Terms and Conditions

Definitions

• The Event – Refers to BEASTLY25
• Organising Team– The team of volunteers organising the event on behalf of Basingstoke East Scouts, Basingstoke West Scouts and Basingstoke Girlguiding.
• Participants– Young People aged between 4 and 14 who are attending the event.
• Booking System – Is the Booking system used to administer the BEASTLY25, which runs via Online Scout Manager and JotForm.
• Event Volunteers – Volunteers over the age of 14 years old supporting the functions of the event.

General

1. BEASTLY is organised by an Active Support Unit (BEASTLY Team) made up of members of Basingstoke East Scouts, Basingstoke West Scouts, and Basingstoke Girlguiding. The Active Support Unit is responsible to Basingstoke East District Scout Council.
2. The event is organised in accordance with both Scouts (source) and Girlguiding (source) rules and policies.
3. All enquiries, including availability and bookings, should be made to the BEASTLY help desk (hello@beastly.org.uk). The individual districts/entities are unable to assist with enquiries.
4. The organising team will conduct risk assessments for activities and site functions, these will be available online before the event.
5. The arranging of Insurance, including personal injury, medical and for damage and loss of personal equipment is the responsibility of the groups taking part.
6. The BEASTLY team’s primary form of communication to leaders and event volunteers 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.
7. You can find out more about how we use your data from our “Privacy Notice” which is available online. Please note that all processing of your personal data will cease once you have withdrawn consent, other than where this is required by law or in order to deliver the Event to you if you are still attending.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.
8. 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 organising team.
2. All vehicles on site will be required to display a permit which will be provided before the event with an emergency contact number of the driver or responsible adult in the windscreen. Vehicles will be parked only in the designated areas or as otherwise agreed in writing by the organising team.
3. Where vehicles parked are causing an obstruction or parked other than in the designated parking areas, the event lead(s) reserves the right to remove such vehicles without the owner’s express permission.
4. The BEASTLY Organising Team or The Scout Association accept no responsibility for any personal property.
5. Medical provision will be provided by BEASTLY 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 BEASTLY25 are limited and will be allocated on a first come, first served basis.
3. If additional places are available after the closing date has passed, these may be booked with the organiser’s approval. Please contact BEASTLY Help Desk to enquire about availability.
4. Personal details and medical information of all individual members must be provided by the deadline set by BEASTLY Organisers, or risks having their place cancelled.
5. Payments are non-refundable. If a Group, or Staff member cancels, then the outstanding payments are due according to the payment profile detailed.

Programme

1. The BEASTLY Organising team reserve the right to alter or vary the programme due to events or circumstances beyond its control without being obliged to refund monies. This can include change to publicised activities and schedules.

Event Merchandise

1. All merchandise purchased for BEASTLY25 is non-refundable once an order has been placed. This includes situations where the event is cancelled, altered, or postponed for any reason, including circumstances beyond the organisers’ control. By placing an order, you acknowledge and accept that no refunds will be issued, regardless of the event’s status.

Photo & Media Permission

1. Participants, Adults and Staff Members should be aware that on occasion they might be photographed, filmed or audibly recorded for promotional 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 team shall remove this photo on request.

Event Cancellation

1. In the event of force majeure, The BEASTLY 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 BEASTLY25 must be cancelled due to circumstances beyond the control of the organisers, money will be refunded to participants 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 BEASTLY25 is 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.