Coronavirus related conditions for events

Intro text

The Stewards' Trust and our host teams, many of them volunteers, face significant challenges as we prepare to restart our events. In some way, it would be simpler to wait until there is greater clarity BUT we know how important, impactful and treasured these events are:

Christian events in the UK have a legacy that has impacted millions, and that legacy is refreshed year on year as more come to faith and respond to God’s work in their lives. Christian events create space for us to come away from the day-to-day routine and for God to impact us. (Source: Open Letter on behalf of UK Christian Event Leaders)

To be in a position to gradually open bookings for residential events, we want to be completely open and clear about the conditions attached to those bookings. Then you can make an informed decision and choose for yourselves if you would like to book. Please read the following points carefully and consider them, alongside our standard terms and conditions, before booking. Your event administrator will confirm any additional conditions that apply.

Liability: 

The Stewards' Trust, our host teams and the venues we use will work together to seek to reduce the risks from Coronavirus. However, it is impossible to eliminate the risk of transmission and other risks relating to Coronavirus. It is therefore the choice of each individual guest, or of parents or guardians in the case of minors or vulnerable adults, to attend an event. Neither the Stewards' Trust, your host team or the venue can take any liability relating to Coronavirus at or linked to one of our events. 

Our approach: 

Each of our events are different and so there can't be a 'one size fits all' set of conditions. Our approach is therefore to set minimum conditions that can apply to all events and to allow host teams the flexibility to go further in certain circumstances, with prior approval from the Stewards' Trust. Event venues will also have Coronavirus safe procedures that might go beyond our base level conditions. If so, those procedures must also be followed. It is therefore vital that you check with your event administrator what additional conditions, if any, may apply to your booking and event.

Government rules:

All guests must adhere to the Government rules and guidance (including any guidance relating to social distancing) that apply at the time of an event. Failure to do so may result in being asked to leave an event before its conclusion and without a refund.

Our hope and expectation is that Government restrictions will ease with time. However, there is a risk that the opposite might happen, which could lead to revisions to our base level conditions.

Testing: 

Based on our risk assessment of the current situation and the expected vaccination roll-out, all guests (excluding primary school aged children and below) will need to supply evidence of a negative Coronavirus test (lateral flow test) taken within 24 hours of the start of the event. This can be self-administered. The sourcing and cost of the test is the responsibility of guests. There is a possibility of false positive results with lateral flow tests and so a separate PCR test can take precedence if negative, however, the result needs to be confirmed before arriving at an event. 

If a guest displays any Coronavirus symptoms at an event, they must isolate immediately and take a further lateral flow or PCR test. If positive, they must leave the event immediately, along with family members. Sadly, no refund can be offered in this instance.

Vaccinations:

The Stewards’ Trust will not at this stage ask for evidence of a vaccination as a standard condition for booking or attending an event. However, where there is a particularly high proportion of vulnerable people attending, the host team is authorised to add this as a condition. Vulnerable can be defined by age or medical condition. It is not possible to apply this condition to any events with guests under 18. 

Cancellation: 

If an event needs to be cancelled by the venue due to Government rules, then a full refund will be payable, unless confirmed otherwise by your event host before you book.

Refunds*: 

Our standard cancellation terms apply. Deposits are non-refundable. If you cancel within six weeks prior to the start of an event and your place cannot be filled, you will be liable for the full cost of your event, unless you are advised otherwise by your event administrator.

Curtailment*: 

If there is evidence of Coronavirus transmission among guests during an event, then the event is very likely to be cancelled before the advertised end date. Sadly, no refunds can be offered in this instance, unless and to the extent that we are able to secure a refund from the venue.

Motivation:

We are sorry to have to make and communicate these additional conditions. Our motivation is to provide support and guidance to our volunteer host teams, to have safe events for guests, and to be completely open and clear with you at the point of booking so that you are in a position to decide whether you wish to complete your booking for the event. 

*You might want to consider taking out holiday insurance and checking the policy carefully to see if Coronavirus cancellation and/or curtailment is covered. It appears some policies will provide cover but in very specific circumstances (i.e. you test positive immediately before your trip and are forced to isolate) and on the basis that evidence of a positive test is submitted with the claim.