Terms & Conditions Global Forum 2022

General

• Participants are expected to attend the entire BestCities Global Forum, starting early evening of 8 December 2022 and concluding late morning on 11 December 2022. 

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

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

• The BestCities Global Forum is open to International Associations, Association Management Companies, Agencies, Corporate Meeting Planners, (Core) PCOs and invited guests (one attendee per organisation). BestCities Global Alliance reserves the right to cancel your registration if you do not fit these criteria:

• You organise events over 500 participants in size;

• Your events are held on a regular basis and rotate globally;

• You are a decision maker or main influencer on the choice of destination for your events;

• You have a genuine interest in at least 3 BestCities destinations as a potential future host city for your events.

Cancellation Policy

• If you are unable to attend the event, a BestCities Global Alliance qualified 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 November 25, 2022, BestCities Global Alliance reserves the right to charge a cancellation fee of USD 100 to cover costs incurred for travel and accommodation. Unless you cannot travel due to health reasons.

Travel

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

• Visas: Destination Vancouver will assist with an invitation letter for your visa application to Canada only, please contact Nigel Brown if you a require an invitation letter to apply for your visa to enter Canada.
  Find out if you need a visa here.

• BestCities Global Alliance will do our utmost to accommodate preferred carriers and routes but cannot guarantee preferences. Additional costs such as seat selection, baggage, visa costs and travel insurance are the responsibility of the participant.

• 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

• ArriveCAN is now optional for all travellers to Canada.  It is still recommended that you travel with access to proof of your vaccination status.  https://www.canada.ca/en/public-health/services/diseases/coronavirus-disease-covid-19/arrivecan.html 
  

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

• BestCities Global Alliance and Destination Vancouver encourage participants to take public transport from the airport to the hotel and vice versa. However, airport transfers will be provided outside normal operating hours and upon request. 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 Fairmont Waterfront.

• BestCities Global Alliance will cover single occupancy accommodation for a total of 3 nights on the nights of 8, 9 and 10 December 2022. If your travel arrangements do not allow for arrival on 8 or departure on 10 December 2022, 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 Destination Vancouver will not be responsible for any extra night(s) that is not in relation with the purpose of the visit to Vancouver.

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

Travel and Health Insurance

Participants must take out insurance (own expense) 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 Destination Vancouver will not be responsible for any medical costs incurred by participants. BestCities Global Alliance and Destination Vancouver 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. 

COVID-19 Policy, current as of May 2022

• All participants are expected to be fully vaccinated against COVID-19.

• BestCities Global Alliance and Destination Vancouver will adhere to all prevailing health and safety measures in accordance with the Canadian Ministry of Health to prevent the spread of COVID-19. Find out what the prevailing requirements for travel to Canada are: https://travel.gc.ca/travel-covid 

• All parties acknowledge the ongoing COVID-19 crisis and accept their obligation to comply with any official guidance from the Canadian 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 Destination Vancouver in no event will not be liable for COVID-19 related medical or quarantine costs incurred by participants.

Liability

BestCities Global Alliance and Destination Vancouver 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 Destination Vancouver reserve the right to make changes where it’s deemed necessary, without prior notice to parties concerned. All disputes are subject to Canadian law.

 

As of May 2022