TRANSCEND

Covid information + booking & cancellation terms

Hello! We are delighted that you are considering joining us for our TRANSCEND event from 9-12 October in Slovenia. Before you book, please take the time to read ALL of our booking terms and the additional information below.

As you are travel professionals, we probably don’t need to tell you that travelling during a pandemic is sometimes not as smooth as we’d like. Therefore we invite you to book and travel with an adaptable mindset and to make sure you are fully informed about the up to date entry requirements into Slovenia from your own country.

Our event entry policy

The health and safety of our guests and our hosts is our top priority. All participants are required to test negative within 48 hours of attending the conference. You are not required to test during or after the conference unless you feel ill. You may use whichever test is available to you, and you don't have to submit your results to us. If you test positive for COVID during this trip you'll have to make your own arrangements and Transcend is not responsible for any extra expenses or support in this regard. If you are in a shared room, you'll be separated accordingly.

Travel and testing rules

Knowing the travel and testing rules to enter into Slovenia from your country of origin is your responsibility. You must make sure that you have the required negative Covid tests and/or vaccines and tracking forms as requested by the Slovenian authorities. You should check your own embassy for this information.

What can you expect in terms of Covid health & safety measures at TRANSCEND?

Covid Safety Protocols: 30 days before the event, you will receive a conference welcome pack that will provide detailed information about the Covid safety protocols in place at our location and what will be expected of you. You can read our hotel Covid safety guidance here.

What happens if you have Covid symptoms while at TRANSCEND?

If you develop Coronavirus symptoms while at TRANSCEND, you must take a Covid test and we ask that you isolate yourself from the group until you receive your result. If your test is positive, you will be required to follow the Slovenian Government quarantine procedures

Booking Terms & Conditions and Release of Liability Form

Please read this agreement thoroughly before booking your TRANSCEND event with The Transformational Travel Council. It is a legally binding contract once you have made payment and completed a booking form.

Agreement | The terms and conditions set forth in this agreement constitute the entire understanding and agreement between you, the “participant” (“you” or “your”), and The Transformational Travel Council; (“our,” “we,” or “us”) with respect to any and all bookings and transactions made with The Transformational Travel Council. By submitting a booking form, you accept all of the terms in this agreement and direct us to perform services for you.

Reservations | Bookings require full or part payment with a booking form submitted by each participant. A booking is not accepted until you receive a written confirmation from us. There is no contract for services between you and Transformational Travel Council without such written confirmation. Transformational Travel Council reserves the right in its sole discretion to deny participation to anyone whom it deems unsuitable for the event both before and during the event.

Pre-Departure Documentation | Carefully read all event-related documents that you receive from us as soon as you receive them. It is your responsibility to contact us if any information is incorrect. We cannot accept any liability if you do not notify us of any inaccuracies within 30 days of your receipt of those documents. This agreement, a waiver of liability and assumption of risk agreement, and, if required, a medical statement or certification must be signed and submitted by you. If you fail to submit this and other necessary documentation prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this agreement.

Passports & Visas | You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire event. Along with your passport, other required documents may include visas, permits, and vaccination certificates. You assume complete and full responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements. You are also solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.

Health Requirements & Medical Care | If you have a physical condition, dietary restrictions, or other conditions that will require special attention during the event, you must inform us in writing when the booking is made. We may require a medical certificate if you have a special condition. The Transformational Travel Council assumes no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the event.

Flexible flights | We highly recommend your book flexible or refundable flights in case of any changes to your trip. The Transformational Travel Council will not be responsible for any monies you have paid for travel, so please make sure you have booked flexible flights with an airline that will allow free date changes or that issues credit vouchers for future flights.

Payments | Payment can be made in full or split into 4 payments. Final payment is due 60 days prior to the event start date. We reserve the right to treat any reservation that is not fully paid according to the reservation and payment terms in this agreement as a cancellation and subject to the cancellation terms below.

Changes or Cancellations made by You |

If the event is going ahead but you decide to cancel, these cancellation fees and timeframes apply to your conference fee:

Days before event start date cancellation charges:

• 90 days or more: 25% of your fee

• 30-90 days: 75% of your fee

• Less than 30 days: 100% of your fee

If the event is going ahead but you decide to cancel, these cancellation fees and timeframes apply to your hotel booking:

Days before event start date cancellation charges:

·       90 days or more: 15% of your room cost

·       30-90 days: 75% of your room cost

·       Less than 30 days: 100% of your room cost

Cancellations or Changes by Us | Pre-Event: If new Covid or travel restrictions prevent us from running the event, we will re-schedule TRANSCEND and ask you to move your booking and payment/s to the new dates. During the Event: No refunds will be provided once the event begins, including if you leave the event for any reason or have to be removed from the event.

There are no exceptions to this cancellation and refund policy, including for reasons related to weather, terrorism, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. You will not be reimbursed for any personal expenses such as airfare, hotel, or travel expenses due to changes in itineraries or cancellations. For this reason, we strongly encourage purchasing travel insurance. (See Travel Insurance below.)

Travel Insurance | Insurance | All participants will be required to provide proof of their comprehensive travel insurance which should cover the activities you plan to undertake and have adequate cover for travel delay, cancellation and curtailment, medical expenses and your personal belongings. 

Your policy should include cover for any medical or quarantine claim due to Coronavirus and trip cancellation due to you falling ill with Coronavirus and being unable to travel or being required to self-isolate.  We will require proof of cover before you travel.

Force Majeure | The Transformational Travel Council will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or non-performance of any of its obligations under this agreement if any such delay or non-performance is due to any Force Majeure. “Force Majeure” means any circumstances beyond the reasonable control of The Transformational Travel Council, including without limitation acts of God, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or sabotage, civil disturbance, labor strikes, requisition, sickness, quarantine, government intervention, weather conditions, and unforeseen circumstances. If The Transformational Travel Council and/or any of its Suppliers are affected by Force Majeure, they may in their sole discretion vary or cancel any itinerary or arrangement in relation to the tour. Regarding civil unrest, once The Transformational Travel Council has investigated the prevailing situation, as it deems fit, it shall remain in The Transformational Travel Council’s sole and absolute discretion whether to proceed with the tour.

Responsibility | The Transformational Travel Council acts only as an intermediary for the independent suppliers that provide lodging, meals, transportation, activities, or other goods and services connected with your event. The Transformational Travel Council takes reasonable care in selecting competent, reliable, and qualified suppliers based on information that is reasonably available to us. That said, we only act as an intermediary for these third-party Suppliers and do not and cannot control the quality of their services. You acknowledge that you are aware and clearly understand that these Suppliers are independent contractors, are not managed by The Transformational Travel Council, and are not agents or employees of Transformational Travel Council. A supplier’s services are subject to their own terms and conditions and the local laws and regulations of Slovenia.

Images Release | You agree that The Transformational Travel Council may use, re-use, and reproduce any images, photos or videos that you send to us, or that are taken by us and/or other participants of you individually or in a group, in any medium, including but not limited to print, electronic media, or Internet, free of charge and without your right to inspection, for promoting and publicizing our products and services worldwide. If you do not want us to use any images of you that are taken by us or other participants during the event you must inform The Transformational Travel Council in writing prior to the start of the tour.

Complaint Procedure | If you have a complaint during your event, promptly notify the Event Producer so that we can attempt to remedy the situation. If still unsatisfied, you must submit your complaint in writing within 14 days of the event end date.

Applicable Law, Choice of Forum, & Severability | Any dispute arising out of, in connection with, or relating to this agreement and/or the transactions and relationships among the parties bound by this agreement, shall be filed in and resolved exclusively by state court in King County, WA, or federal courts in Seattle, WA. The laws of the State of Washington govern this agreement. You agree to personal jurisdiction in the specified forum. If any provision of this agreement is unenforceable or invalid under any applicable law, such unenforceability or invalidity shall not render the agreement unenforceable or invalid as a whole. Such unenforceable provision will be replaced with one that is valid and enforceable, and which achieves, to the extent possible, the original objectives and intent of the original provision.

Successors & Assigns | This agreement shall inure to the benefit of and be binding upon The Transformational Travel Council and the Participant and their respective heirs, legal personal representatives, successors, and assigns.

Limitation of Remedies | You agree that the sole remedy for any default by The Transformational Travel Council arising under this agreement shall be the return of the paid event cost. To the maximum extent permitted under applicable law, The Transformational Travel Council shall not be liable for any special, consequential, indirect, incidental, or other damages arising out of or in any way connected to this agreement, including lost profits, whether such damages arise in contract, negligence, tort, under statute, in equity, at law, or otherwise, even if The Transformational Travel Council has been advised of the possibility of such damages. You expressly waive any right you may have to recover such damages.