Terms of registration, participation and cancellation
These terms apply to everyone taking part in the camp.
Registration
Registration for the Kimara 2024 camp is open from 15 January 2024 to 13 March 2024. 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, except for 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).
All registrations are submitted via the Scout register Kuksa. The day camp fee entitles you to take part for 24 hours, including meals from lunch on the day of arrival to breakfast on the day of departure, the camp program and tent accommodation using your own camping gear.
Participants under the age of eighteen 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.
Camp explorers consist of 12 to 22 year old non-scouts that speak a language other than Finnish or Swedish as their home language. Camp Explorers register with their own separate registration form. The form is not to be used by members of the Guides and Scouts of Finland or by those non-scouts that do not fill the definition of a ”Camp Explorer”. The camp organizers withhold the right to cancel enrollment in cases of misuse and/or fraud.
Grants
Members of The Guides and Scouts of Finland can apply for a grant to sponsor their participation in the camp. The grant application period is the same as the registration period (15 January 2024 -13 March 2024). 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 applying. Grants are awarded purely based on the information in the application and no attachments are needed.
Grants can be applied for in two distinct categories:
Participants aged under 9-years (born 2015 or later) can receive a grant of EUR 160 (full camp fee) or EUR 80 (half of the camp fee). Participants aged between 9-22 years (born in and between 2002 and 2014) can receive a grant of EUR 220 (full camp fee) or EUR 110 (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. Grants for shorter periods of camp time (day camp) cannot be applied.
Facts affecting the grant decision consist of the number of persons in a household, yearly income, physical injuries, illnesses and economic situation. In addition to these, there are also other reasons, for example the number of people taking part to the camp from a single household that affect the grant decision for individual applicants.
The participant will be directly informed of the grant decision by 1 May 2024. 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
kimara@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 are valid until 1 June 2024.
The summer job, military and non-military service guarantee mean 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 take part in the camp. The summer job, military and non-military service guarantee cover the camper who applied for the guarantee and the campers under target group-aged (0–6-year-old) children.
Cancelling the participation requires a free-form certificate from the employer, the Defense 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 1 June 2024.
The accessibility guarantee allows a camper to cancel their camp participation in the event that the camper has a special accessibility need that the Kimara camp organization is unable to fulfil, despite efforts to do so. To apply the accessibility guarantee, the participant must always contact the Kimara organization in
writing at kimara@partio.fi to let it know of their accessibility need.
The Kimara organization always has the right to first try to fulfil the accessibility need, and the participant is compelled to contribute to this by communicating with Kimara organization and trying to find a solution together.
The Kimara organization has the right to solely determine if the accessibility need is necessary and if Kimara’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 1 June 2024.
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 Helsinki Metropolitan Area Guides and Scouts will not invoice the new participant or compensate the original participant for the fee. Camp participation can be transferred only for the same period and a registration in the same payment category.
In the event that the non-attending participant has a 0–6-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 a 0–6-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 kimara@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 kimara@partio.fi
Participation fee and terms of payment
A paid participation fee is a requirement for entering the camp area.
The participation fee is paid as an online payment during registration using the available methods of payment.
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.
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 take part in Kimara with a personal assistant. The same terms and policies apply to the registration of assistants as to the other participants of the camp. Assistants taking part to the camp with the person in need of aid may do so without payment.
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 eighteen 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.
Kimara 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 at once. 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.
If a participant leaves the camp early by their own or their guardian’s decision, the participation fee will not be refunded.
Force majeure / cancelling the camp
The Helsinki Metropolitan Area Guides and Scouts is not responsible for any change or damage that is caused by a force majeure beyond its reasonable control and which The Helsinki Metropolitan Area Guides and Scouts cannot reasonably be expected to have considered at the time of registration and whose consequences could also not have been reasonably prevented by The Helsinki Metropolitan Area Guides and Scouts, such as war, rebellion, a global 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, which prevent the organization of the event.
In such cases, The Helsinki Metropolitan Area Guides and Scouts 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 the organization of the event 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 Helsinki Metropolitan Area Guides and Scouts 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 kimara@partio.fi