Terms & Conditions Global Forum 2021

General

• Participants are expected to attend the entire BestCities Global Forum, starting in the evening of 2 December 2021 and concluding after lunch on 5 December 2021. 

• Travel and accommodation dates should be in conjunction with the forum. Please inform BestCities Global Alliance directly should you wish to extend your stay.

• Meals (breakfast, lunch and dinner) will be provided during the programme of the BestCities Global Forum. Any dietary requirements should be added upon registration for the event. 

• The BestCities Global Forum is open to decision makers from International Associations, Association Management Companies and invited guests (one attendee per association). BestCities Global Alliance reserves the right to cancel your registration if you do not fit these criteria.

COVID-19 Policy

• BestCities Global Alliance and the Madrid Convention Bureau will adhere to all prevailing health and safety measures in accordance with the Spanish Ministry of Health to prevent the spread of COVID-19. Find out what the prevailing requirements for travel to Spain are depending on your country of origin here: https://travelsafe.spain.info/en/ 

• All parties acknowledge the ongoing COVID-19 crisis and accept their obligation to comply with any official guidance from the Spanish government. Participants acknowledge that COVID-19 may require to take one or more of the following measures for the safety of staff and the safety of participants attending the event:

• Impose maximum participant numbers at the event

• Limit food or drink availability during the programme

• Impose specific requirements regarding personal protective equipment such as the wearing of masks

• Enforce social distancing requirements

• Provide proof of vaccination against COVID-19

• Limit any planned entertainment at the event

• We strongly believe in the power of face-to-face events. However, at the time of the event, if government regulations/restrictions related to COVID-19 restrict or prohibit the ability of certain delegates to attend in person, where possible, we will either postpone the event or run a hybrid event to facilitate the virtual attendance of impacted attendees. If the live component is prohibited, the event may run fully virtually.

• BestCities Global Alliance and the Madrid Convention Bureau in no event will not be liable for COVID-19 related medical or quarantine costs incurred by participants.

Cancellation Policy

• If you are unable to attend the event, a replacement participant may be sent in your place. Notification must be made in writing and received by BestCities Global Alliance prior to the event commencing. 

• If you cancel your participation after 25 November 2021, BestCities Global Alliance reserves the right to charge a cancellation fee of USD 100 to cover costs incurred for travel and accommodation.

Travel

• BestCities Global Alliance will book your travel arrangements (economy class return airfare from your port of origin to Madrid or train travel in 2nd class) through our appointed agent Uniglobe. Participants give consent to BestCities Global Alliance to provide Uniglobe with personal contact details to facilitate travel bookings as per our Data Processing Policy.

• Visas: The Madrid Convention Bureau will assist with obtaining visas to Spain only, if required (Please note: additional documents may be needed).

• BestCities Global Alliance will do our utmost to accommodate preferred carriers and routes but cannot guarantee preferences.

• Participants will comply with prevailing COVID-19 measures imposed by carriers that could include:

• Providing proof of vaccination against COVID-19

• Providing a negative COVID-19 ART or PCR test prior to travel

• Specific requirements regarding personal protective equipment such as the wearing of masks

• BestCities Global Alliance and the Madrid Convention Bureau will not be responsible for any flight portion that is not in relation with the purpose of the visit to Madrid.

• BestCities Global Alliance and the Madrid Convention Bureau will provide an arrival transfer from the airport to the hotel and a departure transfer from the hotel to the airport on the official event dates. Participants extending their stay will need to make their own transportation arrangements. 

Accommodation

• BestCities Global Alliance will book your single occupancy accommodation, including breakfast, according to your travel arrangements at the Hyatt Regency Hesperia Madrid.

• BestCities Global Alliance will cover single occupancy accommodation for a total of 3 nights on the nights of 2, 3 and 4 December 2021. If your travel arrangements do not allow for arrival on 2 or departure on 5 December 2021, BestCities Global Alliance will cover the additional night(s). Should you wish to extend your stay at your own cost at the hotel’s prevailing rates please contact BestCities Global Alliance directly.

• Participants will comply with prevailing COVID-19 measures that may be imposed at the hotel and will be communicated to participants accordingly. 

• BestCities Global Alliance and the Madrid Convention Bureau will not be responsible for any extra night(s) that is not in relation with the purpose of the visit to Madrid.

• Participants agree to be solely responsible for any extra charges, incidental, and personal expenses related to the hotel booking.

Travel and Health Insurance

Participants should take out insurance to cover loss incurred in case of cancellation, medical expenses (including COVID-19 related expenses) and damage to or loss of personal effects. BestCities Global Alliance and the Madrid Convention Bureau will not be responsible for any medical costs incurred by participants. BestCities Global Alliance and the Madrid Convention Bureau will not accept liability for personal injuries or for loss or damage to property belonging to BestCities Global Forum participants, either during or as a result of the BestCities Global Forum and its activities. 

Liability

BestCities Global Alliance and the Madrid Convention Bureau act as agents only in securing hotels, transport and travel services and in no event shall be liable for acts or defaults in the event of injury, damage, loss, accident, delay or irregularity of any kind whatsoever during arrangements organised through contractors or the employees of such contractors in carrying out services. Hotel and transportation services are subject to the terms and conditions under which they are offered to the public in general. BestCities Global Alliance and the Madrid Convention Bureau reserve the right to make changes where it’s deemed necessary, without prior notice to parties concerned. All disputes are subject to Spanish law.