Terms & Conditions

The fee includes:

• International flights from a departure airport in the North-West of England to the destination, any internal travel during the trip, and return flights back to the North-West of England.  
• UK transfer costs to and from the airport are not covered within this fee
• A ‘flight-free’ package for groups/contingents may be available. 
  The revised trip price for this option will only be confirmable once final flight costs are better understood (expected by 30th June 2025).
  This package will assume that participants will arrange their own travel/flights both to and from the UK and any internal travel arrangements as required to get to the site in time for the event opening.
  Any administration relating to such travel arrangements, including any insurance, will be the sole responsibilty of the booking group/contingent.
  Groups should make the Event Organising Team aware of their interest in this option at their earliest opportunity and no later than the 30th June 2025.
  ‘Switching’ to this package, for individuals or groups as a whole, will not be possible beyond 30th June 2025.  
• Fees to participate in any event which forms part of the core trip, as outlined in the trip inclusion and exclusions. 
• Accommodation for the duration of the trip – the event will primarily be under canvas.
• Meals for the duration of trip (at the campsite and in flight). The trip is centrally catered and food/refreshments during the UK Transfer and within any airports are NOT provided
• Central Training events – if required
• Parent/Guardian briefing event(s).  
• Travel and public liability insurance, usually provided by Scout Insurance Services, including Mountain Rescue/Marine cover where applicable.
• Programme during the event except where optional additional-cost activities are offered.  
• Central planning, equipment and administration costs
  You are responsible for ensuring that you have all necessary passport, visa and immigration requirements in order to attend the trip. 
• An overseas neckerchief/Scout scarf. 

A non-refundable deposit of £200 is due by the 31st December 2024. 

This deposit is refundable up until the date of the second instalment below 

The remaining balance of the trip may be paid in instalments with the minimum amounts and dates set out below (last day of the month).  

March 2025 £425 

You will also need to sign these terms and conditions no later than this date.   

Jun 2025 £425 

Sep 2025 £425 

Dec 2025 £425 

Mar 2026 £350 (final).  

All payments must be made by bank transfer to the designated West Lancs Scouts bank account. 

Booking activity, including making payments and the exchange of information with the organising team should be done by the booking group/contingent contact not by individuals.    

If a payment is likely to be missed or delayed you should notify the leadership team as soon as possible to discuss what arrangements and support may be available. 

By signing this agreement you agree to pay the full event fee as defined above and in accordance with the payment schedule described. 

All payments (save for the deposit as detailed above) are non-refundable once received. 

Where a cancellation is covered by the insurance policy a claim will be supported by the trip leaders who will provide the necessary supporting documentation 

The trip will be subject, at all times, to any UK Foreign Office or local government advice in respect of the country (Canada) or the local area being visited within it.  

Places on the trip are non-transferrable to other trips, or to other participants. 

In the unlikely event that currency fluctuations or unforeseen circumstances dictate that the fee is no longer adequate to cover the cost of the trip, as a non-profit making organization West Lancs Scouts may seek to pass on any additional costs that cannot be absorbed into the budget. 

In the eventuality that the trip returns a surplus then this may be returned to participants in accordance with the West Lancs Scouts Refunds policy. 

West Lancs Scouts uses Scout Insurance Services as their preferred travel insurance policy provider.  

The insurance will be taken out on receipt of the deposit payment or as soon after that date as is deemed necessary to cover any significant expenditure. 

The insurance policy details will be shared with participants and their parents/guardians. 

Our trip insurance may contain an upper age limit (commonly 80 years old) or other restrictions at which additional costs of insurance may apply.  Where additional costs apply; you agree that such costs may need to be passed on to the relevant participant.  

We expect to host a training day for all participants during which further details of the event will be shared in order to prepare participants properly for the trip.  

Attendance at this event is expected 

The cost of this training day is covered by the trip fee – participants may be required to bring a packed lunch on the day.  

The highest standard of behaviour is expected at all times on training events, when taking part in activities related to or when representing the trip, and on the trip itself. 

The trip may produce a Code of Conduct in partnership with the participants, compliance with which forms part of these Terms and Conditions. 

Where there is poor behaviour, as deemed by the leadership team in agreement with the International Events Team, this will be brought to the attention of the parents/guardian of under 18s and sanctions may be required. 

Unacceptable behaviour could result in removal from the trip including early return from training events or the destination country if required. In this instance no refund will be payable.  

In line with The Scouts policy and rules, accommodation for this trip could be in mixed-gender accommodation. Where this is the case, trip leaders will speak to parents and the young people concerned, but the final decision on mixed-gender accommodation lies with the trip leader. If this is a likely barrier to participation then you must speak to the trip leaders at the earliest opportunity as refunds for withdrawals cannot be given once expense is incurred. 

Where it is not possible to separate adults and young people, or it is deemed by the trip leaders to be less safe to do so, adults and young people may share accommodation. An example might be a mountain hut with a single room available, or a last minute change of plans meaning all the participants share a single scout hut for the night. This is not the norm but is a possibility where it cannot be avoided. 

The Event is run in accordance with The Scout Association’s (TSA) Policy, Organisation and Rules (POR) and all Attendees (Participants, Leaders, Staff and Guests) will be required to comply with this. 

Participants are expected to hold another active youth or adult role in Scouting throughout their involvement in the trip. Where this is not the case then they may not be able to take part in the trip and no refund will be payable. 

All adult (18+) leaders and staff must be compliant with the requirements of the Scout Association, including but not limited to safeguarding (including a DBS check) and mandatory ongoing training or their national equivalent, to be in date for the duration of the event. 

Scout Network members, attending as participants and with no supervisory resonsibility for any young people on the event at any time, do not need to have an active DBS.  

For the avoidance of doubt, Scout Network members attending as a leader or staff, must hold a valid DBS for the duration of the event

From time to time, we may need participant leaders to support the event with supervision ratios, first aid rotas and site security protocols or other similar tasks as may arise.  

The trip leadership team will communicate essential information with you in a timely and accessible way. 

If you require information presented in a different format all reasonable adjustments will be made to accommodate that. Please inform the leadership team of any requirements. 

Where a response is required to information sent out, you agree to respond to the requests by the deadlines set out in the information, recognising this could sometimes be short timescales. 

You will keep the leadership team informed of any matters arising which might affect your/your child’s participation in the trip. 

You will communicate with the leadership team respectfully and via the designated channels only, allowing reasonable time for responses and recognising the voluntary nature of their role. 

Any amendments to these terms and conditions will be advised via email to participants and staff.   

You agree to disclose all medical information as required, including informing us of any medical matters which might affect your/your child’s participation in the trip. 

Where reasonable adjustments can be made to accommodate medical requirements the leadership team will make best endeavours to achieve this. 

In some circumstances medical requirements may mean that a trip becomes unviable for a participant. In this situation a refund, minus any incurred expenditure such as insurance or training weekends etc, will be payable where the leadership team have been informed at the earliest opportunity of the requirements. 

If the leadership team have concerns about the suitability of the trip for a participant on medical grounds, they will raise this with you at the earliest opportunity. 

In order to facilitate the trip various elements of personal and special category data will be collected from you and your child. 

This will be stored securely using Online Scout Manager and Microsoft 365. 

The data will be shared with the trip leadership team, relevant volunteers within West Lancs Scouts including the trip In Touch contact (Home Contact). 

Relevant data will be shared with travel partners and insurance companies to facilitate the trip, including in overseas territories. 

After the event, data which is no longer required will be deleted. Some data such as name, date of birth, contact details and medical interventions will be held on file as a record of attendance on the trip as per the West Lancs Scouts Data Retention Schedule. 

Photographs of you/your child will be taken during the trip and may be stored, retained and used in the future to promote similar trips.