SIDE EVENT BOOKING FORM

- 43rd World Scout Conference, Egypt 2024

Please fill up the form below to book your side event at the 43rd World Scout Conference.


The deadline for side event bookings is 4 August 2024.


As there will be many side events happing at the Conference, we ask you to provide three preferred slots as alternatives for double booking scenarios, and the principle of first come first served will apply for all booking requests.


Please note that your booking request is upon confirmation of availability for your preferred date and time. Once your booking is confirmed, the host team will contact you for more practical logistical details, as well as the payment information.


If you have any questions regarding side events, please contact us at registration@scoutconference.org.

 

Side Event Information

 

Please provide the official name for your side event:

 

Please provide the official host name for your side event:

 

Select the event type that best describes your side event:

 

Please give a brief description of your side event:

 
 

How many people will attend your side event?

 

Please describe who is the audience for your side event:

 
 

Please inform us about your event visibility:

 

Date and Time Slot

 

Please select the first option of your preferred time slot.

If you want to book two or more consecutive slots, please select all slots accordingly.

 

Please select the second option of your preferred time slot.

If you want to book two or more consecutive slots, please select all slots accordingly.

 

Please select the third option of your preferred time slot.

If you want to book two or more consecutive slots, please select all slots accordingly.

 

Please indicate below any additional remark regarding your preferred time slot:

 
 

Room and Setup

 

Please select the first option of your preferred room.

If you want to book two or more adjacent rooms, please select all rooms accordingly.

 

Please select the second option of your preferred room.

If you want to book two or more adjacent rooms, please select all rooms accordingly.

 

Please select the first option of your preferred room.

If you want to book two or more adjacent rooms, please select all rooms accordingly.

 

Please indicate below any additional remark regarding your preferred room:

 
 

Please select the room setup for your side event:

 

Please indicate below any additional remark regarding your room setup:

 
 

Additional Services

 

Do you need catering for your side event?

 

Do you need any additional equipment for your side event?

 

Please let us know if you have any other specific request for your side event:

 
 

Point of Contact

 

Name of the main point of contact for your side event booking request:

 

Email of the main point of contact for your side event booking request:

 

Whatsapp contact of the main point of contact for your side event booking request:

 

Organization of the main point of contact for your side event booking request:

 

Let us know if you have any additional remarks or comments that were not addressed above:

 
 

Terms and Conditions

 

In order to proceed and in compliance with the General Data Protection Regulation of the EU, you agree for the World Scout Bureau, its staff, volunteers or affiliates to collect and process your personal information for the purpose stated in the circular and be kept in our records only for our internal reference in the future. We will ensure that your personal information is kept safe and will not be shared with third parties. If at any time you wish for your personal information to be deleted from our records in the future, please submit your request to registration@scoutconference.org.

 

By requesting a side event boooking, I understand and agree that all Conference rules will apply for side events, including but not limited to the Code of Conduct, and the Terms and Conditions.


In addition, please note the following:

  • No alcohol is allowed during side events
  • No outside food is allowed during side events
  • Selling of items is not allowed during side events
  • If your side event will feature any kind of entertainment presentation (such as artist, music presentation, dance, etc), please let us know in advance using the comments section above as we will need to coordinate with the host and the venue of any approvals.
 

Terms and conditions

Cancellation: Any booking cancelled less than 14 days prior to an event will be subject to a cancellation charge of 50% of the booking fee. Bookings cancelled within 7 days prior to the event will be subject to a cancellation charge of 75% of the booking fee. Bookings cancelled within 24 hours prior to the event will be subject to a cancellation charge of 100% of the booking fee.

We will attempt to but cannot guarantee to fulfil any changed made to your booking requirements less than 7 days prior to your event


Confirmation of booking

In submitting this form, you agree to adhere to our terms and conditions of use. Any extra items used or ordered on the day of your event but not detailed in the above will be added to your invoice. Your booking is not confirmed until the invoice is paid.