Documents
Terms and Conditions
The World Scout Moot is a World Event of the World Organisation of the Scout Movement (WOSM).
The Portuguese Scout Federation will host the 16th World Scout Moot in 2025.
It will be held from 25th of July to 3rd of August, and will consist of two moments, “Portugal Deep Dive” and “Main Camp”. The “Portugal Deep Dive” will entail one hundred small camps, called Paths.
1. Age limits and Categories
1.1. Age limits for participants
Young people aged between 18 and 25 years on the first day of the 16th World Scout Moot (i.e. those born between the 26th of July 1999 and 25th of July 2007) are eligible to take part in the 16th World Scout Moot as participants.
1.2. Age limit for IST
Individuals aged 26 and above (those born on or before 26th of July 1999) wishing to take part in the World Scout Moot can register to be members of the International Service Team (IST).
1.3. Path Leaders
Young people, with the same age limit for participants, have the added responsibility of organizing a Path with three other Path Leaders – the Path Planning Team (PPT). Each PPT can only have two Path Leaders of the same nationality.
1.4 CMT and HoC
Individuals, with the age limit for IST, that are members of the Contingent Management Team (CMT) of a national contingent, including the Head of Contingent (HoC).
2.1. Fees
The categories of fee for the 16th World Scout Moot were approved by the World Scout Committee. In order to encourage Scouts from as many countries as possible to participate in the World Scout Moot, and to demonstrate World Scouting solidarity, Moot fees are discounted by category of country. This approach has been used for previous World Scout Moots and is based on the Gross National Income per capita of each country. National Scout Organizations can confirm their category here:
https://treehouse.scout.org/dashboard/participation-fees
The fee for participants, Path Leaders, IST, and CMT is in Euros (EUR) and are as follows:
| Description | Participant | Path leaders | IST, CMT |
|---|---|---|---|
| Category A | 225,00 EUR | 75,00 EUR | 175,00 EUR |
| Category B | 470,00 EUR | 145,00 EUR | 370,00 EUR |
| Category C | 720,00 EUR | 220,00 EUR | 570,00 EUR |
| Category D | 980,00 EUR | 305,00 EUR | 780,00 EUR |
2.2. Discount
Contingents that register and pay their full fees by a certain date will be given a discount. Please see the information about payment schedules in article 4 in the Terms and Conditions.
As announced in the bidding process to host the 16th World Scout Moot, it will be offered two spots for category A and B national contingents and one spot for category C and D national contingents.
2.3. Late registration surcharge
Any late registrations of additional members, or changes to important information, such as names, as well as late payments are subject to a 10% surcharge. Please refer to article 4 in the Terms and Conditions.
2.4. Remittance of fee
Fees must be remitted to the World Scout Moot bank account that we will provide in the coming months.
Please note the following when conducting bank transfers:
• Each transfer must include both the name of your National Scout Organization and a reference to its purpose (for example “deposit for 100 persons”) .
• Please inform the World Scout Moot Office: registration@worldscoutmoot.pt of every transfer you make, including the date it was sent, the bank from which it was sent, any reference information included, and the amount you intend the World Scout Moot to receive.
• The amount credited to your National Scout Organization will be the net of any bank charges applied by your bank AND the World Scout Moot bank upon receipt of the transfer.
• When following the payment schedule, please ensure that you allow sufficient time for bank transfers to be credited to the World Scout Moot account according to the dates shown.
• All payments must be made in EUR (Euros).
3. Reservations
3.1. Reservations
Each NSO can make a reservation for places for its Contingent, sending an email to registration@worldscoutmoot.pt until 29th of February 2024.
For the 16th World Scout Moot, Contingents may not exceed 500 participants and 100 IST, except for the host NSO. Although Path Leaders are participants and belong to a national contingent their number will be tallied outside this limit.
In order to confirm the numbers entered on the Contingent, a deposit payment for each person (participants, IST, and members of the Contingent Management Team) must be made upon registration according to the amounts in the following table. Please note that numbers indicated on the email cannot be confirmed by the World Scout Moot Organizers until the deposit payment for each person has been received. NSOs should pay their deposit as early as possible to ensure their number of places.
The deposit for each registered person is:
| Category | Deposit |
|---|---|
| Category A | 25,00 EUR |
| Category B | 50,00 EUR |
| Category C | 75,00 EUR |
| Category D | 100,00 EUR |
3.2. Coverage of deposit
A deposit will be applied to the Contingent concerned, not individuals. You may, therefore, change names or the category of your registration, according to the schedule shown in article 4 in the Terms and Conditions (e.g. change names of 3 people, delete 1 IST and add 1 CMT), with no effect on the deposit.
3.3. Refund of deposit
Deposits will not be refunded under any circumstances.
4. Payment and Refund
4.1. Payment Schedule
Payment will be made in one, two or three bank transfers depending on the registration date. You will receive a quotation with the timeframe for the transfers.
The first transfer is due within 15 days after receipt of the quotation.
| Payment Date | % of Payment to be made |
|---|---|
| Until 30th September 2024 | 40% |
| Until 31st Dezember 2024 | 30% |
| Until 31st March 2025 | 30% |
In order to encourage early payment of World Scout Moot fees, the following discount system will be implemented.
The final payment must be received in full for all registered contingent members before 31st of March 2025. Any payments arriving later will be subject to an additional 10% late surcharge as explained in article 2.3 of the Terms and Conditions.
The pay system is thus as follows:
| Fee Received | Discount |
|---|---|
| Full fee received by 29th February 2024 | 10% |
| Full fee received by 31st July 2024 | 5% |
| Full fee received by 31st March 2025 | No discount |
| Fee received after 1st April 2025 | 10% additional charge |
4.2. Refund policy
As previously stated, deposits and late surcharge paid will not be refunded under any circumstances. The sum of any refunds given may not exceed the actual sum paid in EUR.
We will not refund any fee, with the exception of point 5.2 and for those who are denied visas (only after submitting supporting documentation that scouts applied timely and provided the proper forms). However we are available to relocate people within the contingent until 30th June 2025. These reallocations must be made within the same category. It is not allowed reallocations between different categories (participants, Path Leaders, IST or CMT) as it is not permitted reallocations between different NSOs.
5. Cancellation Policy
5.1. Break-Even Point
The World Scout Moot may be cancelled by the World Scout Committee if on 31 December 2024 the break-even point of 3,500 registered participants is not reached.
5.2. Cancellation
The World Scout Committee may cancel the event due to compelling reasons. In the event of the World Scout Moot being cancelled due to circumstances beyond the organisers control (e.g. pandemic state, acts of terrorism, natural disasters, acts of war, riots, state of emergency, strike, etc.).
5.3. Cancellation Following Arrival
The World Scout Moot fee will not be refunded should the event be cancelled after 25 July 2025, regardless of the reason.
5.4 Reimbursement in case of cancellation
In case of cancellation, after the costs incurred have been covered and accounts have been closed, the World Scout Moot Organisation shall reimburse to the Contingents remaining part of the fee paid.
5.5 Insurance for event cancellation
The World Scout Moot Organization will obtain cancellation insurance for the event, in case unforeseen events necessitate the cancellation of the 16th World Scout Moot. The cancellation insurance does not provide cover for costs such as travel, equipment, or pre- and post-Moot activities, which are external to the World Scout Moot fee. It is therefore recommended that you obtain your own insurance cover for these elements. Contingents should also note that any event beyond the World Scout Moot organisers control such as acts of terrorism and natural disasters, are not covered by the insurance. Should the World Scout Moot be cancelled due to force majeure, there will be no refund of fees paid. It is not possible to guarantee that the insurance covers the fees paid by the NSOs.
6. What the World Scout Moot fee covers
6.1. Fee for participants
The fee for participants includes:
• All camp-site fees from the day of the opening ceremony to the day of the closing ceremony.
• Upon arrival, transport from one of the specified Moot entry points
• At the end of the Moot, transport from the Moot site to a specified Moot exit point.
• The World Scout Moot Program, including any relevant transportation.
• All meals for the duration of the 16th World Scout Moot from lunch on the 25th of July through dinner on the 3rd of August.
• No personal equipment is provided.
6.2. Fee for IST
The fee for members of International Service Team (IST) includes:
• Briefing and training (including role specific training) prior to the arrival of participants.
• All meals for the duration of the 16th World Scout Moot, from dinner on the 23rd of July to dinner on 3nd of August.
• Upon arrival, transport from one of the specified Moot entry points
• At the end of the Moot, transport from the Moot site to a specified Moot exit point.
• A program of activities for when off duty.
7. Registration process
7.1. Appointment of the Head of Contingent
Each NSO is requested to appoint a Head of Contingent to the World Scout Moot organization.
All basic communication from the World Scout Moot organization related to the Contingent will be through the Head of Contingent.
In the event that the NSO does not nominate the Head of Contingent to the organization of the 16 World Scout Moot, we will assume that the International Commissioner will be responsible for the contingent of the respective NSO.
7.2. Expression of intent to participate
Expression of intent to participate for the 16th World Scout Moot is possible until 29th February 2024, and is helpful to estimate the probable size of the contingents at this early stage. Please note that National Scout Organizations that have completed the Expression of intent to participate form are not guaranteed places, nor have they committed to a Contingent size.
7.3. Confirming the Contingent Allocation
The number of a Contingent’s estimated participants, according to article 7.2 in the Terms and Conditions, will be guaranteed by payment of the deposit, described in article 3. Numbers will be confirmed on a first-come first-served basis; therefore, NSOs who do not pay deposits early enough may find that there are no available places remaining. The hosts reserve the right to revisit the numbers in the event of an overflow.
7.4. Permission of Participation
Permission of Participation will be granted by the World Scout Moot Organization only when all necessary procedures, including payment of the full fee, have been completed by the Contingent. Any paperwork, including Visa invitation, will only be processed after such procedures are completed.
7.5. Sending Personal Information
Each Contingent must submit personal information relating to its members in designated forms, which will have been distributed later. Any changes to important information made after 31st march 2025 may be subject to surcharges.
8. Contingent
8.1. Contingent
Only National Scout Organizations may register Contingents, and there may only be one contingent per NSO.
8.2. Size of the Contingent
WOSM guidelines for World Scout Moots rule that any one contingent may comprise up to 10% of the maximum number of participants or IST expected. Furthermore, no Contingent may comprise more IST and Contingent management team members than participants.
For the 16th World Scout Moot, the maximum number of participants expected is 5000 (five thousand), and the maximum number of IST is 1000 (one thousand).
So according to this rule the contingents may not exceed 500 participants and 100 IST, except for the host NSO.
The hosts reserve the right to revisit the numbers in the event of an overflow.
8.3. Forming a Contingent
Each Contingent will be led by a Head of Contingent and will comprise participants, Path Leaders, members of the International Service Team, and members of Contingent Management Team. Each group of participants will be required to send the World Scout Moot Organization slightly different information.
8.4. Contingent Management Team
As the World Scout Moot is primarily intended for scouts aged 18-25, the size of the Contingent Management Team must conform to the following:
| Number of Participants | Number of CMT |
|---|---|
| 1-99 | Up to 3* |
| 100-199 | Up to 5 |
| 200-299 | Up to 7 |
| 300-399 | Up to 9 |
| 400 or more | Up to 10 |
* CMT and IST together cannot exceed the number of Participants in the Contingent.
8.5. Patrols and tribes
Participants will be registered in Patrols of 10 persons, with a maximum of 2 persons from any one NSO in each patrol. The World Scout Moot Organization will group participants into patrols. Five patrols, in turn, will form a tribe. As a rule patrols and tribes will consist of both male and female members. It will be possible however to request at the time of personal registration to be placed in a patrol and tribe with only male or only female members. In such cases it is possible that the tribe in the next camping allotment will be both male and female.
8.6. IST
The International Service Team is essential to the successful execution of the 16th World Scout Moot, and NSO’s are encouraged to assist the organizers by recruiting suitable individuals for the IST. No contingent may have more IST’s and CMT’s than participants, except for the host NSO.
8.7. Registration of Contingent
Registration will be based on an electronic registration system. It will, however, be possible for Contingents unable to complete the electronic registration to arrange for postal registration with the World Scout Moot Office. Further information on registration will be distributed in due time.
8.8. Responsibility of NSOs
Each National Scout Organization and Association accepts full responsibility for its members taking part in the World Scout Moot.
8.9. Responsibility of Contingent
The Head of Contingent and his/her Contingent Management Team accept full responsibility for the members of their Contingent to the World Scout Moot.
9. Healthcare
9.1. Scope of the Healthcare provided
Participants of the 16th World Scout Moot will have access to the event’s own medical facilities from the time of the opening ceremony to the closing ceremony. Note, however, that preexisting conditions are excluded.
9.2. Services provided
Medical facilities at the World Scout Moot site are merely provisional facilities focusing on first aid and pre-hospital care. Any further treatment required will be provided at local medical facilities. The World Scout Moot fee does not cover clinical examination and /or treatment (e.g. suspected fractures, treatment requiring hospitalization, etc.) and each individual is responsible for any expenses incurred by such treatment and/ or hospitalization. Therefore, everyone attending the World Scout Moot is required to obtain insurance to cover such an eventuality, and it is the responsibility of the Head of Contingent to ensure such insurance has been obtained.
9.3. Travel insurance
It is recommended that you obtain appropriate insurance cover, such as travel insurance for the period prior to arrival at the start of the World Scout Moot and until after the finish of the event, in addition to the medical insurance described in article 9.2.
9.4. Pre-existing conditions
Those with pre-existing medical conditions should make special arrangements so as to be able to pay for any treatment related to such conditions.
9.5. Repatriation
The World Scout Moot medical arrangements are based on providing treatment in Portugal and do not include repatriation, whether for medical or other reasons. It is recommended you obtain your own insurance to cover such an eventuality.
10.Rules
10.1. Moot Code of Conduct
The World Scout Moot Organization will set a Code of Conduct separately for all the people attending the event in consultation with the World Scout Committee and World Scout Bureau. These regulations will be summarized and published as a Code of Conduct.
10.2. Local laws
The World Scout Moot takes place in Portugal and local law will apply. By Portuguese law, the legal age of adulthood is 18, and for smoking and for alcohol consumption it is also 18.
10.3. Penalties
Anyone in breach of the World Scout Moot Code of Conduct described in section 10.1 or of local laws may be evicted from the World Scout Moot site. Anyone – including guests and visitors – behaving in a manner considered dangerous, which causes offense to others, or is otherwise inappropriate in the context of a World Scout Moot, will be evicted from the World Scout Moot site and will not be eligible to any refund of fees.
10.4. Exclusion
The World Scout Moot Organization reserves the right to exclude any group or individual from the World Scout Moot site and, whenever appropriate, the Head of Contingent will be involved in such a decision. Any expenses arising from the exclusion or eviction of such groups or individuals will be the responsibility of the individuals involved, and complaints or requests for compensation will not be considered.
11.Privacy Policy
11.1. Collection and management of personal information
In order to successfully organize and execute the 16th World Scout Moot, the Moot Organization must gather and retain certain personal data relating to attendees.
11.2. Agreement
By registering personal information, such as name and date of birth, the individual explicitly consents to the retention of the personal data for purposes pertaining to the organization and execution of the World Scout Moot. Registration also implies explicit agreement with this Privacy Policy as well as with the Terms and Conditions of the 16th World Scout Moot.
11.3. Presumption of Agreement
If you enter data on behalf of others (proxy), it is assumed that you will have obtained their consent for the World Scout Moot to retain their personal data. The World Scout Moot Organization assumes that a proxy will have received explicit, prior agreement from the individual concerned. The proxy is responsible for the agreement of this individual.
11.4. Use of personal information
Any personal information retained will not be shared with any third parties, except where necessary for the planning and execution of the World Scout Moot.
11.5. Talent release
By registering for the World Scout Moot, you consent to any media footage (e.g. video, photographs, audio) taken at the World Scout Moot, and in which you may feature, to be used by the Federação Escutista de Portugal (Portuguese Scout Federation) and its respective National Scout Associations: Associação dos Escoteiros de Portugal and Corpo Nacional de Escutas; World Organization of the Scout Movement, as well as its licensees or assignees, for all advertising, publicity, and/or editorial purposes, for commercial and/or non-commercial purposes, for worldwide distribution in perpetuity.
12. By-laws
12.1. Updates
From time to time, the Terms and Conditions for the 16th World Scout Moot may be updated. The most recent version will always apply and will be posted on our bulletins and website – www.worldscoutmoot.pt. Please contact the World Scout Moot Office for any necessary clarification.
12.2. Languages
In the event of a conflict arising out of the interpretation of these Terms and Conditions, the English text shall prevail.
12.3. Jurisdiction
In any conflict relating to these Terms and Conditions, Portuguese law shall apply.
