Booking Terms and Conditions
Suffolk International MOOT 2021 (SIM 2021)
SIM 2021 is a Scouting based activity camp run by Suffolk County Scout Council principally for Scouting members in Suffolk, elsewhere in the UK and international guests. It is also open to members of Girlguiding UK to attend. For participants the event begins at 12.00 hours on 26 August 2021, ending on 15.00 hours 1 September 2021. For SIM 2021 Staff the event runs between 0630 hours on 23 August 2021 until 23.30 hours on 3 September 2021.
SIM 2021 will be run under the rules laid out in the UK Scout Association’s Policy Organisation and Rules (POR). All Participants, Leaders, and Volunteers must comply with and are taken to accept:
(i) POR and where they do not conflict with POR the national rules policies of the guest national organisation relevant to residential experiences and activities; and
(ii) these terms and conditions (as amended) from time to time; and
(iii) where they do not conflict with POR and or these booking terms and conditions, any SIM 2021 policies and instructions issued from time to time by the SIM 2021 Leadership Team.
These terms and conditions will come into force at the time of Registration and will remain in full force until 23:59 hours on 1 September 2021, when the SIM 2021 ends.
1. DEFINITIONS
“Camp Leader” means the County Commissioner for Suffolk Scouts “Unit” means the entity specified in the registration form/booking form booked to attend SIM 2021 “Participants” means the young people (aged 10.5 to under 18 at the start date of SIM 2021) named in the Registration Form who will be attending SIM 2021 as members of the Unit. “Leader” means the any adult named in the registration/booking form all of whom shall be taken by SIM 2021 to have joint responsibility for the Participants “Programme” means all events and activities provided by the Promoter as part of the SIM2021 experience. “Promoter” means Suffolk County Scout Council “Registration” means the time at which SIM 2021 acknowledges the Unit’s delivery of an electronically submitted completed registration/booking form using the Scouts EMS booking system together with payment of the deposit required by these terms and conditions
SIM 2021 Booking T&Cs (26.2.2020) 1 SIM 2021 Leadership Team means the body appointed and authorised by the Promoter to organise plan control and execute SIM 2021 “Site” means any venue at which a SIM 2021 Programme activity or event takes place “TSA” means The Scout Association “Unit Leader” means the Leader designated in the registration/booking form as the lead Leader for the Unit and who will be taken to manage the Unit “Volunteer” means an adult who has volunteered to assist, run, manage or in any way support the Programme.
2. BOOKING AND PAYMENT INCLUDING CUB SCOUT DAY
2.1 All monetary amounts referred to in these booking conditions are in GBP.
2.2 The fees for attending SIM 2021 are as follows:
2.2.1 - Participant Fee – for Registration before 30 September 2020, one hundred and thirty- five pounds (£135.00) and thereafter one hundred and fifty pounds (£150.00) (Participant Fee);
2.2.2 - Leader Fee – for Registration before 30 September 2020, thirty-five pounds (£35.00) and thereafter fifty pounds (£50.00) (Leader Fee);
2.2.3 - Staff Fee – for Registration before 30 September 2020, thirty-five pounds (£35.00) and thereafter fifty pounds (£50.00) (Staff Fee);
2.2.4 - Day (Service Team) Staff Fee – a daily rate of ten pounds (£10.00) per day or part day payable in full at the point of Registration;
2.2.5 - Cub Scout Day – for Cub Scouts to attend Cub Scout Day there is an entrance fee of twenty pounds (£20.00) for each Cub Scout. The fee includes a Goody Bag and a badge. There is no charge for Cub Scout Leaders and those assisting. The full party cost is payable at the point of booking; and where the context allows collectively hereafter referred to as “Fees”
2.3.1 The Unit Leader is responsible for the accuracy of the information provided on the registration/booking form and for the accuracy of all subsequent information provided to the SIM Leadership Team concerning a Unit’s booking. Payment must be in the form of cleared funds in accordance with Scouts EMS bookings system by a BACS transfer or credit card payment. Registration will not be accepted until payment of the deposit is completed. The Unit agrees to pay and bear any sales, value-added or other similar taxes imposed by applicable law for the services the Unit has ordered. The Unit Leader should check the booking confirmation for accuracy because it may not prove possible to correct all errors at SIM 2021. Any found errors shall be notified by the Unit Leader by e-mail to SIM 2021 using the e-mail address given on the SIM 2021 website and additionally, at the same time the Unit Leader must amend the registration booking form as appropriate to correct the errors.
SIM 2021 Booking T&Cs (26.2.2020) 2 2.3.2 Where a Unit secures a booking before the 30 September 2020 the balance Fees shall be paid by a means set out in clause 2.3.1 as follows: (a) Participant early booking of forty pounds (£40.00) per Participant and (b) Leader/Staff early booking at twenty pounds (£20.00) all by 30 September 2020
2.3.3 Final payment of the balance of Fees shall be paid no later than 31 March 2021
2.3.4 Additional places may be available after the closing date with the Promoter’s approval payment for which will be required in full at the point of agreeing the additional places with the Unit Leader.
2.4 The Participant Fee and the Leader Fee includes all elements of the Programme (for participants only), site fees, travel whilst engaging in the Programme and a Participant/Leader Pack. Travel to and/or from SIM 2021 is not included nor is the cost of an individual’s personal or Unit equipment, fuel or catering.
2.5 Both the Staff Fee and the Day (Service Team) Staff Fee includes site fees, food (cooked and served), travel whilst at SIM 2021 and a Staff pack. The Staff Fee and the Day (Service Team) Staff Fee do not include travel to and/or from SIM 2021 nor the cost or the provision of personal equipment.
2.6 All adults attending SIM 2021 or are otherwise present (in whatever capacity) must satisfy and comply with TSA’s child protection and safeguarding policies both at the point of booking their place and for the duration of SIM.
2.7 The Unit Leader is responsible for ensuring that all Leaders and other adults attending SIM 2021 as a member of their Unit must be in possession of a current DBS or equivalent for their home country. Any adult failing to fulfil these requirements will not be allowed on the Site or if already on Site will be asked and required to leave immediately. No Fees are refundable under such circumstances.
2.8 The Unit Leader is responsible for ensuring that the appropriate Leader to Participant ratios as detailed in POR or their governing body’s organisations policies are satisfied and maintained at all times. SIM 2021 reserves the right to restrict Leader numbers for a Unit where the numbers of Leaders proposing to attend are disproportionate to the number of Participants.
2.9 The Promoter reserves the right to withdraw, alter or vary the Programme (which may include any publicised activities and events) without notice or consultation and without any obligation to refund all or any part of the Fees specified in clause 2.2 of these terms and conditions.
2.10 All Participants, Leaders and Volunteers must comply with all relevant statutes, safety announcements, Site regulations and all other reasonable requests of SIM 2021 Leadership Team whilst attending SIM 2021.
SIM 2021 Booking T&Cs (26.2.2020) 3 2.11 Breach of any of the terms or conditions or any unacceptable behaviour likely to cause damage, nuisance, injury, criminal action, or bring TSA or SIM 2021 into disrepute will be addressed by the Camp Leader who will decide the appropriate actions after taking appropriate advice. Any request to leave SIM 2021 will be the decision of the SIM 2021 Camp Leader and will be at the cost of the individual(s) or Unit being required to leave and return home.
2.12 Participants, Leaders or Volunteers must not undertake any trade or commercial activity on Site without the prior written permission of the SIM 2021 Camp Leader.
3. CANCELLATION
3.1 In the case of cancellation or failure to attend SIM 2021 by Participants, Leaders or Volunteers, no refund of Fees paid prior to the date of cancellation will be given. SIM 2021 reserves the right to refund any part (or the whole of a Fee) where in its absolute discretion it considers there to be exceptional or compassionate circumstances which warrants a refund. In the event of a cancellation communicated and acknowledged by SIM 2021 before the 1 May 2021, SIM 2021 may at its sole discretion waive payment of balance of the Fees.
4. INSURANCE
4.1 Unit Leaders are responsible for ensuring their Unit has adequate insurance covering all risks necessary for attending SIM 2021. SIM 2021 accepts no responsibility for personal or group property owned by Participants, Leaders or Volunteers. The individuals responsible should make sure suitable insurance is in place.
4.2 Nothing in these terms and conditions excludes or limits the liability of SIM 2021 for fraudulent misrepresentation. If any term or condition herein is found to be invalid or unenforceable, the remaining provisions will remain effective.
5. CONFIDENTIALITY AND DATA PROTECTION 5.1 SIM 2021 uses the Scout EMS event booking system facility to collect information about those booking to attend SIM 2021 in whatever capacity that may be which are collected solely for the purposes of SIM 2021. This information will be used by the SIM 2021 Leadership Team and or the Promoter only. All and any sensitive (special category) data about attendees is required so that SIM 2021 can offer additional support if required. SIM 2021 may share personal data with third parties should an incident occur. These third parties are used on the basis that they align with Scouting data privacy policies. The data provided is securely stored (based on local arrangements) and will be kept for twelve (12) months after SIM 2021 for any queries that arise before being securely destroyed. For further detail please visit our Data Protection Policy at https://suffolkmoot.com/home/privacy-policy/ 5.2 In registering for SIM 2021, the Unit Leader agrees that SIM 2021 can collect, store and use personal information included on the registration/booking form on the Scout EMS system to support the application process and for the purposes of running SIM 2021 and its associated activities (under the lawful basis of legitimate interest).
SIM 2021 Booking T&Cs (26.2.2020) 4
5.3 All personal data gathered and provided by the Promoter in connection with SIM 2021 shall be held in accordance with TSA’s Privacy and Data Protection Policy for the time being in force.
5.4 Under the terms of the EU General Data Protection Regulation, anyone on the SIM 2021 mailing list has the right to have their information removed and can unsubscribe via the links contained within the emails or e-mail [email protected] A full copy of our privacy notice can be found on the SIM 2021 website suffolkmoot.com/privacy-policy Unit Leaders are also referred to the privacy policy of Scouts EMS which can be found at https://scouts-ems.org.uk/privacy-policy/
6. INTELLECTUAL PROPERTY RIGHTS The Promoter retains ownership and all intellectual property rights to anything developed and delivered under SIM 2021. Units may use the SIM 2021 name and logo for publicity purposes only and related to participation at SIM 2021 and for no other purposes whatsoever. The logo must not be edited or altered in any manner.
7. OTHER
7.1 SIM 2021 shall not be responsible for failure or delay of the Programme if caused by an act of war; hostility or sabotage; epidemic or pandemic; act of God; electrical, internet, or telecommunication outage that is not caused by SIM 2021; government restrictions (including the denial or cancellation of any export or other license); or other event outside the reasonable control of SIM 2021. The Unit and SIM 2021 will use reasonable efforts to mitigate the effect of a force majeure event. If SIM 2021 has to be cancelled due to circumstances beyond the control of the organisers, money will be refunded to the extent that money has not already been spent or committed to be spent. This may mean that no Fees can be refunded. Such circumstances may include, but are not limited to, closure of the Site due to an outbreak of a public health concern or similar emergency.
7.2 These terms and conditions may not be modified altered or waived except in writing and signed by the authorised representatives of both the Unit and SIM 2021.
SIM 2021 Booking T&Cs (26.2.2020) 5