please see our Data Protection Policy can be found at https://scouts.org.uk/DPPolicy

Data Controller Contact:

The Scout Association, Gilwell Park, Chingford, E4 7QW

020 8433 7100

support@scouts.org.uk  

Point of contact - Events Team

Nominated Data Protection Officer: enquiries.dpo@scouts.org.uk

Please contact us at moot@scouts.org.uk with any enquiries you may have about the event.