Membership Terms and Conditions

INTRODUCTION
Welcome to membership at The Charity Dalek Squad.

Charity Dalek Squad aims to encourage an inclusive and welcoming environment for all its members, though the appropriate conduct and behaviour of its members at all times. We believe in good relationships, good manners and a safe environment.

This is an Agreement between you (the "Member"), and The Charity Dalek Squad, a professional hobby group (hereinafter “we”, “us”, “our”, “The Charity Dalek Squad”, "The Group").

By completing the joining process via our website and becoming a Member of The Group, you are accepting all the terms and conditions in this Membership Agreement. You should read them before completing the joining process and accept them.

STARTING YOUR MEMBERSHIP 
a. When applying for membership, we will ask you for personal details in order to identify you; this includes, first name, last name, date of birth, address and post code and gender / sex;

b. Our acceptance of your membership will occur when we confirm in writing to you at which point an agreement will be in place between you and us;

c. Your membership with The Group will be given a provisional status until completion of three trial events and at least one social event is attended, after which the membership will be confirmed. A member of our leadership team will mentor provisional members for their first three events by way of induction to our group, be available to answer questions and help acquaint provisional members to our operating procedures and group culture.

d. We may inform you during the joining process if a waiting list is in operation. We will not complete an application until a membership slot becomes available and we will notify you by email when we can finalise the joining process;

e. The Membership year runs from 01 April to 31 March. Your membership will commence on the agreed Start Date (as defined at the point of joining), after which time you agree to be bound by this agreement and any other applicable terms or conditions.  Membership fees are fixed regardless of the date of joining; however, memberships that are due to start no more than three weeks prior to a new membership year will carry over into the next without additional payment;

f. By accepting the Terms, you are agreeing to pay the Annual Membership Fee, if applicable, which is confirmed at the start of the joining process and before you confirm your payment instruction;

g. You understand that we try to keep membership costs to a minimum and are to cover operating costs and membership items only. Any income that may be generated (meaning any value of money taken from membership fees that goes above operational costs) will be donated to a charity as voted by our members, and the value and breakdown will be clearly communicated to members on an annual basis;

h. You confirm that you are at least 18 years of age;

i. Members will have the appropriate level of PLI for their intended activity within the group.

k. It is mandatory for all Dalek Operators or costumers with restricted movement or vision, or both, are required to hold valid Public Liability Insurance in order to attend an event. Evidence of the insurance validity will be required before you are authorised to attend any event with the group and is monitored as part of your membership;  

l. It is recommended that Costumers without restricted movement or vision and Minders obtain PLI insurance, but it is not required but it may be useful should you wish to occasionally operate a Dalek etc.; 

m. Whilst we currently do not conduct DBS checks on our members, you do however agree to notify us of any convictions (spend or unspent) in the interests of honesty and transparency, protection of the CDS's interest and its members, to which we will keep this information confidential;

n. You agree to inform us of any changes to your personal details, including contact information; this should be done using your on-line forum account or by email to [email protected];

MEMBER HEALTH DECLORATION
You acknowledge and declare that:

1. The information provided by you at the joining process regarding your health and throughout your membership is correct and is used and relied upon by us; we shall always keep confidential any information that you provide us about your health;

2. To the best of your knowledge or belief that you are in good health and not knowingly unable to costume or operate props; or undertaking any activity which could be detrimental to your health, wellbeing, safety or comfort;

3. You agree to advise us should your health or physical condition change that could impact your safety or the safety of others at events;

4. You acknowledge that you are mainly responsible for your health and wellbeing and to not exceed your own capabilities;

MEMBERSHIP SERVICES
a. As a member you are entitled to access all forums and social media groups at any time during your membership until such time membership is suspended, reaches the end of its term, frozen or cancelled by either party.

b. Memberships are non-transferable;

c. We will continue to provider membership services to you providing that:

- Your membership payment is up to date and that you do not breach any of the terms and conditions (as outlined in this document)

- In the event a government or mandatory shut down (i.e. as a result of a pandemic), will not result in any extension or refund being given to membership fees.

MEMBER CONDUCT AND ETIQUETTE
As members of the group, you are the representatives of Charity Dalek Squad to internal members, the public, event staff and other costuming groups. 

a. Members shall take all reasonable steps to preserve the reputation and good name of the Charity Dalek Squad in fulfilling their obligations under this Agreement and shall do nothing which would or might reasonably be expected to diminish the reputation or good name of the Charity Dalek Squad;

b. Charity Dalek Squad promotes an environment in which diversity is recognised, valued and encouraged. Charity Dalek Squad and it's members will ensure that no other member, prospective member, the public or any of event staff receives less favourable treatment on the grounds of any of the following protected characteristics: 
- Sex;
- Gender or Gender reassignment;
- Sexual Orientation;
- Marital / Civil Partnership Status;
- Disability;
- Pregnancy;
- Race;
- Colour;
- Nationality;
- Ethnic Origin;
- Religion;
- Dependency ;
- Age;

c. Members are to treat all others with dignity and respect, free of harassment or discrimination and consider others' well-being in what they say and do; 

d. Members will not undertake any activities that would put themselves or others at risk of injury or harm and will follow the event risk assessment and event or premises health and safety rules. If you have an concerns, please discuss with the Event Liaison Officer or Chair if present at the event;

e. All members are required to purchase a CDS uniform shirt at the start of their membership and will purchase replacements when needed to ensure that the member is presentable. 

f. All CDS members must wear a uniform shirt at an event, unless a costume member; Costume Members must wear a uniform shirt at an event when not dressed in a character costume;

g. All CDS members must don their ID badge and lanyard at all times whilst on the event premises; unless in a costume in which case the Member must have their ID badge with them and be prepared to show this when upon request;

g. CDS members must not smoke or vape when or operating a prop (e.g. a Dalek), especially when in the view of public or event staff. If wearing a costume, you may remove items until it is no longer recognisable. If wearing a CDS uniform shirt, please ensure this is covered up with another item of clothing or change out of the uniform;

CANCELLING YOUR MEMBERSHIP
You may cancel your membership at any time by emailing [email protected] or ending your membership via the online membership portal. You will not be entitled to a refund of membership costs, unless cancelled within the first 30 days, minus any incurred costs, e.g. uniform and membership purchases. 

OUR RIGHTS TO CANCEL MEMBERSHIP
a. We reserve the right to cancel your membership at any time for, including but not limited to, the following reasons:

1. Any breaches to any of the terms and conditions applicable to your membership (as outlined in this
document) and any other applicable terms and conditions, or policy, including your decision to decline acceptance of any updates to these;

2. If you do not make renewal payments on time;

3. If you do not provide us within a reasonable time any information we request in order to provide your membership to you;

4. If the Member does not attend any events within six months without communication with the group leadership team; 

5. In the event a Member becomes 'Inactive' which occurs automatically after three months of no activity or engagement with the Group. In that event, a member of the leadership team will contact the Member, if no reply is received after two weeks, a further attempt to contact the member will be made. If after a further two weeks we are unable to establish contact, then the membership will be suspended. If after one month, no communication is established with the Member, the Membership will be cancelled. 

6. That we are unable to continue operating as an organisation, i.e. permanent closure;

7. You will not be entailed to a refund of membership costs, unless we cancel your membership for the above reasons within 30 days of your membership being confirmed;

OTHER IMPORTANT TERMS

a. Only you, the person named in the joining process, can benefit from the membership;

b. We reserve the right to amend or withdraw membership features without notice, although we will always try to notify you in advance;

c. We reserve the right to update or amend the terms and conditions as necessary without prior written notice, although we will make every attempt to highlight these changes and what they mean to you by email. You understand that upon any revision to these terms and conditions that you will be required to agree on each occasion for your membership to continue.

d. Charity Dalek Squad are not liable and will not accept responsibility for theft, loss, or damage of members' property that is brought to any event. If such loss or damage does occur as a direct result of a negligent act or an omission of Charity Dalek Squad, liability will be limited to £75;

e. We also reserve the right to remove you from an event if we deem this an appropriate action in the event you breach the terms outlined in this agreement;

f. Members will show respect to the hosting venue / premises, keep the area you occupy tidy and clear of litter throughout our visit and follow the rules provided by the venue. You understand that you are liable for any damage caused to Premises or The Facilities though your actions or negligent use when attending an event;

g. Members will not be reimbursed where they have incurred costs (e.g. accommodation or vehicle hire) in the event that the event is cancelled or attendance withdrawn by either Charity Dalek Squad or the Event or Venue, for any reason. We will try to notify you of any cancellations as soon as possible, but recommend that when booking accommodation or vehicle hire that you select an option that allows you flexibility to cancel wherever possible;

h. For the avoidance of doubt, when in attendance at an event, any operational requirements or changes communicated via the hosting venue or events team should be referred to the Event Liaison Officer in the first instance or the Chair, if present at the event;

Last updated: 19 Sept 2023