Terms & Conditions

Bookings close at 00:00 hrs on 1 March 2026.

By making a booking, you accept responsibility for paying the event fee and any additional items or activities selected.

If you cancel after bookings close, the full cost of the standard booking price will be due, unless there are extenuating circumstances. These will be considered on a case-by-case basis by the organising team.

Cancellations will be recorded based on the timestamp of your written notice, which must be sent to the official event email address.

All cancellations must be made in writing to ensure clarity and fairness for everyone.

You can choose from two payment options:
Option 1: Pay the full cost when you book.
Option 2: Pay a £25 non-refundable deposit at the time of booking, with the remaining balance due on or before bookings close (00:00 hrs, 1 March 2026).

Camping Price structure for 2026: 

Early Bird - £46 

Not So Early Bird - £51

Standard - £56

If you make a booking by mistake, the deposit can be refunded up to midnight, 14 days after the booking was made. 

If the balance isn't paid by the closing date, the full standard price will still be due.

If you arrive on site and payment has not been made. The full standard price will be due on arrival.

The organising team and West Lancashire Scouts will review requests for refunds or waiving of fees individually, with understanding and fairness where extenuating circumstances apply. 

Please note that any additional costs incurred when recovering outstanding payments will remain the responsibility of the booker.

Merchandise can be purchased through the official event website subpage. 

Please check your order carefully before completing it unfortunately, we can't accept responsibility for incorrect orders placed by participants (including incorrect sizing). 

Any additional activities that require separate booking must be paid in full by 1 February 2026.

If payment hasn't been received by this date, your activity booking may not be guaranteed, but you may still be charged for it. 

West Lancashire Scouts does not remain liable for cancellations/restrictions from the contractor. However, WLS will support attempts to recuperate costs incurred due to contractor errors.

Full Public Liability Insurance, and Risk Assessments will be required from any contractor providing an externally ran activity and will be available to view in the Downloads section of the Event Website before bookings close.

As the Network Gathering is an adultonly camp, participants are welcome — and encouraged — to head offsite and explore, especially on our Build Your Adventure day. To ensure everyone has a safe and enjoyable experience, the following applies to any activity arranged independently of the central programme: 

• Any independently organised activity is the sole responsibility of the individual or group arranging it; the event team cannot accept responsibility for activities they have not planned or arranged. 

• Individuals or groups must complete an appropriate risk assessment for any independent activity, reflecting the nature of the activity, the environment, and the experience of those taking part. 

• Time spent offsite for personal or group activities remains the responsibility of the individual(s); the camp team cannot accept responsibility or liability for anything occurring outside the centrally organised programme. 

• All independently planned activities must be approved by the participant’s home Network Lead, 14–24 Lead, or another appropriate Scouting volunteer to ensure plans are safe, suitable, and aligned with local expectations. 

• Participants represent Scouting at all times, including when offsite, and are expected to uphold Scouting Values. 

• Individuals must inform the camp team when leaving and returning to site; if no return form is submitted it may result in the missing persons procedure being initiated. 

We ask everyone involved participants, volunteers, and staff to uphold the values of Scouting and represent the movement positively throughout the event. 

Anyone found to be in breach of the Scout Association's values, or currently suspended from Scouting, may have their booking cancelled without refund.

The safety and wellbeing of everyone on site is our top priority. Behaviour that risks the welfare of others will not be tolerated. 

As this is an adult-only event, the responsible consumption of alcohol is permitted. However, the organising team may intervene if anyone becomes overly inebriated, including temporarily holding alcohol for safekeeping until the individual is in a fit state to resume participation. 

The event has a zero-tolerance policy for illegal or illicit substances. Any breaches will be reported to the appropriate authorities (North Wales Police), the Scout Association, and the participant's home county. Those involved will be asked to leave the event immediately and will not be eligible for a refund.

Any criminal offences committed on site will also be reported to the relevant authorities and may result in removal from the event without refund.

The organising team reserves the right to remove anyone from site if this is necessary to protect the safety or wellbeing of any person, including the individual concerned.

Bookings are personal and cannot be transferred to another person without prior written agreement from the event team. 

Name changes may be accepted before bookings close but are at the discretion of the organisers.

All requests for transfers must be made in writing to the official event email address.

Please note, the camp and West Lancashire Scouts cannot take responsibility for any payment arrangements made between individuals in the event of a transfer.

West Lancashire Scouts are fully covered by public liability insurance through The Scout Association and Unity Insurance for all events they organise, including the National Network Gathering.

All contractors supporting the event will have provided evidence of their own relevant insurances. 

Copies of insurance policies are available upon request via the official event email address.

Personal belongings are brought to camp at your own risk, and the event cannot be held responsible for any thefts, loss or damage. 

This event operates in line with The Scout Association's Policy, Organisation and Rules (POR), and all attendees must adhere to these.

Participants are expected to hold an active youth or adult role in Scouting throughout their involvement in the event. If this is not the case, participation may not be possible, and no refund will be available. 

All adult (18+) leaders and staff must be compliant with Scout Association requirements, including safeguarding checks (DBS) and any mandatory training, valid for the entire duration of the event.

Scout Network members attending solely as participants (with no supervisory responsibility) do not need an active DBS.

Scout Network members attending in a leadership or staff capacity must hold a valid DBS for the duration of the event. 

The camp event team will share important updates and information with participants in a timely and accessible way.

If you need information in a different format, please let us know and we'll do our best to make suitable adjustments.

When asked to respond to communications, please do so by the stated deadlines, recognising that some responses may be needed quickly.

Keep the event team informed of any changes or issues that might affect your attendance or participation.

Please communicate respectfully and through the designated channels, allowing reasonable time for replies remembering that our team are volunteers giving their time freely.

Any updates to these terms and conditions will be shared with participants and staff via email.

The National Network Gathering is committed to being an inclusive and supportive event for all members of the Scouting family.

The organising team will make every reasonable effort to accommodate medical or additional needs, working with individuals on a case-by-case basis.

By agreeing to these terms, you consent to share relevant medical information that could affect your participation. 

If medical requirements make attendance unviable, a refund (minus any non-recoverable costs such as merchandise) will be issued, provided the team is informed at the earliest opportunity.

Should the leadership team have concerns about a participant's ability to safely attend on medical grounds, they will discuss this openly and sensitively with the individual concerned.

If you or someone in your group has additional needs that require a higher level of support, we kindly ask that care arrangements are made through your home County, District, or Group.

To help make things easier, camping costs will be waived for anyone attending in a caring capacity. (This does not include Add On activities and catering costs)

Anyone acting in a caring or leadership capacity must have a role within scouting and be appropriately DBS checked with all the necessary required training completed.

If this applies to you, or if you would like to chat through how we can support your attendance, please do not hesitate to get in touch via the official event email. We are here to help.

To run the event safely and efficiently, we will collect certain personal and special category data.

All data is stored securely in line with the West Lancashire Scouts Data Protection Policy.

Information may be shared with the event team, relevant staff (e.g. catering for dietary needs), and, if necessary, emergency services.

After the event, unnecessary data will be deleted, while key records (e.g. attendance, emergency interventions, etc.) will be retained according to the West Lancashire Scouts Data Retention Schedule.

Photographs may be taken during the event and used in the future to promote Scouting. If you do not wish to be included in official photos, please indicate this on your booking form or notify us via the official event email address. 

As part of the event, we often request images from the participants through the West Lancashire Scouts Smug Mug site. These images remain the property of the individual, however we may use them in promotional material across digital media like Facebook or Instagram. By uploading them to this site, you agree to allow us free use of the media. If you do not wish to have uploaded photos used in promotional material, please contact the camp through the official event email address.

In the unlikely event that the gathering cannot go ahead due to circumstances beyond our control (such as severe weather, national emergencies, or venue closure), the organising team will make every effort to refund as much of the booking fee as possible, taking into account any non-recoverable costs.