Terms & Waivers

Terms and waivers let you set out the conditions of taking part in your activities: what's expected of participants, the risks involved, and your cancellation and refund rules. Having them in place protects your organisation and makes sure participants know what they're signing up for.

Bilby shows your terms to members as part of the booking process. A member must accept them before they can confirm or pay for a booking.

What members see

When a member books an activity:

1. They choose the activity and session they want to attend.
2. Bilby shows the terms that apply to that booking.
3. They tick to confirm they have read and accept the terms.
4. They complete the booking and, if the activity has a fee, pay.

A member can't complete a booking without accepting the terms. They're asked each time they book, so they always see your current terms.

Set up activity terms

Activity terms apply to every activity your group runs. To set them up:

1. Go to Administration.
2. In the sidebar, under Configuration, select Site.
3. Find the Activity Settings section.
4. Enter your terms and save.

Set up booking terms

Under construction

Booking terms are currently managed on Activity Types. This area is being updated, so the steps may change.

Use booking terms when an activity carries conditions that don't apply to everything you run. For example, a waiver acknowledging the risk of injury in a contact sport, or equipment requirements for a particular class.

What to include in your terms

Every organisation is different, but good terms usually cover:

• Who can take part: age limits, skill or fitness requirements, and whether guests are allowed.
• Risks: a plain description of the risks involved and an acknowledgement that participants take part at their own risk.
• Health and fitness: a statement that participants are fit to take part and will tell organisers about relevant medical conditions.
• Behaviour: your code of conduct and what happens if it's broken.
• Cancellations and refunds: what happens if a member cancels, doesn't show up, or if you cancel an activity.
• Photos and media: whether you may take photos or video, and how you'll use them.
• Privacy: how you use participants' personal information.
• Parents and guardians: who accepts the terms on behalf of a participant under 18.

Keep your terms short and in plain language. Members are more likely to read them, and clear terms are easier to rely on if there's ever a dispute.

Not legal advice

This page gives general guidance only. A waiver may not protect you from every claim, and the rules differ between states and countries. Have a lawyer or your sport's governing body review your terms before you use them.

Insurance

Terms and waivers work best alongside the right insurance, not instead of it. If your activities involve physical activity, physical contact, equipment or travel, we strongly recommend that you have cover in place.

Types of cover organisations commonly consider include:

• Public liability: covers claims if a participant or member of the public is injured, or their property damaged, because of your activities.
• Personal accident: covers participants' own injuries, regardless of who was at fault.
• Volunteer cover: protects the volunteers who run your activities.
• Management liability: covers committee members and officers for decisions they make on behalf of the organisation.

Where to start:

• Check with your governing body. Many state and national sporting associations include insurance with affiliation or membership.
• Check what your venue requires. Venues often need proof of public liability cover before you can use them.
• Talk to an insurance broker. They can recommend cover suited to your activities, size and location.
• Review it every year. Your cover should keep up as you add new activities or grow.

Bilby doesn't provide insurance, and the information above is general in nature. Speak to a licensed insurance professional about what's right for your organisation.