Membership Agreement

Charity Dalek Squad

1.      INTRODUCTION

1.1. Welcome and Purpose 

1.1.1.         We extend a warm welcome to you as a member of The Charity Dalek Squad.

1.1.2.         Charity Dalek Squad aims to encourage an inclusive and welcoming environment for all its members, always ensuring appropriate conduct and behaviour. We are committed to fostering positive relationships, maintaining decorum, and ensuring a safe environment.

1.1.3.         Clauses that are blue text relate to Event Attendance Members only. All other clauses and text relate to both Public Liability Members and Event Attendance Members.

1.2. Agreement 

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

1.2.2.         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.

1.2.3.         The Member agrees that this Agreement is the entire and sole statement between us, overriding all previous understandings, agreements, representations, or communications related to its subject matter.

1.2.4.         This agreement shall be governed and interpreted in accordance with English Law at all times.

2.      DEFINITIONS

2.1. Key Terms

2.1.1.         Member: An individual who has completed the joining process and accepted the terms and conditions of this Agreement.

2.1.2.         English Law: refers to the legal system of England and Wales, a common law system influenced by case law and legislation.

2.1.3.         Support Member: A Member who assists Dalek Operators or other Costumers with restricted movement or vision during events.

2.1.4.         Prop Operator: A Member who operates a Dalek or other physical prop

2.1.5.         Costumer: A Member who dresses as a character, villain, or monster.

2.1.6.         Public Liability Insurance (PLI): An insurance policy that provides coverage for Members attending events, particularly for Dalek Operators or costumers with restricted movement or vision.

2.1.7.         Event Attendance Members: Membership type that allows participation in events organised by the group.

2.1.8.         Others: Means any other organisation, costuming group, hobby group or 3^rd party (not part of the Charity Dalek Squad)

2.1.9.         Provisional Membership: Initial membership status granted until the completion of three trial events and at least one social event.

2.1.10.    Group Management: Members of the leadership team responsible for overseeing the operations of the Group. These roles include the Founder, Chair, and Group Manager.

2.1.11.    Event Manager: A designated Member responsible planning and managing events, ensuring Member safety and addressing concerns during events.

2.1.12.    Membership Year: The period from 01 June to 31 May during which membership is valid.

2.1.13.    Annual Membership Fee: The fee required to be paid by members annually to maintain their membership.

2.1.14.    Start Date: The date your membership began.

2.1.15.    DBS Check: Disclosure and Barring Service check, which is a background check on criminal records.

2.1.16.    Operational Costs: Expenses incurred for the day-to-day functioning of the group.

2.1.17.    Event Risk Assessment: A document outlining potential risks at events and measures to mitigate them.

2.1.18.    CDS Uniform: The standard attire worn by all members at events, unless dressed in a character costume.

2.1.19.    Inactive Member: A member who has not engaged with the group or attended any events for six months.

3.      MEMBERSHIP TERMS AND CONDITIONS

3.1. Starting Your Membership 

3.1.1.         Members are required to be at least 18 years old.

3.1.2.         When applying for membership, personal details including first name, last name, date of birth, address, email, postcode, and gender/sex will be requested to identify you.

3.1.3.         Your membership will be formally accepted upon written confirmation from us, at which point this agreement will take effect between both parties.

3.1.4.         Your membership is provisional until you complete three trial events and one social event, then it becomes active.

3.1.5.         As part of your induction, a member of the Group Management will mentor provisional members during their initial three events. They will be available to answer questions and assist provisional members in becoming familiar with our operating procedures and group culture.

3.1.6.         Should a waiting list be in effect, you will be duly informed during the membership application process. We will email you once a membership slot is available and can finalise your application.

3.1.7.         The membership year runs from 01 June to 31 May each year.

3.1.8.         Your membership starts on the agreed Start Date and you agree to this agreement and any other terms.

3.1.9.         Membership fees are fixed, not prorated, and memberships starting within four weeks of a new year will carry over without extra payment.

3.1.10.    By accepting the Terms, you agree to pay the Annual Membership Fee as notified during the joining process before confirming your payment instruction.

3.1.11.    We strive to maintain membership costs at a minimal level, ensuring that they only cover operating expenses and membership-related items.

3.1.12.    All income generated by the Group during the Membership Year will be donated to a charity selected by the Active Members at that time. Members will receive an annual report detailing the value and breakdown of income.

3.2. Public Liability Insurance

3.2.1.         The Public Liability Insurance Policy associated with your membership is exclusively available to you, the individual identified during the joining process.

3.2.2.         The insurance provider requires that all events attended with the Group or on an individual basis be logged using the designated registration form for accurate record-keeping of members' activities.

3.2.2.1.         This information may be requested and used by the insurers to assess risk and by the Group to demonstrate members' compliance with safety practices to the insurer.

3.2.2.2.         Any Member can provide a list of attendees for non-Group events if multiple Members attend. The Event Manager will handle this at group events.

3.2.2.3.         There is a Generic Risk Assessment available for individual attendance at events, which you agree to adhere whilst attending any event

3.2.2.4.         The Group Management or Chair will be happy to assist you with an amended Risk Assessment should you require certain activities not covered by the Generic Risk Assessment.

3.2.3.         Event Attendance Members, such as Prop Operators or Costumers, and those with restricted movement or vision, must have valid Public Liability Insurance to attend an event facilitated by the Group.

3.2.4.         Members participating in any Group-organised show or activity (e.g., Audience with the Daleks) are required to purchase PLI to participate.

3.2.5.         If an Event Attendance Member already holds their own PLI at the time of joining, a member of Senior Group Management may approve this. However, the member will need to switch to the Group's policy upon the renewal of their own policy and for each subsequent membership year.

3.2.6.         It is advised that Costume Members without restricted movement or vision, Support Members, and Volunteers consider obtaining PLI insurance. Although it is not mandatory, having PLI insurance could be beneficial if you plan to operate a Dalek or costume occasionally.

3.2.7.         If any of the Members outlined in clause 3.2.5 opts out of purchasing PLI Insurance, they will be personally responsible for handling incidents causing damage to persons or property due to their actions, whether accidental or intentional. The Group and its Members will be indemnified from such proceedings.

3.3. DBS Checks 

3.3.1.         While we do not currently conduct DBS checks, you agree to inform us of any spent or unspent convictions for honesty, transparency, and member protection. This information will be kept confidential.

3.3.2.         We reserve the right to introduce DBS checks at any time, and you agree to undergo this check if required.

3.4. Personal Details

3.4.1.         Members are required to keep their personal details current and accurate.

3.4.2.         Members must promptly notify the organisation of any changes to their personal details.

3.4.3.         Changes to personal details can be made using your online account or by email to [[email protected]]

3.5. Member Health Declaration 

3.5.1.         The health information you provide during the joining process and throughout your membership is accurate and utilised by us to assist in making any reasonable adjustments to support you. We will always keep your health information confidential.

3.5.2.         You confirm that you are in good health

3.5.3.         You confirm that you are capable of wearing a costume or operating props and will not engage in any activity that could impact your health, well-being, safety, or comfort.

3.5.4.         Inform us should your health or physical condition change in a way that could impact your safety or the safety of others at events.

3.5.5.         You acknowledge that you are primarily responsible for your health and wellbeing whilst attending events, and it is essential to remain within your own capabilities.

3.6. Membership Services 

3.6.1.         Memberships are non-transferable.

3.6.2.         Members can access all systems and social media groups until their membership is either suspended, expired, frozen, or cancelled.

3.6.3.         Membership services will be provided to you, contingent upon your membership payment being current and compliance with all terms and conditions stipulated in this document or any published Group Policy.

3.6.4.         Government or mandatory shutdowns (e.g. due to a pandemic) will not lead to extensions or refunds for membership fees.

3.6.5.         Your membership includes Public Liability Insurance.

3.6.6.         Event Attendance Members may add up to two additional Support Members, subject to approval. However, these Support Members will not be entitled to the benefits of the Public Liability Insurance Policy and will not be covered under its provisions.

3.7. Member Conduct and Etiquette 

3.7.1.         As members of the Group, you represent the Charity Dalek Squad to internal members, the public, other costuming groups, and Others. We understand that Members may attend events facilitated by Others, but any interactions at events that involve discussing the Group, the PLI Policy or your Membership should adhere to the following guidelines:

3.7.1.1.             Members acknowledge their responsibility in presenting props, costumes, monsters, characters, and villains at events and that these elements are representations from the BBC television series Doctor Who and its spin-offs.

3.7.1.2.             The portrayal of these representations is always carried out in a professional and tasteful manner.

3.7.1.3.             Members are required to take all reasonable measures to uphold the reputation and integrity of the Charity Dalek Squad while fulfilling their obligations under this Agreement (and any other Group Policy).

3.7.1.4.             Members are expected to respect the hosting venue or premises, maintain tidiness and cleanliness in the areas they occupy throughout their visit, and adhere to the rules established by the venue. Members shall be held liable for any damage caused to the premises or facilities due to their actions or negligent use while attending an event.

3.7.1.5.             They must refrain from any actions that could potentially harm or reduce the esteem of the Charity Dalek Squad.

3.7.1.6.             We create an environment where diversity is recognised and supported. Members will ensure that no other Member, potential Member, the public, or event colleagues receive less favourable treatment based on any Protected Characteristics. See Schedule II.

3.7.1.7.             Members must treat everyone with dignity and respect, considering others' well-being.

3.7.1.8.             Each member has the right to be free from harassment, violence, illegal actions, and discrimination.

3.7.1.9.             Members are required to refrain from engaging in any activities that could potentially endanger themselves or others, ensuring adherence to the event risk assessment and the health and safety regulations applicable to the event or premises. Any concerns should be addressed to the Event Manager or, if available, the Chair during the event.

3.7.1.10.         You agree to adhere to the procedures and steps as detailed in any Risk Assessment document to mitigate risk and any potential harm to yourself or others.

3.7.1.11.         Members are required to handle or operate props and costumes with limited vision responsibly, ensuring that their actions do not pose any risk to the public, fellow members, or staff of the hosting venue. Members should refrain from making rapid or unexpected movements.

3.7.1.12.         It is agreed that, whenever possible, you will operate your equipment with the assistance of an individual such as a "Minder or Spotter". This practice is particularly crucial when attending crowded events or public spaces.

3.7.1.13.         A "Minder or Spotter" is mandatory for participation in any Group-organised event.

3.7.1.14.         Props or costumes must not include, but not limited to:

A         Projectiles of any kind.

B         Lasers of any kind, or bright lights that could cause disorientation or harm to observers.

C         Sharp edges or items that may cause harm.

D         Fire extinguishers or compressed air canisters (e.g., those replicating the extermination effect of the AARU Movie Daleks).

3.7.1.15.         Water jets outside of the permitted times as outlined in the Event Risk Assessment or agreed with the Hosting Venue (e.g., only outside and during a show, as per event instructions).

3.7.1.16.         If you use a water jet system as part of your prop, please adhere to the following guidelines:

A         Exercise your best judgment regarding when to use it and on whom.

B         Ensure that you do not aim at an individual's face.

C         Operate the system in a manner that prevents any person from reacting unexpectedly and potentially injuring themselves.

D         Maintain the cleanliness of the container and pipework to guarantee water safety.

E         Refrain from using a water jet system on service animals or support animals.

3.7.1.17.         Members are required to always have their Membership Card while at an event premises and must show it upon request. If it is not feasible to carry the card, a Support Member may hold it on behalf of the Member.

3.7.1.18.         All Event Attendance Members are required to purchase a CDS uniform shirt upon commencing their membership.

3.7.1.19.         Members shall also procure replacements as necessary to ensure that the uniform remains presentable and in good condition.

3.7.1.20.         Event Attendance Members, Support Members, and Costume Members are required to wear a uniform shirt when visible to the public, except when operating a prop or wearing a costume.

3.7.1.21.         To maintain the integrity of the Characters and Monsters we represent, Event Attendance Members are strictly prohibited from smoking or vaping while handling props or wearing costumes in public. It is recommended that PLI only Members also adhere to this clause when attending events not facilitated by the Group. If wearing a costume, you can remove items until unrecognisable. If wearing a CDS uniform shirt, cover it with other clothing or change out of it.

3.7.1.22.         For clarity, any event requirements or changes communicated by the hosting venue or events team during an event should be directed to the Event Manager initially, or to the Chair if they are present.

3.8. Cancelling Your Membership 

3.8.1.             Members may terminate their membership at any time by contacting us via email at [email protected] or through the online membership portal.

3.8.2.             Refunds of membership costs are not provided unless cancellation occurs within the first 14 days, after deducting any incurred costs such as uniform or membership purchases.

3.9. Our Rights to Suspend or Terminate Membership

3.9.1.             Without prejudice, we retain the authority to suspend or terminate your membership when deemed justifiable and reasonable by the Group Managements discretion, which may be prompted by various circumstances including but not limited to:

3.9.1.1.         Breaches of Terms and Conditions or Group Policy applicable to your membership.

3.9.1.2.         Late renewal payments.

3.9.1.3.         Failure to provide requested information in a reasonable time.

3.9.1.4.         Permanent closure of the Group.

3.9.1.5.         Due to a reported criminal offence or a DBS Check revealing a conviction, which could affect the Group's reputation or risk to its Members.

3.9.1.6.         No refund of membership costs unless termination occurs within 30 days of commencement.

 

4.      OTHER IMPORTANT TERMS

4.1. Members retain the responsibility to ensure that they hold appropriate insurance for the transportation, operation, and public display of their Items.

4.2. We hold the right to modify or revoke membership features without prior notice, though we will strive to inform you beforehand.

4.3. We retain the right to modify or amend the terms and conditions as necessary without prior written notice. However, we will endeavour to communicate these changes and their implications to you via email.

4.4. You acknowledge that any revisions to these terms and conditions will be deemed accepted by you unless you contact us to express otherwise.

4.5. Charity Dalek Squad is not responsible for theft, loss, or damage to members' property at events. If such loss or damage should occur due to a negligent act or omission by The Charity Dalek Squad, our liability shall be limited to 75.

4.6. Should a Member need to claim against The Charity Dalek Squad for theft, loss, or damage to their property, they should submit evidence of the circumstances and of the items value or replacement to the Chair.

4.7. The Group shall not be liable for reimbursing members for any expenses incurred due to event cancellations.

4.8. Notification of cancellations will be provided as soon as possible; however, members are advised to choose accommodation or vehicle hire options that offer flexibility to cancel when making their bookings.

 

Issue Date: 26 May 2025

Review Date: 25 May 2026