Terms & Conditions
1. Definitions and Interpretation
The following expressions, when used in these Terms and Conditions (‘the Conditions’), shall have the meanings given to them in this section.
1.1 ‘R.T.B.I.’ means the National Association of Round Tables of Great Britain and Ireland.
1.2 ‘Ladies’ Circle’ means the National Association of Ladies’ Circles.
1.3 ‘The event’ or ‘National Conference’, ‘MuchAdoMore’ or ‘Stratford 2017’ used hereafter, or within any literature, promotional material or on any website promoting the event means the Round Table and Ladies Circle National Conference 2017 being held at Crowne Plaza (formerly The Holiday Inn), Stratford-upon-Avon on 5th – 7th May 2017, including their respective Annual General Meetings (A.G.M.(s)) and any associated function or activity.
1.4 ‘the Committee’ means the Stratford 2017 organising committee approved by RTBI and endorsed by Ladies’ Circle for the organisation and delivery of the event.
1.5 ‘Delegate’ means a fully paid up member(s) of R.T.B.I., Ladies’ Circle, 41 Club or Tangent attending the event or any other person approved as a guest at the event by the Committee.
1.6 ‘Function’ means any of ‘The Friday night Theme Party’, the ‘A.G.M. lunch’ and the ‘Saturday night Presidents’ Banquet and Ball’.
1.7 ‘the website’ means the Stratford 2017 muchadomore.com website and associated booking site available to provide promotional and general information, and for taking bookings for the event.
1.8 The ‘Payment Deadline’ is 17:00 (BST) on 31st March 2017.
1.9 References to clause numbers are to clauses in these Conditions.
1.10 Headings are for reference purposes only and do not affect the interpretation of these Conditions.
1.11 Words importing the singular include the plural, and vice versa.
1.12 References to the masculine gender include the feminine.
2. Booking Conditions
2.1 All bookings must be made via the website, unless otherwise agreed in writing and confirmed by the Committee.
2.2 No booking will be processed or guaranteed without a deposit or full payment or an initial instalment payment being made via the website.
2.3 The submission of a booking via the website by a Delegate constitutes an agreement to the Conditions herein. Any Delegate who submits a booking on behalf of any other person warrants that they have the agreement of that person to be bound by the Conditions and indemnifies the Committee to that effect.
2.4 No charge is levied for attendance at either the R.T.B.I. or Ladies’ Circle A.G.M. by any entitled person.
2.5 The advertised event rates include VAT at the prevailing rate.
2.6 The Committee reserves the right to apply an additional charge to a booking to cover any increase in the prevailing rate of VAT which may be imposed by HMRC after the booking has been accepted.
2.7 All Delegate payments including those made by instalment must be received in full by the Payment Deadline. Failure to comply with this requirement will, at the discretion of the Committee, result in cancellation of the booking without further notice and refund of any payment(s) made will be subject to the Cancellation Policy.
2.8 Delegates are required to ensure instalment payments are made on time. Failure to do so shall entitle the Committee to request a balancing payment be made within 14 days to bring the payment schedule up to date. Failure to comply with this requirement will, at the discretion of the Committee, result in cancellation of the booking without further notice and refund of any payment(s) made will be subject to the Cancellation Policy.
2.9 A Delegate may be substituted within a booking before the Payment Deadline upon written notification to the Committee.
2.10 Other than in exceptional circumstances, at the discretion of the Committee, no booking may be amended after the Payment Deadline.
2.11 By completing a booking using the website, Delegates confirm that they consent to their details being held on the Round Table databases and that they have obtained the consent to the same of any other individual(s) on whose behalf they have made a booking. The information will be stored for a maximum of 24 months and will be used for purposes in connection with the activities of Round Table. If you do not want to receive information, please write to: The Database Administrator, Marchesi House, 4 Embassy Drive, Birmingham B15 1TP.
2.12 Delegates booking in under the “Buddy Up” system agree to share a room with another member of their organisation as selected by the conference team. Although requests to buddy together will be considered during the room allocation process, there are no guarantees made about the delegate you will be sharing with.
3. Cancellation Policy
3.1 Delegates may cancel their booking subject to the following:
3.1.1 Bookings to attend individual functions per paragraph 5.1 are non-refundable.
3.1.2 The Committee will use its best endeavours to resell cancelled bookings to other Delegates. If they are able to do so, a refund will be made of payments received to date subject to a cancellation administration fee of 10% of the total booking price.
3.1.3 If the Committee is unable to resell a cancelled booking the full booking price will be payable without any reduction or offset.
3.1.4 In the event that one delegate on a double / twin room booking should cancel their booking, the remaining delegate will be required to either:
a) secure a replacement Delegate to share their room; or
b) pay the applicable single occupancy supplement.
3.1.5 Bookings may not be cancelled after the Payment Deadline; the full booking price is payable without any reduction or offset.
4.1 Delegate accommodation is provided at:
· Crowne Plaza, Bridge Foot, Stratford-upon-Avon, CV37 6YR
4.2 All hotel accommodation is allocated on a first-come, first-served basis.
4.3 Although special requests will be accommodated where possible, allocation of rooms within the individual hotels is at the discretion of the Committee.
4.4 Accommodation rates are on a per person basis and are based upon two people sharing a twin or double room.
4.5 A single occupancy supplement will apply for accommodation occupied by a single person.
4.6 Any request to change accommodation requirements is subject to availability and must be made by the Payment Deadline.
4.7 Delegates may book additional nights accommodation via the website. Any additional accommodation booked other than via the website may necessitate a change of room to the accommodation allocated to the Delegate by the Committee for the event.
5.1 Attendance at a Function may be booked separately via the website, or by written arrangement with the Committee.
5.2 Functions will all be held at Crowne Plaza, Stratford-upon-Avon.
5.3 There are limitations upon the number of seating places in the main function room. The Committee will endeavour to seat all Delegates in the main function room for the Saturday Night ‘Presidents’ Banquet and Ball’. However should this not be possible, priority will be afforded to those who booked first and Delegates may be seated in a subsidiary room at the discretion of the Committee.
5.4 Seating will not be allocated for the Friday night Theme Party or the A.G.M Lunch.
5.5 With the exception of paragraph 4, the Conditions shall apply to any person attending the event pursuant to 5.1 above.
6. Delegate Conduct
6.1 All Delegates are expected to maintain appropriate standards of behaviour and conduct during the event.
6.2 Any Delegate who fails to maintain such standards of behaviour and conduct may, at the discretion of the Chairman (or in his absence, the Vice-Chairman) of the Committee and with the approval of the Round Table National Secretary or the Ladies’ Circle National Secretary as appropriate, be excluded from the remainder of the event without refund or offset of any payments made.
6.3 Delegates will be held personally liable and responsible for the following:
6.3.1 any damage caused by them or reasonably believed to be caused by them (or guests who are present at their invitation) to the accommodation occupied by them or to the venue facilities during the course of the event;
6.3.2 any excess cleaning required to the accommodation occupied by them (or guests who are present at their invitation) to the accommodation occupied by them or to the venue facilities during the course of the event.
7. Exclusion, Disclaimer and Limitation of Liability
7.1 The Committee reserves the right to amend any published itinerary without notice.
7.2 Delegates attend Stratford 2017 at their own risk. The Committee, R.T.B.I. and Ladies’ Circle cannot be held liable for any loss, damage or injury sustained by any Delegate or guest participating in any Stratford 2017 function or activity.
7.3 Delegates are advised to seek independent insurance cover forStratford 2017 in the event of cancellation, loss, damage, injury, detriment or other adverse factor(s).
7.4 The Committee will endeavour to accommodate special requests and preferences for dietary requirements or other matters and will pass this information to the hotels and caterers for the event functions. No warranty or guarantee is provided or implied that meals provided at functions will meet such requirements or other matters.
7.5 No liability will attach to the Committee, R.T.B.I. or Ladies’ Circle for any loss, damage, or detriment (whether such loss, damage or detriment is foreseen, foreseeable, known or otherwise) or for any indirect, consequential, special or exemplary damages arising from attending the event.
7.6 The Committee shall not be liable to any Delegate for any delay, failure or non-performance in case of events or circumstances beyond its reasonable control (“Force Majeure”), including but not limited to act of God, war, riots, civil commotions, terrorist acts, accidents, strikes, lock-outs, trade disputes, fires, breakdown of plant or machinery, natural disasters, severe adverse weather, unforeseeable transport problems, governmental or regulatory actions or restrictions, failure of hotels to provide accommodation or function venues, or any other cause whatsoever (whether or not similar to the foregoing) outside the control of the Committee.
7.7 The Committee shall be entitled in the circumstances in 7.6 above:
7.7.1 to substitute alternate hotel accommodation of a suitable standard;
7.7.2 to relocate the primary functions to alternate suitable venues;
7.7.3 to cancel Stratford 2017.
Access to and use of the website is provided by the Committee, subject to the following terms:
8.1 Services provided on the website are intended solely for the use of individuals who are members (or a guest of a member) of R.T.B.I., Ladies’ Circle, 41 Club, or Tangent for the purposes of obtaining information about and for the booking of Delegate packages to Stratford 2017. The Committee may, at their discretion, deny, suspend, withdraw or otherwise terminate access to the website by individuals who are not, or do not appear to be using it for such purposes.
8.2 Users of the website may do so for lawful purposes only and in a way that does not infringe the rights of, restrict or inhibit anyone else’s use and enjoyment of the website. Prohibited behaviour includes harassing or causing distress or inconvenience to any person, transmitting obscene or offensive content or disrupting the normal flow of dialogue within the website.
8.3 Users of the website agree to be bound by the Conditions generally and Paragraph 8 particularly, which shall take effect immediately upon their first access to the website. If such agreement is not present, users should cease and desist from accessing and/or using the website.
8.4 The website content, including the information, names, images, pictures, logos and icons regarding or relating to Stratford 2017, its products and services (or to third party products and services), is provided on an “AS IS” basis without any representations or any kind of warranty made (whether express or implied by law) to the extent permitted by law, including the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy.
8.5 Users of the website agree not to copy, reproduce, republish, download, post, broadcast, transmit, make available to the public, or otherwise use any of its content in any way except for their own personal, non-commercial use. They agree not to adapt, alter or create a derivative work from any of the content except for their own personal, non-commercial use. Any other use of the website content requires the prior written permission of the Committee.
8.6 Users of the website do so at their own risk. No warranty is afforded or implied that functions contained within the website content will be uninterrupted or error free, that defects will be corrected, or that the website or the server that makes it available are free from viruses, bugs or other defects.
9. Intellectual Property
9.1 The names, images and logos identifying Stratford 2017 or third parties associated with the event and their products and services are subject to copyright, design rights and trademarks of Stratford 2017 and/or third parties. Nothing contained in the Conditions shall be construed as conferring by implication, estoppel or otherwise any licence or right to use any trademark, patent, design right or copyright of Stratford 2017 or any other third party without prior written consent.
10.1 At the event, Delegates will be required to be in possession of their event pass or other documentation issued to them at all times and may be required to produce these at the request of the Committee, or their nominee(s) at any time. Failure to do so may result in their exclusion from part or all of the event or refusal of entry to functions and/or activities.
10.2 The Conditions may be varied and/or amended by the Committee at any time by posting changes online. A record of any variation and/or amendment will be maintained by the Committee. It is the responsibility of Delegates to review them regularly to ensure they are aware of any changes made. The continued use of the website by a Delegate or their failure to cancel or amend their booking after changes are posted means that they agree to be legally bound by the Conditions as varied and/or amended.
10.3 The failure by the Committee to enforce, at any time or for any period, any one or more of these Conditions shall not be a waiver of them or of the right at any time subsequently to enforce all of these Conditions.
10.4 If any term or provision of the Conditions is held invalid, illegal or unenforceable for any reason by any court of competent jurisdiction, such provision shall be severed and the remainder of the provisions hereof shall continue in full force and effect as if the Conditions had been agreed with the invalid, illegal or unenforceable provision eliminated.
10.5 The Committee and Delegate do not intend any part of these Conditions to be enforceable by any person not a party to it, by virtue of the Contracts (Rights of Third Parties) Act 1999.
10.6 These Conditions shall be governed by and construed in accordance with the law of England and the Courts of England and Wales shall have non-exclusive jurisdiction to hear all disputes arising in connection with these Conditions.