Auchinawa 2008 Terms and Conditions

1. Declaration

Auchinawa 2008 is a non-profit. members-only convention for the promotion of Japanese Animation, Art and related J-Culture in the community.

This document does not affect your statutory rights

Auchinawa 2008 is an event held by the Auchinawa Committee, who can be contacted by post at:

Auchinawa
91 Shetland Drive
Glasgow

G44 5DS

This document sets out Terms and Conditions that must be followed and adhered to by all attendees of Auchinawa 2008. By applying to register for Auchinawa 2008 you hereby enter into a private agreement with the Auchinawa committee and accept all of these Terms and Conditions.

Terms used in this document:

[] Attendee: A person, of any kind, attending the convention;

[] Dealer: An attendee who has registered for the convention to promote or sell merchandise of any description;
[] Committee: The Auchinawa Committee;
[] Organiser: An Organiser given responsibilities by the Auchinawa Committee;
[] Auchinawa Representative: This is a person that has been officially appointed by the Auchinawa Committee as a representative for the convention;
[] The Event: Auchinawa 2008 Convention & Expo;
[] Activity: An activity is an event, competition or task organised and run by an appointed Auchinawa representative;

Auchinawa 2008 Representatives/The Auchinawa Committee are recognised as: Stephen Bell; Colin Barker; Gordon Mair; Korina Abbott; Kim Johnston; Bryan McDowall; Eoin O'Connell; Colin Munro; Gayle Probert; Stewart Loudon.

The Head Gopher for 2008 is Stewart Loudon.

2. Registration

Exclusions:

There are additional terms and conditions which apply to dealers and these will be made available at a later date.

All attendees and registrants must be over the age of 16 years on or before the opening of the convention in order to be admitted to the convention.

Registration Process:

On successful completion of the registrations page, you shall receive a unique registrations number. You will normally be sent an e-mail response within 24 hours - however, should you not receive your confirmation email, please contact the registrations officer at registrations@auchinawa.org.uk .

All queries or correspondence regarding your registration will require you to provide this unique ID number in order for us to deal with your query quickly; failing to quote this number may result in a delay in the processing of your enquiry.

Registration fees may be paid either by cheque or via the Google Checkout system, using a debit or credit card. Cheques should be made out to "Auchinawa" and sent to the postal address supplied to you upon registration. Google Checkout payments are subject to additional terms and conditions as set out by Google.

Google Checkout payments are subject to a 15% + £0.15 surcharge to cover card handling. Registrations paid for within the first 24 hours of registrations being open will have their surcharge waived as a gesture of good faith towards early registrants.

Accuracy of Personal Data:

If details given during registration are deemed to be falsified, or required information is withheld, the Committee reserves the right to cancel the registration and refund any money due.

If information concerning personal disability, medical conditions or allergies is not provided prior to The Event, then Auchinawa cannot be held responsible for the any risk to personal health due to this misinformation.

Information given at registration is the information regarding the attendee the registration is intended for and not the person making the registration.

Proof of Identity:

Proof of identity will be requested at the registration desk on the day of the event. If a form of identification cannot be provided, then the attendee's registration cannot be claimed. The list of proofs of identification will be made available on the Auchinawa forums and website.

Use of Personal Data:

Personal data will be used as set out in our Data Privacy Policy, which is available on request and on our website.

Payment Terms:

Full payment for the membership purchased, in accordance with the prices set out on this website, should be provided within 2 weeks (fourteen days) of successful registration.

Payment provided should total the full amount requested at the point of successful registration, including membership cost along with any additional costs incurred due to additional services or merchandise. If any of the terms above are not held to, then we reserve the right to cancel the membership without warning.

If you require an extension to the time specified above or believe you have been charged incorrectly, contact registrations at registrations@auchinawa.org.uk and Auchinawa staff will assess the request on a case-by-case basis. Auchinawa hold no responsibility for any inconvenience caused by late payments or incorrect charges and reserve the right to process registration at our own leisure.

Transferring your Membership:

Registrations may be transfered instead of cancellation by contacting the Registrations Officer in writing. The Committee reserves the right to charge a one-time transfer fee of £5, payable by the new registrant. Transfers can be done at any time and written confirmation from BOTH parties (the old registrant and the new registrant) is required. A new transfer code will be given to the new registrant if the transfer is successful.

Member Cancellation Rights:

Registrations may be cancelled by contacting the Registrations Officer in writing. The Committee reserves the right to charge a cancellation fee. The fees are shown below:

[] Up to 4 months before convention - £5
[] Between 4 months and 2 months - £10
[] Between 2 months to 3 weeks before the convention - At the Committee's discretion, with a cancellation fee of at least £10

No refunds will be offered within the 3 weeks leading up to the date of the convention.

Refunds are made out to the registration holder in the form of a cheque and sent to the address provided at registration. Auchinawa staff may ask for confirmation of attendee details for the purposes of confirming identity.

All paid memberships are non-refundable and non-transferable after the closure of Registrations. Registrations will be closed with a warning period of at least 2 weeks, unless all spaces are filled, and will be announced on the homepage for attendees convenience.

Termination and Assignment:

Auchinawa is a private event and so we reserve the right to terminate/deny your attendance to Auchinawa for any reason deemed worthy by the Auchinawa Committee. In the event that this happens, the funds provided in payment will be refunded unless the occurrence is not in advance of the event registration closure or the fault is deemed of a severe nature.

Auchinawa reserve the right to cancel multiple registrations made for the same person. Persons found to be collecting registrations for any purposes other than personal group registrations forfeit their right to any registrations made.

Refunds are made out to the registration holder in the form of a cheque and sent to the address provided at registration. Auchinawa staff may ask for confirmation of attendee details for the purposes of confirming identity.

Auchinawa reserve the right to cancel any cheques sent out for refunds in the event that:

[] The recipient's identity is put into question.
[] The cheque is not cashed within 3 weeks of it being sent. In the event that a cheque is cancelled due to non-cashing, the recipient must contact the Committee to arrange for the refund to be resent.

Registrations that are not claimed on the day of the event will not be refunded.

3. Attendee Code of Conduct

The following code of conduct has been developed to ensure that this festival is both satisfying and safe for all Auchinawa Attendees.

Responsibilities of Attendees:

All of the following statements of behavior will be followed:

[] Attendees will be respectful of all other attendees, including all Auchinawa staff;
[] Attendees will abide by all applicable UK laws, especially those regarding to age limitations on the use of tobacco & alcohol;
[] Attendees will understand that Auchinawa '06 holds no responsibility for the security, loss or damage of personal belongings during or after the event;
[] Attendees will fully read and understand any & all safety warnings issued in the convention booklet;
[] Attendees will abide by any decisions made by the Committee or their appointed representatives, in regards to matters concerning an attendee's wellbeing;

Rights of the Attendees:

An attendee is entitled all of the following:

[] To be respected by all other attendees;
[] To have access to a minimum of 2 Committee Members, or appointed Organisers, at any point during the event, in case of emergencies;
[] To have access to conflict resolution procedures.

Conflict Resolution:

The Auchinawa Committee are committed to resolving any conflict to the satisfaction of all parties. If an area of conflict is not resolved between the parties a 3rd party (being the Head Gopher, any other Auchinawa Committee member or some other person as agreed by the parties) may be invited to mediate or observe the process. The issues discussed and resolution achieved is to be recorded in writing and a letter confirming the outcome of the meeting will be sent to the parties.

Termination:

Auchinawa reserves the right to terminate the attendance of any attendee in breach of any of the Terms and Conditions in this or any supporting documents. In the eventuality of termination of attendance, the attendee in question will vacate the premises by request of a Auchinawa Representative.

4. Terms of Attendance

Event/Activity Participation

During the participation of an Activity at Auchinawa by an attendee, the attendee is responsible for their own safety. Admission to any event that is organised by the the Auchinawa committee is strictly at the attendee's own risk, and as such neither Auchinawa or any of it's representatives can be held responsible for injuries incurred during Activities run for attendees.

To enter an Activity at Auchinawa is to accept responsibility for any physical harm incurred due to the Activity participation. If an attendee does not accept this responsibility, then Activities cannot be entered.

Auchinawa reserves the right to prevent any attendee from participating in an Activity for any of the following reasons:

[] Personal wellbeing;
[] Breach of the Code of Conduct;
[] Age;
[] Practicable limitations of staff or resources;

Personal Belongings:

Auchinawa do not advise attendees to bring items of great value to the event and hold no responsibility for belongings lost or stolen during the event. If storage of any personal items is requested, facilities where available may be provided, however, no assurance of it's security can be provided and no responsibility for it's safety assumed.

Photography and Recordings:

All attendees consent to any filming, stills photography or audio recording whilst at the events. These include, but are not limited to: the masquerade, floor cosplay, activity participation and within the social areas of the hotel venue hired for the event.

Provision of Guidance:

Before the event://

During the event://

If any injury or loss is incurred due to attendees breaching Terms and Conditions or Guidance set out by Auchinawa or any of it's Committee, Organisers or Gophers, then no responsibility for this is held by Auchinawa.

Trading and Dealing:

No trading is allowed to take place at any of the Auchinawa events unless an authorised dealer's table has been booked and paid for in full, anyone found to be trading whilst at the event without having booked a dealers table will be ejected from the venue without refund.

All dealers should note that they must comply with both these Terms and Conditions, as well as the Terms and Conditions listed under the Dealer's Registration Page.

5. Additional Terms

Modification:

Auchinawa reserves the right to amend these terms and conditions at any time with immediate and retroactive effect.

The terms and conditions outlined here are superseded by any terms and conditions in place for offers that the Auchinawa Committee choose to offer, until the expiry of those same terms and conditions.

Severance:

If any provision of these terms and conditions are held to be invalid or unenforceable by any judicial or other competent authority, all other provisions of these terms and conditions will remain in full force and effect and will not in any way be impaired. If any provision of these terms and conditions are held to be invalid or unenforceable but would be valid or enforceable if some part of the provision were deleted, or the period of the obligation reduced in time, or the range of activities or area covered reduced in scope the provision in question will apply with the minimum modifications necessary to make it valid and enforceable.

Notices:

All notices shall be given:

[] To us via email at admin@auchinawa.org.uk;
[] To you at either the e-mail or postal address you provide during any registration or ordering process.

Notice will be deemed received when an email is received in full (or else on the next business day if it is received on a weekend or public holiday in the place of receipt) or 3 days after the date of posting.

Statutory Rights:

Your Statutory Rights are not affected by any terms set out in this document.

Failure to Perform:

Except in respect of a payment obligation, we will not be held liable for any failure to perform any obligation to the other due to causes beyond our reasonable control.

These Terms and Conditions are all in accordance to Scottish Law.