In these Terms & Conditions, “Organisation” refers to BAPS Pramukh Academy; “Programme” refers to Pramukh Vision Conference 4.0; “Participant” or “Student” refers to the enrolled student; and “Guardian” refers to the parent or legal guardian who registers the Participant and accepts these Terms on their behalf.

Pramukh Vision Conference 4.0 is the fourth annual residential leadership and governance conference organised by BAPS Pramukh Academy, a not-for-profit institution built around value-based education and character-first leadership. The Programme brings together college students and Standard 11-12 students who are serious about governance, civil services, and ethical public life.

These Terms & Conditions govern registration, participation, conduct, safety, and the overall administration of the Programme. By completing registration, the Participant or their Guardian, if the Participant is below 18 confirms they have read and agreed to everything set out here.

These Terms should be read alongside the Consent Letter issued at the time of seat confirmation and any supplementary communications the Organisation shares before or during the Programme.

2.1 The Programme is open to college students of any stream and to Standard 11-12 students currently enrolled at any recognised institution in India.

2.2 Participation is by selection. Submitting a registration form is not a guarantee of a seat at the event. Selection decisions rest with the Organisation and are final.

2.3 Selected Participants may be asked to provide supporting documents institution identity cards, mark sheets, or academic records as part of the process.

Eligibility Criteria

2.4 Criterion 1 BAPS Satsangi Status: The Programme is organised primarily for BAPS Satsangi students. Applicants who are registered Satsangis and meet Criterion 2 will receive a confirmed seat at the event, subject to availability.

2.5 Criterion 2 Academic Performance: The academic eligibility threshold differs by level of study and is assessed as follows. (a) Standard 11 and 12 students must provide their Standard 10 board examination percentage. This is mandatory and the form cannot be submitted without it. A minimum of 70% in Standard 10 is required to qualify for a confirmed seat at the event. (b) College students must provide both their Standard 10 board examination percentage and their Standard 12 board examination percentage. Both fields are mandatory. If the applicant has secured 70% or above in either Standard 10 or Standard 12, they qualify for a confirmed seat. Applicants who have scored below 70% in both Standard 10 and Standard 12 will be placed on the waiting list and will not be asked to pay the registration fee unless a seat becomes available. Proof of mark sheets for the relevant examinations will be collected during registration.

2.6 Standard 12 students who have sat their 2026 board exams but are awaiting results are eligible to apply using their Standard 10 board examination marks. College students who are awaiting their current semester or year result are equally eligible to apply, provided they submit their Standard 10 and Standard 12 mark sheets as required.

3.1 Participants who are 18 or older at the time of registration may register independently and are fully responsible for the accuracy of everything they submit.

3.2 Participants below 18 must have their registration completed by a parent or legal guardian. The Guardian becomes the contracting party and is responsible for the Participant’s registration, participation, and conduct throughout the Programme.

3.3 Where a Guardian has registered on behalf of a minor, the original signed Consent Letter issued by the Organisation must be brought to the venue and handed in at check-in on Day 1.

3.4 Regardless of age, all Participants confirm they have been informed about the Programme’s nature, schedule, and expectations and are choosing to attend of their own will.

4.1 All information provided at registration must be accurate and complete. The Organisation depends on this for safety, academic verification, and logistics.

4.2 If any registered information changes before or during the Programme medical conditions, emergency contacts, institutional details the Participant or Guardian must inform the Organisation promptly.

4.3 The Organisation may verify any submitted information and reserves the right to cancel a registration if a material misrepresentation is found, including false claims about Satsangi status or academic marks.

4.4 Identity checks happen at check-in. Every Participant must bring:

• A valid government-issued photo ID, or their current institution identity card.
• Government issued photo ID of the accompanying drop-off person.
• The signed original Consent Letter issued at the time of seat confirmation. Mandatory for Participants below 18.

5.1 The registration fee is ₹500 (Rupees Five Hundred Only). This covers residential accommodation, all sessions, meals, learning materials, certification, and event coordination for the full four days. Current details are on the Organisation’s website at https://pramukh.academy

5.2 Payment is due within the deadline confirmed at the time of seat allocation. A Participant will only be asked to pay after both eligibility criteria have been verified and a written seat confirmation has been issued. Missing the payment deadline may result in the seat being released to a waitlisted candidate.

5.3 Payment methods will be specified by the Organisation and may include UPI, net banking, or card. Registration confirmation is issued only once the full fee has been received and verified.

5.4 The fee is non-refundable once paid -regardless of the reason for non-attendance, whether that is withdrawal, personal circumstances, or removal for disciplinary reasons. This reflects costs the Organisation commits to on confirming each place.

5.5 Waitlisted applicants will not be asked to pay unless they receive a written seat confirmation. Once that confirmation is issued and payment is made, the registration is confirmed and the non-refundable policy applies equally.

5.6 If the Organisation cancels the Programme for any reason, including insufficient enrolment or force majeure, a full refund will be processed within 30 working days.

5.7 The fee does not cover personal travel to or from the venue, personal expenses, or costs arising from early departure or undisclosed medical conditions.

6.1 PVC 4.0 runs in a structured residential environment. Participants are expected to follow the daily schedule, attend every session, and comply with the residential guidelines shared at check-in.

6.2 Participants must stay within the designated campus at all times. Leaving without prior written permission from the Programme Director is not permitted.

6.3 Accommodation is gender segregated, with same gender adult supervisors on every residential floor throughout the Programme.

6.4 The following are not permitted on campus under any circumstances:

• Tobacco, alcohol, or any prohibited substance.
• Sharp objects, firecrackers, lighters, or anything that poses a safety risk.
• Expensive jewellery or valuables not essential to the Programme.
• Personal mobile devices during designated session hours. The device policy will be explained at check-in.

6.5 The Organisation is not responsible for loss, theft, or damage to personal belongings. Participants should bring only what is necessary.

PVC 4.0 is a disciplined, value-based environment. Every Participant is expected to hold themselves to the following standards for the full duration of the Programme.

What we expect

• Respect for yourself, your fellow Participants, faculty, staff, and volunteers.
• Genuine participation in every scheduled session and activity.
• Courtesy and inclusivity regardless of background, region, or institution.
• Ownership of your own actions, belongings, and commitments.
• Respect for the spiritual and cultural environment of the venue.

What is not acceptable

The following are serious violations and may result in immediate removal from the Programme:

• Violence, intimidation, bullying, or threatening behaviour of any kind.
• Abusive, obscene, or discriminatory language.
• Possession or use of tobacco, alcohol, or any prohibited substance.
• Wilful damage to the Organisation’s property, the venue, or another Participant’s belongings.
• Leaving campus without permission.
• Any conduct that puts the safety or well-being of any person at risk.
• Any conduct that constitutes an offence under Indian law.

Disciplinary process

The Organisation handles disciplinary matters progressively: verbal warning, written warning, restricted access, and removal. Where the misconduct is serious or involves a safety risk, the Organisation may move directly to removal without prior warning. No refund will be issued in such cases.

8.1 During registration, Participants will be asked whether they have any existing health conditions. If yes, we ask that the following be shared so our team can prepare accordingly:

• The nature of the condition and any available diagnosis.
• Known allergies food, medication, or environmental.
• Current medications, including dosage and frequency.
• Any dietary requirements that arise from the condition.
• Any physical or mental health consideration relevant to a 4-day residential setting with group sessions and physical activity.

8.2 All medications must be brought in their original, labelled containers with clear written instructions for dosage and timing.

8.3 The Organisation is not liable for complications arising from conditions that were not disclosed at registration.

8.4 If the Organisation’s team judges, in good faith, that a Participant’s medical condition makes continued participation unsafe for themselves or others it reserves the right to decline participation or request early departure.

We want you to know exactly how we handle medical situations because trust matters.

9.1 By registering, the Participant or their Guardian, if below 18 authorises the Organisation’s team to arrange emergency medical care if immediate action is needed and no emergency contact can be reached in time. We will always try every registered contact first.

9.2 In a medical emergency, our team will:

• Administer immediate first aid through our on-site trained medical personnel.
• Contact all registered emergency numbers as quickly as possible.
• If contact cannot be made in time, arrange transport to the nearest appropriate medical facility and authorise the necessary treatment -always in the Participant’s best interest.
• Keep a member of the programme team with the Participant until the emergency contact arrives.

9.3 Any medical costs not covered by the Organisation’s group insurance are the responsibility of the Participant or Guardian. We recommend ensuring Participants are covered by personal health insurance for the Programme’s duration.

Every Participant’s safety is the Organisation’s first responsibility. Here is what is in place for the full four days:

• The Programme runs within a controlled residential campus with a structured daily schedule, defined activity zones, and clear expectations communicated to all.
• Accommodation is fully gender segregated, with same gender adult supervisors on every floor at all times.
• Faculty, mentors, and volunteers provide continuous supervision from morning through all sessions, meals, evening activities, and overnight.
• The daily schedule is followed strictly. There are no unstructured or unsupervised periods at any point.
• Campus entry and exit are controlled. No one leaves without authorised clearance.
• A dedicated medical team is on-site throughout the entire Programme.
• All staff and volunteers who work with Participants are background-verified in line with applicable standards.
• CCTV covers all common areas, entry points, and corridors.

11.1 Travel to and from the venue is the Participant’s responsibility. Full venue details, the reporting time, and check-in instructions will be shared well in advance of the Programme.

11.2 One person may drop off the Participant at the venue, and one designated person may collect them at the end. No accommodation is arranged for parents or guardians of Gujarat based Participants.

11.3 The drop-off and collection person must carry a valid government issued photo ID when visiting the venue.

11.4 Documents to carry on arrival:

• A valid government issued photo ID of the Participant, or their current institution identity card.
• Government issued photo ID of the person dropping off the Participant.
• Signed original Consent Letter from the Organisation mandatory for Participants below 18.
• All medications in their original labelled containers, to be handed to the medical coordinator at check-in.

12.1 Our team may photograph and film Participants during the Programme for documentation, social media, the website, and printed materials. This is how we share the Programme’s experience with the wider community.

12.2 Photography consent is collected separately during registration. Declining it has no bearing on eligibility or participation.

12.3 We will not publicly associate a Participant’s full name with their photograph without specific written consent.

12.4 Consent may be withdrawn at any time by writing to interact@pramukh.academy. We will remove previously published images promptly on receiving the request.

12.5 All Participant photographs and videos are stored securely. We do not share, sell, or give access to any images to third parties for commercial use.

13.1 We plan the Programme carefully and well ahead of time. Even so, occasional changes to the schedule, sessions, speakers, or venue arrangements may be necessary for operational, safety, or quality reasons. Any such changes will be made in the best interests of Participants.

13.2 Changes of this nature do not constitute a breach of these Terms and do not entitle anyone to a refund or compensation.

13.3 When a significant change is made, Participants and Guardians where relevant will be informed as early as possible through the Organisation’s usual channels.

14.1 The Organisation may cancel a registration or remove a Participant if:

• The Participant’s conduct violates the Code of Conduct or puts anyone at risk.
• A material misrepresentation is found in the registration forms, including false claims about Satsangi status or academic marks.
• The Participant’s medical condition makes continued participation unsafe, in the Programme team’s reasonable judgment.
• The Participant or Guardian fails to fulfil a material obligation under these Terms

14.2 If a Participant is removed, the registered emergency contact will be notified immediately. The Participant must be collected within 12 hours. Travel and collection costs are the responsibility of the Participant or Guardian.

14.3 Where removal is due to misconduct or misrepresentation, the registration fee will not be refunded.

15.1 The Organisation and its team will exercise all reasonable care, skill, and diligence in looking after Participants and maintaining safety throughout the Programme.

15.2 As with any residential programme, there are inherent risks associated with physical activity, communal living, group dynamics, and travel. Every reasonable precaution will be taken, but not every risk can be fully eliminated.

15.3 The Organisation cannot be held responsible for:

• Injuries, illness, or medical complications arising from health conditions that were not disclosed during registration.
• Loss, theft, or damage to personal belongings. Participants should bring only essentials.
• Injuries or incidents that arise from a Participant’s own misconduct or wilful disregard for Programme rules.
• Events constituting force majeure as defined in Section 16.

15.4 By registering, the Participant and Guardian agree to indemnify BAPS Pramukh Academy, its staff, volunteers, and affiliates against any claims or liabilities arising directly from the Participant’s wilful misconduct or material misrepresentation.

15.5 Nothing in these Terms limits the Organisation’s responsibility for death or personal injury caused by its own proven negligence or wilful misconduct.

16.1 We are fully committed to delivering the Programme. However, in circumstances entirely beyond our control -such as natural disasters, epidemics or government ordered lockdowns, failure of essential utilities, acts of war, terrorism, civil unrest, or major transport disruptions we cannot be held liable for failure or delay in fulfilling our obligations.

16.2 If such an event prevents the Programme from going ahead, we will either reschedule it, issue a full refund of the registration fee, or offer a credit towards a future programme. We will communicate this decision as early as possible.

16.3 If a force majeure event occurs after the Programme has begun, we will assess the situation and act fairly -which may include a pro-rata credit towards a future programme. All registered contacts will be kept informed throughout.

17.1 During registration and the Programme, we collect personal information about Participants including name, institution, academic records, health details, dietary requirements, emergency contacts, and photographs. We collect only what is genuinely needed, and use it solely to run the Programme, keep Participants safe, communicate with relevant parties, and comply with applicable law.

17.2 All personal data is processed in compliance with the Digital Personal Data Protection Act, 2023 and the DPDP Rules, 2025. For Participants who are minors, data is processed only under verified Guardian consent. Completing registration constitutes that consent for the purposes described here.

17.3 Personal data is shared with third parties only where genuinely necessary a medical emergency, an insurance claim, or a legal obligation. In every such case, only the minimum required information is shared.

17.4 Health information is strictly confidential and accessible only to the designated medical coordinator and the Programme Director.

17.5 Personal data is retained for three years from the conclusion of the Programme, after which it is securely and permanently deleted.

17.6 Participants and Guardians may request access to, correction of, deletion of, or withdrawal of consent for any non-essential processing of their data at any time by writing to interact@pramukh.academy.

18.1 By completing registration and paying the registration fee, the Participant or Guardian, where the Participant is below 18 confirms they have read, understood, and agreed to be fully bound by these Terms. They also confirm that the Participant meets both eligibility criteria at the time of registration. Any misrepresentation may result in immediate cancellation without refund.

18.2 These Terms are governed by the laws of India. Any dispute arising from or connected to these Terms will be subject to the exclusive jurisdiction of the courts at Ahmedabad, Gujarat.

18.3 If any individual provision of these Terms is found to be invalid or unenforceable, all remaining provisions continue in full force.

18.4 The Organisation may update these Terms at any time. When a material change is made, all registered Participants and Guardians will be notified promptly. Continued participation after notification will be taken as acceptance of the updated Terms.

18.5 These Terms, together with the Consent Letter issued at the time of seat confirmation and any written supplementary communications from the Organisation, form the entire agreement between the Participant (and Guardian) and BAPS Pramukh Academy. Nothing said verbally or communicated informally forms part of this agreement.

18.6 The decision of BAPS Pramukh Academy on all matters relating to the Programme including eligibility, selection, conduct, and administration -is final and binding on all Participants.

BAPS PRAMUKH ACADEMY
pramukh.academy • +91 9998992876 • interact@pramukh.academy