International Youth For Fair Trade Conference 2009

Terms and Conditions for Delegates

The following conditions apply from the date we confirm your booking to You, for an “event” being planned by Coventry Cathedral and the Coventry Community Forum (“The Event Partners”). In these conditions you are the person, firm or company making the booking (“You”).

1. Payments
All bookings made prior to the conference must be paid in full to guarantee registration. Once payment has been received, an email confirmation and a receipted invoice will be sent. If payment is not made at the time of booking, registration will be provisional. Bookings received less than two weeks before the conference date can only be paid by credit card.

2. Cancellation Policy
All cancellations must be made in writing to David Williams, Centre for Reconciliation, Coventry Cathedral, Cathedral & Diocesan Offices, Coventry CV1 5AB, UK or by email to david.williams@coventrycathedral.org.uk.
All cancellations will be given a cancellation reference number as confirmation and the cancellation will only be effective once this cancellation reference number has been issued.
Cancellations received by 1st October will receive a refund of 50% of the conference fee. After this date, cancellations are subject to the appropriate conference fee. Please note that if You do not cancel and do not attend You are still responsible for payment. Refunds of up to 100% of the conference fee may be considered where cancellation is due to rejection of a visa application (with supporting documentation) at the discretion of The Event Partners.

3. Substitution Policy
Substitution of delegates may be made at no extra charge. Please inform the conference office in writing of any substitutions prior to the start of the conference.

4. Booking acknowledgment
All bookings will be acknowledged by email. If You do not receive acknowledgement within two weeks of booking, please contact the conference office to confirm that we have received your booking form. Further information, joining instructions, maps and directions will be sent by email closer to the time of the conference.

5. Early Bird Rate
In order to qualify for any 'early bird' rates, booking and payment must be received before the deadline date listed on the booking web site.

6. Insurance
Conference participants are responsible for taking appropriate insurance cover in connection with their attendance at the conference. The Event Partners cannot be held liable for any loss, liability or damage to personal property.

7. Accommodation
Conference fees do not include accommodation costs, it is the responsibility of participants to arrange their own accommodation if required. For those that book the space on the hall floor it is their responsibility to bring their own sleeping bags. Additional accommodation information is available on the accommodation page of the conference website.

8. Conference Programme
The Event Partners endeavour to run the conference as advertised. However we reserve the right to alter the conference, content, timings, venues or speakers at any time without any liability for any costs or losses whether direct or indirect. The Event Partners shall not offer refunds to participants if the conference is altered. However if the conference is cancelled for reasons beyond The Events Partners’ control then The Event Partners will retain up to 50% of the conference fee to cover marketing and administration costs, and will not be liable for any further costs associated with such cancellation.

9. Speakers
Views expressed by speakers are their own. The Event Partners cannot accept liability for advice given, or views expressed, by any speaker at the conference or in any material provided to delegates.

10. Accuracy of Information
Whilst the Event Partners shall endeavour to ensure the accuracy and relevance of any information or materials provided to delegates as part of any event, the Event Partners shall not be liable for and the delegate shall be entirely responsible for the use to which it puts such information or materials. No representation or warranty of any kind is made or given by the Event Partners as to the suitability of any information or materials for use for any particular purpose.

11. Photography & Filming
For promotional purposes, there may be a professional photographer and video production taking place during the conference. Delegates who do not wish to be filmed or recorded should advise david.williams@coventrycathedral.org.uk  prior to the event.

12. Admission
The Event Partners reserve the right without liability to refuse admission to, or to eject from the event, any person who fails to comply with these terms and conditions or who in the opinion of the Event Partners represents a security risk, nuisance or annoyance to the running of the event. You agree to comply with all reasonable instructions issued by The Event Partners or the venue owners at the event.

13. Registration Information
Registration information will be sent to registered delegates by email at least seven days prior to the event. Any delegate not receiving the registration information should contact us on conferences@mercatormedia.com.

14. Visas
If You wish a delegate to attend the International Youth for Fair Trade Conference 2009 who needs a visa to enter the country, the delegate may require a letter of invitation from us. Due to the amount of time it takes to get a visa, invitation letter requests must be made by 15th September 2009, none will be accepted after this date.
Please note: an invitation letter will not be issued until payment for the conference has been received.

You can apply for a letter of invitation by taking the following steps:
a) Book your place using the on-line booking form
b) Write to our postal address (FAO Youth for Fair Trade 2009 Visa Application) requesting a visa invitation, clearly stating what your organisation does and why your delegate has an interest in the conference. Indicate the name and job title of the person who wishes to attend the conference and include the address of your delegate’s embassy
c) We will then send an invitation letter to the delegate for them to take to their local British Embassy

15. Liability and Indemnity
The Event Partners will not accept responsibility for death, injury, disease, theft or damage to property unless the Event Partners or their employees are found to be at fault.

16. Law
These terms and conditions shall be governed by and construed in accordance with English law and the English Courts shall have exclusive jurisdiction over any dispute which may arise.



Conference Office
David Williams
Centre for Reconciliation
Coventry Cathedral
Cathedral & Diocesan Offices
1 Hill Top
Coventry CV1 5AB
UK
+44 (0)24 7652 1265
david.williams@coventrycathedral.org.uk