Oxford Round Table Symposiums
Terms & Conditions of Participation
1. INTRODUCTION
These Terms and Conditions govern your participation in the Oxford Symposiums travel program (“the Program”) organized by Shenette Alexander (“the Organizer”). By registering for and attending the Program, you agree to comply with the terms outlined below.
2. CODE OF CONDUCT
We aim to create a respectful, safe, and inclusive environment. Harassment, discrimination, or disruptive behavior will not be tolerated. Participants must adhere to all UK laws, respect local customs, and cooperate with staff. Oxford Symposiums reserves the right to remove any participant whose behavior endangers others or disrupts the experience. No refunds will be provided in such cases.
3. PRIVACY & DATA PROTECTION
We are committed to protecting your privacy. Personal data collected during registration will be used solely for organizing and administering the Program. By attending, you consent to being photographed or recorded for promotional or archival purposes. We comply with UK GDPR. You may request access to or deletion of your data by contacting the Organizer.
4. EMAIL COMMUNICATIONS & CONSENT
By registering for this program, you consent to receive email communications from Oxford Round Table Symposiums regarding your participation, related events, future programs, and relevant news. You may unsubscribe at any time by clicking the “unsubscribe” link in any email or by contacting us at shenette@oxfordinternationalroundtable.co.uk
5. PAYMENTS & CANCELLATIONS
A non-refundable deposit of £[Amount] is required at registration. The remaining balance is due [X days] before departure. Late or incomplete payments may result in cancellation without refund.
Cancellations must be submitted in writing. Refunds are based on the date we receive notice:
- 95+ days: Full refund (minus deposit)
- 94–65 days: 75% refund
- 64–45 days: 50% refund
- 44–30 days: 25% refund
- 29 or fewer days: No refund
6. FORCE MAJEURE
Oxford Symposiums is not liable for delays, cancellations, or changes caused by events beyond our control (e.g., natural disasters, strikes, pandemics, or government restrictions). In such cases, we may reschedule, substitute services, or offer credit toward a future program instead of issuing refunds.
7. INCLUDED IN PROGRAM FEE
The fee covers accommodations (unless otherwise indicated), scheduled meals and excursions, local guides, staff support, and gratuities for included activities.
8. NOT INCLUDED IN PROGRAM FEE
The fee does not include international airfare, visas, passports, insurance, personal expenses, additional optional activities, or unscheduled meals/snacks.
9. HEALTH & ACCESSIBILITY
Participants must be in reasonably good physical and mental health and able to walk 2–3 miles daily, sometimes over uneven terrain. Attendees must board transportation independently. We strive to accommodate special needs when disclosed in advance, but not all international locations are accessible.
10. TRAVEL DOCUMENTS
Participants are responsible for valid passports, visas, and any entry requirements. Oxford Symposiums is not responsible for travel issues due to documentation problems.
11. ITINERARY CHANGES
We reserve the right to make changes to the itinerary due to weather, logistics, availability, or safety. In the event of substitutions (e.g., venue or speaker), comparable alternatives will be provided.
12. MEDICAL EMERGENCIES
Participants are responsible for any medical costs incurred during travel. By registering, you authorize Oxford Symposiums staff to seek emergency care if necessary.
13. INSURANCE REQUIREMENTS
We strongly recommend comprehensive travel insurance, including trip cancellation, health coverage, and baggage loss. Participants without insurance assume all associated risks.
14. LIMITATION OF LIABILITY
Oxford Symposiums acts only as a coordinator and is not liable for acts or omissions of third-party providers. We are not responsible for injury, loss, damage, delay, or disruption caused by circumstances beyond our control.
15. DISPUTE RESOLUTION
This agreement is governed by the laws of the United Kingdom. Any disputes will be resolved in the courts located in Oxford, England.
16. ACKNOWLEDGEMENT
By registering and submitting payment, you confirm that you have read, understood, and agreed to these Terms and Conditions.