A2 Condiciones generales

1 Introduction

The 26th World Scout Jamboree is a World Event of the World Organization of the Scout Movement (WOSM), hosted in Poland by Związek Harcerstwa Polskiego and organised by the 26th World Scout Jamboree Organising Committee (hereinafter: the Jamboree Organisation), which is a statutory party for the 26th World Scout Jamboree. The Jamboree Organisation operates under the Act of 6 April 1984 on Foundations (Journal of Laws 1984, No. 21, item 97) for the purpose of planning, organising, financing, conducting, and accounting for the 26th World Scout Jamboree, in accordance with the terms of the 26th World Scout Jamboree Host Organisation Agreement and the Constitution of the World Organization of the Scout Movement.

2 Age Limits and Participant Definitions

2.1 Age Limits for Participants

Young people aged 14 through 17 at the start day of the Jamboree are eligible to participate in the 26th World Scout Jamboree as youth participants (i.e., those born after 30 July 2009 but not later than on 30 July 2013).

2.2 Age Limit for International Service Team (IST)

Individuals aged 18 and above (those born on or before 30 July 2009) can register to be members of the International Service Team (IST).

2.3 Contingent Management Team (CMT)

Adult volunteers and Contingent Management Team (CMT) members are 18 years and above (those born on or before 30 July 2009). Head of Contingent is part of the CMT.

2.4 Adult Patrol Leaders (APL) and Participants (PAX)

Adult Patrol Leaders are volunteers above 18 years old (those born on or before 30 July 2009) appointed by the National Contingent. They are part of Patrol (and Unit) during the Jamboree and serve as leaders of each 9 youth participants. They take responsibility for their youth participants.

The name participants (PAX) will be used to describe Adult Patrol Leaders and their respective youth participants. When it will be needed to distinguish, they will be referred as Adult Patrol Leaders (APL) or youth participants.

3 National Contingents

3.1 National Contingents

Participation in the 26th World Scout Jamboree is organised through National Contingents. Only National Scout Organizations (NSOs) that are members in good standing with the World Organization of the Scout Movement (WOSM) may apply to attend the 26th World Scout Jamboree. NSOs with multiple National Scout Associations (NSA) will need to collaborate to form a single NSO National Contingent for the Jamboree.

Only NSOs can register contingents and there can only be one National Contingent per NSO. Every individual attending the 26th World Scout Jamboree must be a member of a contingent.

3.2 Forming a Contingent

Each NSO is requested to appoint a Head of Contingent (HOC) and supporting Contingent Management Team as necessary and appropriate to the size of the contingent. It is up to each NSO to organise their contingent and their attendance.

Each National Contingent will be led by a single Head of Contingent (HOC) and will make up participants (PAX: Adults Patrol Leaders and youth participants), members of the International Service Team (IST), and members of Contingent Management Team (CMT).

No contingent may constitute more than 10% of the maximum number of participants approved by the World Scout Committee, with the exception of the country in which the 26th World Scout Jamboree is being held, which may send a contingent constituting up to but not more than 20% of that number.

No contingent may have more adults than participants, with the exception of the country in which the 26th World Scout Jamboree is being held.

The Contingent Management Team is a group of adult leaders who are responsible for taking care of the youth participants and managing the finances, communications, and logistics of the contingent, led by a HOC who’s attending the Jamboree. The number of CMT members is limited and based on the number of youth participants in the contingent. A minimum number of CMT is one member for contingents counting to 18 participants and two members for larger contingents. HOC shall not serve as an Adult Patrol Leader nor IST. Details describes the following table:

3.3 Appointment of Head of Contingent

Each NSO is invited to appoint a Head of Contingent to the 26th World Scout Jamboree and submit information to the Jamboree Office by 1 November 2024.

3.4 Patrols and Units

Participants will be registered in patrols of 10 persons (9 youth participants and 1 Adult Patrol Leader). Four patrols will form a unit (36 youth participants and 4 Adult Patrol Leaders).

3.5 IST

The International Service Team is essential to the successful execution of the Jamboree, and NSOs 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.

3.6 Responsibility of NSOs

Each NSO accepts full responsibility for its members taking part in the 26th World Scout Jamboree. The Head of Contingent and its Contingent Management Team accept full responsibility for the members of their contingent to the Jamboree. The Head of Contingent and his/her Contingent Management Team accept full responsibility for the members of their contingent to the World Scout Jamboree.

4 Registration and Payments

4.1 Registration of the National Contingent

Registration will be based on an electronic registration system.

4.2 Registration Fees

The categories of fees for the 26th World Scout Jamboree have been approved by the World Scout Committee. In order to encourage Scouts from as many countries as possible to participate in the World Scout Jamboree, and to demonstrate World Scouting solidarity, Jamboree fees are discounted by category of country. This approach has been used for previous World Scout Jamborees and is based on the Gross National Income per capita of each country. National Scout Organizations can confirm their category here: https://treehouse.scout.org/dashboard/participation-fees  

The fee for participants, APL, IST, and CMT is in Polish Zloty (PLN) and are as follows:

4.3 Fees 

4.4 Registration and Payment Schedule

4.5 Contingent Allocation

The allocation numbers for each NSO's contingent will be based on the submitted Contingent Allocation form, which is due no later than 1 November 2025. After reviewing each NSO's request, the actual contingent allocation will be confirmed by the Jamboree Organisation no later than 1 December 2025. This allocation will specify the number of participants, ISTs, and CMTs expected to attend the event, and binding invoices will be issued based on these numbers.

It is strongly advised not to confirm any registrations in the NSO's internal systems before receiving the Contingent Allocation confirmation from the 26th World Scout Jamboree.

4.6 Deposit

Payment of the deposit will guarantee the number of registered participants per contingent. The deposit for each registered person is 10% of the Jamboree Fee or Early Registration Deposit of 30%. 

A deposit will be applied to the contingent concerned, not individuals. An amount of 10% of the Regular Fee will not be refunded under any circumstances, including Early Registration. Contingents who do not confirm their allocation with the deposit by 1 February 2026 are at risk of finding limited capacity for their contingent. 

4.7 Early Registration Fee

Early Registration Fees are available as detailed in the table below. For the Early Registration Fee, the Contingent Allocation Form must be submitted by 1 July 2025. The Jamboree Organisation will review each NSO's request and in consultation with WOSM confirm the actual contingent allocation no later than 1 August 2025.

To secure the Early Registration Fee, an Early Registration Deposit of 30% of the regular fee must be transferred by 1 September 2025, based on the submitted Contingent Allocation Form as confirmed by the Jamboree Organisation. Failure to transfer payments on time will result in invoicing according to the general registration rules, and the discount will not be applied.

Contingents that have paid the Early Registration Deposit will continue with further payments as outlined in section 4.4. The final (fourth) instalment will be reduced to match the Early Registration Fee.

 

4.8 Delayed Payment

Any payments received after the invoice payment deadline will incur a 5% service fee. If payments are not received by deadline, that NSO’s Contingent Allocation is at risk of cancellation, even if deposits have been made and late fees assessed.

The 26th World Scout Jamboree reserves the right to cancel or adjust the allocation of any NSO that is not meeting the deadlines of the published payment schedule.

4.9 Contingent Allocation Adjustments

Accurate allocation request ensures a healthy Jamboree budget. Once the initial allocation request is submitted and approved, NSOs may request a one-time of maximum 10% adjustment in approved Contingent Allocation.

4.10 Permission of Participation

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

4.11 Remittance of Fee

Each NSO will collect fees from their participants for the 26th World Scout Jamboree. The NSO will then make a single payment for the entire contingent to the Jamboree Organisation. Payments from national contingents must not be made by or through individuals.

All fees are payable to the Jamboree Organisation on or before the indicated due date(s) and must be remitted in Polish Zloty (PLN).

Fees should be transferred to the bank account provided by the Jamboree Organisation. Please note that each National Contingent will be assigned an individual account number to facilitate the monitoring of payments.

Please note the following when conducting bank transfers:

• Each transfer must include both the name of the NSO and a reference to its purpose (for example “Deposit for 100 persons”).

• National Contingents need to inform the Jamboree Organisation of every transfer that is made, including the date it was sent, the bank from which it was sent, any reference information included, and the amount intended the 26th World Scout Jamboree to receive.

• The amount credited to the NSO will be the net of any bank charges applied by the NSO’s bank AND the 26th World Scout Jamboree’s bank upon receipt of the transfer.

• When following the payment schedule, please ensure sufficient time for bank transfers to be credited to the 26th World Scout Jamboree account according to the dates shown.

• All payments must be made in Polish Zloty (PLN).

4.12 Refunds

Deposits and late surcharge paid will not be refunded under any circumstances. The sum of any refunds given may not exceed the actual sum paid to the 26th World Scout Jamboree.

The Jamboree Organisation will not refund any fee, with the exception of Section 5 and for those who are denied visas to Poland (only after submitting supporting documentation that person applied timely and provided the proper forms).

5 Cancellation

5.1 Force Majeure Cancellation

The Jamboree Organisation may cancel the event due to compelling reasons.

In the event of the 26th World Scout Jamboree being cancelled due to circumstances beyond the organisers control - called Force Majeure - the Jamboree Organisation will not be obliged to refund any fees. In such situations, however, after the costs incurred have been covered, and accounts have been closed, the Jamboree Organisation shall reimburse the National Contingent’s remaining part of the fee paid.

Force Majeure is interpreted as an event of a sudden and unexpected nature, related but not limited 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, as well as disorders of collective life (e.g. riots, acts of terror, war, state of emergency, strike, etc.) the consequence of which is or may be the difficulties or inability to organise the 26th World Scout Jamboree, caused (among other things) by limitation the entry of participants of the 26th World Scout Jamboree into the territory of the Republic of Poland, restrictions related to the organisation of mass gatherings, the withdrawal of participants in the event due to concern for health, life or guidelines and advices of state or international authorities and organisations.

5.2 Cancellation by Decision of the World Scout Committee 

If the World Scout Committee, acting on behalf of the World Scout Conference, makes a final and enforceable decision to cancel the World Scout Jamboree, the registration fees will be refunded to the contingents after deducting any costs already incurred and contracted, as well as any contractual penalties and other dues that the Jamboree Organisation is obligated to pay.

5.3 After Arrival Cancellation 

The 26th World Scout Jamboree fee will not be refunded should the event be cancelled after 1 July 2027, regardless of the reason.

5.4 Insurance for Event Cancellation

The Jamboree Organisation will obtain cancellation insurance for the event, in case unforeseen events necessitate the cancellation of the 26th World Scout Jamboree. The cancellation insurance does not provide cover for costs such as travel, equipment, or pre- and post- Jamboree activities, which are external to the 26th World Scout Jamboree fee. It is therefore recommended that NSOs obtain their own insurance cover for these elements. National Contingents should also note that any event beyond the Jamboree Organisation control such as acts of terrorism and natural disasters, are not covered by the insurance. It is not possible to guarantee that the insurance covers the fees paid by the NSOs.

6 What the Jamboree Fee Covers

6.1 Participant Fees:

• All campsite fees from the day of arrival on 29 July 2027, to the departure on 9 August 2027.

• The Jamboree programme, including relevant transportation for the programme activities.

• Breakfasts, packed lunches and dinners for the duration of the Jamboree, from dinner on 29 July 2027, to breakfast on 9 August 2027 and appropriate access to drinking water at all times.

• Upon arrival, transport from one of the specified Jamboree official entry points in Poland.

• At the end of the Jamboree, transport from the site to a specific Jamboree official exit point.

• Joint unit equipment (i.e. cooking tent and equipment). No personal equipment will be provided (i.e., tents, cots, sleeping bags, etc.).

• Medical care in case of illness (excluding pre-existing conditions) or accidents, including minor surgery or treatment, if necessary, for the during of the Jamboree. Medications and any expenses related to specialized care or hospitalization are NOT included in the fee.

• A Jamboree participation kit, including an official Jamboree scarf and badge.

6.2 IST/CMT Fees:

• All campsite fees from the day of arrival on 27 July 2027, to the departure on 10 August 2027.

• Briefing and training, including role-specific training, before the arrival of participants

• Breakfasts, packed lunches and dinners for the duration of the Jamboree, from dinner on 27 July 2027, to breakfast (with packed lunch) on 10 August 2027 and appropriate access to drinking water at all times.

• Upon arrival, transport from one of the specified Jamboree entry points.

• At the end of the Jamboree, transport from the Jamboree site to a specified Jamboree exit point.

• No personal equipment will be provided (i.e. tents, cots, sleeping bags, etc.)

• Medical care in case of illness (excluding pre-existing conditions) or accidents, including minor surgery or treatment, if necessary, for the during of the Jamboree. Medications and any expenses related to specialized care or hospitalization are NOT included in the fee.

• A programme of activities for when off-duty, and a participation kit including a scarf and badge.

7 Healthcare

7.1 Scope of the Healthcare Provided

Participants of the 26th World Scout Jamboree will have access to the events own medical facilities from the time of arrival to the Jamboree Site to the time of departure from the Jamboree Site. Note, however, that pre-existing conditions are excluded.

7.2 Medical Services

Medical facilities at the 26th World Scout Jamboree Site are merely provisional facilities focusing on first aid and pre-hospital care. Any further treatment required will be provided at local medical facilities. The 26th World Scout 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 26th World Scout 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.

7.3 Travel Insurance

It is recommended that you obtain appropriate insurance cover, such as a travel insurance for such as a travel insurance for the period prior to arrival at the start of the 26th World Scout Jamboree and until the finish of the event, in addition to the medical insurance.

7.4 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.

7.5 Repatriation

The 26th World Scout 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.

8 Rules

8.1 Jamboree Regulations

The Jamboree Organisation in alignment with WOSM Guidelines and Policies will set regulations for all people attending the Jamboree. These regulations will be summarised and published as a Code of Conduct.

8.2 Safe from Harm

The safety of all participants is the highest priority for the World Scout Jamboree. All adult participants will be required to take Safe from Harm training prior to attending the event. The Jamboree will comply with WOSM standards for Safe from Harm.

8.3 Local Laws

The Jamboree takes place in Poland, and local laws apply. According to Polish law, the legal age of adulthood is 18. This age requirement also applies to purchasing tobacco, alcohol, and energy drinks containing more than 150 mg/l of caffeine or taurine, excluding naturally occurring substances. However, please note that the 26th World Scout Jamboree is an alcohol-free event.

8.4 Penalties and Expulsion

Anyone in breach of the 26th World Scout Jamboree regulations, code of conduct, Safe from Harm standards, or local laws may be evicted from the event at any time. Anyone - including guests and visitors - behaving in a manner considered dangerous, which causes offense to others, or is otherwise inappropriate in the context of the World Scout Jamboree, will be evicted from the Jamboree Site and will not be eligible to any refund of fees.

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

9 Personal Data Protection

9.1 Collection and Management of Personal Information

To successfully organise and execute the World Scout Jamboree, the Jamboree Organisation must gather and retain certain personal data relating to all attendees.

By registering personal information, including but not limited to name and date of birth, the individual explicitly consents to the retention of the personal data for the purposes pertaining to the organization and execution of the 26th World Scout Jamboree. Registration also implies explicit agreement with the Terms and Conditions of the 26th World Scout Jamboree and 26th World Scout Jamboree Policies.

If you enter data on behalf of another (as a proxy), it is assumed that you will have obtained their consent for the Jamboree to retain their personal data. The Jamboree 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.

Any personal information retained will not be shared with any third parties, except where necessary for the planning and execution of the 26th World Scout Jamboree. A Personal Data Processing/Administration Agreement will be concluded with all the National Contingents participating in the 26th World Scout Jamboree prior to the registration of individual participants.

9.2 Talent Release 

By registering for the 26th World Scout Jamboree, individuals consent to any media footage (e.g. video, photographs, audio, etc.) taken at the Jamboree and in which they may feature, to be used by the Jamboree Organisation, the World Organization of the Scout Movement, 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.

10 By-Laws

10.1 Jurisdiction

The 26th World Scout Jamboree and these Terms and Conditions are governed by Polish Law. In any conflict relating to these Terms and Conditions, Polish law shall apply, and the Gdańsk-Północ District Court shall have exclusive jurisdiction in any disputes.

The 26th World Scout 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.

10.2 Updates

The Jamboree Organisation reserves the right to amend these Terms and Conditions, in particular to take account of any change in the applicable law or in case of future needs and will make diligent efforts to inform you of modifications. The most recent version will always apply. Please contact the Jamboree Office for any necessary clarification.

10.3 Languages

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

THE 26TH WORLD SCOUT JAMBOREE ORGANISING COMMITTEE

Gdańsk, 1 August 2024