Terms and Conditions

The World Organization of the Scout Movement, an independent, non-political, non-governmental organisation with its registered address at Suite 3, Level 17, Menara Sentral Vista, 150 Jalan Sultan Abdul Samad, Brickfields, 50470, Kuala Lumpur, Malaysia (“WOSM”).

 

The Egyptian Federation for Scouts and Girl Guides is the National Scouting and Guiding Federation of Egypt, with its registered address at 5 Shanan Street, Cairo, Egypt, is the Host of the 43rd World Scout Conference – as approved by the 42nd World Scout Conference on 29 August 2021 (“the Host”).

 

In accordance with the Constitution of WOSM, the World Scout Conference (“Conference”) is the governing organ of WOSM. The Conference is a WOSM World Event, organised by the Host in accordance with guidelines and policies of WOSM, under the supervision and with the support of the World Scout Committee (“the WSC”) and the World Scout Bureau (“WSB”).

 

 

The following pages contain the Terms and Conditions (T&Cs) applicable to the Conference related to registration, physical attendance, online participation, and cancellation of attendance, where applicable. Registration to the Conference is by invitation only, and the minimum age of participation is 18 years old at the start of the event (born on or before 17 August 2006). Appointed delegation members under 30 years old are eligible for a reduced in-person participation fee (born on or between the dates 18 August 1994 and 17 August 2006), according to the participation fee structure.

 

Upon submission of your completed online registration form, you are considered ‘registered’ (pending payment, where applicable). Please note that by submitting your registration, you agree to these T&Cs without modification, and you enter into a binding contract with us when you register for the Conference.

 

It may be necessary to make changes to the Conference content and timing of the programme, speakers, date or the venue at any time prior to the Conference. Should you decide to cancel your registration due to these programme changes, we are not responsible nor liable for any costs and/or expenses you may incur due to the cancellation of your registration. Please refer to article 3 for details on the refund policy.

 

These T&Cs may be translated into other languages for your convenience. The English version will govern these T&Cs. In case of any conflict between the English language version and a translated version, the English language version will prevail.

 

If you wish to attend the Conference, you undertake to pay the relevant fees (all taxes included) as specified on the registration form. The fees shall be paid in accordance with the conditions set out on the registration form and/or on the invoice before the Opening Session of the Conference.

You agree and understand that your registration for the Conference is subject to our confirmation that will be sent to you via email. Your registration will only be confirmed upon full payment of the registration fee.

 

 

The WSC reserves the right to cancel or postpone the Conference, if necessary due to unforeseen circumstances or force majeure, change the venue or any of the other published information, or withdraw any invitation to attend. In the event of postponement or cancellation, registered attendees will be notified promptly via email or other designated communication channels.

 

You may at any time, without giving any reason, cancel your registration, both in case of in-person or online participation.

 

Should you decide to cancel your registration or withdraw, the Host and WOSM shall not be liable for any additional costs or expenses incurred as a result of your cancellation including but not limited to travel expenses, accommodation fees, or loss of income.

 

If the event is postponed to a later date by the WSC, the paid Conference participation fees will not be refunded.

 

If the event is cancelled by the WSC, registered attendees will be entitled to a full refund of any registration fees paid. Refunds will be processed within a reasonable timeframe following the cancellation of the event, without any action required from the participant.

 

If the participation in the event is cancelled by you due to visa refusal, you are entitled to a full refund of any registration fees paid.

 

If the participation in the event is cancelled by you due to any reason other than visa refusal mentioned above, the paid registration fee will not be refunded. We would however accept a substitute participant without additional costs, provided that the appointed substitute abides by these T&Cs and falls under the same registration fee category as the cancelling participant (i.e. under/over 30 years, digital/in-person participation).

 

 

Registration fee refund will only be considered in case of visa refusal, provided that the participant submitted their visa request in due time, and the visa refusal has been received no later than 17 July. The Host and WOSM reserve the right to review and evaluate refund requests on a case-by-case basis, with the decision being final and binding.

 

Participants requesting refunds due to visa refusal must provide appropriate documentation or evidence to support their request (i.e. proof of timely visa submission and refusal) in writing to WOSM at registration@europeanconference.weconnect.eu.com. Refund requests must include the attendee’s name, registration details, and a brief explanation of the reason for the refund request.

 

Refunds will be issued using the same payment method as the original transaction, unless otherwise agreed upon by the participant and WOSM and the Host. Processing fees, administrative charges, or other non-refundable expenses incurred by the Host and WOSM may be deducted from the refund amount.

 

Refunds will be processed within 90 days following the receipt of refund confirmation by WOSM, subject to administrative procedures and banking processing times.

 

The Host and WOSM shall not be liable for any additional costs or expenses incurred by registered attendees as a result of the postponement or cancellation of the event, including but not limited to travel expenses, accommodation fees, or loss of income.

 

We strongly recommend all participants attending the Conference to purchase private travel insurance for the duration of their trip, to cover situations such as medical emergencies, loss or theft of good, damaged luggage, flight cancellation or other extenuating circumstances beyond the participant’s control which may prevent them from attending the Conference.

 

The Host and WOSM’s liability for refunds shall be limited to the amount of registration fees paid by the attendee, and no further compensation or damages shall be payable.

 

Participants who fail to attend the event without prior notice or who do not submit a cancellation request within the designated cancellation period will be considered “no-shows” and will not be eligible for a refund.

 

The Host and WOSM reserve the right to retain any registration fees paid by participants who do not attend the event or submit timely cancellation requests.

 

By registering and/or by participating to the Conference wherever physically or digitally, you acknowledge that your personal data will be collected and processed by us in order to organise such Conference and manage your participation, as further detailed in WOSM’s Privacy Policy which you acknowledge having read.

 

4.2 GDPR compliance

Please note that all your submitted information will be stored and shared with the relevant stakeholders (WOSM and the Host) for the purpose of the 43rd World Scout Conference. All personal data not required for reporting purposes will be deleted after the event and you are able to access, modify or cancel your data by contacting the Communications Team at media@scout.org.

 

If you are a candidate for the World Scout Committee elections or represent a World Event bidder or host, you also accept that any additional information you choose to provide to WOSM for the purpose of presenting your nomination (including but not limited to your photo, motivation statement and bio) may also be transferred to the eVoting Platform and other media platforms used by the Host and WOSM for such purpose.

 

 

By registering and/or by participating to the Conference wherever physically or virtually via video conferencing or web conferencing platforms/tools, you acknowledge that certain sessions and/or social functions may be, photographed and/or filmed and/or web streamed and that some of these photos and video recordings can be used for the minutes/report of the Conference, news, promotional purposes, future marketing materials, illustration, information and dissemination activities via WOSM’s and the Host’s own websites or inclusion on our social media pages which may process personal data according to their own policies.

 

Participation in the Conference indicates your consent to being included in the meeting’s recording and that you grant WOSM and the World Scout Bureau (WSB) the unlimited rights and permission to use, sell, distribute, publish, display, reproduce, make derivative works or make other use of the photos or footage taken of you, or other materials submitted by me in connection with the 43rd World Scout Conference, anywhere in the world for any use for commercial or non-commercial purposes. Your participation also confirms that you have the full right and authority to grant the rights granted in this Terms and Conditions and that you agree that this does not in any way conflict with any existing commitment on your part. You also guarantee that no claim to compensation and no claim arising out of any use of your name, your photos or any other material submitted by you in connection with the 43rd World Scout Conference, will be made.

 

Should you have any concerns about this, or do not wish to be featured in any of these materials, please approach the registration desk during arrival day and inform them about your request. However you are advised that incidental inclusion of some images, of yourself within any recording, footage or photos may take place in crowded or public areas. Photos and recordings will be publicly available. Digital participants can turn their camera off if they don’t wish to appear in photos and recordings.

 

Participants retain the right to request the removal or withdrawal of specific images, footage, or recordings in which they are prominently featured, upon written request at media@scout.org. The Host and WOSM will make reasonable efforts to honour such requests, subject to technical feasibility.

 

Participants agree to indemnify and hold harmless the Host and WOSM, its affiliates, and its representatives from any claims, damages, or liabilities arising out of or related to the use of event-related photographs, footage, or recordings, including but not limited to claims of defamation, invasion of privacy, or copyright infringement.

 

 

By registering and/or participating to the Conference and engaging in voting, you acknowledge that your personal data such as your name, email address, phone number, country and organisation will be processed by WOSM in accordance with our Data Privacy Policy (see Article 4 on Data Protection) to ensure the set-up the voting process and platform(s). This may imply the transfer of such data to our approved voting system technical partners and vendor(s) in order to allow you to receive a voting credential, to register for the voting system and/or to cast your vote.

 

By logging in to the voting system, you agree to the terms & conditions and privacy policy of WOSM. This gives your consent that the voting system may process your data for the purposes of voter identification, voter authentication, ballot completion, ballot verification and the establishment and presentation of the voting results in accordance with the WOSM policies and our approved technical partners and vendors.

 

The voting system does not capture any data for the secret votes that associates a vote with a specific user. Platform administrators can see WHO voted, but not individual voting choices for secret votes.

 

Votes are summarised to show the results and how many votes were received for each option on each voting question. However, please note that the results of the votes may be tallied in accordance with each voting protocol. Should you wish more details, you are invited to contact the voting coordinators by using the Contact form.

 

 

For the purposes of these Terms, “Intellectual Property Rights” are any and all rights (including without limitation copyright, trademarks, trade names, know-how, design software applications, websites, rights in databases, compilations and designs, moral rights) and prerogatives, registered or not, arising from the Egyptian and international legislation on the protection of notably patents, design, trademark, as well as know-how and trade secrets.

 

You agree that all elements made available by WOSM or made available via the Host and WOSM in connection with the Conference, including, without limitation, notes, records, studies, reports, brochures, drawings or other documents and tangible items including images, texts, comments, graphics, illustrations, logos, icons,  WOSM’s brand and products names, are (i) the exclusive property of WOSM, and/or of its licensors and (ii) could be protected by Intellectual Property Rights. WOSM reserves all rights not expressly granted under these Terms. Except as explicitly authorised by WOSM in writing, they may not be sold, licensed, rented, modified, used, distributed, copied, reproduced, transmitted, publicly displayed, publicly performed, published, adapted, edited or translated, in whole or in part by you to any third party outside of the other registered participants for the Conference. These T&Cs do not grant to you any license nor any right to use these elements made available to you except where such use is limited to the purposes of your attendance to the Conference.

 

Subject to the provisions of Section 12, should you decide to share at the Conference notes, records, studies, reports, brochures, drawings or other documents and tangible items including (or not) Intellectual Property Rights, you are responsible to secure that you have all necessary authorisations to share such material, content and/or information during the Conference. You understand and agree that WOSM is not responsible for any further use and/or disclosure of such material, content and/or information by any other participant to the Conference and/or third-party outside of the Conference. You also understand and agree that the Host and WOSM may use such material, content and/or information for the minutes and report of the Conference in accordance with these Terms.

 

 

The Host and WOSM will not be liable or responsible for any failure to perform, or delay in performance of, any of its obligations under these T&Cs that is caused by events outside its reasonable control (“force majeure event”) and in such circumstances the Host may not refund any paid Conference fees.

 

A force majeure event means any event which is beyond our and/or your reasonable control,  which renders performance of contractual obligations impossible, impracticable, or commercially unreasonable including but not limited to fire, flood, lightening, storm, earthquake or other climatic or meteorological catastrophes, failure or delay of common carrier or impairment or lack of adequate transportation facilities, accident or repair to machinery, act of sabotage including but not limited to piracy or hacking, embargo, government requirement or action including the imposition of sanctions by any country against Egypt or a country in which a party is registered, war, civil or military authority, terrorism and industrial dispute, strike or labour disturbance, regulatory change or change in law, or any event or circumstance which puts at risk or endangers the health, pandemics/ epidemics safety or security of our and/or your personnel, which prevents and/or affects the performance of these Terms and/or the staging of the Conference, and could not have been prevented, avoided or remedied by the party affected by the force majeure event (i.e. the party not able to perform) taking reasonable precautions (“force majeure event”).

 

Performance under these Terms is deemed to be suspended for the period that the force majeure event continues to affect performance. We and/or you will use our reasonable endeavours to bring the force majeure event to a close or to find a solution by which our and/or your obligations under these Terms may be performed despite the force majeure event.

 

Please note that individuals and organisations cannot exhibit or hand out marketing material or other printed matter during the Conference without seeking prior approval of the Host WOSM.

Individuals and organisations wishing to display such marketing materials may contact us using the Contact form and selecting “Exhibitions” from the dropdown.

 

Heads of Delegations can opt-in for being contacted to receive emails and/or electronic newsletters from candidates or bidders in the lead-up, during and after the 43rd World Scout Conference, in the context of their candidature. This consent can be given during the registration process, and Head of Delegations shall be conscious that their email address used for registration will as a consequence for this purpose be provided to the concerned candidate or bidder.

 

 

 

We are dedicated to making the Conference a safe space for all participants. Participants shall adhere to all event policies, procedures, rules, and regulations communicated by the Host and WOSM, including but not limited to those related to behaviour, safety, and security.

 

By registering to the Conference, you commit to diligently read the Code of Conduct for the 43rd World Scout Conference, and agree to abide by it.

 

You also commit to complying with WOSM’s Safe from Harm policy, which you are required to read in its entirety, and to complete the Safe from Harm eLearning which will be shared with you after registration. Should you wish to report a Safe from Harm case that happened to you or to someone you know, and you were a witness, please write an email to safefromharm@scout.org, and our team will get back to you in due time.

 

Any breach of the World Scout Conference Code of Conduct or Safe from Harm policy may lead to a range of measures against the offender, including the expulsion from the Conference without a refund.

 

Participants attending the conference acknowledge and agree that hacking, unauthorised access, or any attempt to compromise the integrity, security, or availability of IT systems, networks, or data associated with the conference is strictly prohibited.

Hacking activities include, but are not limited to, unauthorised attempts to access, modify, disrupt, or damage computer systems, networks, software, or data, whether belonging to the Host and WOSM, fellow participants, or any third party.

 

Participants shall comply with all applicable laws, regulations, and ethical standards governing cybersecurity and information technology, including those related to unauthorised access to computer systems or data.

 

Any attempt to engage in hacking activities, regardless of intent or outcome, may result in legal consequences, including civil and criminal liability. You consent also not to hack or use our infrastructure for unethical, illegal or malicious activities. We may at any time, with or without giving notice, in our absolute discretion, rescind your registration or attendance at the Conference in case of violation of these Terms without incurring any liabilities to you and/or any third party. In such event, all paid Conference fees will not be refunded.

 

 

You may be required to register for and/or participate to the Conference via third-party registration website and/or video conferencing or web conferencing platforms/tools. We make no representation or warranties and shall have no liability or obligation whatsoever in relation to the content and/or your use of any such third-party website and/or platforms/tools, and any contract and/or terms of use you may have entered into and/or accepted with any such third party is strictly between you and the relevant third party.

 

 

 

You are required to keep your personal belongings (including your computer and/or other devices) with you at all times and we accept no liability for damage to, or loss of, personal belongings. We do not accept any liability for any loss(including, without limitation, theft) occasioned on our premises and/or on any premises of any Conference being staged at external venues save for any damages caused directly by our negligence in which circumstances and, to the extent permitted by law, our liability shall be limited to your paid Conference fees.

You hereby expressly waive all claims against us, against any and all of our affiliated organisations as well as against any video conferencing or web conferencing platforms’ system provider for the Conference for any of the following, understanding and agreeing that no warranty is made herein that (a) the Conference will meet your requirements or expectations; (b) the Conference will be uninterrupted, timely, secure, and/or error-free; and/or (c) the results that may be obtained from attending the Conference will be accurate or reliable.

 

In case of your registration for and/or participation to the Conference:

The Participants agree to assume responsibility for any damages, losses, or injuries caused by the participants or any other individuals attending the event. Participants attending the Conference agree to indemnify and hold harmless the Host and WOSM, its affiliates, and representatives from and against any and all claims, liabilities, losses, damages, expenses, or costs arising out of or related to injury, loss, or illness suffered by the Participant or any third party, except to the extent caused by the gross negligence or wilful misconduct of the Host and WOSM.

 

 

These T&Cs constitute the entire agreement and understanding between you and the Host / WOSM and they supersede all previous agreements, arrangements and understandings between you and the Host / WOSM relating to the same subject matter.

 

You confirm that you have not relied upon any statement, representation or understanding that is not expressly set out in these T&Cs and that you shall have no remedy in respect of any statement, representation or understanding which is not expressly set out in these T&Cs.

 

 

These Terms are effective from 17 March 2024 and shall apply to your registration for and/or your participation to the Conference. We may update these Terms at any time. Consequently, you are invited to regularly refer to the latest T&Cs in effect when you proceed to register.

 

You agree that these T&Cs will be exclusively governed by the laws of Malaysia without giving effect to any conflicts of law principles. Any dispute, claim or controversy arising out of, connected with or relating to the conclusion, validity, interpretation or performance of these Terms and/or ulterior agreements that could arise therefrom, will be under the exclusive jurisdiction of the competent courts of Malaysia.