Introduction

The Activities Team offers various activities and events throughout the year. A full list of events can be seen on the Calendar. Places on all events can be booked by individuals or groups. Bookings can be made by registering and paying online or by registering online and paying off line - by mailing a cheque to the address indicated on the course or event information sheet. The online registration system collects all the required consent information for individual registrants. Groups may be registered before all the participants are known, so forms are available herefor submitting supplementary information on group members. The information below explains how we handle bookings.

Course Information

All courses have an information sheet which states:

• the event name, date, venue and reference number
• the booking check date
• the minimum number of confirmed bookings that are required by the check date
• the maximum number of places available
• the course fee
• payment instructions
• Payments and refunds

All cheques received will be banked on receipt.

Refunds will be made where appropriate by the method of payment used for the booking.

Group Bookings

The person submitting a group booking is responsible collecting and providing to North Yorkshire Scouts all information on all participants in their group necessary for safe running of the event. The information required should be submitted no later than the booking check date for the event. Participant information may be submitted in one of 2 ways, either:

a) The group booker ensures that each participant or their parent/guardian completes and emails a completed Group Member Consent Form to the address on the appropriate event information page on the web site, or

b) The group booker collects consent forms from their group members according to their normal local practice, transcribes the participant information onto the Group Booking Summary Consent Form and submits the summary form to the address on the appropriate event information page on the web site.

Anyone whose participant details are materially incomplete when presenting themselves at an event will not be allowed to take part.

Booking numbers and dates

All events will have a booking check date before the scheduled event date.

All events will have a closing date for bookings.

All events will have a minimum number of participants.

Cancellations

Events for which the minimum number of confirmed bookings has not been received by the event booking check date may be cancelled.

Notices of cancellations for reason of low numbers will be issued to each booker not later than 21 days before the event date.

Event cancellations will be refunded in full.

Booking cancellations made before the event booking check date will be refunded less an administration fee of £3.00.

Booking cancellations made after the event booking check date will not be refunded, except in special circumstances (illness, injury, etc.)

Late bookings may be accepted after the booking check date

Booking Confirmation

Bookings made using the "print and post" option will be confirmed on receipt of payment in full by the coordinator.

"Print and post" bookings will be regarded as provisional. Places will be reserved for a maximum of 2 weeks to allow payment.

Data Protection

Email addresses collected during the booking process may be used by North Yorkshire Scouts for other reasons solely connected with Scouting unless otherwise notified in writing. All infomation collected during the booking process will be used for the administration of the event in accordance with the Data Protection Act.

Group Registrations Participant Information

To ensure the safe running of its events and to comply with some laws and some policies of the Scout Association, North Yorkshire Scouts Activities Team needs some information on individual participants. Anyone whose participant details are materially incomplete when presenting themselves at an event may be unable to take part.

All the necessary information is gathered automatically when an individual registration is made online, but group registrations can be made before the person registering the group has been able to confirm all their group members. The forms below allow that information to be submitted later.

A) Group Member Consent Form - Under 18

This form is for the submission of individual participant details. To be used when members of a group registered for an activity are asked by the Group Booker to submit their information individually to the event leader. The form can be emailed or, if preferred, it can be printed and completed by hand, but in this case it must be signed by the participant, or their parent/guardian if under 18. The Group Booker is responsible for ensuring that they hold the forms and will make arrangements for the forms to be available at the event if they have not been submitted to the bookings secretary 2 weeks before the event.

Group_Member Consent Form v2

B) Group Booking Summary Consent Form

This form is for the group booker to use to submit details for several participants and is to be used when the Group Booker collects consent forms from their group members according to their normal local practice and submits the collected information.  In this case the Group Booker is personally responsible for ensuring they have obtained the appropriate consent from each participant or their parent/guardian. The form is designed to be completed electronically and emailed. If preferred, it can be printed and completed by hand, but in this case it must be signed by the Group Booker and in either case MUST be sent in no later than 2 weeks before the event.

Group Booking Summary form

C) Participant Data Form - Adult

This form is for the submission of participant data by individual adult participants when registration was not made on line. Normally the individual will be responsible for submitting the form according to the event information, but this responsibility may be assumed by a group booker. The completed form will usually be required by the event leader at least 2 weeks before the event.

Group Member Participant Data-Adult

You may have seen us around with the logo on our black neckers or our activity gear. We are THE Activities Team!

The North Yorkshire Scout Activity Team is a group of leaders, ex leaders, instructors and helpers who provide activities, skills training, equipment and support to all members of the County. This helps young people to be more active in various activities, work towards Scout badges and National Governing Body (NGB) awards in some sports and also supports adult leaders either to develop skills or to include these activities in their program for young people when they don't have specialist skills or equipment themselves.

In the County Calendar you will find details of activities and events that we will run during the year.  These can also be seen through the web page of the appropriate section(s) and you can keep up with our news as we post it on our Facebook page AdventureNYS. 

Places on all our events can be booked online.  You can book as an individual or your leader can make a booking for a group.  There is a summary of how the booking process works on our Booking Policies page.

Our Young Instructor Scheme helps interested Explorer Scouts to develop instructor skills. 

If you have an interest in activities then please come and join us and join in the fun!  

Contact details for the Activities Team can be found here.