Setting expectations for your event or residential

To help manage expectations for your trip, especially during Covid-19, you might want to create terms and conditions

If you need to write terms and conditions for your event, here’s what you need to think about.

Writing and sharing your own terms and conditions can help set out what everyone can expect at your event our residential. It helps you set out what’s expected in terms of payments, refunds and cancellations and helps you avoid difficult conversations if problems come up.

We recommend using terms and conditions when you’re asking members to make significant payments, or if you’re using a third-party provider like a coach company, theatre or activity centre.

Adult members should sign the terms, and parents or carers can sign for young members.

If you’re using a third party provider, you could include a copy of their terms and conditions so long as there’s nothing in your booking agreement that stops you from sharing them.

Here’s what you should think about including in your terms and conditions. This doesn’t cover everything, but you can use it as a starting point.

1. Include the full cost of the event.

And give details of how and when it needs to be paid, including:

  • Making it clear who the main agreement is between, for example your unit or with the external provider.
  • Any deadlines for payments.
  • What parts of the payments are refundable or not refundable – like the deposit.
  • What are the circumstances when a refund will or will not be given. For example, do you have a cut off date for refunding cancellations?
  • What’s included in the cost of the trip? For example, does it include insurance?
  • Are there any extra expenses that might be required? This should include any mandatory costs, like any vaccines, passports etc.
  • What will happen to any money leftover if the trip comes under budget? Consider how you funded the trip, could the money be returned to parents or donors, or given to local guiding?
  • What happens if the trip is cancelled? Set out the financial (or other) implications if the Girlguiding group cancels the trip, if the external provider cancels the trip or if the trip is postponed.
  • What happens to fundraised money if a trip is cancelled, or if someone cancels their place, and the fund cannot be returned to the donor?
  • What happens to money fundraised by a group if one of the group cancels their place?
  • A copy of the standard terms and conditions of any third party provider, only if they are no restrictions or confidentiality requirements from the provider. If there are, you can ask for permission to share with parents, carers and trip participants.

2. Explain what those signing up for the trip will be responsible for.

Give details of what will happen if these responsibilities are not met, including:

  • Who is responsible for getting passports, visas, and immunisations?
  • Who needs to attend any briefing weekends, fundraising events or similar?
  • Maintaining Girlguiding membership by following the code of conduct and policies.
  • The importance of replying to messages and filling in forms within set deadlines?
  • Any additional forms or documents which will need signing, for example any forms from the external provider.

3. Give details of any insurance.

  • What insurance is being provided or do participants need to get their own insurance?
  • Will valuables beyond the kit-list be covered, and what’s the limit of any insurance cover for particular items?
  • Details of any medical declarations which might be needed before taking part.

4. Outline any rights of the Girlguiding group.

  • Right to use and share personal data with relevant parties, including third party providers.
  • Storage of personal data following Girlguiding’s Data protection policy.
  • Right to update and change the details of the trip.

5. Include who to contact with queries, concerns or complaints.

  • Outline where people can go with queries, concerns or complaints, including:
  • Who can they contact to make a complaint?
  • Who will act as arbitrator if there’s a disagreement about the terms and conditions?

This list is guidance only, there might be more details that you’ll want to add.

If you need more support in putting together terms and conditions you can talk to your commissioner or adviser, a local solicitor who might give pro-bono support for charities or Citizens Advice.