Terms & conditions

Booking: A secured place at the Event once the registration form has been submitted and accepted and the Deposit has been paid subject to these Terms and Conditions.

Cancellation Period: 14 days after payment of the Deposit.

Deposit Deadline: 31st October 2025. (Please note this date may be altered at the Organisers’ discretion).

Event: Chamboree 2026.

Event Fee: The fee for participants.

Final Balance: All Final Balances need to be paid by 13th March 2026.

Group Leader: The selected Unit/Troop Leader who is responsible for all Participants and other Leaders in their Participant Group.

Organisers: Cheshire County Scout Council (511356), organised by the Chamboree Core Team.

Participants: Guides, Scouts, Explorers, or Rangers (aged 10-17 years on 31st July 2026).

Participant Group: All Leaders and Participants within your booking.

Site: A fully operational tented village at the Cheshire Showground, Knutsford, and other venues used for activity provision in and around Cheshire.

Staff Fee: The fee for Staff Volunteers is £120 (catered), £25 (non-catered), you’ll need to make full payment before 19th December 2025.

Staff Volunteers:

• Adults (aged 18 or over) who have volunteered to support the Event and are members of the Scout Association or Girlguiding.
• Young Staff (aged 16 and 17) who have volunteered to support the Event and are members of the Scout Association or Girlguiding (Explorers/Rangers) attending under a ‘Nights Away Passport’ issued by a nights away permit holder having agreed an InTouch process.

1. Registration

1.1 Registration is available for two categories:

• a) Participant Group
• b) Staff Volunteers

1.2 To register as a Chamboree Contingent, the online Chamboree Contingent registration form must be completed.

• c) To register as a Staff, the online Staff registration form must be completed.

1.3 In the event of interest in the Chamboree being greater than capacity, Chamboree reserve the right to close contingent Bookings early with places allocated to Participant Groups on a first come, first served basis, Deposit paid basis.

1.4 Further details on registration deadlines, fees and instructions can be found on the Event website www.chamboree.org.uk

2. Payment

2.1 The Event Fee is £265 per Participant and £75 per Leader.

2.2 The Staff Fee is £120 (catered), £25 (non-catered) per Staff Volunteer and is non-refundable after the Cancellation Period.

2.3 The Event Fee must be paid in the following instalments:

• a) A deposit of £10 per person is payable within 30 days of the registration form being submitted or by the Deposit Deadline (31st October 2025) whichever is earliest. Places are not secured until such time the £10 deposit is received;
• b) A second instalment of £155 per Participant by the 19th December 2025.
• c) A final payment of £130 per Participant and £65 per Leader or Young Leader by the 13th March 2026.

2.4 The Staff Fee must be paid in full by the 19th December 2025.

2.5 All payments must be in the form of cleared funds and be made by BACS transfer in GBP to the account detailed on the registration form, or made by card payment via the booking system.

3. Booking Requirements

3.1 All Group Bookings require the Group Leader to be present for the duration of the Chamboree.

3.2 The Group Leader must:

• a) Ensure that all Contingent Leaders comply with the requirements of Girlguiding or The Scout Association, including but not limited to:
  • Safeguarding, including the need for DBS checks.
  • Mandatory ongoing training.
  • Contingent Leader to young people ratios for each section.
  • REN form completion or Night Away Permit requirements for an event on a ‘campsite’. (or the national equivalents as applicable).

3.3 Chamboree Staff Volunteers must ensure that they are compliant with the requirements of Girlguiding or The Scout Association, including but not limited to safeguarding (including a DBS check) and mandatory ongoing training or their national equivalent.

4. Event Details

4.1 The Event runs between Saturday 8th August 2026 and Saturday 15th August 2026.

4.2 The Event is open to:

• a) Participants (aged 10- 17)
• b) Leaders
• c) Staff Volunteers

5. What is Included?

5.1 For Participants, the Event Fee covers access to the Chamboree for 7 days, all elements of the Participant programme and Site fees whilst at the Event. The Event Fee does not include travel to and/or from the Event, the provision of food, personal or Chamboree Contingent equipment, or fuel for catering or catering equipment.

5.2 For Staff, the fee covers the access to the Chamboree for the duration of your role. It includes all Site fees whilst at the Event. Staff will agree their start and end dates with their line manager. The Staff Fee is payable irrespective of the duration of your stay. The fee does not include travel to and/or from the Event, the provision of food, or the provision of personal equipment. The catered fee includes food (cooked and served).

5.3 The Organisers 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 changes to publicised activities.

6. Participant Group Obligations

6.1 The Participant Group Leader must:

• a) Agree to be the responsible person for all Participants under the age of 18 in their Group;
• b) Be responsible for ensuring the welfare, health, and safety of everyone in their Group.

6.2 The relevant Girlguiding or Scouting residential ratios for each Participant Group must be adhered to and the Organisers advise each group to have a minimum of 3 Leaders.

6.3 Failure by Participant Groups, Participants, Contingent Leaders, or Staff Volunteers to abide by the rules of Girlguiding or The Scout Association, or the Event-specific rules will be dealt with by the Organisers under the rules of Girlguiding or the Scout Association. This could include Participant Groups or individuals not being allowed on site or being removed from the site with no refund.

6.4 Further Event-specific rules/policies, as published on www.chamboree.org.uk, will also apply for the safety, wellbeing and efficient functioning of the Event at the discretion of the Organisers.

7. Cancellation and Refund Policy

7.1 All Deposits are non-refundable.

7.2 Bookings are not refundable after the end of the Cancellation Period and all further instalments will remain due and payable.

7.3 Please be assured that the Organisers will remain vigilant to global changes/pandemics and other matters and will make timely decisions with the best interests of all parties at their heart.

7.4 If the Organisers need to cancel the Event due to circumstances beyond their control, money will be refunded to the extent that it has not already been spent or committed to be spent. This is likely to mean that, in some circumstances, no Event Fees or Staff Volunteer Fees can be refunded. Such circumstances may include but are not limited to an outbreak of a public health concern.

8. Liability

8.1 Group Leaders are responsible for ensuring all members of their Participant Group have:

• a) adequate travel and other insurance for attending the Event; and
• b) all necessary passport, visa and other immigration.

8.2 The Organisers are responsible for foreseeable loss and damage caused by them if they fail to comply with these Terms and Conditions or fail to exercise reasonable care and skill.

8.3 The Organisers are not responsible to any Participant Group or Staff for any loss and/or damage caused by your failure to comply with these Terms and Conditions and any rules/policies mentioned in condition 6, or any loss and/or damage that was not foreseeable.

8.4 The Organisers are not responsible for any damage, theft or loss caused to personal property brought into the Event.

8.5 References to liability in this condition 8 include every kind of liability arising under or in connection with these Terms and Conditions including liability in contract, tort (including negligence), misrepresentation, restitution or otherwise.

8.6 Nothing in this condition 8 shall limit any payment obligations set out in these Terms and Conditions.

8.7 Nothing in the Terms and Conditions limits any liability which cannot legally be limited, including liability for:

• a) Death or personal injury caused by negligence.
• b) Fraud or fraudulent misrepresentation.
• c) Breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982 (title and quiet possession.

9. Wavier

9.1 In making a Booking all Chamboree Contingents accept that:

• a) the activities provided at the Event may require a reasonable level of fitness and ability, and that participation in these activities entails risk which could result in physical or emotional injury, or damage to property or to third parties.
• b) participation is voluntary and any risks existing in the activities offered will be assumed by the Participant Group.
• c) they must comply with all the safety rules and advice received prior to any activities.

10. Data Protection

10.1 The Organisers will only use your personal data for administrative purposes which include the following:

• a) To register you as a Participant, Leader or Staff Volunteer.
• b) To manage your relationship with us.
• c) To improve The Event website, services and marketing.

10.2 Full details of how photography, videos, and audio at the Event will be used are listed on the registration form.

10.3 The Group Leader of each Participant Group entering data on the behalf of others must confirm they have obtained their consent or their parental consent for us to hold their data.

10.4 If you do not consent to having your photo taken, being filmed, or being recorded at the Event, then it is your own responsibility to avoid this. Additionally, if a Participant does not consent, it is the responsibility of the Group Leader to ensure they are not photographed, filmed, or recorded.

10.5 Under certain circumstances, you have rights under data protection laws in relation to your personal data including the right to receive a copy of the personal data the Organisers hold about you and the right to make a complaint at any time to the Information Commissioner’s Office, the UK regulator for data protection issues (www.ico.org.uk).

10.6 If you are looking for more information on how The Organisers process your personal data including on data security, data retention and lawful processing bases, please access the Event website privacy policy at www.chamboree.org.uk

11. Miscellaneous

11.1 These Terms and Conditions constitute the entire agreement between the parties and supersede and extinguish all previous agreements, promises, assurances, warranties, representations, and understandings between them, whether written or oral, relating to the subject matter.

11.2 Each party acknowledges that in agreeing to these Terms and Conditions it does not rely on and shall have no remedies in respect of any statement, representation, assurance, or warranty (whether made innocently or negligently) that is not set out in the Terms and Conditions. Each party agrees that it shall have no claim for innocent or negligent misrepresentation based on any statement in the Terms and Conditions.

11.3 These Terms and Conditions, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.

11.4 Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms and Conditions or its subject matter or formation.

12. Changes to these Terms and Conditions

12.1 If it is necessary to vary or update these Terms and Conditions, the Organisers will publish the updated version to the Event website indicating the date of the change.