Conditions of registration and participation

Conditions of registration and participation for an Ecumenical Youth Service (International Workcamp)

1. Conclusion of the contract
With the registration the applicant bindingly offers the AKD (Amt für kirchliche Dienste) / Ökumenische Jugenddiensten as organizer of the Work Camp the conclusion of a contract on the basis of the service descriptions and prices mentioned in the invitation to tender, including these registration and participation conditions, to the AKD (Amt für kirchliche Dienste) / Ökumenische Jugenddiensten as organizer of the Work Camp. The applicant is bound to his offer for the duration of 14 days from its receipt by the organizer.

The registration is made in writing with the online registration provided for this purpose by the organizer. In the case of minors, a declaration of consent must be signed by a guardian. The contract is concluded upon receipt of a confirmation of participation from the organizer by the person registering. If the Work Camp is already fully booked or if there are other reasons for not participating, the participant will be informed immediately.

2. Payment
The participation fee is due three weeks before the start of the Work Camp and after receipt of the participation confirmation of the organizer as well as the safety certificate, but in no case before the expiry of the period according to section 6 f of these conditions.

Payments are to be made to the account of the organizer:

Recipient: Konsistorialkasse Berlin
Address of recipient: Georgenkirchstraße 69-70, 10249 Berlin Germany
Name of the bank: Evangelische Bank
Address of the Bank: Georgenkirchstrasse 69-70, 10249 Berlin Germany
IBAN DE27 5206 0410 0003 9060 00
Purpose: 00.5211.04.1430 – (and your name)

The organiser requests that the number and name of the participant stated in the confirmation of participation be stated when the payment is to be used. Cash payments will not be accepted by the organizer.

3. Contractual services, service and price changes
The scope of the agreed services as well as the rights and obligations of both parties shall be determined by the description of services in the invitation to tender, any additional information on the homepage of the Organiser, the information in the registration form, the confirmation of participation and these registration and participation conditions.

The organizer or the supervisors and supervisors of the Work Camp are responsible for the supervision of underage participants within the framework of the statutory provisions. The participant is aware of the fact that for this purpose, if possible, a precise knowledge of any special circumstances (e.g. diseases, necessity of taking medication, special nutritional requirements) of the participants is required in advance; he therefore undertakes to inform the organiser of this information on the form provided by the organiser.

After conclusion of the contract, the organiser may make changes and deviations from individual services or obligations if these are not substantial, do not impair the overall layout of the Work Camp or are otherwise reasonable for the participant(s). The organiser reserves the right to increase the advertised or agreed participation fee due to an increase in transport costs, taxes or charges for certain Work Camp services or the exchange rates applicable to the Work Camp in question that has not yet occurred or could not be foreseen by the organiser at the time of conclusion of the contract. In the event of a substantial change in an essential Work Camp service or an increase in the participation fee by more than 8%, the organiser must inform the applicant immediately, but at the latest 21 days before the start of the trip; later changes are not permitted.

The participant is then entitled to withdraw from the contract free of charge or to demand participation in a Work Camp of at least equal value if the organiser is in a position to offer him such a Work Camp from his offer at no extra charge. He has to assert this right immediately after the declaration of the organizer.

Likewise, the applicant may demand a reduction of the participation fee if and to the extent that the aforementioned costs, taxes, levies or exchange rates lead to lower costs for the organiser. If the applicant has paid more than the amount owed hereafter, the additional amount shall be refunded by the Organiser. Any administrative expenses incurred may be deducted from the reimbursement; such expenses must be proven by the organizer upon request.

Changes in services and prices are to be communicated to the applicant clearly and comprehensibly on a permanent data carrier.

4. Participation of a substitute traveller
The participant may be replaced by a third party until the start of the Work Camp, provided that the third party meets the special Work Camp requirements specified in the invitation to tender and that there are no legal regulations or official orders to the contrary which prevent the participant from participating.

5. Cancellation by the applicant before the start of the trip
The participant can withdraw from the contract at any time before the start of the Work Camp, the withdrawal must be declared in writing. The date of receipt of the notice of withdrawal by the organiser is decisive. In the case of minors, the withdrawal must be declared by a guardian. The mere non-payment of the participation fee does not constitute a declaration of withdrawal.

If the participant withdraws from the contract or does not participate in the Work Camp, the organiser can demand an appropriate flat-rate compensation for the precautions taken and the expenses incurred, taking into account any other use of the Work Camp services. This amounts to withdrawal:

up to 31 days before the start of the trip: 5 % of the participation fee
up to 14 days before departure: 20 % of the participation fee
up to 7 days before departure: 40 % of the participation fee
from 7 days to the beginning of the Work Camp: 50 % of the participation fee
from 2 days to the beginning of the Work Camp: 60 % of the participation fee
and in case of non-attendance to the Work Camp: 90 % of the participation fee

The applicant and the organiser are at liberty to prove that the organiser has suffered no damage at all or that the actual damage is less or higher than the lump-sum compensation. At the request of the applicant or participant, the organizer is obliged to justify the amount of the compensation.

6. Withdrawal of the organiser before the start of the Work Camp
The organizer can withdraw from the contract.
a) if the applicant does not submit the participant information to the organizer, regardless of the deadline set for this purpose and a written grace period of at least one week.
b) up to one week after receipt of the participant information, if it is recognisable to him that the participation of the registered person is associated with an unacceptable risk for the participant concerned, the other participants or the organiser – e.g. for medical, health, pedagogical or supervisory reasons.
c) if the participant does not participate in the preparation day(s) communicated by the organizer without sufficient excuse.
d) if the participant does not comply with his or her contractual obligations, in particular if the participation fee is not paid on time (three weeks before the start of the Work Camp);
e) when the participant becomes aware of the supervision or the execution of the Work Camp of essential personal circumstances after conclusion of the contract, if this does not guarantee an orderly or safe execution of the Work Camp for the participant or the other participants.
f) up to 28 days before the start of the trip if the minimum number of participants specified in the invitation to tender for the Work Camp in question is not reached. The participant is then entitled to demand participation in a work camp of at least equal value if the organiser is in a position to offer him/her such a work camp from his offer at no extra charge.
In all other cases, any participation fee already paid will be refunded in full, further claims of the applicant are excluded.

7. Termination by the organizer
The organiser or the leaders of the Work Camp as their authorised representatives can terminate the contract without notice if the participant, despite a warning from the camp management, disturbs the execution of the Work Camp to such an extent that the organiser can no longer guarantee his duty of supervision towards the participants of the Work Camp or the further damage-free execution of the Work Camp or if the participant, despite a warning from the camp management, otherwise behaves in a manner contrary to the contract that the immediate termination of the contract is justified.

The costs for the early return transport of the participant(s) after termination as well as other costs incurred in connection therewith will be charged to the registrant or the person with custody. In this case, the organizer retains the right to the full participation fee; however, the organizer must allow himself to be credited for the value of the saved expenses which he obtains from a refund or other use of the services not used.

8. Insurance
The organiser has taken out accident and liability insurance for the participants for the duration of the Work Camp. However, the latter only applies in the event of damage to third parties, not in the event of damage caused to each other by the participants, and is only subsidiary to other existing insurance policies. There is no insurance cover for claims arising from the loss or misappropriation of property of any kind. The organiser recommends, if necessary, taking out additional insurance (travel cancellation costs, luggage, liability, foreign health insurance, etc.) in order to reduce the risks associated with registration/participation in the Work Camp.

9. Passport and Visa Regulations
The organiser undertakes to inform German citizens or citizens of the state in which the Work Camp is offered about valid passport and visa regulations when travelling abroad, for citizens of other states the responsible consulate will provide information. The applicant himself is responsible for the fulfilment of official requirements, customs and health regulations as well as the procurement of the necessary travel documents, unless the organiser has expressly undertaken to do so. The organiser is not liable for unforeseeable delays of the diplomatic representations in issuing travel documents and in receiving them, provided that he is not at fault.

10. Liability of the organizer
The contractual liability of the organizer for damages of the participant(s), which are not bodily injuries, is limited to three times the participation fee, as far as such damages are not caused by the organizer’s fault or as far as the organizer is responsible for a damage solely due to the fault of a service provider. The organiser accepts no liability whatsoever for damage caused by unforeseeable force majeure, by reproachably incorrect information in the trip registration or as a result of reproachable violations by the participant(s) of the camp management’s instructions. He is also not liable for damage, illness, accident or loss of objects caused by the negligent behaviour of the participant.
Furthermore, the organiser shall not be liable for disruptions to services, personal injury, damage to property or financial losses in connection with services which are merely brokered as third-party services and which are expressly identified as third-party services in the service description.

11. Obligations of the applicant and the participant
If difficulties arise, each participant is obliged to do everything reasonable to help remedy them and to minimise any damage to all parties involved.
He/she is obliged to inform the local camp management or the organiser immediately of any complaints and to set a reasonable deadline for the organiser to remedy the situation, unless the remedy is impossible or is seriously refused by the camp management or the organiser or if the immediate termination of the contract is justified by a special interest of the participant. If a participant culpably fails to comply with this obligation, he or she or the applicant shall not be entitled to any claims in this respect.
The camp management is commissioned and obliged to provide remedy as far as this is possible and reasonable. Claims of the applicant due to deficiencies in travel according to §§ 651 i to j of the German Civil Code (Bürgerliches Gesetzbuch) expire two years after the contractual end of the work camp.

12. Data protection
The organizer assures the confidential treatment of the data of the registrants and the participants according to the legal regulations as well as the deletion of the data, as far as these are no longer necessary for the completion of the Work Camp. Upon request, the participant will be informed which of his data are stored by him. The use of data for advertising purposes or the transfer of data to third parties without the consent of the applicant is excluded, except to companies and persons entrusted with the provision of services within the scope of the Work Camp.

13. Final provisions
The invalidity of individual provisions of the contract or these registration and participation conditions shall not result in the invalidity of the entire contract.
The legal relations between the contracting parties shall be governed exclusively by German law. The place of jurisdiction of the organizer is Berlin.

Status: 01.01.2019

Amt für kirchliche Dienste in der EKBO
Ökumenische Jugenddienste (ÖJD)
Goethestraße 26-30
10625 Berlin

Telephone +49-(0)30/ 31 91-131
Mobil +49-(0)151 210 630 26
Fax +49-(0)30/ 31 91-100