These Booking Terms and Conditions apply to bookings for UNLEASHED (“the Event”). By submitting a booking, the person making the booking confirms that they are authorised to do so on behalf of their Scout Group, Unit or other Scout provision (“the Group”) and accepts these terms on its behalf.
1. Bookings and Places
Bookings are initially made for a number of participant places, rather than for named young people.
The person making the booking must be authorised to make the booking on behalf of the Group and will be our primary contact for matters relating to the booking.
Places at UNLEASHED are limited and subject to availability and event capacity. Submitting a booking request does not reserve or confirm places. Places are only confirmed once full payment has been received and availability has been verified by the Event Team.
A confirmed booking does not guarantee that additional places will be available at a later date.
Individual participant information will be requested separately at a later stage. Once final participant details have been submitted, places are allocated to those named participants and substitutions will no longer be permitted.
2. Participant Fees and Payment
The fee is £55 per participant and £10 per accompanying leader.
The full booking amount is payable in a single payment. No deposit or instalment payment arrangements are offered.
Following submission of a booking request, the Group will receive an invoice with payment instructions.
Places will not be confirmed until full payment has been received and the Event Team has verified availability. Until confirmation, the requested places remain subject to availability.
Groups are encouraged to arrange payment promptly to avoid disappointment.
Event staff and volunteers who are not attending as part of a Group booking will register separately and are not included within these charges.
3. Changes to Booking Numbers
We understand that Group numbers can change as the Event approaches. However, Groups should book only the number of places they reasonably expect to require.
Additional participants or accompanying leaders may be added at any time, subject to available capacity and payment of the applicable fees. Additional places cannot be guaranteed.
Once a booking has been confirmed, reductions in numbers do not automatically entitle the Group to a refund or credit.
If a Group needs to reduce its numbers, it should contact the Event Team as soon as possible. Where practical, and before the Event Team's booking amendment cut-off, we will work with the Group to try to reallocate unwanted places to another Group.
Any refund or credit will depend on whether those places can be successfully reallocated and any applicable costs. We cannot guarantee that unwanted places will be reallocated or refunded.
4. Cancellations and Reductions in Numbers
Until final participant details are requested and submitted, Groups may change which eligible young people will use their booked participant places. Groups therefore do not need to know exactly who will be attending when making their initial booking.
Once final participant details have been submitted, places are allocated to those named participants and substitutions will no longer be permitted.
If a Group wishes to cancel its entire booking or reduce the number of booked places, it should notify the Event Team as soon as possible.
Cancellation or reduction of a confirmed booking does not automatically entitle the Group to a refund.
Where possible, the Event Team may seek to reallocate cancelled places to another Group, but this is dependent on demand, available time and operational arrangements. Any refund or credit will be considered in accordance with Section 3.
Nothing in these terms affects any rights which cannot legally be excluded.
5. Participants and Adult Volunteers
Groups are responsible for ensuring that all participants and accompanying adults meet the relevant requirements of The Scouts and are appropriately supervised throughout the Event.
Groups remain responsible for their young people and for ensuring appropriate adult supervision, safeguarding arrangements and behaviour in accordance with The Scouts' policies and procedures.
All attendees must follow reasonable instructions given by the Event Team, activity providers and venue staff.
The Event Team reserves the right to require an individual to leave the Event where their behaviour presents a significant risk to themselves or others, seriously disrupts the Event, or breaches applicable Scout policies or Event rules.
6. Activities and Programme
UNLEASHED is an activity event and the advertised programme may be changed before or during the Event.
Activities may be altered, substituted, restricted or cancelled because of weather, safety considerations, instructor or equipment availability, operational requirements or circumstances outside our reasonable control.
Changes to individual activities or the programme do not normally entitle a Group or participant to a refund.
Groups and participants must comply with any safety instructions and participation requirements associated with individual activities.
7. Personal Property
Personal belongings brought to UNLEASHED remain the responsibility of the attendee.
The Event Team cannot accept responsibility for loss, theft or damage to personal property except where liability cannot lawfully be excluded.
We recommend that valuable or unnecessary items are not brought to the Event.
8. Event Changes or Cancellation
We reserve the right to make reasonable changes to the Event where necessary for safety, operational or other circumstances.
If UNLEASHED has to be cancelled, postponed or significantly changed because of circumstances outside our reasonable control, including severe weather, venue unavailability, government restrictions, emergencies or other events that could not reasonably have been avoided, we will communicate with Groups as soon as reasonably possible.
Where the Event is cancelled, any refund or credit offered will take account of costs already reasonably incurred or committed by the Event.
Nothing in these terms affects any rights which cannot legally be excluded.
9. Information, Privacy and Media
Information provided as part of a booking or subsequent participant registration will be handled in accordance with our Privacy Policy.
Photography, video and other media at the Event will be managed in accordance with our published policies and applicable Scout procedures.
Please refer to our Privacy Policy and any other Event policies published on the UNLEASHED website for further information.
10. Communication
Email will be our primary method of communicating with Groups.
The person making the booking is responsible for providing accurate contact information and for ensuring relevant Event information is passed to participants, parents/carers and accompanying adults where appropriate.
Groups should tell us promptly if their primary contact details change.
11. Acceptance of These Terms
Submission of a booking request confirms acceptance of these Booking Terms and Conditions on behalf of the Group.
These terms should be read alongside the other policies and information published on the UNLEASHED website.
Last updated: October 2026