PROGRAMME OVERVIEW

Event Name	The Leadership Carnival ’26
Edition	Pramukh Vision Conference 4.0 For Juniors
Format	4-Day Residential Leadership Programme
Dates	10 -13 May 2026
Venue	Vadodara, Gujarat
Participants	Selected Students, Classes 6 -10
Organiser	BAPS Pramukh Academy (Not-for-Profit)

In these Terms & Conditions, “Organisation” refers to BAPS Pramukh Academy; “Programme” refers to The Leadership Carnival ’26; “Participant” or “Student” refers to the enrolled student; and “Parent” refers to the parent or legal guardian who registers the Participant and accepts these Terms.

 

1. INTRODUCTION

The Leadership Carnival ’26 is a 4-day residential leadership programme organised by BAPS Pramukh Academy, a not-for-profit institution committed to value-based education, governance awareness, and character-first leadership development. The Programme is designed for selected school students of Classes 6 through 10 and operates under the Pramukh Vision Conference series.

These Terms & Conditions (“Terms”) govern the registration, participation, conduct, safety, and administration of the Programme. By completing the registration process, the Parent confirms that they have read, understood, and agree to be bound by these Terms on behalf of themselves and the Participant.

These Terms should be read together with the Parental Consent & Responsibility Form, the Medical Declaration Form, the Photography & Media Consent Form, and the Consent Letter issued at the time of confirmed admission, each of which constitutes a separate consent document.

 

2. ELIGIBILITY AND PARTICIPATION

2.1 The Programme is open to students currently enrolled in Classes 6 through 10 at any recognised school in India. Confirmed admission to the Programme is subject to fulfilment of both eligibility criteria set out in Clauses 2.6 and 2.7 below.

2.2 Participation is by selection only. Submission of a registration form or expression of interest does not guarantee admission. Selection is based on the criteria set out in Clauses 2.6, 2.7, and 2.8. The Organisation reserves the right to accept or decline any application at its sole discretion.

2.3 Selected participants must meet the academic and conduct criteria communicated at the time of registration.

2.4 The Organisation may request supporting documents including school identity card, academic records, or a school recommendation letter as part of the selection process.

2.5 The decision of the Organisation on all matters relating to selection and eligibility shall be final and binding.

2.6 Criterion 1 — BAPS Satsangi Status: This Programme is primarily organised for and reserved for BAPS Satsangi students. The applicant must be a registered BAPS Satsangi. Satsangi students who fulfil this criterion and Criterion 2 (Clause 2.7) shall be granted confirmed admission subject to seat availability. All confirmed seats will first be allocated to eligible BAPS Satsangi students before any remaining capacity is considered for non-Satsangi applicants.

2.7 Criterion 2 — Academic Performance: The applicant must have secured a minimum of 70% marks in their most recently completed academic year’s final examination. Proof of marks in the form of a mark sheet or school-issued result document will be collected during the registration process.

 

3. PARENTAL / GUARDIAN CONSENT

3.1 All Participants are minors (below the age of 18 years). Accordingly, the Parent is the contracting party for the purposes of these Terms. The Participant’s registration, participation, and conduct during the Programme are the responsibility of the Parent.

3.2 The Parent must complete and submit the Parental Consent & Responsibility Form as a mandatory condition of admission. Registration without a valid, signed consent form will not be processed.

3.3 A physical copy of the signed consent form must be carried by the Participant and submitted at the time of reporting and check-in on the first day of the Programme.

3.4 The Parent confirms that the Participant has been informed about the nature, schedule, and expectations of the Programme and is willing to participate.

 

4. REGISTRATION AND VERIFICATION

4.1 All information provided during registration must be accurate, complete, and current. The Organisation relies on this information for safety, medical, and administrative purposes.

4.2 The Parent is responsible for promptly updating the Organisation if any information provided during registration changes before or during the Programme, including medical conditions, emergency contact numbers, and dietary requirements.

4.3 The Organisation reserves the right to verify any information provided and to cancel the registration if any material misrepresentation or omission is discovered, including but not limited to misrepresentation of BAPS Satsangi status or academic marks and percentage.

4.4 Identity verification shall be conducted at the time of check-in. The following documents must be carried and presented at check-in without exception:

(a) Any one valid government-issued photo identification of the Participant (preferred) or school identity card.

(b) Government-issued photo identification of the accompanying Parent or authorised person.

(c) Signed original copy of the Consent Letter issued by the Organisation at the time of confirmed admission.

Note: Mark sheet and academic records are collected during the registration process. No separate submission is required at check-in.

Failure to produce the above documents at check-in may result in denial of entry to the Programme without any refund of the registration fee.

 

5. REGISTRATION FEES AND PAYMENT POLICY

5.1 The registration fee for the Programme is ₹500 (Rupees Five Hundred Only). The fee covers residential accommodation, all programme sessions, meals, learning materials, certification, and event coordination for the full duration of the Programme. The current and updated fee details are also available on the Organisation’s official website at https://pramukh.academy/the-leadership-carnival-2026/

5.2 Payment must be completed within the deadline communicated at the time of confirmed admission. A student shall only be requested to make payment after the Organisation has verified fulfilment of both eligibility criteria (BAPS Satsangi status and minimum 70% marks) and issued a written confirmation of admission. Failure to complete payment by the specified deadline may result in cancellation of the confirmed seat and release of the seat to a waitlisted candidate.

5.3 Payment may be made through the methods specified by the Organisation, which may include online payment (UPI, net banking, or card). Confirmation of registration shall be issued only upon receipt and verification of the full fee amount.

5.4 The registration fee is strictly non-refundable once paid, regardless of the reason for non-attendance, including voluntary withdrawal, inability to attend, or removal for disciplinary reasons. This non-refundable policy reflects the committed costs incurred by the Organisation upon confirmation of each participant’s place. Waiting List applicants shall not be asked to make any payment unless and until they receive a written confirmation of admission from the Programme Management. Payment made after such written confirmation shall be treated as a confirmed registration and shall equally be non-refundable.

5.5 In the event the Organisation cancels the Programme for any reason, including insufficient enrolment or force majeure, a full refund of the registration fee shall be processed within 30 working days.

5.6 The registration fee does not cover personal travel to and from the venue, personal expenses, medical expenses arising from undisclosed pre-existing conditions, or any costs incurred due to early departure.

 

6. RESIDENTIAL PROGRAMME RULES

6.1 The Programme operates in a structured residential environment. All Participants are required to follow the daily schedule, attend all sessions, and comply with the residential rules communicated at the time of check-in.

6.2 Participants must remain within the designated programme campus at all times. No Participant may leave the campus without prior written authorisation from the Programme Director and the Parent.

6.3 Accommodation shall be in supervised, gender-segregated dormitories. Same-gender adult supervision shall be present on every residential floor at all times.

6.4 The following items are strictly prohibited on the programme campus:

(a) Any form of tobacco, alcohol, or prohibited substances

(b) Sharp objects, firecrackers, lighters, or any item that may pose a safety risk

(c) Expensive jewellery, valuables, or items not essential for the Programme

6.5 The Organisation shall not be responsible for loss, theft, or damage to personal belongings brought to the Programme. Participants are advised to bring only essential items.

 

7. CODE OF CONDUCT

The Leadership Carnival operates in a disciplined, value-based environment. All Participants are expected to uphold the following standards throughout the Programme:

7.1 Guiding Principles

• Respect for self, fellow participants, staff, volunteers, and property.
• Active and willing participation in all scheduled sessions and activities.
• Inclusivity and courtesy regardless of background, region, or ability.
• Personal responsibility for one’s actions, belongings, and conduct.
• Respect for the spiritual and cultural environment of the venue.

7.2 Prohibited Conduct

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

• Physical violence, intimidation, bullying, or threatening behaviour of any kind.
• Use of abusive, obscene, or discriminatory language.
• Possession or use of tobacco, alcohol, or any prohibited substance.
• Wilful damage to property belonging to the Organisation, venue, or other Participants.
• Leaving the campus without authorisation.
• Any behaviour that endangers the safety or well-being of any person.
• Any conduct that constitutes an offence under applicable law, including the Protection of Children from Sexual Offences Act, 2012 (POCSO Act).

7.3 Disciplinary Process

The Organisation follows a progressive disciplinary approach: verbal warning, written warning with parent notification, restricted privileges, and removal from the Programme. However, in cases of serious misconduct or safety concerns, the Organisation reserves the right to proceed directly to removal without prior warning.

 

8. HEALTH AND MEDICAL DECLARATION

8.1 As part of the registration process, we will ask whether your child has any existing health conditions. If yes, we request you to share the following details so our team can make the necessary arrangements to ensure your child’s safety and comfort throughout the Programme:

(a) Nature of the health condition and any medical diagnosis if available.

(b) Any known allergies — food, medication, or environmental.

(c) Any medications your child is currently taking, along with the dosage and frequency.

(d) Any dietary requirements or restrictions arising from the health condition.

(e) Any physical or mental health consideration that our team should be aware of, particularly in the context of a 4-day residential programme with physical activities and group sessions.

If you indicate that your child has no existing health conditions, this will be treated as your confirmation that the Participant is in good health and fully fit to participate in the Programme.

8.2 The Parent is responsible for ensuring that the Participant is physically and mentally fit to participate in a residential programme involving physical activities, group dynamics, and a structured schedule.

8.3 All medications must be provided in their original, labelled containers with clear written instructions regarding dosage, timing, and administration.

8.4 The Organisation shall not be liable for any medical complications arising from pre-existing conditions that were not disclosed at the time of registration.

8.5 The Organisation reserves the right to decline participation or request early departure if, in its reasonable assessment, a Participant’s medical condition poses a risk to the Participant or others.

 

9. EMERGENCY MEDICAL CARE

9.1 We understand that handing over your child for a residential programme requires complete trust. By accepting these Terms, you authorise our team to arrange emergency medical care for your child if we determine, in good faith, that immediate care is necessary and we are unable to reach you in time. We will always attempt to contact you first and will keep you informed at every step.

(a) Nature of the health condition and any medical diagnosis if available.

(b) Any known allergies — food, medication, or environmental.

(c) Any medications your child is currently taking, along with the dosage and frequency.

(d) Any dietary requirements or restrictions arising from the health condition.

(e) Any physical or mental health consideration that our team should be aware of, particularly in the context of a 4-day residential programme with physical activities and group sessions.

If you indicate that your child has no existing health conditions, this will be treated as your confirmation that the Participant is in good health and fully fit to participate in the Programme.

9.2 In the event of a medical emergency, our team will follow this step-by-step protocol:

(a) Immediate first aid will be administered by our trained on-site medical personnel.

(b) We will attempt to reach you through all emergency contact numbers provided during registration.

(c) If we are unable to reach you within a reasonable time, we will arrange transport to the nearest appropriate medical facility and authorise necessary treatment — always acting in your child’s best interest.

(d) A member of our programme team will stay with your child at all times until you arrive.

9.3 We want to be transparent — while we do our best to ensure your child’s safety, any medical expenses incurred that are not covered under the Organisation’s group insurance will be the financial responsibility of the Parent. We recommend ensuring your child is covered under a personal health or travel insurance policy for the duration of the Programme.

9.4 If you have any specific preferences regarding hospitals, treatment restrictions, or medical decisions for your child, please mention these clearly on the Medical Declaration Form. Our team will make every reasonable effort to honour your instructions in any medical situation that may arise.

 

10. SAFETY AND SUPERVISION

Your child’s safety is our highest priority. We have put in place a comprehensive set of measures to ensure every Participant is safe, supervised, and comfortable throughout the 4-day Programme:

• The entire Programme operates within a controlled residential campus with structured daily routines, clearly defined activity zones, and well-communicated behavioural expectations.
• Accommodation is fully gender-segregated, with same-gender adult supervisors present on every residential floor at all times.
• Our trained faculty, mentors, and volunteers provide round-the-clock supervision — from morning routines through all sessions, meals, evening activities, and overnight rest.
• A detailed daily schedule is published and followed strictly, ensuring there are no unstructured or unsupervised gaps at any point during the Programme.
• Entry and exit to the campus is fully controlled. No Participant may leave the premises without prior authorised permission and documented clearance.
• A dedicated medical team with first-aid capability and rapid-response protocols is present throughout the entire duration of the Programme.
• The Programme operates in a value-based environment rooted in discipline, mutual respect, and institutional responsibility — consistent with the ethos of BAPS Pramukh Academy.
• All staff and volunteers who interact with Participants undergo background verification in compliance with applicable child protection standards.
• CCTV surveillance is in place across all common areas, entry points, and corridors.

11. TRAVEL AND ARRIVAL GUIDELINES

11.1 Travel to and from the programme venue is the responsibility of the Parent. We will share all necessary details — including the exact venue address, designated reporting time, and step-by-step check-in procedures — well in advance so you can plan your travel comfortably.

11.2 To ensure a smooth check-in experience, please make sure the following documents are carried on arrival:

(a) Any one valid government-issued photo identification of the Participant (preferred) or school identity card.

(b) Government-issued photo identification of the accompanying Parent or authorised person.

(c) Signed original copy of the Consent Letter issued by the Organisation at the time of confirmed admission.

(d) All medications in their original labelled containers, to be handed over to our medical coordinator at check-in.

Please ensure all documents are in order before arriving at the venue to avoid any delays at check-in.

 

12. PHOTOGRAPHY AND MEDIA CONSENT

12.1 During the Programme, our team may capture photographs and videos of Participants for purposes such as event documentation, sharing highlights on our social media channels, updating our website, and producing printed materials. We do this to celebrate the experience and share it with the broader community — always with respect for every child’s dignity and privacy.

12.2 Photography and media consent is collected through a separate Photography & Media Consent Form. This is completely independent of these Terms — declining photography consent will in no way affect your child’s eligibility or participation in the Programme. You are fully in control of this decision.

12.3 We will never associate your child’s full name with their photograph in any publicly accessible material unless we have obtained your specific written consent to do so. Your child’s identity and privacy will always be protected in any content we publish.

12.4 You may withdraw your photography consent at any time simply by notifying us in writing. Once we receive your request, we will make every reasonable effort to remove any previously published images of your child. We appreciate that circumstances and preferences can change and we fully respect your right to make this request at any point.

12.5 All photographs and videos of Participants are stored securely within our systems. We do not share, sell, or provide access to any images of your child to third parties for commercial purposes ever.

 

13. PROGRAMME CHANGES

13.1 We plan every aspect of the Programme carefully and well in advance. However there may be occasions where we need to make changes to the schedule, session content, speakers, venue arrangements, or other elements of the Programme due to operational, safety, logistical, or quality reasons. We appreciate your understanding that such changes, when necessary, are always made with the best interests of the Participants in mind.

13.2 Any such changes will not constitute a breach of these Terms and will not entitle the Parent or Participant to a refund, compensation, or any other claim. We assure you that changes will only be made when genuinely necessary and never arbitrarily.

13.3 Whenever a significant change is made, we will do our best to inform you as early as possible through our usual communication channels — so you are never left uninformed or caught off guard.

 

14. CANCELLATION OR REMOVAL

14.1 While we sincerely hope every Participant completes the Programme fully, we reserve the right to cancel a registration or remove a Participant at any time if any of the following situations arise:

(a) The Participant engages in conduct that violates the Code of Conduct or poses a risk to the safety or well-being of any person.

(b) Material misrepresentation or omission is discovered in the registration or medical forms, including but not limited to misrepresentation of BAPS Satsangi status or academic marks and percentage.

(c) The Participant’s medical or physical condition renders continued participation unsafe, in the reasonable assessment of our Programme team.

(d) The Parent fails to comply with any material obligation under these Terms.

14.2 In the unfortunate event that a Participant needs to be removed from the Programme, we will notify you immediately. We request that you arrange to collect your child within 12 hours of being notified. Travel and collection arrangements will be at your own cost.

14.3 Please note that in cases of removal due to disciplinary reasons or misrepresentation of any kind, the registration fee will not be refunded. This policy exists to protect the integrity of the Programme and the experience of all Participants.

 

15. LIABILITY DISCLAIMER

15.1 We take our responsibility towards every Participant very seriously. Our team will exercise all reasonable care, skill, and diligence in supervising your child and ensuring their safety throughout the entire duration of the Programme.

15.2 We want to be transparent with you — as with any residential programme, there are inherent risks associated with physical activities, group dynamics, communal living, and travel. We will take every reasonable precaution to minimise these risks, but we want you to be aware that not all risks can be entirely eliminated. Your informed understanding of this is important to us.

15.3 While we do everything within our capacity to keep your child safe, we want to be clear that we cannot be held responsible for the following:

(a) Any injuries, illness, or medical complications arising from pre-existing health conditions that were not disclosed by the Parent during the registration process or on the Medical Declaration Form, including conditions declared as absent when they were in fact present.

(b) Loss, theft, or damage to any personal belongings brought to the Programme. We strongly advise Participants to bring only essential items.

(c) Any injuries or incidents arising from the Participant’s own misconduct, negligence, or wilful disregard for programme rules and instructions.

(d) Any events constituting force majeure as defined in Section 16 of these Terms.

15.4 By registering for the Programme, you agree to indemnify and hold harmless BAPS Pramukh Academy, its staff, volunteers, and affiliates against any claims, damages, or liabilities that arise directly from your child’s wilful misconduct during the Programme or from any material misrepresentation made in the registration or medical forms.

15.5 We want to be clear that nothing in these Terms removes or limits our responsibility in the event of death or personal injury caused by our own proven negligence or wilful misconduct. Our commitment to your child’s safety is absolute and unconditional.

 

16. FORCE MAJEURE

16.1 We are fully committed to delivering the Programme as planned. However there are certain extraordinary circumstances that are entirely beyond our control — such as natural disasters (earthquake, flood, cyclone), epidemics or pandemics including government-imposed quarantine or lockdown, government orders or curfews, failure of essential utilities at the venue, acts of war, terrorism, or civil unrest, or major transportation disruptions. In such situations we will not be in a position to be held liable for any failure or delay in fulfilling our obligations under these Terms and we appreciate your understanding of this.

16.2 If such an event does occur and the Programme cannot go ahead as planned, we will do right by you. Depending on the situation we will either reschedule the Programme to a later date, issue a full refund of the registration fee, or offer you a credit toward a future programme. We will communicate our decision to you as early as possible and with complete transparency.

16.3 If the Programme has already begun and a force majeure event occurs mid-way, we will assess the situation carefully and determine the most fair and appropriate course of action for all Participants. This may include a pro-rata credit toward a future programme. We will keep all Parents informed throughout and handle the situation with fairness and care.

 

17. DATA PRIVACY AND PROTECTION

17.1 As part of the registration and programme process, we collect certain personal information about your child and yourself. This includes details such as your child’s name, age, class, school, health information, dietary requirements, emergency contacts, and photographs. We collect only what is genuinely necessary and use it solely to administer the Programme, ensure your child’s safety, communicate with you effectively, and comply with applicable laws.

17.2 We process your child’s personal data in full compliance with the Digital Personal Data Protection Act, 2023 and the DPDP Rules, 2025. Since all Participants are minors, we process their data only under verified parental consent. By accepting these Terms and completing the registration process, you are providing that consent for the specific purposes described in this section.

17.3 Your child’s personal data will only ever be used for the purposes described above. We will not share it with any third party except in situations where it is genuinely necessary — such as a medical emergency, an insurance claim, or a legal or regulatory requirement. In all such cases, only the minimum necessary information will be shared.

17.4 Your child’s health information is treated with the highest level of confidentiality. It will only be accessible to our designated medical coordinator and the Programme Director. It will not be shared with anyone else under any circumstance, except in the event of a medical emergency where disclosure becomes necessary to protect your child’s health and safety.

17.5 We will retain your child’s personal data for a period of three years following the conclusion of the Programme, or until your child turns 20 years of age — whichever is later. This retention is necessary for legal compliance and institutional record keeping. Once this period is over, all personal data will be securely and permanently deleted from our systems.

17.6 You have full rights over your child’s personal data. At any time you may request access to the data we hold, ask us to correct any inaccuracies, request deletion of the data, or withdraw your consent for any non-essential processing. To exercise any of these rights simply reach out to our designated Grievance Officer at interact@pramukh.academy and we will respond promptly.

17.7 We take the security of your child’s personal data seriously. We have put in place appropriate technical and organisational measures to protect all data against unauthorised access, alteration, disclosure, or destruction. Your trust in us with this information is something we do not take lightly.

 

18. ACCEPTANCE OF TERMS

18.1 By completing the registration process and submitting the registration fee, you confirm that you have read, understood, and agree to be fully bound by these Terms & Conditions. You further confirm that at the time of registration, your child meets both eligibility criteria — namely, BAPS Satsangi status and a minimum of 70% marks in their most recently completed final examination. You understand that any misrepresentation of either criterion may result in immediate cancellation of registration without refund.

18.2 You confirm that you are the Parent or legal guardian of the Participant and have full legal authority to enter into this agreement on their behalf and to grant all consents contained within these Terms.

18.3 These Terms are governed by and construed in accordance with the laws of India. In the unlikely event of any dispute arising out of or in connection with these Terms, such dispute shall be subject to the exclusive jurisdiction of the courts at Ahmedabad, Gujarat.

18.4 If any individual provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, all remaining provisions shall continue to apply in full force and effect without any disruption.

18.5 We reserve the right to update or amend these Terms at any time. Whenever a material change is made, we will inform all registered Parents promptly through our usual communication channels. Your continued participation in the Programme following such communication will be taken as your acceptance of the updated Terms.

18.6 These Terms, together with the Parental Consent & Responsibility Form, Medical Declaration, Photography & Media Consent, and the Consent Letter issued at the time of confirmed admission, constitute the entire agreement between you and BAPS Pramukh Academy in relation to the Programme. No verbal representations or informal communications shall form part of this agreement.

 

BAPS PRAMUKH ACADEMY

pramukh.academy • +91 9510060898 • interact@pramukh.academy