Cancellation terms for Finnish participants

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TERMS OF REGISTRATION, PARTICIPATION AND CANCELLATION IN KAJO 2022  

These terms apply to everyone participating in the camp, with the exception of the members of foreign Guiding and Scouting organizations. The members of foreign Guiding and Scouting organizations have their own separate terms.  

REGISTRATION   

Registration for the Kajo 2022 camp is open from 1 December 2021 – 2 February 2022. Registration is done via the Scout register Kuksa and the participation fee is paid as an online payment when registering. Only registrations submitted via Kuksa and paid at the same time are accepted, with the exception of grant applicants (see the section Grants). Registration becomes binding as soon as the participation fee has been paid. The event organizer has the right to limit the maximum number of participants in the event (e.g., when required to do so by the authorities).  

Registration for single camp days (day camp) is possible for individuals over the age of 18 until 15 May 2022. All registrations are submitted via the Scout register Kuksa. The day camp fee entitles you to participate for 24 hours, including meals from lunch on the day of arrival to breakfast on the day of departure, the camp programme and tent accommodation using your own gear. 

Transportation to the camp is not included in the price of the camp.  

Participants under the age of 18 are registered by their guardian using their guardian ID. If there are any questions concerning the creation of guardian IDs, the Guide or Scout or their guardian can contact the keeper of the member register in their local group.  

 

GRANTS  

Participants can apply for a grant to sponsor their participation in the camp. The grant application period is the same as the registration period (1 December 2021 – 2 February 2022). It is no longer possible to apply for a grant after this period.  

Grant applications are confidential and processed by a grant group that works separate from the camp organization. The participant gives their consent to the disclosure of data to the grant group when submitting an application. Grants are awarded purely on the basis of the information in the application and no attachments are required.  

Grants can be applied for in two different categories, namely: EUR 250 (full camp fee) or EUR 125 (half of the camp fee). The amount of the awarded grant may differ from the applied grant. However, the amount cannot be higher than the sum applied for or the participation fee of the participant.  

The participant will be directly informed of the grant decision by 1 April 2022. Grant applicants do not pay the participation fee during registration. Applicants who receive a negative or a lower decision on their grant may cancel their participation in writing within two weeks of receiving the decision by contacting kajo2022@partio.fi. If the grant does not cover the full participation fee, the difference of the participation fee and the grant will be invoiced from the participant. 

 

ILLNESS, CANCELLATION GUARANTEE AND POSTPONING REGISTRATION 

The participation fee is not refunded in the case of an illness or accident, but you can claim for compensation to cover the fee, primarily via your own insurance company or, as a secondary option, via the Scout insurance (https://scouts.fi/contact-information/scout-insurance/). 

The summer job, military and non-military service guarantee is valid until 15 May 2022. The summer job, military and non-military service guarantee means the right to cancel your camp participation or shorten the participation time if your summer job or service coincides with the camp and you cannot participate in the camp. The summer job, military and non-military service guarantee covers the camper who applied for the guarantee and the camper’s under target group-aged (0–11-year-old) children. Cancelling the participation requires a free-form certificate from the employer, the Defence Forces or the Non-military Service Centre. In the case of the summer job, military and non-military service guarantee, the participation fee or, for a shorter camp, the difference between the original and the new camp fee will be refunded to the participant. 

The accessibility guarantee is valid until 15 May 2022. The accessibility guarantee allows a camper to cancel their camp participation in the event that the camper has a special accessibility need that the Kajo camp organization is unable to fulfil, despite efforts to do so. To apply the accessibility guarantee, the participant is always required to contact the Kajo organization in writing at kajo2022@partio.fi to notify it of their accessibility need. The Kajo organization always has the right to first try to fulfil the accessibility need, and the participant is obligated to contribute to this by communicating with Kajo and trying to find a solution together. The Kajo organization has the right to solely determine if the accessibility need is necessary and if Kajo’s measures to fulfil it are sufficient. The accessibility guarantee also applies in situations where the camper needs an assistant in the camp, but getting an assistant to the camp is not possible. The use of the accessibility guarantee always requires a doctor’s certificate or similar, indicating the camper’s special need. In the case of the accessibility guarantee, the full participation fee will be refunded to the participant. 

In the case of the summer job, military and non-military service guarantee and the accessibility guarantee, if the participant has received a grant for participation, the share of the participation fee covered by the grant will not be refunded or otherwise reimbursed. Only the share of the participation fee paid by the participant themselves will therefore be refunded to them, unless the grant has covered the full participation fee. 

It is possible to transfer camp participation to another participant until 15 May 2022. The transferor of camp participation is personally responsible for finding another participant and dealing with the participation fee with the new participant as they wish. The Guides and Scouts of Finland / Kajo camp organization will not invoice the new participant or compensate the original participant for the fee. Camp participation can be transferred only for the same period of time and a registration in the same payment category.  In the event that the non-attending participant has an under target group-aged (0–11-year-old) child when transferring their camp participation, the child’s participation can be cancelled and the child’s participation fee will be refunded. In the event that the new participant has an under target group-aged (0–11-year-old) child when receiving a transferred camp participation, the child can also be registered for the camp during the transfer. If you are unable to transfer your participation to someone else, please cancel your participation by contacting the project office at kajo2022@partio.fi. The participation fee will not be refunded.  

All cancellations in accordance with these terms and changes to submitted registrations should be sent to kajo2022@partio.fi 

 

PARTICIPATION FEE AND TERMS OF PAYMENT  

The participation fee is paid as an online payment during registration.  

The participation fee of grant applicants is invoiced after they have received their grant decision, unless the grant covers the full participation fee. The invoice will be sent directly to each participant according to the method of invoicing given for them in Kuksa. The term of payment of the invoice for grant applicants is 14 days. 

A paid participation fee is a requirement for entering the camp area. Paid participation fees are not refunded for reasons attributable to the participant, except in the case of the summer job, military and non-military service guarantee and the accessibility guarantee.  

 

PERSONAL ASSISTANT IN THE CAMP  

It is possible to participate in Kajo with a personal assistant.  

The same terms and policies apply to the registration of assistants as to the other participants of the campAssistants pay the normal participation fee invoice, and we encourage the assistants’ employers to pay it.  

 

REMOVAL OF A PARTICIPANT OR LEAVING THE CAMP ON YOUR OWN ACCORD 

In a situation where a participant causes a danger or serious harm to themselves and/or other campers, a participant over the age of 18 can be sent home at their own expense in the middle of the camp and the participation fee will not be refunded. If the participant is underage, their guardian will be invited to collect them from the camp and the participation fee will not be refunded in such cases either.   

Kajo is a drug-free camp. Bringing alcohol or drugs to the camp, having them in your possession or using them in the camp area or otherwise during the camp is strictly prohibited. The prohibition also concerns arriving at the camp and otherwise appearing in the camp intoxicated. The possession and use of alcohol and drugs will be dealt with immediately. In the case of the use or possession of alcohol or drugs by an underage child, a child welfare report will be filed and the guardians will be contacted and asked to take the participant home with them. The participation fee will not be refunded in the above situations. In the case of an adult participant, they will be sent home at their own expense in the middle of the camp and the participation fee will not be refunded. 

The use and possession of narcotics is a criminal offence and will always be reported to the police as well.    

In the event that a participant leaves the camp early by their own or their guardian’s decision, the participation fee will not be refunded.  

 

COVID-19 

Due to reasons directly or indirectly caused by the COVID-19 virus or to prevent it from spreading, the Guides and Scouts of Finland has, at its own discretion, the right to (i) make changes to the event, including its content, method of organization, time, duration and place, and (ii) end the event early. In addition, if the event cannot be changed or postponed with reasonable arrangements or this is not practical or safe due to the spread of the COVID-19 virus, the Guides and Scouts of Finland has the right to cancel the event. If the event has to be cancelled or ended early or if the event is postponed to a time that does not suit a participant, the participation fee will be refunded to the participant, less the share that has already been tied to event organization and that cannot be recovered from the payment recipient or ultimately the insurance company.  

If a grant for participation has been granted to cover the costs of participation in part or in full, the share of the participation fee included in the grant will not be refunded to the participant or otherwise reimbursed. Therefore the grant cannot be used in other events or in the other activities of the Guides and Scouts of Finland or elsewhere. The grant can be postponed to a possible new event date, but if postponing to a new time does not suit the participant, the grant cannot be used for other events or purposes. If the grant has covered only part of the participation fee, the share paid by the participant themselves, i.e. the difference between the grant and the participation fee, will be refunded to the participant under the same terms as to the participants who have paid the full participation fee themselves without a grant.  

 

FORCE MAJEURE / CANCELLING THE CAMP FOR OTHER REASONS BESIDES COVID-19 

The Guides and Scouts of Finland is not responsible for any change or damage that is caused by a force majeure beyond its reasonable control and which the Guides and Scouts of Finland cannot reasonably be expected to have considered at the time of registration and whose consequences could also not have been reasonably prevented by the Guides and Scouts of Finland, such as war, rebellion, a global pandemic (excluding the COVID-19 pandemic), a measure or recommendation by an authority that prevents performance, a strike or similar exceptional circumstances in Finland. These situations also include damage caused by a natural phenomenon, such as a forest fire or a major storm, particularly in the intended area of the event or in its immediate vicinity, that prevent the organization of the event. In such cases, the Guides and Scouts of Finland has, at its own discretion, the right to cancel or end the event early or make changes to the event, including its content, method of organization, time, duration and place. If the event has to be cancelled or ended early or the event is postponed to a time that does not suit a participant, the participation fee will be refunded to the participant, less the share that has already been tied to event organization and that cannot be recovered from the payment recipient or ultimately the insurance company. 

If a grant for participation has been granted to cover the costs of participation in part or in full, the share of the participation fee included in the grant will not be refunded to the participant or otherwise reimbursed. Therefore grant cannot be used in other events or in the other activities of the Guides and Scouts of Finland or elsewhere. The grant can be postponed to a possible new event date, but if postponing to a new time does not suit the participant, the grant cannot be used for other events or purposes. If the grant has covered only part of the participation fee, the share paid by the participant themselves, i.e. the difference between the grant and the participation fee, will be refunded to the participant under the same terms as to the participants who have paid the full participation fee themselves without a grant. 

If you have any questions about the terms of registration, participation and cancellation, please contact kajo2022@partio.fi  

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