Ball Policy & COVID

Summary (The Important Bits)


  • Behaviour not in the nature of Scouting or Guiding will not be tolerated.
  • Drink responsibly, alcohol is no excuse for poor behaviour. Please be respectful of noise when returning to accommodation. Please be mindful that some members may also have gone to bed earlier than you.
  • The use of illegal substances of any kind will not be tolerated by SSAGO.
  • Contact the SSAGO committee if you do not wish any photos of yourself to be published online.
  • While attending the event, members are expected to follow the rules of both The Scouts and Girlguiding, including following The Yellow Card, The Green Card and A Safe Space.


  • You will be able to get a full refund for your ticket if you have to self-isolate and can provide proof of this.
  • We may be able to offer refunds to members who cancel for other reasons but this will be decided on a case by case basis (e.g. for an urgent medical or family emergency).


  • Make sure all payment details are correct and you pay with the provided reference. They are NOT the same as Rally or previous Balls.
  • All payments should be made either within one week of starting your booking, or by the end of the booking phase you started your booking in (i.e. before any price increases or bookings close), whichever is earliest.


We are committed to running a fun and safe ball for all of SSAGO to enjoy. This means that it is important to consider the COVID-19 guidance and implement it to make sure Ball can happen safely. It is key to note that we want Ball to be as unrestricted as possible, whilst making sure that we follow the guidance provided by Scout HQs in England, Scotland and Wales. This means that we will be reviewing our guidance as more information is published and made available to us. As of 27/02/22 these are the following considerations that might be implemented:

  • Regardless of local rules, if you test positive for Covid-19, you will not be allowed to attend Ball. 
  • If lateral flow tests are still widely available free of charge, you will be required to undertake a test before ball and by booking agree to doing so. If they are not available free of charge, you are encouraged to take a test, but this is not a requirement. 
  • If tests are required, you should be prepared to show evidence of your negative test / natural immunity at check-in.
  • You may be required to wear a mask when you are indoors and not eating, drinking or sleeping, unless exempt.

Behaviour Policy

General Behaviour

Behaviour, which is not in the nature of Scouting or Guiding, will not be tolerated; any actions which bring the reputation of SSAGO, The Scout Association or Girlguiding UK into disrepute will be dealt with by the National SSAGO Executive Committee.

Before the hour of midnight, only songs of a suitable nature for youth members of both Scouting and Guiding may be sung at the campfire.

After midnight, songs which may be deemed offensive might be sung. It is therefore recommended that if you do not feel comfortable in such an environment, that you remove yourself from it when advised.


SSAGO operates no official alcohol policy; however, where our members drink we encourage them to do so sensibly, and for clubs to adopt a rational approach to drinking. We actively encourage the membership to monitor and police itself in terms of what is acceptable and unacceptable drinking behaviour.

Alcohol is not an excuse for poor behaviour, inappropriate behaviour propagated under the effects of alcohol will not be more favourably viewed, than acts committed when sober.

Nobody under the age of 18 must consume alcohol whilst participating in any activity under the banner of SSAGO, Scouting or Guiding. Anybody found to be supplying alcohol to a person under the age of 18 is breaking the law. All events have a designated alcohol free zone and members should respect this space. While attending events we ask members are sensible and observe and requests made by the National SSAGO Executive Committee or Event Committee with respect to their behaviour, especially with the regard to consumption of alcohol, in respect to our under 18 members.


Please be mindful of any neighbours around the campsite, especially overnight. To keep in line with the law, noise should be kept to a minimum between the hours of 11pm and 7am, so please be respectful of this. When moving around the camping or indoor accommodation areas, please also be mindful that some members may have gone to sleep earlier than you.

Online Behaviour

In the run up to the event and throughout the course of it, we ask members to remain sensible with regard to their messages and actions on online platforms. We encourage members to report any inappropriate behaviour to the National SSAGO Executive Committee or Event Committee.

Illegal Substances

The use of illegal substances of any kind will not be tolerated by SSAGO. The police shall be called immediately and a lifetime ban from SSAGO will automatically occur. Additionally, the member(s) involved will have their name(s) passed to The Scout Association and Girlguiding UK, and their University.


National Events typically have a high volume of attendees and are spread over a large area. There will be video, photography and audio being recorded during the event to help promote Scouting, Guiding and SSAGO as a whole.

By participating in this event you grant SSAGO full rights to use the this media and any reproductions or adaptations for these purposes and in line with The Scouts and SSAGO policy. If you do not wish to be photographed please contact the Event Committee.

Breaches and Disputes

Where breaches of this behaviour occur the Event Committee, and allocated event staff, reserve the right to perform one or more of the following actions: temporary removal of a member from an online platform; removal from an activity; removal from the event; referral to the National SSAGO Executive Committee.

The National SSAGO Executive Committee shall serve to be the point of appeal for all disciplinary actions applied by the Event Committee, or staff acting on their behalf, where a member feels they have been unjustly sanctioned. If the sanctions were applied by the National SSAGO Executive Committee an appeal may be made in line with the "Behaviour and Disciplinary Procedures" Policy. Where a member is unable to take part fully in an activity or event due to restrictions placed on them by staff as a result of their behaviour there shall be no right to a refund for any costs paid towards that activity unless a dispute is successful.

Cancellations and Payments Policy


You will be able to get a full refund for your ticket if you test positive for Covid-19 and can provide proof of this. This applies to those that have tested positive for COVID-19 via a PCR test, those awaiting PCR test or results following symptoms, or positive lateral flow tests. 

By offering this to members who book on, we aim to prevent anyone from coming who knowingly could spread COVID-19 to others at the event. Anyone who does will be going against the behaviour policy, and appropriate action can be taken by the National SSAGO Executive Committee in the event that this happens.

We may be able to offer refunds to members who cancel for other reasons but this will be decided on a case by case basis (e.g. for an urgent medical or family emergency).

For clubs travelling in minibuses, etc, please do consider not relying on a single driver; if they have to self-isolate, we will not be able to refund your whole club's bookings.


All payments should be made either within one week of starting your booking, or by the end of the booking phase you started your booking in (i.e. before any price increases or bookings close), whichever is earliest. Not paying by this date risks your booking being cancelled. You are able to book on again, if bookings are still open, however you will lose access to early booking discounts, reserved accommodation, activities and merchandise. If you are unable to pay by this deadline please contact the Event Committee.

Payments must be made to the bank account given on the payment screen using the exact reference. Payments to other accounts or using incorrect references may be treated as donations.

General Cancelations

The offer of a full or partial refund for other cancelations shall be at the discretion of the Event Committee and made on a case by case basis (e.g. for an urgent medical or family emergency).

Scouting and Guiding Guidelines

While attending the event members are expected to follow the rules of both The Scouts and Girlguiding, including following The Yellow Card, The Green Card and A Safe Space; summaries of these are available to read below.

Download the Yellow Card

The Yellow Card

As adults in Scouts, the safety of young people is our priority. We're committed to:

  • Taking the interests and well-being of young people into account, in all our considerations and activities.
  • Respecting the rights, wishes and feelings of the young people with whom we work.
  • Taking all reasonable practicable steps to protect them from neglect, physical, sexual and emotional abuse.
  • Promoting the welfare of young people and their protection within a position of trust.

The Young People First code of practice (also known as the yellow card) sets out a code of behaviour for all adults in Scouts.

Code of practice

  • Do remember that you are a role model at ALL times, inside and outside Scouting. Set a good example for others to follow.
  • Do treat everyone with dignity and respect in line with the Scouting Values
  • Do treat all young people equally - do not show favouritism
  • Do follow the adult-to-young person ratios at all times
  • Do remember that you have been placed in a position of trust - do not abuse this
  • Do report all allegations, suspicions and concerns immediately
  • Do remember that someone may misinterpret your actions
  • Do respect a young person’s right to personal privacy
  • Do act within appropriate boundaries, even in difficult circumstances
  • Do encourage an open and transparent culture, where people can challenge inappropriate attitudes or behaviours
  • Do make everyone (young people, parents and carers, Young Leaders and other helpers) aware of our safeguarding arrangements and share our Yellow Card - our Code of Behaviour
  • Do create an environment where young people feel safe to voice their concerns
  • Do have separate sleeping accommodation for young people, adults and Young Leaders working with a younger section
  • Do plan activities that involve more than one other person being present, or at least within sight and hearing of others.
  • Do not plan to be alone with a young person.
  • Do not drink alcohol when you are directly responsible for young people and never allow young people on Scouting activities to drink alcohol
  • Do not trivialise abuse or let it go unreported
  • Do not join in physical contact games with young people
  • Do not overstep the boundaries between yourself and young people by engaging in friendships or sexual relationships
  • Do not allow activities that encourage bullying behaviour including initiation ceremonies, dares or forfeits
  • Do not use inappropriate, suggestive or threatening language, whether verbal, written or online
  • Do not rely on your reputation or position to protect you
Download the Green Card

The Green Card

Drinking alcohol can put adults in a compromising position regarding their responsibilities for safeguarding and their duty of care. Also, as an adult in Scouting you are a role model for young people. When adults are responsible for young people, they must not drink alcohol.

During Scouting events attended by young people under the age of 18, the following rules apply.

  • Under 18s must not drink alcohol under any circumstances.
  • There must be the correct ratio of adults responsible for young people at all times.
  • If you are responsible for young people you must not drink alcohol.
  • If you are not directly responsible for young people, and you do drink alcohol, you should still follow the Yellow Card (our safeguarding code of practice).
  • If you are drinking when 'off duty', you should consider how alcohol may affect your ability to carry out your Scouting duties when back on duty.
  • Young people must know who is responsible for them at all times.
Download a Safe Space Pocket Guide

A Safe Space

Your Volunteer Code of Conduct maps out what is expected of you at all times.

This is Girlguiding’s expectation of how you work with others in Girlguiding, including volunteers, staff and girls, and members of the public, including parents and partner organisations.

By following it you'll be able to check that you're doing the right thing and behaving in the right way. You'll be reminded of what Girlguiding stands for, of our mission, the Promise and of our values, to be caring, challenging, empowering, fun, inclusive and inspiring.

Most important of all, you'll be sure you are helping deliver our programme, which makes a great guiding experience. All volunteers contribute to good programme delivery, whether you're in a unit role working with young members or supporting other adults in guiding.

This Code supports you by making your responsibilities clear for you. Take it seriously and follow it with pride.

Your Girlguiding Volunteer Code of Conduct

As a Girlguiding volunteer you must always:

  • Be a good role model with behaviour and an attitude that are in line with our values and the Promise.
  • Comply with all applicable UK laws and guidance. If your unit is based outside the UK or you are part of an activity outside the UK, you must also abide by the law of that country.
  • Make sure you follow Girlguiding policies and procedures and re-read them regularly so you are informed of updates. If you have gaps in your understanding, talk to your local commissioner or adviser.
  • Deliver the Girlguiding programme to young members if you are a unit volunteer. When volunteering with adults in guiding, support them to meet the Girlguiding programme requirements, to play your part in giving a consistently great Girlguiding experience.
  • Be responsible and accountable in the way you perform your role.
  • Be fair and treat everyone with respect and dignity in accordance with our Equality and Diversity policy.
  • Respect privacy in line with our policies and guidance.
  • Communicate in an open and respectful way, whether in person, by phone, writing or digital media.
  • Work together with Girlguiding members, their parents or carers and members of the public to promote Girlguiding's mission and values.

If you experience any issues in the booking process, please contact