Policies

This registration policy is established by the Contingent Management Team (CMT) and applies to all members or prospective members of the Canadian Contingent. It is intended to provide information on the registration process and the conditions associated with it.  

Code of Conduct 

All members of the Canadian contingent will be required to accept a Code of Conduct for the event upon registration. A more thorough and in-depth Code of Conduct will be presented in Fall 2025, and all Canadian contingent members will be required to accept it.  

Travel and Health Insurance 

A portion of the fees will be used to purchase travel and health insurance for all members of the Canadian contingent. This insurance is required for everyone, and no one is allowed to opt-out even if they have existing out of country health coverage.  

Adult Registration 

Adults will be applying to attend the World Jamboree as either a Patrol Unit Leader (PUL) or amember of the International Service Team (IST – sometimes called Offer of Service). There are a limited number of spots for adult volunteers which is controlled by the Jamboree Organizing Committee. The number of adults (including IST) cannot exceed the number of youth. There will be a selection process for all volunteers that will require an interview and a reference from their current Group Commissioner.  

The CMT reserves the right to reject adult applicants and will be required to provide an explanation to the applicant. A full refund will be provided.   

There are a limited number of PUL spots which is directly linked to the number of patrols formed in the Canadian contingent. Any applicant to a PUL position that is not accepted will be offered the choice of transitioning to an IST role. If the applicant is not interested in attending as an IST all payments will be refunded.  

Membership Requirements 

Canadian scouting participants at the 26th World Scouting Jamboree will be required to register with the Canadian contingent and not directly with the Jamboree itself.  

All members of the Canadian contingent will be required to have a valid membership with either Scouts Canada or l’Association des Scouts du Canada valid until the conclusion of the event.  

Payment Schedule 

Payment and Refund Policy  

This is the payment policy established by the Contingent Management Team (CMT) for all members of the Canadian Contingent attending the 26th World Scout Jamboree. This policy applies to all youth and adults registered to attend from either Scouts Canada or l’Association des Scouts du Canada. 

Method of Payment 

All payments will be made by pre-authorized debit (PAD), no credit card or cheque payments will be accepted. PADs only work for chequing or savings accounts. For further information on the PAD process contact your financial institution or visit www.cdnpay.ca. 

First Payment 

The first payment will be withdrawn on July 24 or August 14, 2025, based on the date of registration. Anyone registering for the event after September 30, 2025, will be required to make up all payments made until that date as a lump sum first payment. The $1,000 initial payment includes a $300 non-refundable deposit. 

¹Early Bird Discount

Those who qualify for the early bird discount will be notified after they register and will have the $100 discount applied to their second last payment in April of 2027. 

²Final Payment

Setting fees two year prior to an event is a challenge as there are many variables.  By March 2027 travel costs, fundraising efforts and some currency exchanges will be known.  The CMT will determine if all or only a portion of the final June 2027 payment will be required.  This information will be communicated in the April 2027 notice of payment. 

After the Jamboree is over and all the bills have been paid, if there is a positive balance in the WSJ27 Canadian Contingent account there will be a refund to all participants as a percentage of fees paid.  This is what was done after WSJ19 and WSJ23 

Date of Payments 

The payment dates are listed in the schedule above. All payments will be on Thursdays, with a notification being sent by e-mail to the registered e-mail address associated with the file the Tuesday of the week prior.  

Do not expect to see the withdrawal at 8:00am Thursday morning!  Most financial institutions will process the PAD on Friday, but smaller Credit Unions or small rural branches may take a day or two longer.   

Insufficient Payments/Change of Banking Information 

You are responsible for ensuring adequate funds are in your account and any consequences that result. Scouts Canada, l’Association des Scouts du Canada and the CMT are not responsible for non-sufficient fund (NSF) charges levied by your banking institution. If there are problems with your withdrawal a member of our team will be in touch with you. Please advise the CMT staff at least one week prior to any payment being withdrawn if your banking information has changed by e-mailing [email protected]. 

Refund policy – READ THIS CAREFULLY 

The CMT needs to cover all costs incurred on behalf of the Jamboree Committee (CMT). We will act upon your application as a commitment and based on this promise will make non-refundable deposits on your behalf.  Any refunds to participants will be net of non-refundable deposit and expenses made to the date of cancellation of your registration which must be done in writing to [email protected]. 

In the event of the 26th World Scout Jamboree being cancelled due to circumstances beyond the organiser’s control – called Force Majeure – the Jamboree Organisation will not be obliged to refund any fees. In such situations, however, after the costs incurred have been covered, and accounts have been closed, the Jamboree Organisation shall reimburse the National Contingent’s remaining part of the fee paid. 

Travel insurance will be purchased for all participants as part of the travel package. In the case of event cancellation or other similar situations some costs may be re-couped through travel insurance claims. Details of the travel insurance coverage will be provided when purchased.  

Medical withdrawals will be evaluated on a case-by-case basis and will be as generous as possible.  Requests for medical withdrawals must be accompanied by a doctor’s note.   

Repatriation Policy

Any member of the contingent sent home for disciplinary reasons or for failing to adhere to the established code of conduct prior to the conclusion of the Jamboree will be responsible for all their travel expenses paid for at the time of the repatriation and will not be eligible for any refunds. 

Substitutions 

Substitutions are allowed.  Example: If Venturer A decides to withdraw in January 2026, but Venturer B wants to attend, three things need to happen. (1) E-mail from Venturer A Family cc to Venturer B Family to Jamboree Registrar explaining withdrawal and substitution. (2) Jamboree Registrar will confirm to Families A & B the payments made to date.  The families must manage the reimbursement.  (3) Jamboree Registrar will send Family B remaining payment schedule and request banking information.  Note that Venturer B will only be considered a participant once next payment has been received. Substitutions are only allowed between the same type of participant (ex. Youth to youth or IST to IST). The deadline for substitutions is December 31, 2026. 

No One Left Behind 

Attending a World Scout Jamboree (WSJ) is a once in a lifetime opportunity but it is also an expensive proposition. The CMT do not want lack of funding to stand in the way of deserving youth attending and have put aside funds to assist youth participants.  The subsidies are expected to be a hand up not a free ride.  We are offering financial subsidies of $500 to deserving youth.  Adult members of the contingent are not eligible for financial assistance.  Information about how to apply will be provided to all registered youth in February 2026. 

Additional Notes 

• You are welcome to pay the entire fee at once if you so wish.  Please contact the Registrar at  [email protected]. 

• No one is considered fully registered until their payments are up to date according to the schedule above. If multiple payments are missed, the registrant will be contacted by the CMT to determine if they will be able to participate in the event. 

• The registration fees are considered a full package and no one is allowed to opt out of an item of the fees (ex. Health insurance, flights, contingent kit, pre-camp). 
• Group Accounts: If a group wishes to pay from a group account in order to pool fundraised money they are allowed to do so. To make this happen the registrant can provide the group banking information at registration. All other conditions pertaining to having the fund available will still apply. 

This policy is established by the Contingent Managment Team (CMT) and applies to all members of the Canadian Contingent attending the 26th World Scout Jamboree.  

Insurance Policy 

All attendees will be required to have travel and international health insurance for the duration of the jamboree experience. There are no exceptions to this policy even if a participant already has a workplace health plan or other coverage. This insurance will be part of the travel package purchased from a travel agency contracted to work with the CMT and is included in the participant fee. 

Variance Policy and Pre-Jamboree Travel 

All contingent members are required to depart Canada together by means booked by the contracted travel agency. No early arrivals or requests to spend time in Europe prior to the jamboree will be approved. This is to ensure the CMT is able to support contingent members during their journey.  

Post-Jamboree Travel 

Contingent members are welcome to spend time in Europe after the conclusion of the jamboree. Any costs associated with travel other than the flight to Canada will be the responsibility of the contingent member and can be arranged directly with the contracted travel agency. Travel and health insurance may continue to apply but liability insurance will no longer apply after departing the jamboree. Contingent members will be responsible for additional visa requirements for visiting countries other than Poland. Youth participants wishing to remain in Europe after the jamboree will need to have a parent, guardian or other designated adult present at the airport in Gdansk upon conclusion of the jamboree to assume responsibility for the youth member.  

This health and safety policy is established by the Contingent Management Team (CMT) for the Canadian Contingent and applies to all members of the Canadian Contingent. It is intended to provide measures that will ensure the emotional and physical well-being of all participants.  

Code of Conduct 

A contingent code of conduct will be developed in Fall 2025 that all members of the contingent will need to agree to. The code of conduct is intended to set a baseline of behaviour expected by everyone in the contingent whether they are interacting with Canadians or other participants at the jamboree. The code of conduct will apply to all pre-camp and pre-jamboree activties. 

Other Policies 

During the pre-jamboree and the jamboree, itself, contingent members will be subject to WOSM and jamboree policies and standards which may differ from those of Scouts Canada and l’Assocation des Scouts du Canada. Local laws will also apply to all contingent members. The CMT will work to ensure all contingent members are familiar with local customs and laws prior to departing Canada.  

Health and Safety Incidents at the Jamboree Site 

Any health or safety event that occurs on the jamboree site will have to be shared with the Jamboree Management Team (JMT) and the WOSM Safe from Harm Team to ensure appropriate incident management and that anyone from another contingent receives appropriate support. The details of the incident will also be shared with either Scouts Canada or l’Association des Scouts du Canada as required.  

Repatriation Policy 

If a member of the Canadian Contingent is either no longer medically fit to continue participating or deemed to have committed a violation of the Contingent Code of Conduct, WOSM policy or local law, they may be required to be repatriated early from the jamboree.  

The contingent member will be invoiced directly for all travel costs if they are repatriated early. This can include flights, train, bus, meals and ancillary costs. No refund will be provided for missed jamboree experiences in this case. There is no appeal process for this type of decision.  

Health and Safety Incidents at Pre-Camp or Pre-Jamboree Events 

Any health and safety incidents at a jamboree pre-camp or at the pre-jamboree will be reported through the mechanisms established by the appropriate National Scouting Organization (NSO).  

The Canadian Contingent Management Team (CMT) as representatives of Scouts Canada and l’Association des Scouts du Canada are committed to protecting the privacy of our participants and support a general policy of openness about how we collect, use and disclose personal information.  

For the purpose of this Privacy Statement, “we” refers to the Canadian Contingent Management Team as representatives of Scouts Canada and l’Association des Scouts du Canada who are responsible to manage all elements of Canada’s participation in the 26th World Scouting Jamboree in Poland in 2027. To plan for and travel to the jamboree the CMT will contract work out to companies outside of Scouts Canada and l’Association des Scouts du Canada. These companies will include travel agencies and approved vendors of contingent merchandise. These outside companies are referred to as “conracted companies.”   

 For the purpose of this Privacy Statement, “personal information” means information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization.  

The purpose of this Privacy Statement is to inform you about our practices relating to the collection, use and disclosure of personal information which may be collected by us through your filling out forms or otherwise providing information in order to participate in the Jamboree or Jamboree related events, or through our website.  By filling out the forms, either yourself or on behalf of your son, daughter or ward, by participating in our events, or by using our website, you consent to the collection, use and disclosure of your personal information (as defined below) and, if applicable, the personal information of you, your son, daughter or ward in accordance with the following terms and conditions.  

This Privacy Statement also explains how you can contact us if you have a question about, want to make a change to or delete any personal information that we may be holding about you or, if applicable, your son, daughter or ward.  We strongly recommend that you take the time to read this Privacy Statement and retain it for future reference.  

 What Personal Information We Collect  

The CMT collects personal information in order to screen applicants for participation, and in order to help effectively and safely provide activities and events related to the Jamboree.  This information includes but is not limited to contact information (such as name, address, e-mail address and telephone numbers), age, skills and educational background, employment history, volunteer experience, proof of identity (such as a signature), police reference checks, references and information on medical conditions, allergies and medications.  

 The CMT will also collect financial information such as credit card information or banking information in order to enable payment for Jamboree fees or merchandise related to the event.   

 How We Use Your Personal Information  

Personal information that is collected by the CMT will only be used for purposes related to the jamboree or events leading up to it. The CMT will use your contact information to enable communication between members within each unit, and to communicate with you through mailings, newsletters, announcements of upcoming events and opportunities.  

The CMT will use health information in order to help ensure the proper response to any health situation that may arise during our activities or events. The CMT and its contracted companies use financial information only in order to complete a merchandise transaction or to pay jamboree related fees.  

When We Disclose Your Personal Information  

The CMT will disclose your personal information to other organizations but only organizations affiliated with the CMT, Scouts Canada, l’Association des Scouts de Canada and the Organizing Committee of the 26th World Scout Jamboree.  Disclosure of your personal information for purposes of the Jamboree will include:  

1. To authorized contracted companies for the purposes of booking travel or buying and shipping of contingent merchandise.  
2. To the Organizing Committee of the 26th World Scout Jamboree for the purposes of registration and participation in the Jamboree  
3. To other organizations within Scouts Canada or l’Association des Scouts de Canada such as Safe Scouting.  

The CMT may share personal information with third parties engaged to assist us in providing services to you or to carry out one or more of the purposes described above.  These service providers are prohibited from using such personal information for any purpose other than to provide this assistance and are required to protect personal information disclosed by the CMT and to comply with the general privacy principles described in this Privacy Statement.  Personal information will be transferred outside of Canada for the purposes of participation in the Jamboree and will be subject to the laws and regulations of the jurisdiction where the information is transferred. More information on the privacy policy of the Jamboree Organizing Committee and the applicable laws can be found at: https://www.jamboree2027.org/privacy-policy/  

 The CMT reserves the right to disclose personal information to a third party if a law, regulation, search warrant, subpoena or court order legally requires or authorizes us to do so.  

Knowledge and Consent  

The CMT collects personal information about you or, if applicable, your son, daughter or ward only when you voluntarily provide it.  Typically, we will seek consent for the use or disclosure of such personal information at the time of collection.  In certain circumstances, consent may be sought after the information has been collected but before use (for example, when we want to use information for in a purpose not previously identified).  

The form of consent that we seek, including whether it is express or implied, will largely depend on the sensitivity of the personal information and the reasonable expectations of the individual in the circumstances. When you fill out a registration form, for instance, you imply that we may use that information for the purpose for which you filled out the form. We will not use this information for any other purpose except with your consent.  

You may withdraw consent at any time, subject to legal restrictions (such as information kept protecting Scouts Canada or l’Association des Scouts de Canada from liability) and reasonable notice.  If you wish to withdraw your consent, please email [email protected] or contact your Council or the National offices.  We will inform you of the implications of withdrawing consent as appropriate.  

The CMT does not, as a condition of participation, require you to consent to the collection, use or disclosure of information beyond that required to fulfill the explicitly specified and legitimate purposes for which the information is being provided.  

How We Protect Your Personal Information  

The CMT makes all reasonable efforts to ensure that personal information collected from you is protected against loss and unauthorized access.  This protection applies in relation to information stored in both electronic and hard copy form.  Access to your personal information is restricted to only select CMT volunteers, employees of Scouts Canada or l’Association des Scouts de Canada, the jamboree organizing committee and contracted companies supporting the jamboree.  In addition, the CMT on behalf of Scouts Canada and l’Association des Scouts de Canada employs generally accepted information security techniques, such as firewalls, access control procedures and cryptography, to protect personal information against loss and unauthorized access.  

Retention of Your Personal Information  

The CMT and the Jamboree organizing committee will retain your personal information for as long as necessary to fulfill the purposes for which it was collected.  In some cases, it is necessary to retain personal information for longer, in order to protect Scouts Canada or l’Association des Scouts de Canada from liability in the event of a dispute.    

Website  

If you visit the Canadian Contingent website, and do not actively provide any personal information, Scouts Canada still stores certain information automatically, via the placement of a text file called a “cookie” in the browser directory of your computer’s hard drive.  The cookie cannot be read by any website other than the one that set up the cookies.  If you choose to modify your browser to disable cookies, some pages of this website may not function properly.  

Scouts Canada will only collect and store the following information about your visit to our website:  

1. The Internet domain from which you accessed the website;  
2. The type of browser and operating system you are using;  
3. The date and time of your visit;  
4. The pages within the website that you visit; and  
5. If you linked to another website from the website, the address of that site.  

Scouts Canada uses this information to count the number of visitors to the different Scouts Canada web pages, in order to make the site more useful to our members and visitors.  You should be aware that operators of linked websites may also collect your personal information (including information generated through the use of cookies) when you link to their websites.  Scouts Canada is not responsible for how such third parties collect, use or disclose your personal information, so it is important to familiarize yourself with their privacy policies before providing them with your personal information.  

Changes to this Privacy Statement  

The CMT reserves the right to modify this Privacy Statement at any time.   

Contacting Us  

If you have any questions about the CMT’s Privacy Statement or if you have reason to believe that Scouts Canada may have failed to adhere to this Privacy Statement, you may contact the CMT at [email protected] or the national offices of Scouts Canada or l’Association des Scouts de Canada.