1. General terms:
These terms and conditions apply to the event “International Polecamp” for "Camp 1" (24.9.2022 - 27.9.2022), "Camp 2" (29.9.2022 - 2.10.2022) and the "XXL-Camp" (24.9.2022 - 2.10.2022) at the Bibione Palace Spa Hotel (Bibione / Italy) organized by TKM Eventmanagement KG, Austraße 21, 6200 Jenbach, Austria Austria (referred to below as "TKM").
All bookings – made via fax, email or online (Internet) are binding. If a booking is made via Internet there is a registration form that has to be completely filled in. Before you send the booking you have to agree to the terms and conditions. The customer will receive an invoice within at the most 5 working days attached to an email as a PDF document from TKM. The discount price for early bird bookings only applies if booking and payment of the booking amount are made within the given time period. If you book via email or fax an additional handling fee of EUR 20.00 applies.
All bookings have to be paid within 7 days of invoice date strictly net via credit transfer to the nominated bank account. If the outstanding amount is not paid in time, you forfeit possible discounts (for example early bird discount, etc.)! Once the invoice was sent, TKM will not send any further confirmations (like payment confirmation).
Included in the attendance fee are accommodation (single room, double room, 3- or 4-bed rooms), all workshops and parties as well as full board including drinks (soft-drinks) at meal times in the dining hall as specified in the program/services list. If you book a Non-Poler package (for accompanying persons) only the hotel and the parties are included, but not the workshops. The journey to and from Bibione and other additional services (for example, drinks, telephone, photo shoots, etc.) are not included.
5. Cancellation / No-Show / booking changes
Cancellation of a booking by a client/participant will only be accepted in writing (sent via email to email@example.com or per written letter to TKM). The cancellation fee is a percentage of the total amount (as per invoice) and depends also on the date the cancellation is made. The following cancellation fees apply:
Until the 60th day before beginning of event..............25 %
From 59th to 30th day before beginning of event.......50 %
From 29th day before beginning of event.................100 %
If a participant who was originally sharing a room with another participant cancels, the remaining participant has to carry the additional costs arising from the booking changes (for example from a triple to a double room).
If a participant does not check in at the event by 6 pm on the first day of the event or if a participant does not inform us about a late arrival (arrival after 6 pm) at least 7 days before the start of the event then we see this as a “no-show” and the participant automatically forfeits his room for the whole event. We will also charge 100% cancellation fee for a no-show. The cancellation fee is payable into the nominated TKM account within 7 days. In case of a change of booking (for example a change of name) we will charge a flat-rate of EUR 40.00 per change of booking if it is made at least 7 days before arrival. From the 6th day before arrival onwards a change of name is seen as a cancellation and new booking. The cancellation fees as specified above apply.
6. Minimum number of participants:
The minimum number of participants for the International Polecamp is 70 people (for "Camp 1" and "Camp 2" each).
7. Closing date:
Closing date is 16th September 2022, 8 pm
8. Event cancellation, changes, refunds:
In case the event starts later or ends earlier, there is no refund. If the event is cancelled by TKM (for example because the minimum number of participants was not reached, etc.) the amount paid can only be refunded up to two months after the event date and in the same way the amount was originally received. In the event of a postponement on the part of TKM, all bookings remain valid and remain valid for a possible alternative date. We reserve the rights to changes in line-up or program (dance instructors, workshops, etc.) at any time. In case of a cancellation, postponement or changes to program or line-up we will not make reimbursements for out-of-pocket expenses (for example, travel, hotel, handling fees, etc.)
Tickets for the International Polecamp will be sent as a PDF by e-mail immediately after ordering online. The tickets (especially the QR code on them) will be checked and scanned on site at the event check-in. Our check-in desk at the Hotel Bibione Palace is available on the first day of the event from 11 am to 3 pm. You will receive a participant control bracelet for the attendance of workshops and parties, which you have to wear on your wrist during the whole event without taking it off. Should you take your participant bracelet off or cut it, it ceases to be valid. We cannot issue a replacement. If you require a new bracelet we will charge EUR 250.00 on-site, which has to be paid in cash. TKM cannot be held responsible for claims for damages resulting from lost or removed tickets (participant control bracelets). On registration/booking the client accepts explicitly for himself and the other registered persons, aside from these Terms & Conditions, the house rules of the Hotel Bibione Palace.
The registrant and all other participants he/she registers take note explicitly that neither Hotel Bibione Palace nor TKM assume liability. Attendance of all workshops and side-events during the event is made at one’s own risk! The client / participant himself/herself is liable for any injuries or damages.
Until revoked at any time, the registrant/participant agrees with TKM Eventmanagement KG that all correspondence in connection with his/her registration/booking can be sent to the e-mail address provided by him/her and that messages/e-mails from TKM Eventmanagement KG are deemed to have been received if they have been sent to the e-mail address provided in the booking.
The registrant acknowledges that the electronic data given by him to TKM for processing of the contract will be passed on to the hotel. On registration/booking of the event the client explicitly accepts to receive information material from TKM via email in future. We advise the client, though, that he can opt out of this acceptance at any time.
Additional data collection in relation to COVID-19: The collection and processing of all participant data is based on Article 6 (1c) DSGVO. The collection and processing is necessary in order to locate contact persons of persons suffering from COVID-19 in the context of this event and to be able to notify them in time. Thus, the processing of this data serves the health of the applicant and that of his fellow men. If necessary, the data will be passed on to the competent health authority(ies) for the purpose of tracing any chains of infection. The data provided for this purpose will be available to the competent authority for a maximum of 4 weeks and will then be automatically deleted (for this purpose).
12. Photography & film / copyright and right of use:
TKM advises that there will be photos and films made at the event. The film and the photos of all persons present (participants, visitors, artists, staff, etc.) will be published and possibly also offered for sale. At the same time will film and photos also be used for PR, promotion and advertising purposes (for example, on websites, facebook and other social medias, folders, flyers, press releases, TV and cinema advertising, etc.) by TKM as well as by the advertising and eventagency Thomas K. Müller. On registration for the International Polecamp the client/participant agrees explicitly with the publication of photos and films – without reward.
It is expressly agreed that the applicant has also read and fully accepts the conditions of participation in relation to COVID-19, as well as any possible future amendments. Due to the fact that the requirements and regulations regarding COVID-19 are constantly changing on the part of the various countries and governments, the aforementioned page has been set up by TKM for this purpose, which will be updated as required.
14. Scope of application, place of jurisdiction, law:
Austrian law applies – place of jurisdiction is the court in Schwaz.
Jenbach, 28th October 2021