Terms & Conditions

1. ACCOMMODATION & BOOKINGS

By submitting your deposit or payment for SARCNA 2025, you acknowledge and agree to these Terms & Conditions.

1.1 Payment Options

• Once-off Payment:
  • EFT Payments: Must be received within 7 days of booking. Failure to pay on time will result in automatic cancellation.
  • PayFast Payments: Will be deducted immediately. You will be notified should your payment fail and you will then need to retry the payment method or select the EFT method at which point you will have 7 days to make the EFT, failing which will result in automatic cancellation of your order.
• 3-Month Payment Plan:
  • EFT Payments: The first payment must be received within 7 days of booking. Failure to pay on time will result in automatic cancellation.
  • PayFast Payments: The first installment will be deducted immediately. Subsequent monthly payment links will be emailed and must be paid every 30 days. Failure to pay on time will result in cancellation, refund of any payments received, and the need to rebook.

1.2 Registration Confirmation

Registration is confirmed once full or partial payment reflects in our bank account. Allow up to 48 hours for processing. If the payment does not reflect after 7 days, the bed will become available again.

1.3 Payment of Balance

Remaining balances must be paid by the due date provided during registration.

1.4 Cancellation & Refunds

In line with the PayFast cancellation and refund policy.

1.5 No-Show Policy

Failure to attend the event will be treated as a cancellation. No refunds will be issued.

1.6 Transfer of Registration

Registrations may be transferred to another individual up to 30 days before the event. It is your responsibility to notify the registration team and ensure confirmation.

1.7 Changes to Convention Details

Organisers reserve the right to update or cancel event details (dates, venue, or program) without prior notice.

1.8 Force Majeure

In the case of events beyond our control (e.g., natural disasters, terrorism, government regulations), organisers may modify, postpone, or cancel the convention.

1.9 Liability

Organisers, sponsors, and venue staff will not be liable for any injury, loss, damage, or inconvenience. Attendees are responsible for their own belongings and safety.

2. CATERING

2.1 Food Selection

• Various food options are provided at booking.
• Special meals include: Halal, Vegetarian.
• Choices must be made at booking. Late changes may not be accommodated.
• While reasonable effort will be made to accommodate preferences, guarantees cannot be made.

2.2 Dietary Requirements

• Attendees with allergies must notify the organisers at booking.
• Those with complex dietary needs should bring their own food.
• Organisers are not liable for allergic reactions or health issues related to meals provided.

2.3 Food Choice Changes

Must be requested no later than 30 days before the event. Subject to availability and organiser discretion.

2.4 Third-Party Vendors

Additional catering services will be available on-site via external vendors.

3. SAFETY

SARCNA 2025 is a substance-free event. The safety and well-being of all attendees is our top priority.

3.1 Prohibited Substances

Illegal drugs, illicit substances, and alcohol are strictly prohibited.

3.2 Prescription Medications

• Allowed only if legally prescribed.
• Refrigeration will be provided if required, but organisers are not responsible for storage.

3.3 Compliance & Enforcement

• All attendees must comply with South African law.
• Organisers may conduct searches or inspections.
• Violators may be removed and face legal consequences.

3.4 Reporting Concerns

Report any suspicious or unlawful behavior to the event committee immediately.

3.5 Liability

Organisers are not responsible for injury, loss, or legal issues resulting from drug/alcohol use or violations.

4. DAY VISITORS

These terms apply specifically to those attending the convention as day visitors.

4.1 Registration

• Must be completed online or at the registration desk.
• No deposit is required for online registration. Full payment is required at the time of registration.
• Confirmation occurs after payment reflects (up to 48 hours).
• Failure of payment to reflect after 48 hours results in automatic cancellation.

4.2 Access

• Access is limited to the registered day only.
• Wristbands will be issued and must be worn at all times.

4.3 Cancellations & Transfers

• No refunds for cancellations or no-shows.
• Tickets may be transferred to another individual up to 30 days before the event.

4.4 Convention Changes & Liability

• Event details may change without notice.
• Organisers are not liable for injury, loss, or inconvenience.

4.5 Meals & Refreshments

• Day visitors must arrange their own food.
• Third-party food vendors will be available on-site.

5. TRANSPORT

These terms apply to pre-booked transport services for the convention.

5.1 Reservation & Payment

• Transport must be pre-booked with your ticket.
• Full payment is required within selected payment terms.
• Transport bookings can be transferred to another individual up to 30 days before the event.

5.2 Schedule & Availability

• Subject to availability; early booking is encouraged.
• Transport schedules will be shared with attendees.
• Attendees are responsible for being on time.

5.3 Modifications

Schedules may be changed or cancelled under unforeseen circumstances. Refunds or alternatives may be offered.

5.4 Liability

• Organisers and service providers are not responsible for loss, damage, injury, or death during transport.
• Attendees are responsible for their own belongings.

6. MERCHANDISE

6.1 No Returns

All sales are final. No returns or exchanges.

6.2 Product Descriptions

• Efforts are made to display accurate images and descriptions.
• Colours and sizes may vary due to screen or lighting.
• Sizing charts are a guide only. Check specific measurements.

6.3 Payment

• Merchandise payments may be included with event orders.
• Full payment is due 60 days before the event.
• Allow 48 hours for payment to reflect.

6.4 Intellectual Property

All branding, logos, and designs belong to Narcotics Anonymous. Reproduction or misuse is prohibited.

6.5 Collection at Convention

• Merchandise can be collected at the registration/merchandise desk.
• Bring your confirmation email.
• Uncollected merchandise will not be refunded.
• You may authorize someone else to collect on your behalf.
• Inspect items upon collection. Issues must be reported immediately.

7. ADDITIONAL POLICIES

These clauses apply to all attendees and participants of SARCNA 2025.

7.1 NA Safety & Behaviour Policy

SARCNA 2025 is grounded in the principles of mutual respect, safety, and unity. Attendees are expected to behave respectfully towards others. Harassment, disruptive behaviour, or any actions contrary to the spirit of the fellowship may result in removal from the event without refund.

7.2 Photography & Media Release

By attending the event, you acknowledge that photos and videos may be taken in public areas. You consent to the respectful use of images or recordings of yourself for SARCNA-related social media, promotional materials, or archives. Please be mindful and obtain permission before photographing or filming others.

7.3 Children & Minors

If minors attend SARCNA 2025, they must be accompanied and supervised by a responsible adult at all times. The event organisers are not liable for the care or safety of unsupervised minors. No special childcare services are provided.

7.4 Accessibility

Limited accessibility arrangements are available. If you have specific needs, please contact the organisers in advance so we can do our best to accommodate you. While every effort will be made, accommodations are not guaranteed.

7.5 Data Protection & Privacy

Personal information collected during registration will be used solely for the purpose of event planning, communication, and coordination. Your data will not be shared with third parties without your consent, in accordance with South African data protection laws.

7.6 Lost & Found

Lost items will be kept at the registration desk until the end of the convention. Any items unclaimed after 14 days will be considered abandoned and may be donated or discarded. SARCNA is not responsible for lost personal items.

7.7 Public Health & Safety Compliance

Attendees agree to follow any health and safety protocols in place at the time of the event. These may include hygiene measures, illness reporting, or other public health requirements in accordance with local laws and NA Safety policies.

By submitting a non-refundable deposit, purchasing a day pass, or booking transport, you confirm that you have read, understood, and agree to comply with these terms.
For questions, contact: conventionbookings@na.org.za

We look forward to a fun, safe, and inspiring weekend at SARCNA 2025.

In loving service,
SARCNA 2025 Committee