Challenge Walks - Terms and Conditions

Definitions

The Event, Challenge Walk or NESST Walk – Refers to The Nottinghamshire Emergency Scout Support Team Challenge Walk

Organising Team – The team of volunteers organising the event on behalf of Nottinghamshire County Scout Council

Participants – Young People aged between 4 and 18 who are attending the event.

Group Leaders – The adult responsible for the booking of a group of Participants.

Booking System: EvBoo is the Booking system used to administer the Big Weekend 2024.

Event Staff: Volunteers over the age of 18 years old supporting the functions of the event.

General

1. The Nottinghamshire Emergency Scout Support Team Challenge Walk is organised by Nottinghamshire County Scout Council. The event is organised in accordance with the Policy Organisation and Rules of The Scout Association (UK). 
2. All enquiries, including availability and booking, should be made to the organising team on [email protected] The County Office are unable to assist with any Enquiries.
3. The Organising team will conduct risk assessments for activities and site functions. Groups should create risk assessments to encompass travel and camp life, please note this is not an exhaustive list and groups should consider risks relevant to them.
4. The arranging of Insurance, including personal injury, medical and for damage and loss of personal equipment is the responsibility of the Groups taking part and is provided by Unity Insurance Services.
5. The Organising Team's primary form of communication to Group Contacts and Event Staff in the lead up to the event will be by e-mail and by applying to be part of the event, you are consenting to us contacting you in this way.
6. You can find out more about how we use your data from our “Privacy Notice” which is available here. Please note that all processing of your personal data will cease once you have withdrawn consent, other than where this is required by law or in order to deliver the Event to you if you are still attending. In any event this will not affect any personal data we have processed up until that point.
7. These terms and conditions are governed by English Law.

Site Services

1. Fireworks, amplified sound equipment, generators, or power points may not be used on site during the Event without advance permission of The Organising Team.
2. Where vehicles parked are causing an obstruction or parked other than in the designated parking areas, The Organising Team reserves the right to remove such vehicles without the owner’s express permission.
3. Where damage is caused to fields by unauthorised vehicular access, The Organising Team reserves the right to charge the vehicle driver for such damage.
4. Each Group will be expected to provide all their own camping equipment including but not limited to: tents, cooking facilities and any other equipment necessary.  Cooking must be on gas stoves and no fires or BBQs will be permitted (with the exception of gas BBQs). All activities will be organised within the Policy Organisation and Rules of The Scout Association (UK) and the safety of all participants will our highest priority.
5. The site must be cleared of all camping equipment by 12:00 on Sunday 19 January 2025.
6. The Organising Team or The Scout Association accept no responsibility for any personal property.
7. In line with our sustainability goals, groups will not be permitted to dispose of large camping equipment at the close of the Event. Should equipment be damaged, groups should plan to dispose of this locally to their scout group.
8. Medical provision will be provided by The Organising team, however groups are responsible for dealing with minor incidents locally before escalating to the central medical team.

Bookings & Payments

1. All bookings should be made through the online Booking System.
2. Places for The Challenge Walks are limited and will be allocated to Groups on a first come, first served basis – only once deposits are received and confirmed, will places be guaranteed. 
3. Group Leaders should only book places they can fill, to enable as many people as possible to attend from across the county. Once bookings are closed, groups will not be able to decrease numbers. You may be able to work with other groups to fill places not utilised by their group.
4. Group Leaders and staff should pay attention to their booking confirmation documentation, which will be available on the online booking system. Mistakes may not be easily rectified after bookings have closed.
5. If additional places are available after the closing date has passed, these may be booked with the organiser’s approval. Please contact [email protected] to enquire about availability.
6. Group leaders should supply Nottinghamshire Emergency Scout Support Team with an email address to enable key information to be sent to Group leaders and Staff Members in advance of the event. This information will contain important information for the event and should be read before attending. 
7. Personal details and medical information of all individual members of the Group must be provided by 12 January 2025 on the online booking system.
8. Payments are non-refundable. If a Group, or Staff member cancels, then the outstanding payments are due according to the payment profile detailed.
9. Prices exclude food except snacks provided at checkpoints and the finish, along with transport to and from the event.

Disclosure and Barring Service Checks & Mandatory Training

1. The Big Weekend 2024 Organising Team assumes responsibility for verifying that all volunteer event staff over the age of 18 years old hold a valid DBS Disclosure where required.
2. Groups are responsible for ensuring that all adults attending The Challenge Walks as part of their Group, hold a valid DBS disclosure and all role specific mandatory training is valid and that this information is supplied to the Organising Team, on request, prior to the event.

Group Responsibilities

1. Group Leaders are responsible for the overall care and wellbeing of their young people and will further ensure that they comply with The Scouts Nights Away Permit Scheme in order to participate in the Event. Should this be an issue for Group Leaders they should speak to their District Lead Volunteer (DLV) in the first instance before contacting [email protected] if the DLV is unable to help.
2. Group Leaders are responsible for the Young People associated to their group. Should behaviour be a concern, the Organising Team shall discuss with Group Leaders.
3. Participants and Staff must ensure that they comply with all relevant safety announcements and activity regulations whilst participating in the event. The Organising Team reserves the right to require any Participant to be removed from the Event if they are in breach of The Scout Associations Policy Organisation and Rules or the reasonable requests of the Organising Team, if their behaviour is deemed unacceptable or they are a danger to the safety of themselves or others.  Any additional costs for such removal will be the responsibility of the Group.

Photo & Media Permission

1. Participants, Adults and Staff Members should be aware that on occasion they might be photographed, filmed or audibly recorded as members of the Scout association for promotional purposes. It is each Group Contact’s responsibility to inform The Organising Team, or the Photographer, if any member in their party does not wish to be photographed, filmed or audibly for these purposes.
2. Young People shall identify themselves to the photographer if they are unable to have photographs of them. Where YP are too young to do this Group leaders shall advise the photographer where permission is not granted to use media images and other assets.
3. Should images inadvertently be shared of young people or adults without permission, the organising team shall remove this photo on request.

Event Cancellation

1. In the event of force majeure, The Organising Team reserves the right to cancel, alter or delay the Event or any activity provided as part of the Event as a result of any circumstances beyond their reasonable control, including but not limited to illness, weather or any other circumstance which could subject the Event or the Organising Team or any of its volunteers, contractors or Participants to any danger.
2. If The Challenge Walks must be cancelled due to circumstances beyond the control of the organisers, money will be refunded to Groups on a pro rata basis to the extent that money has not already been spent or committed to be spent. This may mean that no fees or only a proportion of fees paid can be refunded. Where The Challenge Walks are rescheduled Group Contacts and Staff should contact the Organising Team if they are unable to make the revised date to request a refund. No compensation will be payable.