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Terms and Conditions for the European Jamboree 2020+1

AS AMENDED BY THE JAMBOREE EXECUTIVE TEAM ON JULY 2020

0. Preamble

Due to the unforeseeable, unexpected and wide-spread consequences of the COVID-19 pandemic a Force Majeure has been invoked, as stated in the Circular 8/2020 from 4 April 2020. Therefore, the European Jamboree 2020 has been rescheduled at the nearest and the most feasible date, from 2 to 13 August 2021. This document outlines revised terms and conditions for the European Jamboree as approved by the Jamboree Executive Team on 17 July 2020. All registered contingents and all attendees of the Jamboree are subject to these terms and conditions.

1. Age Limits

1.1. Age Limits for Participants

Young people aged between 14 and 18 years at the start of the camp (i.e. those born after the 3 August 2003 and no later than on 31 December 2007) are eligible to take part in the European Jamboree as participants.

Participants who at the date of the rescheduling have been already registered and will turn 18 before the European Jamboree – born between 28 July 2002 and 2 August 2003 – are eligible to take part in the jamboree as participants if a respective Contingent agrees on that.

1.2. Age Limits for IST

Individuals aged 18 and above (those born on or before 2 August 2003) wishing to take part in the European Jamboree can register to be members of the International Service Team (IST).

2. Fees

2.1. Fees

The categories of fees for the European Jamboree have been approved by the relevant bodies of the Europe Region WAGGGS and European Scout Region WOSM. In order to encourage Scouts and Guides from as many countries as possible to participate in the European Jamboree, and to demonstrate solidarity of our Movements, fees are allocated by category depending on the country. This approach has been used for previous European joint events and is based on the Gross National Income per capita of each country. National Scout Organisations (NSOs)  and Member Organisations (MOs) can confirm their category with the European Jamboree Office.

Despite the postponement of Jamboree, prices remain unchanged.

The fee for participants, International Service Team (IST), and members of Contingent Management Teams (CMT) is as follows:

Category A 1,100 PLN
Category B 1,400 PLN
Category C 1,650 PLN
Category D 1,850 PLN
Category E 2,200 PLN
Overseas (Non-European NSOs/MOs) 1,850 PLN
IST & CMT 1,200 PLN
2.2. Late Registration Surcharge

After the closing of the registration system, it will be possible to add patrols and CMT members upon request and with approval of the Jamboree Planning Team with a 5% participation fee surcharge.

Any payments arriving after the deadline of the invoice will be subjected to an additional 5% surcharge.

2.3. Remittance of Fee

Fees must be remitted to the bank account provided by the European Jamboree Office. Please be advised that each Contingent will be provided with the individual account number to facilitate monitoring of payments.

Please note the following when conducting bank transfers:

  • Each transfer must include both the name of your National Scout Organisation/Member Organisation and a reference to its purpose (for example “Deposit for 100 persons”).
  • Please inform the European Jamboree Office of every transfer you make, including the date it was sent, the bank from which it was sent, any reference information included, and the amount you intend the European Jamboree to receive.
  • The amount credited to your National Scout Organisation/Member Organisation will be the net of any bank charges applied by your bank AND the European Jamboree bank upon receipt of the transfer.
  • When following the payment schedule, please ensure that you allow sufficient time for bank transfers to be credited to the European Jamboree account according to the dates shown.
  • All payments must be made in PLN (Polish Zloty).
2.4. Refund of Fee

Fees once paid for participants, CMT and IST will not be refunded under any circumstances, unless those described in Section 5.

3. Deposit

3.1. Deposit

The deposit for each registered person is 10% of the Jamboree Fee.

3.2. Coverage of Deposit

A deposit will be applied to the Contingent concerned, not individuals. You may, therefore, change names or the category of your registration, according to the schedule shown in the Terms and Conditions (e.g. change names of 3 people, delete 1 IST and add 1 CMT), with no effect on the deposit.

3.3. Refund of Deposit

Deposits will not be refunded under any circumstances.

4. Registration and Payment Schedule

4.1. Registration
31 October 2020 Due date for the 1st stage of the registration of Participants (PAX), Adult Patrol Leaders (APL) and Contingent Management Team (CMT) – Patrol Booking (New booking or update of the currently registered data)
31 December 2020 Due date for the 2nd stage of the registration of PAX, APL and CMT – Personal Data Upload
31 January 2021 Due date for the registration of IST
  • The Marcato System has been replaced by the EJ2020 Registration Portal.
  • Patrol Bookings must always be approved by the Jamboree Planning Team.
  • The European Jamboree Organisation reserves the right to refuse approving new patrols, APL and CMT members after 31 December 2020. Such a decision will be made based on the total number of registered participants of the Jamboree.
  • In case of adding new patrols, APL and/or CMT members after 31 December 2020, compensation invoices for the full fee will be issued on a monthly basis.
  • Numbers of participants, APL and CMT members provided during the 2nd stage of the registration (Excel file with personal data) must always be reflected in the numbers provided in Patrol Booking in advance.
  • Contingents can introduce changes in the data provided in the 2nd stage of the registration (replace one person with another, move participants between patrols, change personal data, etc.) until 31 March 2021.
  • At midnight on 31 March 2021 the Registration Portal fully closes. Contingents will have read-only access to their data and necessary, limited number of changes must be requested to the Registration Department.
4.2. Payments for the Contingents Registered Before 30 April 2020
  • Invoices are issued based on the data of PAX, APL and CMT booked in the Registration Portal on 31 December 2020.
  • Contingent in which number of patrols, APL and CMT remains unchanged, or was decreased, will receive an invoice for the 3rd instalment (50%) with a 30-days payment period.
  • Contingents in which number of patrols, APL and CMT increases will receive two invoices:
    1. First – for the 3rd instalment (50%) with a 30-days payment period for patrols, APL and CMT registered before;
    2. Second – for the full (100%) participation fee for the new patrols, APL and CMT members.
  • For the International Service Team, invoices are issued on 31 January 2021 based on the data from the Registration Portal.
  • Contingent in which the number of ISTs remains unchanged, or was decreased, will receive an invoice for the 3rd instalment (50%) with a 30-days payment period.
  • Contingents in which number of ISTs increases will receive two invoices:
    1. First – for the 3rd instalment (50%) with a 30-days payment period for all ISTs registered before;
    2. Second – for the full (100%) participation fee for the new ISTs.
  • Please note that payments arriving after the invoice payment deadline might be subjected to an additional 5% surcharge and there will be no refunds for the number of patrols, APL and CMT decreased after 31 December 2020.
4.3.   Payments for the Contingents Registered After 1 May 2020 (New Contingents)
  • Based on the data of PAX, APL and CMT booked in the Registration Portal on 31 October 2020 an invoice for the 1st instalment (20%) with a 30-days payment period is issued.
  • Based on the data of PAX, APL and CMT registered in the Registration Portal on 31 December 2020 an invoice for the 2nd instalment (80%) with a 30-days payment period is issued.
  • Based on the data of ISTs registered in the Registration Portal on 31 January 2021 an invoice with a 30-day payment period is issued for the full participation fee is issued.
  • Please note that New Contingents may decrease the number of patrols, APL and/or CMT between 31 October and 31 December without financial consequences. New Contingents may also increase the number of patrols, APL and/or CMT between 31 October and 31 December after consulting that with the Jamboree Organisation. Payments arriving after the invoice payment deadline might be subjected to an additional 5% surcharge and there will be no refunds for the number of patrols, APL and CMT decreased after 31 December 2020.

5. Cancellation Policy

5.1. Break-Even Point

The Jamboree may be cancelled by the Host Organisation if on 1 November 2020 the break-even point of 10,000 registered participants is not reached. In such a case, the Host Organisation will return 30% of the fees paid to date.

5.2. COVID-19 Related Cancellation

The Jamboree may be cancelled at any time by the Host Organisation because of the COVID-19 Related Force Majeure.

For these Terms and Conditions the COVID-19 Related Force Majeure is interpreted as an event of a sudden and unexpected nature, related to the epidemics or pandemic of infectious diseases, acts of executive and legislative authority, including acts of authority of a state other than the Republic of Poland or the acts of the authorities of international organisations, including in particular those of state authorities, including states other than the Republic of Poland, and international authorities, related to the reduction of the effects of the epidemic or pandemic infectious diseases, as well as disorders of collective life (e.g. riots, war, state of emergency, strike, etc. caused by the COVID-19 pandemic) the consequence of which is or may be the difficulties or inability to organise the European Jamboree, caused (among other things) by limitation the entry of participants of the European Jamboree into the territory of the Republic of Poland, restrictions related to the organisation of mass events, the withdrawal of participants in the event due to concern for health, life or guidelines and advice of state or international authorities and organisations. In particular, the COVID-19 epidemic or pandemic of COVID-19 disease as well as the actions of state authorities, including countries other than the Republic of Poland, and international lysis, are considered to be a Force Majeure, to the extent that these activities may hinder the or prevent the organisation of the European Jamboree.

In such a situation, after the costs incurred have been covered and accounts have been closed, the Jamboree Organisation shall reimburse to the Contingents remaining part of the fee paid.

5.3. Non-COVID-19 Related Cancellation

The Host Organisation may cancel the event due to compelling reasons. In the event of the European Jamboree being cancelled due to circumstances beyond the organisers control (e.g. acts of terrorism, natural disasters, acts of war, riots, state of emergency, strike, etc.), the European Jamboree organisation will not be obliged to refund any fees. This does not apply to the occurrence of Force Majeure related to the COVID-19, as regulated in Section 5.2.

5.4. Cancellation Following Arrival

The European Jamboree fee will not be refunded should the event be cancelled after 2 August 2021, regardless of the reason.

6. What the European Jamboree Fee Covers

6.1. Fee for Participants

The fee for participants includes:

  1. All camp­site fees from the day of the opening ceremony to the day of the closing ceremony.
  2. The European Jamboree Programme, including any relevant transportation.
  3. All meals for the duration of the European Jamboree from dinner on 2 August 2021 through breakfast on the 13 August 2021.
  4. Upon arrival, transport from one of the specified European Jamboree entry points in Poland
  5. At the end of the European Jamboree, transport from the Jamboree Site to a specific European Jamboree exit point.
  6. Joint unit equipment, i.e. a cooking tent and cooking equipment.
  7. No personal equipment is provided.
  8. Medical care in case of illness (excluding pre-existing conditions) or accidents, including minor surgery or treatment if necessary, for the duration of the European Jamboree, as outlined in Section 9
  9. Medications and any expenses relating to specialised care or hospitalisation are NOT included in the fee.
  10. A European Jamboree participation pack, including a neckerchief and badge.
6.2. Fee for IST

The fee for members of the International Service Team (IST) includes:

  1. Briefing and training (including role-specific training) prior to the arrival of participants.
  2. All meals for the duration of the European Jamboree, from dinner on the 31 July to lunch on 14 August 2021.
  3. Upon arrival, transport from one of the specified European Jamboree entry points
  4. At the end of the Jamboree, transport from the Jamboree site to a specified European Jamboree exit point.
  5. Medical care in case of illness (excluding pre-existing conditions) or accidents, including minor surgery or treatment if necessary, for the duration of the European Jamboree, as outlined in Section 9.
  6. Medications and any expenses relating to specialisation care or hospitalisation are NOT included in the fee.
  7. A program of activities for when off duty, a neckerchief and badge.

7. Registration Process

7.1. Appointment of the Head of Contingent

Each NSO/MO is requested to appoint a Head of Contingent to the European Jamboree. All basic communication from the European Jamboree organisers related to the Contingent will be through the Head of Contingent.

7.2. Confirming the Contingent Allocation

Payment of the deposit will guarantee the number of registered participants per Contingent. Numbers will be confirmed on a first-come-first-served basis; therefore, NSOs/MOs who do not pay deposits early enough may find that there are no available places remaining.

7.3. Permission of Participation

Permission of Participation will be granted by the European Jamboree Organisation only when all necessary procedures, including payment of the full fee, have been completed by the contingent. Any paperwork, including Visa invitation, will only be processed after such procedures are completed.

7.4. Sending Personal Information

Each Contingent must submit personal information relating to its members in designated forms, which will have been distributed via Registration Portal.

8. Contingent

8.1. Contingent

Only National Scout Organisations/Member Organisations may register Contingents, and there may only be one contingent per NSO/MO.

8.2. Forming a Contingent

Each Contingent will be led by a Head of Contingent and will make up Adult Patrol Leaders, Participants, Members of the International Service Team, and members of Contingent Management Team.

Each group of participants will be required to send the European Jamboree Organisation slightly different information.

8.3. Patrols and Units

Participants will be registered in patrols of 10 persons (9 participants and 1 Adult Patrol Leader). Four patrols, in turn, will form a unit.

8.4. IST

The International Service Team is essential to the successful execution of the European Jamboree, and NSOs/MOs are encouraged to assist the organisers by recruiting suitable adults for the IST. No Contingent may have more adults (the total of IST’s and CMT’s) than participants, except for the host NSO.

8.5. Registration of Contingent

Registration will be based on an electronic registration system.

8.6. Responsibility of NSOs/MOs

Each National Scout Organisation and Association/Member Organisation accept full responsibility for its members taking part in the European Jamboree.

8.7. Responsibility of Contingent

The Head of Contingent and his/her Contingent Management Team accept full responsibility for the members of their Contingent to the European Jamboree.

9. Healthcare

9.1. Scope of the Healthcare provided

Participants of the European Jamboree will have access to the event’s own medical facilities from the time of the opening ceremony to the closing ceremony. Note, however, that pre-existing conditions are excluded.

9.2. Services provided

Medical facilities at the European Jamboree Site are merely provisional facilities focusing on first aid and pre­hospital care. Any further treatment required will be provided at local medical facilities. The European Jamboree fee does not cover clinical examination and /or treatment (e.g. suspected fractures, treatment requiring hospitalisation, etc.) and each individual is responsible for any expenses incurred by such treatment and/or hospitalisation. Therefore, everyone attending the European Jamboree is required to obtain insurance to cover such an eventuality, and it is the responsibility of the Head of Contingent to ensure such insurance has been obtained.

9.3. Travel Insurance

It is recommended that you obtain appropriate insurance cover, such as travel insurance for the period prior to arrival at the start of the European Jamboree and until after the finish of the event, in addition to the medical insurance.

9.4.  Pre-existing Conditions

Those with pre-existing medical conditions should make special arrangements so as to be able to pay for any treatment related to such conditions.

9.5. Repatriation

The European Jamboree medical arrangements are based on providing treatment in Poland and do not include repatriation, whether for medical or other reasons. It is recommended you obtain your own insurance to cover such an eventuality.

10. Rules

10.1. Jamboree Regulations

The European Jamboree will set regulations separately for all the people attending the event in consultation with the Jamboree Advisory Group of WOSM and WAGGGS. These regulations will be summarised and published as a Code of Conduct.

10.2. Local laws

The European Jamboree takes place in Poland and local law will apply. By Polish law, the legal age of adulthood is 18, for smoking and for alcohol buying it is also 18. However, the European Jamboree is a non-alcohol event.

10.3. Penalties

Anyone in breach of the European Jamboree regulations described in these Terms and Conditions or of local laws may be evicted from the European Jamboree Site. Anyone – including guests and visitors ­ behaving in a manner considered dangerous, which causes offence to others, or is otherwise inappropriate in the context of the European Jamboree, will be evicted from the European Jamboree Site and will not be eligible for any refund of fees.

10.4. Expulsion

The European Jamboree Organisation reserves the right to expel any group or individual from the European Jamboree Site and, whenever appropriate, the Head of Contingent will be involved in such a decision. Any expenses arising from the exclusion or eviction of such groups or individuals will be the responsibility of the individuals involved, and complaints or requests for compensation will not be considered.

11. Privacy Policy

11.1. Collection and management of personal information

In order to successfully organise and execute the European Jamboree, the Host Organisation (Związek Harcerstwa Polskiego) must gather and retain certain personal data relating to attendees.

11.2. Agreement

By registering personal information, such as name and date of birth, the individual explicitly consents to the retention of the personal data for purposes pertaining to the organisation and execution of the European Jamboree. Registration also implies explicit agreement with this Privacy Policy as well as with the Terms and Conditions of the European Jamboree.

11.3. Presumption of Agreement

If you enter data on behalf of others (proxy), it is assumed that you will have obtained their consent for the European Jamboree to retain their personal data. The Host Organisation assumes that a proxy will have received explicit, prior agreement from the individual concerned. The proxy is responsible for the agreement of this individual.

11.4. Use of Personal Information

Any personal information retained will not be shared with any third parties, except where necessary for the planning and execution of the European Jamboree.

11.5. Talent Release

By registering for the European Jamboree, you consent to any media footage (e.g. video, photographs, audio) taken at the European Jamboree, and in which you may feature, to be used by the Host Organisation (Związek Harcerstwa Polskiego), World Organization of the Scout Movement, World Association of Girl Guides and Girl Scouts, and as well as its licensees or assignees, for all advertising, publicity, and/or editorial purposes, for commercial and/or non-commercial purposes, for worldwide distribution in perpetuity.

12. By-laws

12.1. Updates

From time to time, the Terms and Conditions for the European Jamboree may be updated. The most recent version will always apply. Please contact the European Jamboree Office for any necessary clarification.

12.2. Languages

In the event of a conflict arising out of the interpretation of these Terms and Conditions, the English text shall prevail.

12.3. Jurisdiction

The European Jamboree does not constitute a tourist service nor travel package within the meaning of the Act of 24 November 2017 on travel packages and related travel services (Journal of Laws, item 2361), which implements in the Polish legal system the provisions of Directive 2015/2302/EU of the European Parliament and of the Council of 25 November 2015 on tourist events and related travel services, amending Regulation (EC) No 2006/2004 and Directive 2011/83/EU of the European Parliament and of the Council and repealing Council Directive 90/314/EEC.

In any conflict relating to these Terms and Conditions, Polish law shall apply, and the Warszawa-Śródmieście District Court shall have exclusive jurisdiction in any disputes.

 

On behalf of the Jamboree Executive Team
Karol Gzyl
Jamboree Director