Event Waiver, Release of Liability and Indemnity Agreement

The Great Tommy Sleep Out T&Cs

By registering to the Great Tommy Sleep Out (TGTSO), you agree to our Terms and Conditions below:

The event

I acknowledge that this is a virtual event organised by Royal British Veterans Enterprise (RBVE), Registered Charity in England and Wales no 210063, in conjunction with FunRaisin.

I understand the event is free to enter.

Registering online

• I agree that RBVE can use the data provided for the purpose of contacting me to give information relating to this event.
• I understand that signing up to participate in TGTSO requires creation of a FunRaisin page.
• I understand that the information I provide to RBVE to register for TGTSO will be used by RBVE in accordance with RBVE’s Privacy Policy.
• I understand RBVE is not responsible for my FunRaisin page and I should contact FunRaisin for any issues I encounter with my account.

Fundraising

When fundraising for RBVE, I understand that all sponsor forms and monies should be forwarded to RBVE, even if I do not complete my challenge. I will carry out my fundraising in accordance with RBVE’s guidance (below).

Event risks, medical conditions & liability

• I understand that RBVE’s TGTSO is a virtual event.
• I confirm that I am physically fit and in good health to safely take part in TGTSO. I have no known condition that would affect the ability to safely complete the challenge or would cause a risk of danger to myself or others.
• I understand I am 100% responsible for selecting a safe place to take part.
• I acknowledge that I am participating in this event at my own risk and that RBVE cannot be held liable for any injury, accident, loss, damage, or public liability caused or sustained before, during, or after the event, as a result of my participation, unless caused by the negligence of RBVE. In addition, RBVE cannot be held liable for any changes made to the event for safety reasons, or as otherwise planned through circumstances beyond their control.
• I understand that I am responsible for my own safety and my own actions (including the safety of my possessions) whilst undertaking this challenge.
• I understand children can take part in TGTSO but need to be supervised and accompanied by a responsible adult over 18.

Welfare and Participation Principles

The Great Tommy Sleep Out is intended to raise awareness of veteran homelessness and generate funds to support vulnerable veterans. It is not intended to recreate the realities of homelessness or rough sleeping.

Participants must not:

• Place themselves or others at risk whilst taking part;
• Sleep in unsafe locations;
• Enter private property without permission;
• Travel to unfamiliar locations for the purpose of the challenge;
• Expose themselves, children, or vulnerable adults to adverse weather, unsafe conditions, or other avoidable risks;
• Attempt to replicate dangerous or harmful aspects associated with homelessness or rough sleeping.

Participants are expected to undertake the challenge in a safe, responsible and age-appropriate manner.

Parents, guardians, schools, youth groups and participating organisations remain responsible for the welfare and supervision of children and young people taking part.

Safeguarding

RBVE is committed to safeguarding children, young people and adults at risk and expects all participants, organisations, schools and volunteers involved in TGTSO to share this commitment.

If a safeguarding concern arises in connection with participation in TGTSO, it should be reported promptly to RBVE using the appropriate reporting route and in accordance with RBVE's safeguarding policies and procedures.

Concerns relating to RBVE staff, volunteers or representatives will be managed in accordance with RBVE's safeguarding procedures.

If a child, young person or adult is at immediate risk of harm, participants should contact the appropriate emergency services or statutory safeguarding authority without delay.

Further information regarding RBVE's safeguarding policies is available on request.

Event Communications

By signing up to The Great Tommy Sleep Out (TGTSO), you agree to receive communications from RBVE that are necessary for the administration and delivery of the event.

These communications may include:

• Registration confirmations;
• Event information and updates;
• Fundraising resources and guidance;
• Information relating to event rewards and incentives;
• Safety, welfare and safeguarding information relevant to participation.

These communications form part of your participation in the event and are not marketing communications.

Marketing Communications

RBVE would like to keep supporters informed about future fundraising events, campaigns, appeals, volunteering opportunities, and other ways to support our work.

We will only send you marketing communications by email, text message, telephone, or post where you have agreed to receive them, or where we are otherwise permitted to do so by law.

Your decision about receiving marketing communications will not affect your ability to take part in The Great Tommy Sleep Out.

You can change your communication preferences or opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us at sleepout@rbve.org.uk.

Further information about how we collect, use and protect your personal information can be found in RBVE's Privacy Policy.

Privacy Notice

We will contact you in relation to this challenge; by entering this challenge you are agreeing to receive communications in the future regarding similar events. If you want to limit this, you are able to by emailing sleepout@rbve.org.uk.

RBVE will use your personal details to communicate with you in the ways you have agreed to, and as explained in our Privacy Policy.

We may use the information you share with us and background information about you that we obtain from publicly available sources to carry out analysis (sometimes using suppliers) to tailor our communications to be more appropriate and relevant to your interests. You can withdraw your consent at any time. To change your preferences, or request to stop receiving communications please contact us at sleepout@rbve.org.uk. For full details, including information about your privacy rights, see our Privacy Policy.

Please note that the preferred method of contact is by email to sleepout@rbve.org.uk.

Fundraising Incentive Terms and Conditions

Your chance to earn rewards for your TGTSO fundraising efforts. There are two rewards on offer:

• Anyone who raises £10 or more through their fundraising page between 15th September 2026 and 30th April 2027 will be eligible to receive a Beanie as a thank you for fundraising for RBVE. Teams taking part need to raise the equivalent of £10 per team participant to receive a Beanie.
• The beanies and fundraising packs will be sent 2nd class mail by our veterans, and you need to allow ten working days from your first donation to receive this.
• The beanies and fundraising packs will be sent to participants who have raised the minimum amount on their fundraising page from 1st October 2026.
• Individuals who raise £100 or more through their fundraising page between 15th September 2026 and 30th April 2027 will be eligible to receive a Blue 2026 patch after 30th April, as a thank you for fundraising for RBVE.
• Individuals who raise £250 or more through their fundraising page between 15th September 2026 and 30th April 2027 will be eligible to receive a Bronze 2026 after 30th April, as a thank you for fundraising for RBVE.
• Individuals who raise £500 or more through their fundraising page between 15th September 2026 and 30th April 2027 will be eligible to receive a Silver 2026 after 30th April, as a thank you for fundraising for RBVE.
• Individuals who raise £1000 or more through their fundraising page between 15th September 2026 and 30th April 2027 will be eligible to receive a Gold 2026 patch after 30th April, as a thank you for fundraising for RBVE.
• Groups who raise over £200 will receive an exclusive red team patch per group member. They will be sent after 30th April.
• Groups who raise over £1000 will receive an exclusive bronze team patch per group member. They will be sent after 30th April.
• Groups who raise over £2000 will receive an exclusive silver team patch per group member. They will be sent after 30th April.
• Groups who raise over £3000 will receive an exclusive gold team patch per group member. They will be sent after 30th April.

• Workplace teams who raise over £500 will receive an exclusive emerald workplace patch per team member. They will be sent after 30th April.
• Workplace teams who raise over £1000 will receive a bronze Great Tommy Sleep Out pin badge. They will be sent after 30th April.
• Workplace teams who raise over £2000 will receive a silver Great Tommy Sleep Out pin badge. They will be sent after 30th April.
• Workplace teams who raise over £5000 will receive a gold Great Tommy Sleep Out pin badge. They will be sent after 30th April.

Free Gift Terms and Conditions – Beanie

RBVE is giving away a Beanie (the “Free Gift”) to participants who set up a fundraising page and raise £10 or more through TGTSO.

To qualify for the Free Gift, the participant is required to have raised £10 or more in donations paid in to RBVE by 30th April 2027 through TGTSO.

The promotion will start at 9am on 15th September 2026 and will end at 11:59pm on 30th April 2027.

No alternative item will be given.

RBVE accepts no responsibility for unsuccessful attempts to participate in this promotion for any reason.

Registration and Fundraising

As an RBVE supporter, you must ensure you are fundraising legally and safely.

RBVE’s General Fundraising Terms & Conditions – In aid of RBVE

Thank you for raising funds for RBVE. Guidelines require us to ensure that our supporters understand that they are raising funds in aid of RBVE but don’t represent RBVE. Please do not talk about RBVE policies or stance on specific issues (for example in press releases, in publicity, or other materials for your event). Any enquiries should be referred to RBVE’s team at sleepout@rbve.org.uk.

RBVE Logo

Please contact sleepout@rbve.org.uk if you wish to use the RBVE logo. Our team can send you the correct logo. Please do not use the RBVE logo on any materials you create yourself without approval from RBVE.

Insurance

Please remember that you are responsible for the activity and for making sure that it is run safely and legally. RBVE cannot accept any liability or responsibility for anything that might happen to people or property as a result of your fundraising activity. If you are planning an event that involves the general public in any way, you’ll need to budget for public liability insurance, which can be obtained from any insurer. If you are holding the event in a place which has liability insurance (such as a school or community centre etc.), you should check with them what cover, if any, is available under their insurance and whether or not you need to arrange extra cover.

Your Safety

RBVE cannot accept responsibility for accidents, so please follow these simple principles to make sure that everyone is safe while they are raising money:

1. Always ensure that children are safe and that you do not allow them to ask for or collect money without an adult.
2. Nobody should carry out fundraising in an unsafe environment; assess any risks involved and make sure that those risks are eliminated or minimised, both for yourself and your helpers and for participants.
3. If you are going to carry money around, take care with your personal security. Always use a safe route, take someone else with you, and carry a personal alarm.
4. If you hire anybody to help organise your event, or use facilities provided by a third party, make sure that they have suitable experience and their own insurance.
5. Finally, remember that your activity, if carried out within the workplace, must comply with the Health and Safety at Work Act 1974, as well as all relevant legislation since. See www.hse.gov.uk.

The Great Tommy Sleep Out Pyjama Day

Purpose of the Event

The Great Tommy Sleep Out Pyjama Day is a fundraising and awareness activity inspired by The Great Tommy Sleep Out. Participation in a Pyjama Day involves children dressing up in pyjamas, it does not replicate homelessness or sleeping rough. The event is intended to raise awareness of the challenges faced by vulnerable veterans and to generate funds to support RBVE’s work.

1. Participation and Supervision

1. Participating organisations are responsible for ensuring appropriate safeguarding arrangements, supervision, first aid provision and parental permissions are in place.
2. RBVE is committed to safeguarding children, young people and adults at risk and expects all participating organisations to act in accordance with their own safeguarding policies and procedures.
3. Any safeguarding concerns arising in connection with the event should be reported through the appropriate safeguarding channels. Concerns involving RBVE staff or volunteers should be reported directly to RBVE.
4. Where there is an immediate risk of harm, emergency services or the relevant statutory safeguarding authority should be contacted without delay.
5. RBVE reserves the right to refuse participation.

2. Health and Safety

1. The Pyjama Day is designed as a safe, daytime fundraising activity and does not require participants to sleep outside or experience adverse weather conditions. 
2. The event must not be used to simulate homelessness, rough sleeping or any circumstances that may place participants at risk. 
3. Participants should take part in a safe environment and follow all health and safety procedures established by their school, nursery, youth group or organisation. 
4. Fancy dress or pyjamas must be appropriate and must not create trip hazards, obstruct vision, or compromise safety. 
5. Organisers must ensure activities remain age-appropriate and suitable for all participants.

3. Fundraising

1. All fundraising must be conducted legally and ethically.
2. Donations collected for The Great Tommy Sleep Out must be paid to RBVE within 3 months of the activity.
3. Participants must not make statements suggesting donations support anything other than the charitable purposes of RBVE and The Great Tommy Sleep Out.

4. Photography and Media

1. Schools, nurseries, youth groups and participating organisations must ensure appropriate parental, guardian or other required consent has been obtained before photographs or videos of children are taken, shared with RBVE or published. 
2. Participants and organisations must comply with their own safeguarding, photography, media and data protection policies. 
3. Identifiable images or videos of children must not be shared on social media or other public platforms without the appropriate permissions having been obtained. 
4. Any images or videos submitted to RBVE by the photo release form may be used for promotional, fundraising and awareness purposes unless otherwise agreed. 
5. Participants may opt out of publicity by contacting the event team.

5. Use of RBVE Branding

1. Any RBVE or Great Tommy Sleep Out logos, fundraising materials, or campaign assets must not be altered without permission.
2. Participants may use approved fundraising resources supplied by RBVE.

6. Data Protection

1. Personal information will be processed in accordance with RBVE's Privacy Policy. 
2. Contact details may be used to provide event administration communications, fundraising support and campaign updates in line with the communication preferences selected during registration. 
3. Marketing communications relating to future events, campaigns or fundraising opportunities will only be sent where the participant has agreed to receive them or where otherwise permitted by law.

7. School and Youth Group 

1. Schools, nurseries, and youth organisations remain responsible for safeguarding, first aid provision, supervision ratios, and obtaining necessary parental permissions.
2. RBVE accepts no responsibility for incidents arising from activities organised and delivered independently by participating institutions.

8. Cancellation and Changes

1. RBVE reserves the right to amend, postpone, or cancel the campaign if circumstances require.
2. Any promotional materials already distributed may need to be updated where significant changes occur.

9. Liability

1. Participation is at the participant's own risk.
2. RBVE shall not be liable for loss, damage, injury, or expenses arising from participation, except where caused by RBVE’s negligence or where liability cannot legally be excluded.

10. Appropriate Conduct

1. RBVE reserves the right to remove organisations or individuals whose behaviour may bring the charity into disrepute.