MJRoc Terms and Conditions - PLEASE READ BEFORE YOU COMPLETE AND SEND YOUR BOOKING FORM
Terms updated 20th November 18 (and part 24/2/19 BeachRoc)supersedes all others before this date. BeachRoc 2020 updates from 26/4/19.
Its an unfortunate part of the business having to provide these so people are fully aware regarding theirs(customers of MJRoc) and MJRoc commitments to bookings.
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/Other 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/Other Hotels. 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. If you are a single booking, if you cancel but sell to another, this is still a full cancellation as any new replacement has to start with a new booking form and the process starts as well plus the closing audit on the original booking and new account for the replacement, therefore this in not permitted.
Time scale
November 2019 MJRoc Warmwell
More than 14 weeks (cut off date 16/8/19)
Action
Forfeit of all relevant deposits paid per person- which ever you have paid, as your deposit secured your place/s, (which no one else could book it/lodge) and the administration costs to run your booking (*each deposit to 50%, however can be used against final balance if re-booking for MJRoc Warmwell November 2020, only the relevant deposit can be used and all other relevant persons not re-booked, is lost if places have not been resold). Does not cover when an individual/s within a group has to cancel, the group must find the direct gender replacement or pay for the "missing" person/s.
*Credits are discretionary depending on the reason (i.e. proof of medical reason) for cancelling and only given to those names notified in a booking at the time when the booking was made, not a TBC or similar wording.
100% of all deposits within a group are forfeited when a group that has signed up to terms and conditions where they must ensure they meet the gender balance requirements, have not met their target number of male referrals that booked into Male Stranger Lodges.
14 weeks to 8 weeks before
Single bookings only. 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 2020 Booking if the 2019 place original booked has been resold (each deposit to 50%* however can be used against final balance if re-booking for MJRoc Warmwell November 2020, only the relevant deposit can be used and all other relevant persons not re-booked, is lost). This does not cover when a person within a group has to cancel and is not replaced. The commitment is to ensure the group numbers/gender on the contract for Warmwell 2019 is met.
*Credits are discretionary depending on the reason (i.e. proof of medical reason) for cancelling and only given to those names notified in a booking at the time when the booking was made, not a TBC or similar wording.
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 (we cannot resell any places within a group booking to a 3rd party) (credit refund must be used for MJRoc Warmwell November 2020 and must be same names on original booking, if not the relevant part refund to names not re-booking is lost). This does not cover when a person within a group has to cancel and is not replaced. The commitment is to ensure the group numbers/gender on the contract for Warmwell 2019 is met.
*Credits are discretionary depending on the reason (i.e. proof of medical reason) for cancelling and only given to those names notified in a booking at the time when the booking was made, not a TBC or similar wording.
22nd November 2019. If you have not checked it by noon 23rd November 2019, your booking becomes void if you have not informed of delays in you arrival bu 9am 23rd November 2019.
Time scale
April 2020 MJRoc BeachRoc Action
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 aspects of your holiday i.e. number (subject to availability) of guest(s) within your group. We will try to meet your request – HOWEVER, this may be subject to a £10 alteration charge, not applicable to lead name as this will involve additional work and will need to be discussed with MJRoc as it will deemed as cancellation. 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 cancellations within your own party.
The occupancy as stated on your booking must be fully paid by 16th August 2019 (for Warmwell November 2019). Any underpayment may forfeit your booking.
The occupancy as stated on your booking must be fully paid by 17th January 2020 (for BeachRoc April 2020). Any underpayment may forfeit your booking.
MJROC WARMWELL
Time Scale for Name Change within a booking, not a cancellation or all names. Applies to groups only.
Type of Name Change within group - lead name remains the same.
(4 or more people, not applicable to singles, pairs, triples or couples - details on request)
Up to 8 weeks before the event No Charge
8 weeks or less MJRoc Warmwell 2019
Group Lodges: £10 ADMINISTRATION CHARGE PER NAME CHANGE If new lead name of Group, £50 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.
SOLO BOOKING
MJROC must be informed and is agreeable to a switch with the name confirmed prior.
It must be a male for a male and a female for a female.
This is in conjunction under the terms for the "Cancellation" section.
If a solo booking for one person requires to be changed and transferred to a friend, then a new contract is required with an £50 admin charge.
1/ If is a transaction is made between the two parties, one of you will be required to pay the £50 administration charges for all the changes required and the setting up the new contract in the replacement name, before this change is complete and registered.
2/* If the new person taking over the booking pays MJRoc direct, then a credit to the original contract name, will be given for the total they paid less the required £50 admin charge.
Credit is non transferable to a third party.
This must be confirmed by the original booking person before the transfer/changes are confirmed.
This must be confirmed by the original booking person before the transfer/changes are confirmed.
Failure to notify MJRoc of any name changes will nullify your booking and if you have sold the place/places on, they will be denied entry as the booking is void!
MJROC BEACHROC 2020 - this is not a booking cancellation
Time Scale for Name Change
Type of Name Change providing lead name remains same
Up to 8 weeks before the event No Charge
From 18/1/20
£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 2020
£10 ADMINISTRATION CHARGE PER NAME CHANGE
(lead name remains the same otherwise this is a cancellation*)
*£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 and if you have sold the place/places on, they will be denied entry as the booking is void!
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 2019
If you have paid a non refundable deposit of £45 per person if booked at Warmwell 2018 or £50 per person thereafter, the remaining balance is due by 16th August 2019 (for November 2019 event) without exception. You will be sent 2 reminders during the booking process, one being your deposit paid confirmation 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 16th August 2019 to cover additional work, if you are permitted after this date. However if MJRoc still haven't received monies by 31st August 2019, your booking will be cancelled and any deposits paid, will not be refunded or credits given. Your lodge will then be resold.
MJRoc BeachRoc April 2020
If you have paid a non refundable deposit of £50 per person, the remaining balance is due by 18th January 2020 (for April 2020 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 25th January 2020 to cover additional work. If we still haven't received monies by 25th January 2020, 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.
Gender Balance - Warmwell Event only
Female Lodges or Predominately Female Lodges (From your booking forms)
We do NOT advertise All female lodges or more females than men booking lodges. This supersedes our conditions previously and is based on all bookings for 2019 Warmwell booked from 20/11/18.
MJROC MUST GIVE PERMISSION TO BOOK. All FEMALE ONLY GROUP OR MORE FEMALES THAN MEN as an acceptance of this booking you fully understand your Group MUST promote and find men to book (and be fully paid) into Male(Stranger or a Male Groups collectively{not one person with a male group}) Only Lodges to counter balance the Events Gender Balance ratio. This counts from the moment the booking is made and up to when the final balance is due. If the number is not reached, no balance payment can be accepted. We need men who clearly state/d (on their booking forms) they were recommended by people in your Group, referrals cannot be backdated if not declared at the time the male/men book.
You freely signed your form accordingly to honour this booking commitment.
MJROC MUST GIVE PERMISSION TO BOOK.
We have more LADIES than men in our group. As an acceptance of this booking you fully understand that everyone MUST promote for new men and: 1/ Find at least one man if your bookings has two more females over/than males in your group booking (does not apply to female only "stranger"lodge)s: 2/ find at least two men to book if ratio is 3 ladies and no men or 3 more ladies than men; 3/ Find at least 3 men if they are 4 ladies ratio to no men or more 4 more ladies than men; and 4/ then required at least 4 men to book if 5 ladies (or more) ratio to no men or 5 more females than men in a booking. Before your final Balance is due,(if the number is not reached, no balance payment can be accepted) so these men book(and be fully paid) into male only lodge to counter balance the Events Gender Balance ratio. We need men who clearly state they were recommended by people in your Booking. Failure to do so means your booking becomes void and non refundable deposits lost.
"Yes we understand the terms of our booking as our booking has more ladies than men, or all female." You freely signed the contract.
If this applies to you, you are at risk losing your deposits if you fail to meet the conditions you were allowed to book and only reason you were allowed to book, you have honoured this commitment.
Arrival and Departure Times
MJRoc Warmwell 2019
Your accommodation is available from 3pm on the day (November 22nd 2019) of your arrival (this may be earlier for November 2019, watch this space during November, we opened at noon in 2018!), 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 25th November 2019). A late leaving charge will be charged by Parkdean for any late vacations, as from 10.30am Monday 25/11/19, the Park closes and park security staff will intervene.
Arrivals
MJRoc Warmwell 2019
The front desk will be manned by MJRoc staff on Friday 22nd November 2019 (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 2020
Your accommodation is available from 3pm on the day (24th April 2020) 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 27th April 2020). 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 24th April 2020 (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 2019
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 2019
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.
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 2019
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 2020
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 during any freestyle, only permitted in controlled workshops.
Personal Belongings
MJRoc takes no responsibility for guests’ personal belongings.
Your Contract and numbers/names of your booking form
The amount of people that are stated in your booking and agreed by MJRoc, is the number that can only stay in your lodge or hotel room. No additional persons from another lodge or room who have booked at the same MJRoc event, that same weekend, may stay overnight in your lodge/hotel room.
If you bring extra people that are NOT booked for the event, that is not permitted and your booking become immediately void.
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 from 2018. Free Parking or Paid Parking? ON LINE REGISTRATION is separate to a Booking Form.
There is no charge for parking (we get asked a lot about this) BUT ONLY if all vehicles are registered ON LINE REGISTRATION(not the booking form) by you and you have for everyone in your group as you are the group leader, from 1st September 2019 to 30th September 2019, to give you a free parking permit at check in. (Single Bookings only register their vehicle). £5 per car charge if registering between 1st -31st October 2019. £15 per car charge if registering 1st-10th November 2019. From 11th November 2019 £20 per car charge.
No unregistered vehicles can park at Warmwell due to security measures on site, so if you miss the deadline its £20 per vehicle cash charge and payable at check in registration when at Warmwell 2019.
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 448 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.
Lodge Numbers at Warmwell
Some times we have to change the lodge number you have requested and reallocated you the best alternative in same Grade of Lodge.
Room numbers at BeachRoc.
Some times we have to change the room number you have requested and reallocated you the best alternative in same Grade of Room.
Any changes in Terms & Conditions will be posted on the web site www.mjroc.com
updated 20/11/19 & 26/4/19
