TERMS & CONDITIONS
Booking Policy
Places will be booked on a first come, first served basis until we have allocated all the available places, or until the closing date has been reached. Please book early to avoid any disappointment as we’re sure the event will be popular.
Participants of the Challenge
All participants of the Hurdlestone Challenge must be members of a Scout Troop or a Guide Unit aged from 10 years old at the start of the event and under the age of 15 on 1 September of the Challenge year. Therefore, their date of birth should be between 1 September 2010 and 27 June 2016 inclusive.
Service Crew
A Service Crew member MUST be between the age of 14 and 17 years of age (inclusive) at the time of the Challenge event AND be an Explorer Scout in Scouting, OR be a Ranger or a Young Leader in Girlguiding.
Campsite Crew
A Campsite Crew member MUST be at least 18 years of age at the time of the Challenge event AND be a Network member or an adult leader in Scouting or be an Inspire member, an adult leader or a Trefoil Guild member in Girlguiding.
A Campsite Crew member can’t be included in the Troop/Unit ratios and therefore will not have any supervision requirements for anyone under the age of 18.
Refund & Amendments Policy
This policy explains how bookings, payments, and changes will be managed for the event. By submitting a booking, you agree to the timelines and conditions below. These dates ensure we can confirm venues, activities, catering, and clothing orders accurately.
Booking Period & Deposits
Mid January 2026 – Bookings Open
Bookings open in mid‑January. Places are allocated on a first‑come, first‑served basis.
From 1 April 2026 – Deposits Become Non‑Refundable
Once deposits become non‑refundable, they cannot be returned under any circumstances, including participant withdrawal or reduction in numbers.
Final Numbers & Adjustments
31 March 2026 – Booking Closes
All groups must submit their initial final numbers by this date.
After 31 March:
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Increases in numbers will only be accepted if capacity allows.
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Reductions in numbers may be made until 16 May 2026.
Any reduction after 16 May will still be charged at the full participant rate.
Payment, Paperwork & Clothing Deadlines
All of the following must be completed by 16 May 2026:
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Final numbers confirmed
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All payments made in full
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All required paperwork submitted
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All clothing ordered and paid for
Failure to meet these requirements may result in the booking being cancelled without refund.
Lock‑In Date
12 June 2026 – No Further Changes Accepted
From this date:
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No changes to spreadsheets or bookings
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No refunds issued
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Clothing orders cannot be amended
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Participant substitutions may be allowed only if all paperwork is complete and the replacement meets eligibility requirements
Exceptional Circumstances
Refunds outside this policy will only be considered in exceptional circumstances and at the discretion of the event leadership team. Supporting evidence may be requested.
Cancellation Policy
Over the last few years, we've been able to write a Cancellation policy. This states that we'll have no fixed costs if we cancel the event up to six weeks prior to the date. If we're forced to cancel the event between 1 and 6 weeks prior to the event, any payments we've made to suppliers will be transferred to our 2026 event.
Therefore, if we're forced to cancel the event, we'll return any money paid to us, safe in the knowledge that the Hurdlestone Challenge won't lose any money. This is only possible because all our suppliers have worked with us for a number of years and are all incredibly supportive of us. We can't thank them enough for their continued support.
However, if the event does go ahead, and participants don't attend for any reason (including any medical reasons), any payment made to us won't be returned to you. However, swapping places with non-attendees, will be permitted up to the deadline provided.
Leader responsibilties and requirements
Troops/Units will need to provide the correct ratio of adult leaders for the group size and ages
All volunteers over the age of 18 must hold a role in Scouting/Girlguiding that requires a DBS check, which must be up to date at the time of the event.