ACCOMMODATION & BOOKINGS

Please carefully review the following terms and conditions regarding the SARCINA 2023. By submitting the deposit, you acknowledge and agree to abide by these terms.

1. Non-Refundable Deposit: The deposit amount of R500,00 is non-refundable. Once the
deposit is submitted, it is understood that you are committed to attending the convention. Please allow up to 48 hours for the payment to reflect in our bank account. Once the money has
reflected in our bank account, the registraion will be confirmed via email.

2. Registration Confirmation: Your registration for the convention will be considered confirmed
upon receipt of the non-refundable deposit. Please allow up to 48 hours for the payment to
reflect in our bank account. Once the money has reflected in our bank account, the registraion
will be confirmed via email. If the money has not reflected in our bank account after 48 hours, the bed will become available again on the website. Please note that the deposit does not cover the full registration fee but secures your place at the convention.

3. Payment of Balance: The remaining balance of the full fee, if any, must be paid by the
specified due date, as outlined during the registration process. This is 50% of the full fee on 01 August 2023, and the full fee on 01 October 2023. Failure to pay the balance by the due date may result in the cancellation of your registration, and the non-refundable deposit will be forfeited.

4. Cancellation or No-Show: In the event that you cancel your attendance or fail to show up for the convention, the amount you have paid will be retained by the organisers as a cancellation
fee, and no refund will be provided.

5. Transfer of Registration: Registration transfers to another individual are permitted for deposits. The non-refundable deposit is transferable and may be applied to another person’s
registration. It is your responsibility to facilitate this transfer and follow up with registration for
confirmation. This needs to be completed no later than 01 October 2023.

6. Changes to Convention Details: While we make every effort to adhere to the published convention details, including dates, venue, and program, the organisers reserve the right to make changes, updates, or cancellations without prior notice.

7. In cases of circumstances beyond our control, such as acts of nature, acts of terrorism, government regulations, or other unforeseen emergencies, the organisers reserve the right to modify, postpone, or cancel the convention.

8. Liability: While we take precautions to ensure a safe and secure convention environment, the organisers, sponsors, and venue management will not be held liable for any loss, damage, injury, inconvenience or death arising from participation in the convention or associated activities. Attendees are advised to take necessary precautions and ensure the security of their belongings at all times.

CATERING
Terms and Conditions for Selecting Food Choices When Booking for Convention 

1. Food Selection:
  1.1. The convention organiser provides various food options for attendees to choose from during the booking process.
  1.2. All meals are halal. Other food options include vegan and kosher.
  1.3. Attendees must select their preferred food choices at the time of booking. Any changes or requests made after the booking may not be accommodated.
  1.4. The Event organiser will make reasonable efforts to accommodate attendees’ food choices, but cannot guarantee that all preferences can be met.

2. Dietary Requirements:
  2.1. Attendees with specific allergies are responsible for notifying the convention organiser at the time of booking.
  2.2. The convention organisers will make reasonable efforts to cater to specific dietary requirements based on the information provided during booking. However, attendees with severe allergies or complex dietary needs are advised to also bring their own food to ensure
their safety.
  2.3. The convention organisers shall not be held liable for any allergic reactions or adverse health effects resulting from the consumption of food provided during the convention.

4. Changes and Cancellations:
  4.1. If an attendee wishes to change their food choices after booking, they must notify the registration team no later than 01 October 2023. Changes are subject to availability and the Event organiser’s discretion.

5. Third Party Food Vendors
  5.1. Third-party vendors will be available on-site to offer additional catering services.
  5.2. Any arrangements made with third-party vendors are separate from the convention organisers, and any issues or disputes arising from these arrangements should be resolved directly with the vendor.

SAFETY
As organisers of the convention, we prioritise the safety, well-being, and enjoyment of all attendees. To ensure a positive and secure environment, the following policy regarding drugs and prohibited substances is strictly enforced:

1. Prohibited Substances: The possession, use, distribution, or promotion of illegal drugs, illicit substances, or any other prohibited substances is strictly prohibited at the convention premises. This includes, but is not limited to, narcotics, hallucinogens, stimulants, depressants, and any controlled substances as defined by national laws.

2. Prescription Medications: Attendees who require the use of prescription medications are permitted to bring and use them at the convention. However, all medications must be legally prescribed and used only in accordance with the prescribed dosage and instructions. If attendees require refrigeration for certain medications, we will provide access to refrigeration facilities. However, please note that the organisers will not assume responsibility for the storage or safekeeping of any medication.

3. Alcohol Consumption: The possession, use, distribution, or promotion of alcohol is strictly prohibited at the convention premises.

4. Compliance with Laws: All attendees are expected to comply with national laws regarding the possession, use, and distribution of drugs and prohibited substances. Violations may result in immediate removal from the convention premises and potential legal consequences.

5. Search and Inspection: As part of maintaining a safe and secure environment, the convention organisers reserve the right to conduct searches or inspections of individuals, belongings, or vehicles to ensure compliance with this policy. Refusal to cooperate with such searches may result in denied entry or removal from the convention premises.

6. Reporting Concerns: If you become aware of any illegal drug use or suspicious activities related to prohibited substances during the convention, we encourage you to report it immediately to the event committee.

7. Liability: The convention organisers and venue management will not be held liable for
any loss, damage, injury, or legal consequences arising from the possession, use, distribution, or promotion of drugs or prohibited substances by attendees. Day Visitors In addition to the previously mentioned Terms and Conditions, the following terms specifically apply to day visitors attending the convention.

DAY VISITORS
In addition to the previously mentioned Terms and Conditions, the following terms specifically apply to day visitors attending the convention.

REGISTRATION
  1.1. By attending the convention as a day visitor, you agree to comply with these Terms and
Conditions.
  1.2. Registration for day visitors must be completed either online or at the registration desk on the day of the convention. Online registrations for day visitors will not require any deposits; however, full payment will be mandatory at the time of registration. Please allow up to 48 hours
for the payment to reflect in our bank account. Once the money has reflected, the order will be
confirmed via email. If the money has not reflected in our bank account after 48 hours, the ticket sale will be cancelled.
  1.3. As a day visitor, your registration entitles you to access the convention venue exclusively on
the designated day. Please note that specific armbands will be issued at the registration table on the day, indicating the day of your access.
  1.4. Cancellation or No-Show: In the event that you cancel your attendance or fail to show up for the convention, the amount you have paid will be retained by the organisers as a cancellation fee, and no refund will be provided.
  1.4a. Transfer of tickets: Transfers to another individual are permitted. The non-refundable ticket is transferable and may be applied to another person’s name. It is your responsibility to facilitate this transfer and follow up with registration for confirmation. This needs to be completed no later than 01 October 2023.
  1.5. Changes to Convention Details: While we make every effort to adhere to the published
convention details, including dates, venue, and program, the organisers reserve the right to make changes, updates, or cancellations without prior notice.
  1.6. In cases of circumstances beyond our control, such as acts of nature, acts of terrorism,
government regulations, or other unforeseen emergencies, the organisers reserve the right to modify, postpone, or cancel the convention.
  1.7. Liability: While we take precautions to ensure a safe and secure convention environment, the organisers, sponsors, and venue management will not be held liable for any loss, damage, injury, inconvenience or death arising from participation in the convention or associated
activities. Attendees are advised to take necessary precautions and ensure the security of their belongings at all times.

2. MEALS & REFRESHMENTS FOR DAY VISITORS:
  2.1. The convention organisers do not provide meals or refreshments for day visitors. It is the
responsibility of each day visitor to arrange their own meals and refreshments.
  2.2. Third-party vendors will be available on-site to offer catering services. Day visitors are solely responsible for engaging with these vendors and complying with their terms and conditions.
  2.3. Any arrangements made with third-party vendors are separate from the convention organisers, and any issues or disputes arising from these arrangements should be resolved directly with the vendor.

Please note that these additional Terms and Conditions are supplemental to the general Terms and Conditions mentioned earlier. By attending the convention as a day visitor, you acknowledge and agree to abide by all the Terms and Conditions, including these additional provisions.

TRANSPORT
Please carefully review the following Terms and Conditions for Pre-Booked Transport Services
for the convention:

1. Reservation and Payment:
  1.1. Transport services for the convention are only available for pre-booking. Walk-in or on-the-spot bookings will not be accepted.
  1.2. To secure transport, you must select this option when buying your ticket and make payment accordingly.
  1.3. Full payment for the transport service is required at the time of booking, and no refunds will be provided for cancellations or no-shows. Transfers to another individual are permitted. The non-refundable pre-booked transport is transferable and may be applied to another person’s
name. It is your responsibility to facilitate this transfer and follow up with registration for
confirmation. Transfers need to be completed no later than 01 October 2023.

2. Availability and Schedule:
  2.1. Transport services are subject to availability and may be limited. It is advisable to book early to ensure availability.
  2.2. The convention organisers will provide the transport schedule detailing the departure times and locations. It is your responsibility to arrive at the designated pickup point on time.
  2.3. The convention organisers reserve the right to modify the transport schedule or cancel the service in unforeseen circumstances. In such cases, alternative arrangements or refunds may be offered at the discretion of the organisers.

4. Liability:
  4.1. The convention organisers and the transport provider are not liable for any loss, damage, injury or death incurred during the transport service.
  4.2. Any personal belongings or valuables brought on board are solely your responsibility, and
neither the convention organisers nor the transport provider will be held liable for any loss or damage.

MERCHANDISE
Please carefully read and understand the following terms and conditions before making a merchandise purchase. By completing the transaction, you agree to be bound by these terms and conditions:

1. No Returns: All merchandise purchased through our online platform is considered final sale,
and no returns or exchanges will be accepted. Once the purchase is made, it is non-refundable and cannot be returned for any reason.
2. Product Description and Images: We strive to provide accurate and detailed descriptions, specifications, and images of the merchandise on our website. However, please note that
colors, sizes, and other product details may vary slightly due to factors such as screen resolutions and photography lighting. We do not guarantee that the merchandise received will be an exact match to what is displayed on the website. In the case of clothing purchases, we
have provided sizing charts as a general guide to assist you in selecting the appropriate size for the merchandise you wish to purchase. The sizing charts are based on industry standards and measurements, but individual body shapes and preferences may vary. It is essential to refer to the specific measurements provided for each item and compare them to your own measurements to make an informed decision.
3. Payment: Payments for merchandise purchases may be added to your order and may be paid off. After placing an order, you will receive an email confirmation. Full payment for merchandise is required by 01 October 2023. After making a payment for merchandise, please allow up to 48 hours for the payment to reflect in our bank account. Once the money has reflected, the order will be confirmed via email. If the money has not reflected in our bank account after 48 hours, the order will be cancelled. Failure to make full payment by 01 October 2023 will result in the order being cancelled and the amount paid up to date will be non-refundable.
4. Intellectual Property: All intellectual property rights, including but not limited to trademarks,
logos, and content displayed on our website, are the property of Narcotics Anonymous. You agree not to reproduce, distribute, or use any of our intellectual property without obtaining prior written permission.
5. Collection of merchandise at the convention.
5.1. Convention Pickup: Collection of your purchased merchandise will be made available at the registration or merchandise table at the convention. Please ensure that you provide accurate and complete information during the ordering process.
5.2. After successfully placing your order, you will receive a confirmation email containing the details of your purchase and pickup instructions.
5.3. Merchandise can be collected during the designated pickup hours at the convention. Please refer to the instructions mentioned in the confirmation email. Failure to collect your merchandise within the specified timeframe may result in the cancellation of your order and you will not be eligible for a refund.
5.4. If you are unable to collect the merchandise personally, you may authorize another
individual to collect it on your behalf.
5.5. It is your responsibility to inspect the merchandise upon collection and report any defects or damages to the merchandise or registration service members immediately. Once the
merchandise has been collected, we will assume it is in acceptable condition and free from
defects unless otherwise stated.

By submitting the non-refundable deposit or by purchasing your day pass or by booking your transport, you acknowledge that you have read, understood, and agreed to comply with these terms and conditions. If you have any questions or concerns, please contact our registration team at conventionbookings@na.org.za

Thank you for your understanding and cooperation. We look forward to a fun-filled weekend at
SARCNA 2023.

In loving service,
SARCNA 2023 Committee