MJRoc Terms and Conditions - PLEASE READ BEFORE YOU COMPLETE AND SEND YOUR BOOKING FORM
Terms updated 25th April 18 supersedes all others before this date.
Our Holiday Contract with You
Our contract is made with you when you receive our written holiday confirmation. Our contract is subject to condition of booking as stated below. The personal details of all persons in the holiday party including FULL name and home address (ages of children) must be true and provided to us by the date stated on our communications to you, if you have pre-booked and paid deposits. It is your responsibility as LEAD NAME (if not a single booker) to contact and inform your group of all relevant information regarding the booking i.e. booking information and terms and conditions of contract. Parkdean Holidays/Trouville Hotel/Ocean Hotel/MJRoc reserves the right to decline or terminate the booking of any guest(s) whose behaviour interferes or may interfere with the general comfort of other guests. In this event no refunds will be made (NB – MJRoc and guests must adhere to all terms and conditions as stated by Parkdean Holidays/ Trouville Hotel/Ocean Hotel. A copy is available upon request).
Cancellation of your holiday by you
If you wish to cancel your holiday, this must be notified in writing by the lead person of the party (where possible). The date of cancellation is the date when we have received written notification. In the event cancellation charges will apply, as shown below, dependent on time scale. If your place is within a couple/group/paring/friends, no part deposits/refunds can be made, it is your role to fill that place/s and get your money back from the replacement.
Time scale Action
November 2018 MJRoc Warmwell
More than 14 weeks Forfeit of all relevant deposits paid per person- whichever you
have paid (each deposit however can be used against final
balance if re-booking for MJRoc Warmwell November 2019, only
the relevant deposit can be used and all other relevant persons
not re-booked, is lost if places have not been resold).
14 weeks to 8 weeks before Forfeit of all relevant deposits paid per person plus a £25
administration fee. From remaining 50% balance a refund of
net balance can be used against a Warmwell 2018 Booking
(each deposit however can be used against final balance if
re-booking for MJRoc Warmwell November 2019, only the
relevant deposit can be used and all other relevant persons not re-booked, is lost).
8 weeks or less 100% of total balance (including deposits). However, a 50%
credit refund (less deposits) if MJRoc is able to resell the
accommodation (credit refund must be used for MJRoc
Warmwell November 2019 and must be same names on
original booking, if not the relevant part refund to names not re-booking is lost)
Time scale Action
April 2019 MJRoc BeachRoc
More than 13 weeks Forfeit of all relevant deposits paid per person- whichever you
have paid.
13 weeks or less 100% of total balance (including deposits). 50% credit refund if
MJRoc is able to resell the accommodation. If you have not
arrived by 12pm (noon) on the Saturday of the weekend event
or contacted us for prior arrangements of arrival, we shall treat
the holiday as cancelled and the HOTEL ROOM maybe
handed back to the venue or resold.
Changes to your holiday by you
After you have paid your deposit you may wish to change some aspect of your holiday i.e. name/number (subject to availability) of guest(s). We will try to meet your request – HOWEVER, this may be subject to a £10 alteration charge. To avoid any such charges please ensure all details are true and correct with the full names of persons in your party at the time of initial booking (if anyone is found to be under an alias name this person will be asked to leave with no refund). Substantial changes may be treated as a cancellation. All changes must be notified at least 4 weeks before holiday date. No refunds for any cancellation within your own party.
The occupancy as stated on your booking must be fully paid by 18th August 2018 (for Warmwell November 2018). Any underpayment may forfeit your booking. The occupancy as stated on your booking must be fully paid by 19th January 2019 (for BeachRoc April 2019). Any underpayment may forfeit your booking.
MJROC WARMWELL
Time Scale for Name Change Type of Name Change
Up to 8 weeks before the event No Charge
8 weeks or less MJRoc Warmwell 2018 Group Lodges: £10 ADMINISTRATION CHARGE PER NAME CHANGE
If new lead name of Group or Pair of people or Couple Booking
£40 admin providing the remainder books remains the same because
charge for greater admin and new contract required.
Payments due immediately by bank transfer before name change.
If a solo booking for one person requires to be changed and
transferred to a friend, then a new contract is required, £40 is payable
by bank transfer immediately, before the transfer/changes
are confirmed.
Failure to notify MJRoc of any name changes will nullify your booking!
MJROC BEACHROC - this is not a booking cancellation
Time Scale for Name Change Type of Name Change
Up to 8 weeks before the event No Charge
From 20/1/19 £20 per Ferry Time AND per Name change.
No Alterations to Ferry Ports options once booked but if we can
and If MJRoc gets charged, we pass on all charges.
8 weeks or less MJRoc BeachRoc 2019 £10 ADMINISTRATION CHARGE PER NAME CHANGE
£80 per replacement lead name and new contract.
payable immediately by bank transfer to commence
transfer/changes.
Any changes to ferry time/names see above.
Failure to notify MJRoc of any name changes will nullify your booking!
If we (MJRoc or Parkdean holidays or Trouville Hotel/Hotels) cancel or change your confirmed holiday
We shall endeavour not to change or cancel your holiday but where it is absolutely necessary we will advise you as soon as possible. If we cancel your holiday or make a significant alteration, you then have the choice of either:
1. Accepting the alternative arrangement, or
2. Choosing another available holiday at the advertised price, or
3. Cancelling your holiday with a credit of all money you have paid less an administration charge.
Deposits and Final Balances
MJRoc Warmwell November 2018
If you have paid a non refundable deposit of £45 per person, the remaining balance is due by 17th August 2018 (for November 2018 event) without exception. You will be sent 2 reminders and it is your responsibility to ensure that MJRoc receives the money before these dates. We will not accept responsibility for late arrivals (postal delays) or “promises” of payment for the future. There will be a £25 (per group booking) late payment fee or £10 (single person booking) if monies are not paid by 18th August 2017 to cover additional work. If we still haven't received monies by Friday 1st September 2018, your booking will be cancelled and any deposits paid, will not be refunded. Your lodge will then be resold.
MJRoc BeachRoc April 2019
If you have paid a non refundable deposit of £40 per person, the remaining balance is due by 20th January 2019 (for April 2019 event) without exception. You will be sent 2 reminders and it is your responsibility to ensure that MJRoc receives the money before these dates. We will not accept responsibility for late arrivals (postal delays) or “promises” of payment for the future. There will be a £40 (per group booking) late payment fee or £10 (single person booking) if monies are not paid by 27th January 2019 to cover additional work. If we still haven't received monies by 28th January 2019, your booking will be cancelled and any deposits paid will not be refunded. Your room will then be resold.
Limitation of Liability
We accept responsibility for those arrangements of your holiday, which are within our control but we cannot accept liability for any injury, loss or damage suffered by you or any member of your party unless there was wilful default by us, our employees or death or personal injury was caused by the negligence of MJRoc, our employee Parkdean or employees of the Trouville Hotel/Ocean Hotel. For all claims other than death or personal injury, which result from the non-performance or improper performance of the contract by MJRoc, we will CONSIDER paying compensation that is reasonable in all circumstances. No action can be taken in respect of any complaint that has not been brought to the attention of a senior member of staff from MJRoc.
Damage Form and Responsibility - Warmwell event only
Parkdean Holiday Parks have introduced a Lodge Responsibility Form whereby the Lead Name of each Lodge (and each person in a Shared lodge who are deemed to be lead names) will sign such a form to state that they will take financial responsibility should any malicious damage take place in the lodge they are staying in. This is currently a tick box on the Booking Form. This is not for any broken plates/glasses (although these should be reported to Reception should this happen), but wilful and malicious damage to any part of the Lodge. Any incidents of malicious damage will be investigated by MJRoc and Parkdean to determine cause and responsibility and MJRoc will therefore seek financial compensation from the Lead Name to cover all costs incurred.
Arrival and Departure Times
MJRoc Warmwell 2018
Your accommodation is available from 3pm on the day (November 23rd 2018) of your arrival (this may be earlier for November 2018, watch this space during November, we opened at noon in 2017!), once it has been cleaned and prepared for you. We are happy for you to arrive early and have use of the park’s facilities HOWEVER; you will need to have your booking confirmation to do so. In order for the park to prepare for the next guests it is requested that all accommodation to be vacated by no later than 10am on the day of departure (Monday 26th November 2018). A late leaving charge will be charged by Parkdean for any late vacations, as from 10.30am Monday 28/11/18, the Park closes and park security staff will intervene.
Arrivals
MJRoc Warmwell 2018
The front desk will be manned by MJRoc staff on Friday 23rd November 2018 (noon – 10pm). If you expect to arrive late on the first day of your stay (after 11pm), please contact us so that we can make the appropriate arrangements for you to collect your keys. Unless previously notified, you must have claimed your accommodation by 12pm on the day after your holiday was due to start, otherwise we will treat your booking as cancelled, no refunds as per terms or conditions, will be given.
MJRoc BeachRoc 2019
Your accommodation is available from 3pm on the day (26th April 2019) of your arrival, once it has been cleaned and prepared for you. We are happy for you to arrive early and have use of the hotels facilities HOWEVER; you will need to have your booking confirmation to do so. In order for the hotel to prepare for the next guests it is requested that all accommodation to be vacated by no later than 10am on the day of departure (Monday 29th April 2019). A late leaving charge will be charged by Trouville Hotel for any late vacations.
Late Arrivals
The front desk will be manned by MJRoc/ Trouville/Other hotels staff on Friday 26th April 2019 (3pm – 10pm), check into Trouville Hotel first even if you are staying at other Hotels. If you expect to arrive late on the first day of your stay (after 10pm), please contact us so that we can make the appropriate arrangements for you to collect your keys. Unless previously notified, you must have claimed your accommodation by 12pm on the day after your holiday was due to start, otherwise we will treat your booking as cancelled, no refunds as per terms or conditions, will be given.
Self Catering
MJRoc Warmwell 2018
The well-equipped self-catering accommodation contains cooking items, crockery and cutlery as well as basic towels and bed linen for the size of your party. You will need to bring washing up materials, plus towels, toiletries and personal effects etc. Electricity & heating (you may wish to bring extra “certified”warm air fans at your responsibility) is included in the price of your stay. Launderette facilities are available for any washing you may need to do during your stay at your own cost.
Sharing Lodges
MJRoc Warmwell 2018
If you are in a Male/Female/Couple sharing lodge, this means you will have your own (or shared) room and will most probably be sharing with strangers. MJROC take no responsibility for non-compatibility of lodge-mates and will not be able to move any of the lodge-mates into another lodge. Therefore it is imperative that all lodge-mates are considerate with each other including sharing bathroom, kitchen and lounge times. You have all been allocated a specific room in the lodge, so please take note of which room you are in, and do not take anyone else's room. Also not making too much noise to wake your lodge-mates either late at night or early in the morning. Also, you are not permitted to have any extra people (male or female) staying in your lodge at any time as this is not fair to the other lodge-mates. There is also no smoking in any of the lodges.
*NEW FOR 2018 If you have booked a place in either a Male or Female only “Stranger” lodge, the INVOICE will tell you the room you are booked into. (Please do not deviate from the room you have booked, i.e. if you are booked into the small twin room, you do not take i.e. the large room). There are three bedrooms in these lodges. Please note all Female & all Male lodges have other people in their own bedrooms sharing the same lodge. We do not put strangers into the same bedroom.
The room you have been booked into, it’s clearly shown what your booked room is and it is clearly shown on your Welcome Pack when you arrive at Warmwell plus its on all your Invoices. Because of this repeated problem and it continually waste our time sorting out at every event, if you cause problems as we had in 2017 when people refused to move back into their booked bedrooms, causing friction between lodge mates, your booking will be cancelled, you will be asked to leave the site immediately and no refund will be offered. Alternatively if the other person only agrees to stay in the enforced room, the room you should have been in, you have to immediately repay them twice the difference in room costs to compensate the hassle. MJRoc will no longer be subject to these annual problems and this statement is addition to the MJRoc Terms & Conditions.
Gender and Child Wrist Bands
MJRoc Warmwell 2018
You will be provided with gender wrist bands when you arrive and children’s wrist bands will also be issued (ages 5-15), this will give you access to the venue during the weekend. When completing the Booking Form, you must be truthful in stating the correct number of males/females and children ages (UNDER 16 AS OF THE EVENT DATES) so that we can maintain a good gender balance (at MJRoc’s discretion) and ensure we have the right number of wrist bands. Any attempt to mislead MJRoc will result in guest(s) being asked to leave the weekend, without refund. As lead name, it is your responsibility to tell your group of this rule. IF ANY MEMBER OF YOUR LODGE CANCELS, YOU MUST REPLACE THE PERSON OF THE SAME GENDER (AND INFORM MJROC OF ANY NAME CHANGES IMMEDIATELY), IF YOU TURN UP WITH A MEMBER OF THE OPPOSITE SEX THAN YOU HAVE BOOKED, WE WILL REFUSE ENTRY AND NO REFUND WILL BE GIVEN.
MJRoc BeachRoc 2019
You will be provided with gender wrist bands when you arrive, this will give you access to the venue during the weekend. When completing the Booking Form, you must be truthful in stating the correct number of males/females so that we can maintain a good gender balance (at MJRoc’s discretion) and ensure we have the right number of wrist bands. Any attempt to mislead MJRoc will result in guest(s) being asked to leave the weekend, without refund. As lead name, it is your responsibility to tell your group of this rule. IF ANY MEMBER OF YOUR ROOM CANCELS, YOU MUST REPLACE THE PERSON OF THE SAME GENDER (AND INFORM MJROC OF ANY NAME CHANGES IMMEDIATELY), IF YOU TURN UP WITH A MEMBER OF THE OPPOSITE SEX THAN YOU HAVE BOOKED, WE WILL REFUSE ENTRY AND NO REFUND WILL BE GIVEN.
Special Requirements
If you have any special requirements regarding your holiday accommodation, i.e., diet, disabilities, cots etc, please advise us as soon as possible for the necessary arrangements to be made if available. Copyright of all information given belongs solely to MJRoc. All personal information returned shall not be divulged to any third party but may be used in future promotions unless requested otherwise. MJRoc may record the dance weekender at Warmwell by videotape/dvd and other media formats (photographs). Such recordings and photographs are the sole property of MJRoc and may be used with no obligation to any participants.
You are advised to arrange your own holiday insurance
MJRoc reserves the right to change the acts/program without prior notice. Please note you are not permitted to video/film any dance classes without the teachers permission and will be asked by the teachers or a member of MJROC crew to stop recording and delete the file, thank you for your cooperation in this matter. If any You Tube uploading is found without MJRoc/teachers prior permission, may result in being unable to join any further MJRoc event.
Dance Floor and Moves
All guests agree to practice good conduct on and around the dance floor, ensuring that drinks, coats, bags and other personal items are not placed on the dance floor. When dancing on the dance FLOORS please take care not to hurt others and constantly check the safety of the area you wish to dance on. Aerial steps should not be practised on the dance floors to ensure the safety of other dancers around you. No talc or any other substance must be used in any form that may enter any dance floor area. No stiletto heels on the dance floor.
Personal Belongings
MJRoc takes no responsibility for guests’ personal belongings.
Children (Warmwell only)
If you are bringing your children to MJRoc’s dance event, you are completely responsible for your child 100% of the time. We also that if you have a child under 12, you will be required to complete this compulsory Form which states you will take full responsibility for any injury incurred at the weekend or as a later issue in the future and cannot make MJROC liable for anything. We ask that children do not run around on the dance floor at any time. Please note children under 4 are not allowed in the complex after 7pm.
Pets (Warmwell Only)
There are only selected bronze/silver lodges where dogs are permitted and £30 per dog charge applies. This cash charge is payable to Parkdean Holiday Parks on arrival. You take full responsibility for your pets and guests on the park, please ensure you are fully insured for all situations. Any dog found in any lodge without prior payment/notification, will mean that lodge has to be immediately vacated and charge for cleaning paying. This may result in the loss of your accommodation with no refund. No dangerous dogs are allowed on the park and only mild mannered will be accepted. No dogs (except blind dog up 8am-6pm) are allowed into the complex.
Warmwell Car Parking. If you are bringing a vehicle to Warmwell and want to park it on site, since 2016 there has been a registration procedure to cover everyone at the MJRoc event, it must registered by the deadline set for the event for Free. If you miss the deadline all vehicles are then £10 each to park and registration must take place and paid prior to check in. Any vehicle found unregistered could be clamped and/or towed away at the owners cost and the event wristband for that person withdrawn with no compensation. MJRoc/ Parkdean take parking controls seriously.
New for 2018. Free Parking or Paid Parking?
There is no charge for parking (we get asked a lot about this) BUT ONLY if all vehicles are registered by you and you have for everyone in your group as you are the group leader, by 1st November 2018, to give you a free parking permit at check in. (Single Bookings only register their vehicle)
No unregistered vehicles can park at Warmwell due to security measures on site, so if you miss the deadline its £10 per vehicle cash charge and payable at check in registration when at Warmwell 2018.
Unregistered vehicles could be towed off site at vehicle owner’s expense, security will check every vehicle.
MJRoc event is the biggest at Warmwell for the sheer amount of vehicles and we have a current limit of 450, and we had 439 at Warmwell 2017, you are advised to register and not take a chance (and paying) when you arrive at Warmwell.
If anyone parks inconsiderately, block cars or emergency excess areas, your vehicle could be towed away at your expense.
Any changes in Terms & Conditions will be posted on the web site www.mjroc.com
updated 25/4/18