Terms & Conditions

These Terms and Conditions apply to all bookings for Delegates, volunteers, individuals, groups and families attending or booking to attend YMCA175, which is taking place at ExCeL London from 4 to 8 August 2019, and form an integral part of the legally binding contract to purchase any specified number of Delegate places for YMCA175 attached hereto. YMCA175 is the name of the event being organised by the European Alliance of YMCAs.

  1. To be eligible to register individually for YMCA175, or apply for volunteer positions, Delegates must be 18 or over by 15 July 2018, and will be asked to present proof of age. Under 18s may attend YMCA175, but must do so as part of a registered group or family. 
  2. A child or children must be no more than 12 years old on 4 August 2019 to be eligible for a reduced rate Children’s ticket. 
  3. If you need a personal assistant to attend the event due to a disability or for accessibility – we do offer a Personal Assistant (PA) goes free scheme. The following forms of evidence are automatically eligible for PA Goes Free tickets, or equivalent form of evidence from a different jurisdiction. If you are unable to provide the evidence, then we will review your access requirements on a case-by-case basis.
    • Proof of the issue of a state disability benefit
    • Proof of health condition, disability or accessibility requirements
    • Evidence of registered severely sight impaired (blind)
    • Recognised Assistance Dog ID card
    • Credibility’s Access Card (www.accesscard.org.uk)
    • Other forms of evidence will be accepted on a case-by-case basis.
  1. You must send to YMCA175 details of each of the Delegates who will be attending by means of a completed delegate registration. Registration will need to be completed no later than the 1 July 2019.
  2. Please check the accuracy of the information you provide on your booking form carefully, including any dietary or special access requirements, as YMCA175 cannot be held responsible for errors.
  3. Payment terms are immediate from the date of our invoice or other request for payment or as otherwise agreed by YMCA175 with you in writing.
  4. YMCA175 may cancel your booking at any time with immediate effect by giving you written notice if you do not pay when you are supposed to as set out in paragraph 4 above or if in YMCA175’s reasonable opinion you are unable to or may be unable to comply with any requirements, including payments.
  5. The registration price does not include any flights or other transportation to or from YMCA175.  The travel costs must be arranged independently by the Delegate or supporting YMCA. The cost for London public transportation for the duration of the event is included with your ticket.
  6. Some Delegate packages includes hostel accommodation on a shared basis for four nights, for the nights of 4, 5, 6, 7 August 2019, with catering for breakfast, lunch and dinner on 5, 6, 7 August 2019, with breakfast only on 8 August 2019. All delegate packages will include access to YMCA175, hand-outs and support materials, public transport passes between accommodation and venue and lunch and dinner on 5, 6 and 7 August 2019. Transportation outside of these dates will not be provided and will have to be arranged independently.
  7. All cancellations of bookings must be submitted via email to 175@ymcaeurope.com. If written notice is received by YMCA175:On or before 1 April 2019, refunds will be issued subject to a £20 administration fee deduction.After 1 April 2019 refunds are not possible.A suitable substitute Delegate may be sent in place of any Delegate who is unable to attend for any reason and these details can be updated by sending them in writing to YMCA175, by emailing 175@ymcaeurope.com.Should a different person attend the event to that named on the Delegate booking form through the registration process, without prior agreement with YMCA175, the YMCA175 will treat this as an additional delegate and will invoice accordingly. To avoid this please adhere to the above cancellation terms as set out in this Paragraph.
  8. The venue for YMCA175 and the accommodation venues are both subject to change without notice and are only confirmed when instructions are sent out, around 6 weeks prior to YMCA175.In the event of a change of venue from that originally advertised or confirmed in the instructions, YMCA175 will make reasonable endeavours to provide a suitable alternative venue within reasonable distance of the original advertised venues. YMCA175 will not provide refunds for cancellations relating to changes to a confirmed venue unless it complies with the cancellation policy set out in paragraph 9.
  9. In certain circumstances, it may be necessary for YMCA175 to make changes to the content or the timings of the events at YMCA175.  In the event of it being necessary for YMCA175 to postpone or change the dates of YMCA175, other than the Delegate Fee, YMCA175 shall not be liable for expenditure, damage or loss incurred by you or by the Delegates for whom you are booking.
  10. In the unlikely event of YMCA175 being cancelled in its entirety by the European Alliance of YMCAs, for any reason other than a force majeure, a full refund will be made. For the purpose of this clause, “force majeure” means any circumstances not within the reasonable control of YMCA175, including, without limitation:
    • any destruction, temporary or permanent breakdown, malfunction or damage of or to any premises plant equipment (including computer systems) or material;
    • any civil commotion or disorder, riot, invasion, war, acts of terrorism; or
    • any fire, explosion, storm, flood, earthquake, subsidence or other natural physical disaster.
  1. Delegates are responsible for ensuring that they have appropriate travel insurance in place and have received any required or recommended vaccinations in order to attend YMCA175. 
  2. YMCA175 cannot guarantee the safety and security of Delegates during attendance at YMCA175.  While extensive security and safety measures will be taken by the European Alliance of YMCAs, Delegates are responsible for ensuring their own safety and security during YMCA175 and in respect of any travel in connection with YMCA175 and whilst spending time in the London.  YMCA175 disclaims any liability for loss or damage to Delegates or their property, including bodily injury or death, unless solely attributable to the gross negligence of wilful misconduct of YMCA175 or one of its employees acting in their employment function.
  3. The views expressed by the speakers are their own and YMCA175 disclaims all liability for advice given or views expressed. Documentation distributed is intended for information only and should not be relied upon. 
  4. YMCA175’s maximum aggregate liability under or in connection with these Terms will not exceed the Fees payable to us in respect of the services giving rise to the liability. 
  5. We will not be liable under these Terms for any loss of actual or anticipated income or profits, loss of contracts or for any special, indirect or consequential loss or damage of any kind howsoever arising and whether caused by tort (including negligence), breach of contract or otherwise, whether or not such loss or damage is foreseeable, foreseen or known. 
  6. YMCA175 reserve the right to charge you for the cost of rectifying damage, caused by the deliberate, negligent or reckless act of the Delegate(s) to which your booking relates. 
  7. Please note that for promotional purposes, YMCA175 or any part of it may be recorded by audio, visual or electronic means (“Footage”).  You agree and you agree to procure Delegates’ agreement to permit YMCA175 to use and distribute such Footage, which may feature Delegates’ voices and images, in all or any media whether now known or developed in the future throughout the world in perpetuity for any purpose whatsoever. 
  8. To the extent a visa may be necessary, assistance will be given where possible in guiding the Delegates through the visa application process, (where necessary).  However obtaining a visa and provision of their own personal documentation required by relevant immigration bodies is the sole responsibility of the Delegates and the funding party. 
  9. In the event of a visa application being denied because of late application, the Delegate fee is forfeited in full and there is no refund. 
  10. If a visa application is denied for other reasons, a refund will be issued for the Delegate, less an administration fee of £20, providing adequate evidence of the denial has been provided by the Delegate. Refunds are issued at the discretion of the European Alliance of YMCAs. 
  11. Any failure or neglect by YMCA175 or the European Alliance of YMCAs to enforce at any time any provision of these Terms shall not be construed as nor deemed to be a waiver of any of YMCA175 and the European Alliance of YMCA’s rights under these Terms. 
  12. Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect. 
  13. No unauthorised trading is permitted within the venue or on the venue grounds. 
  14. In the interests of Public Safety, YMCA175 reserves the right to request Delegates to leave the venue at any time for safety reasons or immediately after the event. No admission or readmission is permitted after the event. 
  15. These Terms are governed by English law and in the event of any claim or dispute the English courts shall have exclusive jurisdiction. 
  16. YMCA Europe reserves the right to make changes and amendments to these Terms & Conditions at any time. 
  17. YMCA Europe is an international nongovernmental organisation registered in the Register or Associations at the Municipal Court in Prague, Czech Republic in Section L, file number 9516.
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