Terms & Conditions
We have three sets of Terms and Conditions, relevant to different people, depending on their booking. Please read these below - making a booking means you're agreeing to the Terms and Conditions set out below.
Updated: May 2026
Participants & Parents/Carers
- Registrations and payments will be made via the event management system. Part of the event fee covers food costs and this will be transferred to the participant’s Group/Explorer Unit ahead of the event
- All payments should be made in line with the payment schedule, unless otherwise agreed. Finance should not be a barrier to attending the event, so please speak to your leaders if you have any concerns.
- All payments are considered non-refundable. We may provide a refund where:
- Non-attendance is due to unforeseen serious ill-health (at the Event Management Team's discretion),
- Other extraordinary circumstances do not allow attendance (at the Event Management Team's discretion).
- Where an attendee is suspended from Scouts, this will result in them being unable to attend the event and a refund cannot be provided.
- Individual Groups/Explorer Units will have their own behaviour policies and these must be adhered to during the event. However, in all cases we expect young people to follow the Scout Law. The event is being run in accordance with Policy, Organisation and Rules (POR) and all attendees are bound by the rules laid out in this. Poor behaviour at the event could result in participation in the event being terminated. This decision may be taken by the participant’s Group/Explorer Unit Leadership Team, or by the Event Management Team in consultation with the relevant Group/Explorer unit. A refund will not be possible in this situation. In the event of poor behaviour during the event resulting in an individual needing to leave the event early, parents/carers will be expected to arrange and fund the individual leaving the event early.
- Some changes are necessary because of unusual or unforeseen circumstances which neither we nor our suppliers could foresee or avoid, even with all due care. These circumstances include industrial disputes, closure or congestion of transport networks, road blockades, unavoidable technical transport problems, war, civil unrest, terrorist activity, natural or nuclear disaster, epidemic or disease, adverse weather conditions, natural or manmade disasters or similar events. In these circumstances, you will not automatically be entitled to a refund or compensation. In these circumstances, the Event Management Team in consultation with Malling District Scout Council will work diligently with their insurance underwriters to determine if refunds or compensation should be provided.
- We have outlined a series of activities that are likely to feature in the event programme (available on the programme page), however, this is simply an outline. The Event Management Team will aim to adhere as closely as possible to the programme outlined, but we may need to make adjustments for a variety of reasons, including those outside our control.
- Whilst the event budget is prepared on the basis of breaking even and does not intend for a surplus to be made, sometimes surpluses exist due to unexpected discounts/price savings, etc.. Any surplus that arises from the event budget following the end of the event will be used as part of the post event legacy - including supporting the delivery of the wider programme to the age groups attending the event and future events of a similar nature.
- You are responsible for your own personal possessions and property that you bring to the event, you should take care of these. Malling District Scout Council cannot accept any liability for lost, stolen or damaged items.
- Media - The event team will be taking photos and videos during the event. These images will be used by Malling Scouts to share news about the event, and to publicise future events. Images may be used in press releases, printed publicity and published on Malling Scouts' social media streams such as Facebook, Instagram, and TikTok. They will be stored securely. If you would prefer for your young person to not feature in content that is captured on event, please highlight this in the registration portal and we will discuss with you how we’ll manage this to our best efforts
- As part of the event, we will be required to collect personal data about participants. This will be available to the event leader(s) and required contacts as part of our InTouch (emergency) contact process. This data is required so that we can prepare for the event and in the event of an emergency. By registering for the event, you agree to provide complete, relevant and up to date personal, health and medical information via the event registration portal. We will also be required to collect sensitive (special category) data about you, this data is required so that we can offer additional support if required and keep you safe whilst on the event. We may share your personal data with third parties, for event/activity registration. These third parties are used on the basis that they align with our data privacy policies. We take your personal data privacy seriously. The data you provide to us is securely stored in the event management system, Online Scout Manager and Malling District Cloud Storage (Microsoft 365) and will be kept for 6 months after the event for any queries that arise before being securely destroyed. For further detail please get in touch with quest@mallingscouts.org.uk
Sections, Groups & Units
- Quest 9 is being run by Malling Scouts and is open to Scout Groups, Explorer Units and the Scout Network in Malling District. The event is being administered through the Event Management System for registration records and payments.
- When participants are added to a booking, a contract will exist between Malling Scouts and your Group. This contract is binding on you and all members of your Group. It is your responsibility to ensure all members of your Group are aware of and accept to be bound by our terms and conditions. We reserve the right to refuse to take a booking.
- Payments will be collected through the Event Management System. The food portion of the event fee will be reimbursed to Groups in March 2027. The reimbursement will only occur for participants where the full event fee has been received.
- Deposits are due on booking. Booked places may be adjusted up until 31st October 2026, after this date, bookings cannot be removed and the full cost for each place is required in line with the payment plan. Additional spaces may be added at the Event Management Team’s discretion.
- We ask that Groups are proactive with parents/guardians of event attendees to ensure payments are made in time and personal records are updated on the Event Management System.
- We have outlined a series of activities that are likely to feature in the event programme (available on the programme page), however, this is simply an outline. The Event Management Team will aim to adhere as closely as possible to the programme outlined, but we may need to make adjustments for a variety of reasons, including those outside our control.
- The Event Management Team will deliver on site facilities (the site, toilet facilities, programme spaces, central waste management facilities). Sometimes facilities or services may be withdrawn or not fully available for reasons over which we have no control. You agree and accept that some facilities may only be open during peak demand, which is generally at the start and close of a day. Groups are responsible for providing and running their camping area (including sleeping accommodation, dining areas, catering facilities etc), ensuring appropriate ratios between adults and young people attending (in line with POR), ensuring appropriate supervision of attendees on event and supporting the welfare of attendees throughout the event.
- Groups/Explorer Units, where ratios allow, will support the overall running of the event including, but not limited to, supporting/running programme bases including making use of relevant permits.
- All aspects of the Participant and Adult terms and conditions must be adhered to by Groups/Units.
Adult Volunteers
- There is no charge for adults to attend the event, however, adults are still subject to certain terms and conditions
- All adults attending the event must be registered, and up to date personal information must be provided. Any adults who are not registered will not be permitted to enter the event.
- All adults must be compliant for the role they hold for the duration of the event. Adults must only undertake activity allowed by their role.
- Where you are bringing non-member children - you are responsible for their supervision. You must supervise them at all times unless agreed with another adult. This is particularly important in all children’s play areas, close to activity zones and roadways.
- Where an adult is suspended from the Scouts, this will result in them being unable to attend the event.
- All adults must adhere to The Scout Association’s policies- notably the Yellow, Green and Purple cards. All adults are expected to follow the Scout Law. The event is being run in accordance with Policy, Organisation and Rules (POR) and all attendees are bound by the rules laid out in this.
- In the event of a breach of the above policies/rules, the appropriate procedures will be followed. This may include the adult being asked to leave site by the Event Management Team in consultation with the District Lead Volunteer.
