In response to the outbreak of Covid-19 your National Board and National Conference team have made the very challenging decision to cancel Conference 2020.
Although not yet government mandated, we feel it only responsible to cancel now and reduce financial risk to the association and our attending members.
Furthermore, we feel it only appropriate to encourage our membership to participate in social distancing measures to minimise opportunities for the spread of the virus via attendance at conference.
All tickets purchased will be reimbursed over the next week, please bear with us while we administer these refunds.
We will however endeavour to provide a constitutionally appropriate online AGM, the details of which are being worked on and an update expected in the coming days.
Celebrating our achievements together is also an integral part of what we do and an awards party will be scheduled for later this year when it is deemed safe and appropriate to do so.
I would like to thank you for your understanding and cooperation on this matter, the decision was not an easy one and I share your disappointment. I would also wish to extend my heartfelt gratitude to the 2020 Conference team who had worked tirelessly and invested their heart and soul into preparing a unique world class event for us.
Yours in Table,
The 2020 Conferenceless team!
Will I get a refund?
Over the coming week we'll be processing your refunds, please be patient.
Please check your emails for information on how we'll process your refund and what information we might need from you. (Don't forget to check your spam).
Will the AGM go ahead?
The national exec will communicate how the AGM will be held in due course.
YOUR CONFERENCE TEAM
Movers and Shakers
Conference Committee Chair
Conference Committee Vice-Chair
Chelmsford LC 182
Sales, Marketing & Website
Epping & Ongar 978
National Events Officer
Great Dunmow & District 768
Promotion & Marketing
Great Dunmow & District
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 ‘The event’ or ‘National Conference’ or ‘Chelmsford 2020’ used hereafter, or within any literature, promotional material or on any website promoting the event means Round Table National Conference 2020 being held in Roxwell on 2nd - 4th May 2020
1.4 ‘the Committee’ means the National Conference 2020 organising committee approved by RTBI for the organisation and delivery of the event.
1.5 ‘Delegate’ means a fully paid up member(s) of R.T.B.I. attending the event or any other person approved as a guest at the event by the Committee.
1.6 ‘the website’ means the Chelmsford 2020 website 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 2020.
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 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 The advertised event rates include VAT at the prevailing rate.
2.5 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.
2.6 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.
2.7 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.
2.8 A Delegate may be substituted within a booking before the Payment Deadline upon written notification to the Committee.
2.9 Other than in exceptional circumstances, at the discretion of the Committee, no booking may be amended after the Payment Deadline.
2.10 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.
3. Cancellation Policy
Delegates may cancel their booking subject to the following:
3.1 All tickets are non-refundable, including deposits.
3.2 Tickets are transferable but not refundable, it is the responsibility of the ticket holder to find a suitable candidate for the ticket..
3.3 Failure to make the agreed schedule payments on your payment plan may lead to your ticket being cancelled. .
3.4 All "No Accommodation" packages are final and non-refundable under any circumstances.
4.1 Delegate accommodation is provided at Boyton Hall Farm.
4.2 Although special requests will be accommodated where possible, allocation of rooms is at the discretion of the Committee.
4.3 Festival Goer rates are on a single occupancy.
5. Delegate Conduct
5.1 All Delegates are expected to maintain appropriate standards of behaviour and conduct during the event.
5.2 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 be excluded from the remainder of the event without refund or offset of any payments made.
5.3 Delegates will be held personally liable and responsible for the following:
5.3.1 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;
5.3.2 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.
5.3.3 Delegates are liable for any damaged or excess cleaning required to the bell tents supplied by our suppliers, this includes delegates who are and are not using the bell tents as accommodation.
6. Exclusion, Disclaimer and Limitation of Liability
6.1 The Committee reserves the right to amend any published itinerary without notice.
6.2 Delegates attend National Conference 2020 at their own risk. Neither the Committee or R.T.B.I. can be held liable for any loss, damage or injury sustained by any Delegate or guest participating in any National Conference 2020 function or activity.
6.3 Delegates are advised to seek independent insurance cover for National Conference 2020 in the event of cancellation, loss, damage, injury, detriment or other adverse factor(s).
6.4 The Committee will endeavour to accommodate special requests and preferences for dietary requirements or other matters and will pass this information to the accommodation 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.
6.5 No liability will attach to the Committee or to R.T.B.I. 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.
6.6 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.
6.7 The Committee shall be entitled in the circumstances in 6.6 above:
6.7.1 to substitute alternate accommodation of a suitable standard;
6.7.2 to relocate the primary functions to alternate suitable venues;
6.7.3 to cancel National Conference 2020.
7. Glamping Upgrades
7.1 Glamping tents are available to book through our named dedicated supplier 'Tee and Toast Glamping' here after know as 'The Supplier'
7.2 Only Bell tents provided by The Supplier will be allowed on site as part of a pre-arranged booking made via the supplier using the following booking site: https://www.teeandtoastglamping.com/nationalconference
7.3 By booking a glamping upgrade via The Supplier you are responsible for the contents as well as the tent. You will be liable for any loss or damaged sustained to the tent upon your arrival and check in.
7.4 Booking a Bell Tent is an upgrade only and is not your ticket for entry to the site. You must buy a Festival Goer weekend ticket in conjunction with your Bell Tent booking.
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. or 41 Club for the purposes of obtaining information about and for the booking of Delegate packages to National Conference 2020. 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 National Conference 2020, 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 National Conference 2020 or third parties associated with the event and their products and services are subject to copyright, design rights and trademarks of National Conference 2020 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 National Conference 2020 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 Event Security, 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 Wales and the Courts of England and Wales shall have non-exclusive jurisdiction to hear all disputes arising in connection with these Conditions.