Terms and Conditions

The Event, County Camp or The Big Weekend – Refers to The Notts Scouts Big Weekend 2024

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.

50/50 Young Leaders – Young Leaders aged between 14 and 17 who will volunteer to support the running of the Event whilst also enjoying the activity provision at the Event too.

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.

1. The Big Weekend 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 Big Weekend 2024 Organising Team on contact. The County Office are unable to assist with County Camp Enquiries.
3. The Big Weekend 2024 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 Big Weekend 2024 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 Please note that all processing of your personal data will cease once you have withdrawn consent, other than where this is required by law or in order to deliver the Event to you if you are still attending.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.

1. Fireworks, amplified sound equipment, generators, or power points may not be used on site during the Event without advance permission of The Big Weekend 2024 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 Big Weekend 2024 Organising Team reserves the right to remove such vehicles without the owner’s express permission.
4. Where damage is caused to fields by unauthorised vehicular access, The Big Weekend 2024 Organising Team reserves the right to charge the vehicle driver for such damage.
5. 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 of The Big Weekend 2024 will our highest priority.
6. Access to site for setting up camping areas will commence from Thursday 2 May 2024. Please note the Event does not commence until Friday 3 May 2024, and therefore no camping is allowed at the site until the commencement of the Event.
7. During pre-pitching, there will be no access to on-site facilities.
8. To ease access to the Event site, specific time slots will be given to groups for the phased arrival and departure of Participants, we ask that groups only use these allocated arrival and departure times. This information will be shared before the Event.
9. Supermarket deliveries will not be permitted to the main camping field after 17:00 on Friday, these will be directed to the main parking area and groups will need to make their own arrangements to move items to their camp.
10. All vehicles must be removed from the camping fields by 17:00 on the Friday. Vehicle access will not be permitted on the Monday until after 16:00 this is to ensure the safety of participants.
11. The site must be cleared of all camping equipment by 19:00 on Monday 6 May 2024.
12. The Big Weekend 2024 Organising Team or The Scout Association accept no responsibility for any personal property.
13. 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.
14. Medical provision will be provided by The Big Weekend Organising team, however groups are responsible for dealing with minor incidents locally before escalating to the central medical team.

1. All bookings should be made through the online Booking System.
2. Places for The Big Weekend 2024 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 The Big Weekend 2024 Organising Team to enquire about availability.
6. Group leaders should supply The Big Weekend 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 14 April 2024 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. Adult prices include admission to the Event and Young People prices include admission to the Event and the activity programme. Prices exclude food and transport to and from the event.
10. Following the payment of deposit, further payments are to be made by the respective payment dates outlined below. Group Leaders will be contacted ahead of the payment dates. Payments should be made by debit/ credit card, electronic funds transfer or cheque. Please see our payment methods page on our website.

1. The Big Weekend 2024 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.

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 Big Weekend 2024as 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.

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 Commissioner (DC) in the first instance before contacting The Big Weekend 2024 Organising Team if the DC is unable to help.
2. Group Leaders are responsible for the Young People associated to their group. Should behaviour be a concern, the Big Weekend 2024 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 Big Weekend 2024 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 (or The Big Weekend 2024 contract partners), 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.

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 Big Weekend 2024 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.

1. In the event of force majeure, The Big Weekend 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 Big Weekend 2024 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 Big Weekend 2024 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.