Welcome to Scout Events

Operation Nighthawk 2025 Terms and Conditions

Pre-registration
It is the responsibility of leaders supporting patrols to arrange all relevant Scouting forms (C4/C5), and to gather any information necessary for the event (parent contact info, medication, allergies etc.) It is the responsibility of the leaders to ensure this same information is completed in the participant registration, to allow emergency services and Nighthawk authorised personnel to react to incidents appropriately. Registration and payment
Patrol Registration will be open on 01 June 2025 on the Darling Downs Region website darlingdownsregionscouts.org.au/nighthawk. Entries close on 15th June 2025 or when 55 Venturer Scout patrols and 110 Scout patrols is reached. Registration will be on a first-in basis. The application portal will be closed when the maximum patrol limit has been reached. Operation Nighthawk 2025 participant numbers are limited to a total of 1320 Scout and Venturer Scouts combined. Entry Fee is $50.00 per patrol member. Patrol sizes must adhere to the minimum and maximum numbers. Patrols must have a minimum of five, and a maximum of eight participants. Patrols will be invoiced for 8 participants ($400), regardless of actual patrol size. You may negotiate with other Units to make a patrol of eight, however it is the responsibility of the nominating unit to organise the registration of participants from other Units. Each Scout and Venturer Unit can nominate a maximum of two patrols only with no exceptions. Operation Nighthawk must NOT be used as a Linking exercise for Cub Scouts. Participants must be registered members of either Scouts or Venturers. All youth members must register on the Nighthawk application form. Participant names are preferred with the application. Invoices for entry fees will be issued on or before 30th June 2025. Invoices will have a 14-day payment period. Please use the Group Name and Invoice Number as Bank Reference on your funds transfer. No changes to patrol names will be accepted after 28 July 2025. Requests for specific site allocations must be made in writing (via email) to the Nighthawk committee by 1 August 2025. An email with further information about the event will be provided on or about 1 August 2025

Procedures at the event
To manage registration volume and congestion, patrol arrivals may be staggered. All patrol members and supporting people should be present together, if possible, for registration prior to entering the venue. If there are members who may arrive outside their patrol’s allotted slot, please advise of their expected arrival time when you register at the venue. A Child Safe briefing will be conducted for all arrivals. Everyone entering the event grounds, in any capacity, for a short period, to overnight, must have a briefing. Base helpers must also have attended a Child Safe Briefing. These may be completed on base, before the start of the event. Late arriving base helpers should proceed to the main arena for a Child Safe briefing before proceeding to base. Most Support staff will have a valid QLD Blue Card. Those that do not will be advised of the procedure on arrival.

Emergency response
By participating, you acknowledge that in the event of injury or a medical episode, Nighthawk staff will engage the services of Queensland Ambulance Service (QAS). QAS will be onsite for the duration of the event. Nighthawk staff will attempt to contact the nominated patrol support leader, for information about the participant. Where contact with the patrol support leader is not available, Nighthawk staff will give authority for medical treatment to QAS. Leaders should ensure they remain available for phone contact for the duration of the event. In organising a C4 for the event, the leader has agreed to the following: In the event of injury to the Youth Member, where reasonable attempts to contact me are unsuccessful I give authority for such medical treatment to be given to the youth member as is recommended by a medical practitioner and seems in the opinion of the leader in charge to be reasonable and appropriate. I undertake to be responsible for any fees or charges with respect to that treatment and to pay those costs on demand by the Association.

Refunds
Refunds for full patrol withdrawals will be considered on a case-by-case basis but may attract an administration fee dependent upon the date of the withdrawal (e.g. if a replacement patrol can be found). If Operation Nighthawk is to be cancelled at short notice due to a Health Directive or severe weather event, refunds will be made for all applicants subject to an administration fee. The fee is to be determined based on the date, and nature of the cancellation.