SW Camp – Applicant Terms and Conditions

The specific dates, location, accommodation options and fees for each SW Camp will be stated on the relevant application page or information provided to applicants.

Please read these Terms and Conditions carefully before submitting an application.

By submitting an application, you confirm that you have read, understood and agreed to these Terms and Conditions.

1. Application and selection

Submitting an application does not guarantee a place at SW Camp.

Applications are reviewed by the organisers before acceptance. The organisers may consider factors including participant suitability, health and safety, safeguarding requirements, accommodation availability and the needs of the group.

Your place is only confirmed after:

• your application has been approved;
• you have received written confirmation of acceptance; and
• the required payment has been received.

Please do not book flights or make non-refundable travel arrangements until you have received written confirmation that your place has been approved.

The organisers reserve the right to decline an application where they reasonably believe participation may not be suitable or safe.

2. Accuracy of information

Applicants must provide complete and accurate information when completing the application.

This includes information relating to:

• physical health;
• mental health;
• medical conditions;
• current or recent injuries;
• allergies;
• prescribed medication;
• dietary requirements;
• emergency contacts; and
• anything else that may reasonably affect safe participation in the camp.

If your circumstances change after submitting your application, you must inform the organisers before attending.

Deliberately withholding important information or providing misleading information may result in an application being declined or a confirmed place being withdrawn.

Where significant relevant information was not disclosed before payment, a participant may be removed from the camp without a refund.

3. Physical and mental health

SW Camp includes physically and mentally demanding activities.

Applicants should consider whether they are physically and psychologically able to participate safely before applying.

Depending on the particular camp, the programme may include activities such as:

• kickboxing;
• boxing;
• wrestling;
• high-intensity fitness training;
• strength and conditioning;
• outdoor activities;
• walking or hiking;
• team challenges; and
• spiritually and emotionally reflective sessions.

Participants do not need to be experienced athletes. However, they should be capable of participating safely within their own ability.

Applicants must disclose any physical or mental health condition that could reasonably affect their safety, wellbeing or participation, or that could require additional support during the camp.

Having a physical or mental health condition does not automatically prevent someone from attending.

Where necessary for safety and wellbeing, the organisers may request further information or written medical clearance from an appropriate healthcare professional before approving or maintaining a participant's place.

The organisers will treat medical information confidentially and will only share it where reasonably necessary for participant safety, safeguarding or emergency care.

4. Medication

Participants are responsible for managing their own medication unless otherwise specifically agreed with the organisers.

Participants must:

• bring sufficient medication for their entire journey;
• carry medication in appropriate original packaging where required;
• bring supporting prescriptions or medical letters where necessary; and
• check whether their medication can legally be brought into the host country and any country through which they travel.

Participants should not discontinue or alter prescribed medication in preparation for or during the camp without appropriate medical advice.

5. Physical activity and assumption of risk

Applicants acknowledge that kickboxing, boxing, wrestling, fitness training, hiking and other physical activities involve an inherent risk of injury.

Possible injuries may include bruising, strains, sprains, fractures, concussion and other injuries associated with physical training, combat sports or outdoor activities.

Participants are expected to:

• follow the instructions of coaches and organisers;
• use appropriate protective equipment;
• exercise within their own ability;
• inform an instructor immediately if they feel unwell, injured or unable to continue; and
• stop participating where instructed for safety reasons.

Where requested, participants must bring appropriate personal protective equipment, which may include boxing/kickboxing gloves, a properly fitted mouthguard and appropriate protective headgear.

The organisers may prevent or restrict a participant from taking part in a particular activity where there is a reasonable health or safety concern.

No participant will be expected to continue an activity when they are injured or genuinely unable to participate safely.

6. Travel and medical insurance

Comprehensive travel and medical insurance is mandatory for participants attending an overseas SW Camp.

Participants are responsible for ensuring that their insurance is appropriate for their individual circumstances and covers the entire period of travel.

Because SW Camp may include martial arts, strenuous exercise and outdoor activities, participants must check that their policy provides appropriate cover for the activities in which they intend to participate.

Insurance should, where appropriate, include cover for:

• overseas medical treatment;
• hospital treatment;
• accidents and injuries;
• emergency transportation;
• medical evacuation or repatriation;
• trip cancellation or interruption;
• lost or delayed baggage; and
• physical, sporting and outdoor activities undertaken during the camp.

The organisers are not responsible for costs that would normally be covered by appropriate travel or medical insurance.

7. Passport, visa and entry requirements

Each participant is responsible for ensuring that they are legally able to travel to and enter the country in which the camp is being held.

Participants must check the passport, visa, immigration, health and entry requirements applicable to their:

• nationality;
• passport;
• country of residence;
• destination;
• travel route; and
• transit countries.

Participants must ensure that their passport has the required period of validity.

The organisers cannot guarantee that a participant will receive a visa or be permitted to enter the host country.

Being refused a visa, refused entry, or failing to satisfy immigration, health or passport requirements does not entitle a participant to a refund.

8. Flights and travel arrangements

International and domestic flights are the responsibility of the participant unless specifically stated otherwise.

Participants must follow the arrival and departure guidance provided by the organisers.

Participants arriving outside designated group-transfer arrangements may be responsible for arranging and paying for their own transport to the camp.

The organisers are not responsible for:

• missed flights;
• flight cancellations;
• flight delays;
• lost or delayed luggage;
• visa or immigration problems;
• missed connections; or
• other personal travel disruption.

Participants are strongly advised not to make non-refundable travel arrangements until their camp place has been confirmed.

9. Camp fees and payment

Camp fees, accommodation options and available payment arrangements will be provided for each individual camp.

Participants may be offered the option of paying in full or through an agreed instalment plan.

A place is not reserved until the required initial payment has been received.

Where an instalment plan is selected, all payments must be completed by the deadlines communicated by the organisers.

Failure to make an instalment by the required deadline may result in the participant's place being released.

10. Cancellation and refunds

Once payment has been made, payments are non-refundable, except where the organisers cancel the camp and expressly provide otherwise.

This includes cancellation because of:

• changes in personal circumstances;
• illness or injury;
• work or family commitments;
• inability to obtain a visa;
• refusal of entry into the host country;
• passport issues;
• flight changes or cancellations;
• failure to obtain appropriate insurance; or
• other circumstances preventing the participant from attending.

If a participant can no longer attend, they may ask to transfer their place to another person.

Any replacement participant must:

• complete the normal application process;
• meet the eligibility requirements; and
• receive written approval from the organisers.

A transfer is not automatic and remains subject to organiser approval.

11. Cancellation or significant changes by the organisers

The organisers may make reasonable changes to the programme, instructors, activities, venue, accommodation, timetable or transport arrangements where necessary.

If the organisers cancel the entire camp, participants will be informed of the arrangements concerning camp fees already paid.

The organisers are not responsible for external costs such as flights, hotels, visas, insurance or other travel expenses.

Where circumstances outside the reasonable control of the organisers affect the camp — including natural disasters, extreme weather, government restrictions, public health emergencies, civil disturbance, security concerns or major transport disruption — the organisers will determine the most reasonable course of action available at the time.

12. Conduct and behaviour

SW Camp is based on Islamic values, discipline, mutual respect, brotherhood and consideration for others.

Participants are expected to behave appropriately towards:

• scholars;
• instructors;
• organisers;
• volunteers;
• venue staff;
• local residents; and
• other participants.

Bullying, harassment, threatening behaviour, violence outside supervised training, serious disruption, sexual misconduct, deliberate damage to property or behaviour that places others at risk will not be accepted.

Alcohol, illegal drugs and prohibited substances are not permitted during the camp.

Participants must follow reasonable safety, safeguarding and organisational instructions.

13. Removal from the camp

The organisers reserve the right to remove a participant from the camp where there are reasonable grounds relating to:

• serious misconduct;
• safety;
• safeguarding;
• threatening or aggressive behaviour;
• repeated failure to follow reasonable instructions;
• possession or use of prohibited substances;
• serious disruption of the camp; or
• significant health or other information that was deliberately withheld during the application process.

Where a participant is removed for these reasons, no refund will normally be provided.

The participant will be responsible for arranging and paying for their own accommodation, transport and onward travel.

14. Emergency medical treatment

If a participant becomes seriously ill or injured, the organisers may contact local emergency services and take reasonable steps to obtain appropriate medical assistance.

Where a participant is unable to provide instructions in an emergency, the organisers may provide relevant medical information to healthcare professionals where reasonably necessary to protect the participant's health or life.

Any medical, hospital, ambulance, evacuation, repatriation or related costs remain the responsibility of the participant and/or their insurer.

Participants must provide an appropriate emergency contact as part of their application.

15. Participants under 18

Any applicant who will be under 18 years of age on the first day of the camp must declare this during the application process.

Acceptance of a participant under 18 is subject to additional safeguarding requirements and approval by the organisers.

A participant under 18 must be accompanied throughout the camp by a responsible adult who has been formally authorised by the minor's parent or legal guardian to act as their guardian during the camp.

The accompanying adult must accept responsibility for the minor's day-to-day supervision, welfare and conduct throughout the journey and camp.

Written consent and authorisation from the minor's parent or legal guardian must be provided before the minor's participation can be confirmed.

The parent or legal guardian must provide the organisers with details of the authorised accompanying adult and confirm that this person has permission to make appropriate day-to-day and emergency decisions concerning the minor where necessary.

Additional documentation may be required relating to:

• international travel;
• parental consent to travel;
• emergency medical treatment;
• accommodation;
• safeguarding;
• emergency contacts;
• photography and filming; and
• guardian authority.

The authorised accompanying adult must remain responsible for and reasonably available to the minor throughout the camp.

The organisers retain their own safeguarding and safety responsibilities and may impose additional requirements where necessary.

The organisers reserve the right to determine whether participation by a particular applicant under 18 can be safely and appropriately accommodated.

16. Accommodation

Participants must respect their accommodation, roommates and venue rules.

Shared rooms may contain several participants.

Where shared accommodation has been selected, participants normally cannot choose all of their roommates.

Participants are responsible for damage they deliberately cause to accommodation or camp property.

Room allocations may be changed where reasonably necessary for operational, safeguarding or welfare reasons.

Where a participant is under 18, accommodation arrangements will also be subject to safeguarding requirements determined by the organisers.

17. Personal belongings

Participants are responsible for their own money, passports, electronic devices, luggage and other personal belongings.

The organisers cannot accept responsibility for loss, theft or damage to personal possessions except where liability cannot lawfully be excluded.

Participants should keep passports, money and valuables secure and ensure appropriate insurance is in place.

18. Food, allergies and dietary requirements

Applicants must disclose serious food allergies and important dietary requirements during the application process.

The organisers will make reasonable efforts to accommodate disclosed requirements but cannot guarantee an entirely allergen-free environment.

Participants with potentially serious allergies must bring any prescribed emergency medication and inform the organisers of the appropriate emergency response.

19. Photography, video and media

Participants should understand that photography and video recording are an integral part of SW Camp.

By attending the camp, participants acknowledge that photographers and videographers may be present during activities, workshops, training sessions, excursions, meals and other parts of the programme.

Photographs and recordings may be used for purposes including:

• SW Camp social media;
• websites;
• promotional videos and materials;
• future camp promotion;
• reports and presentations; and
• other communications relating to SW Camp.

Participants who do not wish to appear in a particular photograph or recording should, where reasonably possible, avoid the camera or inform the photographer or videographer at the time of filming.

Participants should understand that, because SW Camp involves group activities, it may not always be possible to prevent incidental appearance in wide-angle, background or group footage.

Anyone with a significant concern regarding photography or filming should inform the organisers before attending so that reasonable arrangements can be discussed.

For participants under 18, the required parental or legal guardian consent relating to photography and filming must be obtained before attendance.

20. Personal information, medical information and confidentiality

The organisers collect personal information necessary to assess applications, organise the camp and protect participant welfare and safety.

This may include:

• name and contact information;
• date of birth;
• nationality and travel-related information;
• emergency contact details;
• accommodation requirements;
• dietary information;
• physical and mental health information;
• medical conditions and injuries;
• allergies;
• medication information;
• payment and booking information; and
• other information provided as part of the application process.

This information may be used for:

• reviewing and assessing applications;
• communicating with applicants and participants;
• organising accommodation and camp activities;
• health and safety;
• safeguarding;
• emergency planning and response;
• arranging appropriate support where required;
• camp administration; and
• fulfilling legal or organisational responsibilities.

Health, medical and other sensitive information will be treated confidentially and access will be limited to organisers or other persons who reasonably need the information for participant safety, safeguarding or administration.

Where reasonably necessary, relevant information may be shared with healthcare professionals, emergency services, accommodation providers, activity providers or other appropriate parties for the purpose of protecting a participant's health, safety or welfare.

Personal information will not be used or shared for unrelated purposes without an appropriate reason or permission.

Information should only be retained for as long as reasonably necessary for the purposes for which it was collected or where retention is required for legal, safeguarding, insurance or administrative reasons.

21. Responsibility of participants

Participation in SW Camp does not replace professional medical, psychological, counselling or other healthcare.

Participants remain responsible for their own decisions, health and wellbeing and should seek appropriate professional advice where necessary.

Participants are responsible for deciding whether an activity is appropriate for them and should communicate immediately if they are unable to participate safely.

Nothing in these Terms and Conditions excludes or limits any responsibility or liability that cannot legally be excluded or limited.

22. Agreement

By submitting an application for SW Camp, you confirm that:

• you have read and understood these Terms and Conditions;
• the information you provide in your application is complete and accurate;
• you understand that applying does not guarantee acceptance;
• you understand the physical and potentially demanding nature of the camp;
• you agree to disclose relevant physical and mental health information;
• you understand the requirement for appropriate travel and medical insurance when applicable;
• you accept responsibility for passport, visa and entry requirements;
• you understand that photography and filming take place during SW Camp;
• you understand and accept the cancellation and refund terms; and
• if accepted, you agree to comply with the camp's rules and reasonable instructions.