Should any of our events be cancelled due to Covid restrictions at our venues or Government lockdown, we will arrange to refund you (less a small booking fee) or transfer your bookings to one of our future events within the next year.
Your support in highly appreciated in these difficult/unprecedented for all....times.
If we (MJRoc) have to cancel any event due to COVID 19, we will inform you all as soon it's been confirmed. Your deposits and any final payments are secured under contract with the venue against each event and if due to a Covid 19 lockdown so means the event cannot run as scheduled, the cancellation process will start. The process would be that money would be transferred back to MJRoc under contract from the venue companies.
Please understand that the MJRoc office works on each event up to 16 months on average to completion.
From discussions/signing up the event contract with venues; maintaining an office and being available at all hours 7 days a week/52 weeks a year (even calls have come in on Christmas day lol) dealing with all the many enquires/bookings to process your orders and handle the finances; and office administrations including website/emails/phone calls/Facebook/postal plus many emails that come with your bookings and changes/updates you make; dealing with venues and site managers on regular basis; supervising your free car parking at Warmwell; or your ferry ticket/special diet arrangements for BeachRoc; arranging insurances to cover each event; preparation for the actual event and arranging crew/teachers/djs schedules plus our flooring specialists /merchandisers/masseuses; visiting the venue site just prior to each weekender to ensure the event will run smoothly as much as possible with the management /department meetings; all up to and including be ready for the actual event to commence weeks in advance (98%) and its completion, plus further months afterwards wrapping up the event (and at the same time the process for the next event has been taking place) and of course complying with H.R.M.C with tax returns.
We (MJRoc) of course incur substantial advanced costs in preparing each event and we trust as people did at BeachRoc April 2020 which was cancelled due to Covid Lockdown in late March 2020, helpful kind donations were made towards costs. When Warmwell November 2020 after advanced discussions from July 2020 with Parkdean it was agreed to cancel the event mutually early as we knew what was coming, this was jointly achieved over a month in advance of when the "PM" announced that these type of events could not run this year. The small booking fee of £5pp (as in the these T & C's) was collected from each person under "if any event was cancelled", and contributed only towards those fixed costs incurred to help minimise MJRoc fixed cost losses (outside MJRoc control and unable to claim from insurances) in running a business and preparing your dance weekenders. In addition its takes many many hours to process transferred bookings or refunding part or full, and if an event has been cancelled outside of MJRoc's control i.e. COVID 19, please be understanding that this unprecedented time hits "event companies" very hard financially, that's a lot of extra hours with no financial assistance and all those costs incurred. Event companies only get paid when the event has been completed, so risk all the costs until the event has been completed. We know dancers are generally very understanding and they would all want MJRoc to remain viable to continue to run future events, in fact many were kind to recognize with further donations, which were fully appreciated.
Any individual/couples/group contract who has/have booked, if they wish to "self cancel" will lose any money paid for that booking. If you are booked (have a contract) for one event, you are booked to that event and the money is secured against that event contract and therefore monies are not transferable to another MJRoc event. If however we can resell your booking to another, for that same event after all our lodges/rooms under contract are sold, reimbursement as per T & C's below apply.
We have helped people in the past, as our events have always sold out but each event must sell out, to assist. (There will be an administration charge to cover this work).
This is also the situation under law with MJRoc.
If MJRoc decided to self cancel an event/ to break a contract with the sites, it would forfeit all monies paid under contract to them, yet still have to pay back all bookings, something MJRoc would find financially impossible, so we will not self cancel. (would be the same for most/all travel companies)
Should the event be cancelled under COVID 19, please ensure you are paid up to date, as on the day any cancellation was received under "Covid 19", only valid paid up bookings will be contacted. If you did not pay your final balance for the event you were booked for (check deadline dates) and a cancellation for the event was announced after that date, this means you have self cancelled and therefore your old booking does not apply to any later entitlement, so please keep your booking valid in these unprecedented times.
We hope, as is always globally recommended, that whenever you make a booking travel/stay anywhere in the UK or World, the same applies, to ensure you have "Travel Insurance" in place when you make a booking. It is the responsibility of the people making the booking, not the travel/dance weekender companies, to be insured against any personal losses that maybe incurred.
SUMMARY (Copied from Martin Lewis MoneySavingExpert.com)
"Booked a holiday and not got travel insurance yet... MISTAKE. You need travel insurance ASAB (As Soon As you... Book). If you've left it, sort it now
Travel insurance isn't just to cover you for things that happen while on holiday. It's also for things that happen beforehand that stop you going. Already this year, as sadly happens every year, someone's told me they've got cancer and planned treatments mean they can't go on their booked summer holiday.
Without travel insurance, barring hoping for goodwill, options are scarce. Airlines and hotels don't have to give refunds if you are ill (just like you breaking your arm doesn't mean you've a right to a refund on a tennis racket), that's what the insurance is for. Full help is in our guides..."
All MJRoc events now advertised are scheduled to take place for 2022/23.
Terms and Conditions
PLEASE READ BEFORE YOU COMPLETE AND SEND YOUR BOOKING FORM as when you tick the box on the Booking Forms, its states you have accepted these.
Terms updated 18th July 2022 for BeachRoc 2023 and on 14th February 2022 for Warmwell 2022. Summary section updated 18/7/22 & 3/10/22.
MJRoc Limited
Registered Office: 31 Copsleigh Close, Redhill, Surrey RH1 5BJ United Kingdom.
Company Registration 14279098
Vat Registration Number 423 7540 08
ALL PRICES ARE subject to VAT.
SUMMARY
EVENTS
All prices are per person for hotel/lodge accommodation package purchased, classes(workshops) and social dancing. Limited weekend passes maybe available for classes and social dancing.
No day/evening passes will be sold for either event.
ON BOOKING
By Completing a Booking Form online, you are deemed to have accepted these terms and conditions in full and without variation. The group leader/lead name must be over 18 years of age. Any one under 18 years age must be declared and will be then be made aware of the limits when attending MJRoc events.
All correspondence will be sent only to the Group Leader/Lead Name and only these persons are responsible for ensuring that all person on the booking, are forwarded copies of all correspondence.
The Group Leader/Lead Name will be responsible for the total amount payable in respect of the whole group under their name and MJRoc will require the Group Leader/Lead name to make payment for the total amount due under this booking contract.
As Group Leader/Lead Name, it is your responsibility for the complete group's attention to these terms and conditions and to ensure they are fully observed.
DEPOSITS
A £50 per person non-refundable deposit is required at the time of booking.
PRICING
MJRoc reserves the right to amend the prices per person if prices are affected by a change in the prevailing rate of VAT or affected by government action. The Lead Name will be notified of the amount in writing via post or email.
CONFIRMATION OF BOOKING
A Booking Form online is not guaranteed until MJRoc have processed and confirmed your booking and that all deposits required under this booking are paid. All rooms or lodges are sold on a first come basis and the website is kept as up to date as possible. Therefore we may return your booking form if your chosen accommodation is no longer available but also offering at alternative (STA). Only written confirmation from MJRoc will confirm your booking.
HOLIDAY CANCELLATION INSURANCE
Please book your own cover in case you have to cancel or you therefore accept the terms and conditions of MJRoc events.
MJRoc does not insure any losses due to any cancellation with any booking therefore you decide on the risk to have insurance or not.
(Travel insurance isn't just to cover you for things that happen while on holiday. It's also for things that happen beforehand that stop you going)
PAYMENT OF BALANCE/LATE BOOKINGS
For bookings made 12 weeks OR less before the event date, full payment is required immediately.
UNPAID BALANCES
Failure to pay the balance due by the due date stated on your booking, may render your booking as cancelled without further reference(contact) to you. Deposits paid are non refundable.
ALTERATIONS TO BOOKING
Fully paid bookings.
If you wish to sell on your booking to a third party, you MUST inform MJRoc in the first instance please.
A new booking form (by the new lead name) must be completed if the replacement is agreed to by MJRoc (This will be considered on their merit and at MJRoc discretion) and an administration fee charged for the transfer work required to be completed in addition to what has been previously paid to cover the extra work required. This admin fee will be stated on request based on the booking wishing to be altered.
You cannot sell/transfer a booking unless full payment/admin fee has been made.
(Deposits are non refundable, therefore no alterations to bookings where only a deposit has been paid)
CANCELLED BOOKINGS - from day after balance due dates or less for the event booked.
Forfeit 100% of total balance Or 50% credit if MJRoc can resell your booking.
Credit to be used against same event which follows, namely if you booked Warmwell 2022, the credit can be used only against Warmwell 2023 but not BeachRoc events. This applies to BeachRoc events, credits cannot be used for Warmwell events.
New Deposit will be required and any credit used against final balance.
Cancellations must be received in writing or by email.
GENDER BALANCING
If a booking has been falsely been made (wrong gender on the booking form), this booking runs the risk of being refused admission to the event and no refunds will be given.
NAMED ON THE BOOKING
Only the persons named on the booking will be permitted to MJRoc events, therefore you must ensure all names (and gender) are correct.
IF THE EVENT IS CANCELLED
It may be necessary for MJRoc to cancel an event before or after your booking is confirmed, please note that MJRoc will not pay any compensation for any losses incurred as a result of any such cancellation.
NON BOOKED
The attendance at a MJRoc event whether in the venues, on the premises or in the accommodations is to be only the persons named on your booking and visitors are not permitted.
PHOTOS/FILMING/RECORDINGS BY MJROC
By attending MJRoc events constitutes your consent by MJRoc to use in all media. Your voice, name, appearance could be used in any purpose in any production by MJRoc. You understand that all photos/filming and/or recordings will be done in reliance on this consent given by you attending any MJRoc event.
WRISTBANDS
These are required to shown at all times at all MJRoc events and will individually fitted at MJRoc Check in. No wristband, no attendance.
CHANGES TO ITINERARY
There maybe changes to previously advertised and we reserve the our right to make changes as and when required and without compensation or refunds being payable.
PERSONAL ITEMS
Any items left in the rooms, lodges or on the premises of MJRoc events, remains your responsibility at all times.
If any items are found, if the items can be posted, there will be the postage charge plus packaging and admin fee. Alternatively go back to the location and collect from their reception after MJRoc events.
DAMAGES OR BREAKAGES
Any damage or breakages within a MJRoc event, are the sole responsibility of the Group Leader/Lead Name. Therefore they are liable for the cost of the repair or replacement of any damages or breakages.
ON ARRIVAL
On arrival it is the responsibility of the Group Leader/Lead name to check that the rooms/lodges are clean and that there are no broken, damaged or missing items. Should they be any problems on arrival, these should be immediately reported to the venues own reception.
PARKING
Parking of all vehicles is at your own risk and MJRoc will not accept liability for any damages or losses however caused.
DANCE FLOORS
Please note, no talc/chalk, no drinks or liquid, food, chairs, tables or inappropriate footwear (i.e. NO Stilettoes or type Heals) on the dance floors. Only recognised dance shoes must be worn.
DISCLAIMER
Dancing and other/all activities at MJRoc events are strenuous and/or aerobic activities and all attendees at MJRoc events participate in all activities at their own risk. Neither the venues or MJRoc can be held responsible for any loss or injury resulting from participation in any activities at MJRoc events.
CONTRACTS
This contract and all disputes and claims are governed by English Law and are subject to the exclusive jurisdiction of the Courts of England and Wales.
TERMS AND CONDITIONS
Please fully read terms and conditions on the booking form in addition to below.
It’s an unfortunate part of the business having to provide these TERMS & CONDITIONS so people are fully aware regarding theirs (customers of MJRoc) and MJRoc commitments to bookings.
MJRoc BeachRoc 2023 & MJRoc Warmwell 2022
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 Resorts Holidays/ Trouville Hotel/Other Hotels. A copy is available upon request). Deposits are non- refundable (NRD)
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 (booking fee/service fee)/refunds can be made, it is your role to fill that place/s within your booking and get your money back from the replacement.
If you are a 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 is not permitted. Speak to MJRoc first to see what option there are if possible. Your booking is direct with MJRoc.
Time scale
November 2022 MJRoc Warmwell
Any cancellations must be put in writing and the date received will fall under the terms below.
More than 14 weeks (cut off date 19/8/22)
Action
Forfeit of all relevant deposits(booking fee/service fee) paid per person- which ever you have paid, as your deposit(booking fee/service fee) secured your place/s, (which no one else could book it/lodge) and the administration costs to run your booking (*each deposit(booking fee/service fee) to *50%, however can be used against final balance if re-booking for MJRoc Warmwell November 2023 providing MJRoc can sell your places/group at the Warmwell 2022 event, only the relevant deposit(booking fee/service fee) can be used and all other relevant persons not re-booked, is lost if places have not been resold). Confirmed cancellation must be received by this date. 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. Bookings are not transferable if this event is still scheduled(active) to take place.
*Credits are discretionary depending on the reason (i.e. proof of medical reason from GP/Hospital for an individual, {an individual cancelling in a group, does not permit a group to cancel}, will be reviewed for that individual) 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. This is based on MJRoc being able to resell your place/lodge at Warmwell 2022 event.
100% of all deposits (booking fee/service fee) 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.
Bookings are not transferable if this event is still scheduled to take place.
From 20/8/22 to 8 weeks before
Lead name: Forfeit of all relevant deposits(booking fee/service fee) paid per person plus a £25 administration fee*.
From remaining 50% balance* a credit refund of net balance can be used against a Warmwell 2023. Booking if the 2022 place original booked has been resold (each deposit(booking fee/service fee) to 50%* however can be used against final balance if re-booking for MJRoc Warmwell November 2023, only the relevant deposit (booking fee/service fee) can be used and all other relevant persons not re-booked, is lost). Bookings are not transferable if this event is still scheduled to take place.
Single bookings only. Forfeit of all relevant deposits(booking fee/service fee) paid per person plus a £25 administration fee*. From remaining 50% balance* a credit refund of net balance can be used against a Warmwell 2023 Booking if the 2022 place original booked has been resold (each deposit{booking fee/service fee} to 50%* however can be used against final balance if re-booking for MJRoc Warmwell November 2023, only the relevant deposit(booking fee/service fee) can be used and all other relevant persons not re-booked, is lost).
This does not cover when a person within a group/pairing/couple has to cancel and is not replaced. The commitment is to ensure the group numbers/gender on the contract for Warmwell 2022 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.
Bookings are not transferable if this event is still scheduled to take place.
8 weeks or less
Forfeit 100% of total balance (including deposits{booking fee/service fee}).
However, a 50% credit refund (less deposits{booking fee/service fee}) 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 2023 balance 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 2022 is met. New deposit(booking fee/service fee) required.
Bookings are not transferable if this event is still scheduled to take place.
*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. Credit is non transferable.
25th November 2022. If you have not checked it by noon 26th November 2022, your booking becomes void if you have not informed of delays in you arrival by 9am 26th November 2022.
Please note we have a cut off point of 10am 21st November 2022 in assisting any possible transfer of bookings. Or we would charge a relative fee for the extra work during the extremely busy final days before this event.
Time scale
April 2023 MJRoc BeachRoc
Any cancellations must be put in writing and the date received will fall under the terms below.
Action
Up to 10th January 2023
Forfeit of all relevant deposits (booking fee/service fees) paid per person- whichever you have paid.
Bookings are not transferable if this event is still scheduled to take place.
From 11th January 2023 or less
Forfeit 100% of total balance (including deposits {booking fee/service fees}). 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.
Bookings are not transferable if this event is still scheduled to take place.
MJRoc Warmwell 2022 & MJRoc BeachRoc 2023
Changes to your holiday by you
After you have paid your deposit(booking fee/service fees) 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 19th August 2022 (for Warmwell November 2022). Any underpayment may forfeit your booking.
The occupancy as stated on your booking must be fully paid by 10th January 2023 (for BeachRoc April 2023). Any underpayment may forfeit your booking.
MJROC WARMWELL - name change
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 2022
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 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.
This must be confirmed by the original booking person before the transfer/changes are confirmed.
They must fully comply with the event requirements, if the person selling to a friend has not disclosed all the requirements, then this matter is between two friends and not MJRoc. Its is up to replacement to fully understand before money is exchanged between friends what is required, not after a transaction. This is not the responsibility of MJRoc.
Credit is non transferable to a third party.
This must be confirmed by the original booking person before the transfer/changes are confirmed. No one can assume that MJRoc has the time and any transactions of transfer of bookings maybe made void. *Only possible if MJRoc has available time close to any event to complete all transactions required. This can never be an expectation of the seller or the buyer between friends, MJRoc can complete.
Cut off date is 5pm 21/11/2022 for Warmwell 2022, all documentation and admin fees paid.
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! ID will be checked on arrival.
MJROC BEACHROC 2023
- 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 11/3/23
£20 per Ferry Time
No Alterations to Ferry Ports options once booked and tickets issued but if we can and If MJRoc gets charged, we pass on all charges.
NAME CHANGES 8 weeks or less MJRoc BeachRoc 2023
£20 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!
If any event is cancelled. MJRoc Warmwell 2022 & MJRoc BeachRoc 2023
If (MJRoc or Parkdean holidays or Trouville Hotel/Hotels) cancel or change your confirmed holiday
They shall endeavour not to change or cancel your holiday but where it is absolutely necessary they will advise you as soon as possible. If they cancel your holiday or make a significant alteration, you then have the choice of either (options below) with your balance (your deposit /booking fee/service fee) was accepted as non refundable): See our "Book with confidence with Covid 19"
1. Accepting the alternative MJRoc arrangement, or
2. Choosing another available holiday at the advertised price from MJRoc, or
3. Cancelling your holiday with a credit or refund of money you have paid less the Booking fee charge.
We will not be liable for any consequential loss you may suffer or pay any compensation to you.
So please take out your own holiday/travel insurance to cover any lost of deposit (booking fee/service fee), whether by you cancelling or MJRoc cancelling/postponing an event. Insurance is all about protecting yourself.
Bookings are not transferable if an event booked is still scheduled to take place.
Your acceptance of making a booking to attend either of these events, agrees to these terms and conditions.
Deposits(Booking fee/service fee) and Final Balances
MJRoc Warmwell November 2022
If you have paid a non refundable deposit(booking fee/service fee) of £50 per person, the remaining balance is due by 19th August 2022 (for November 2022 event) without exception. You will be sent 2 reminders during the booking process, one being your deposit (booking fee/service fee) 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 19th August 2022 to cover additional work, if you are permitted after this date. However if MJRoc still haven't received monies by 31st August 2022, your booking will be cancelled and any deposits(booking fee/service fee) paid, will not be refunded or credits given. Your lodge will then be resold. Bookings are not transferable if this event is still scheduled to take place.
MJRoc BeachRoc April 2023
If you have paid a non refundable deposit (booking fee/service fee) of £50 per person, the remaining balance is due by 10th January 2023 (for April 2023 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 £10pp (single person booking) if monies are not paid by 10th January 2023 to cover additional work in trying to contact you. If we still haven't received monies by 14th January 2023, your booking will be cancelled and any deposits (booking fee/service fee) paid towards this event forfeited. Your room/s will then be resold. Bookings are not transferable if this event is still scheduled to take place.
MJRoc Warmwell 2022 & MJRoc BeachRoc 2023
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 Resorts or employees of the Trouville Hotel/or nominated BeachRoc 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 Resorts 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 Resorts 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 - Please read carefully
Female Group Lodges or Predominately Female Group Lodges (From your booking forms)
This supersedes our conditions previously and is based on all bookings for 2022 Warmwell booked from Jan 2022.
Gender Balanced Groups are accepted.
Individual Single Female/One Pair of Females can book in Female only Stranger Lodges, and have no need to gender balance, but these places are strictly limited and subject to availability. These are for single females or one pair of females who know each other.
Individual Single Male/One Pair of Males can book in male only Stranger Lodges, and have no need to gender balance, but these places are subject to availability. These are for single males or one pair of males who know each other.
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 find men to book (and be fully paid) into Male(Stranger or a Male Groups collectively{not one person with a male group}) by 31st July 2022.
Failure to meet the special terms of the contract, your booking will become void, so no final balance payment will be accepted and all deposits (booking fee/service fee) forfeited to cover towards the administration costs.
Your Lodges has to counter balance the Events Gender Balance ratio.
This counts from the moment the booking process starts and up to when the final balance is due. 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 and you accept full responsibility if the contract is not honoured.
MJRoc will hold male places available in male only stranger lodges so you fulfil your contact.
The defined ratio is one female to one male where a Female only group booking has been accepted.
The reason this lodges are made available in advance under these terms, is so female groups can book early rather than a much later date, when they have found men to book with in equal numbers. If you cannot this contract for Female only groups, do not book this way.
MJROC MUST GIVE PERMISSION TO BOOK.
We (that's you) 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.
You must notify MJRoc by 31st July 2022 these terms will be honoured.
Before your final Balance is due 19th August 2022, 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, so no final balance payment will be accepted and non refundable deposits (booking fee/service fee) 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(booking fee/service fee) 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 2022
Your accommodation is available from 3/4pm on the day (November 25th 2022) of your arrival (this may be earlier for November 2022, watch this space during November, we opened at noon in 2021), 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 28th November 2022). A late leaving charge will be charged by Parkdean Resorts for any late vacations, as from 10.30am Monday 28/11/22, the Park closes and park security staff will intervene. Items could be removed and placed on the landing outside the lodge, in all weathers, so be please be warned.
Arrivals
MJRoc Warmwell 2022
The front desk will be manned by MJRoc staff on Friday 25th November 2022 (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 2023
Your accommodation is available from 3pm on the day (21st April 2023) 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 24th April 2023). A late leaving charge will be charged by Trouville Hotel and other nominated BeachRoc hotels for any late vacations.
Late Arrivals
The front desk will be manned by MJRoc/ Trouville/Other hotels staff on Friday 21st April 2023 (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 2022
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 2022
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” lodges, 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 it’s 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 2022 & MJRoc BeachRoc 2023
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 2023
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.
MJRoc Warmwell 2022 & MJRoc BeachRoc 2023
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/travel 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.
MJRoc Warmwell 2022 & MJRoc BeachRoc 2023
Admin fee to process your payments whether for a deposit/booking fee/service fee or final balance, are non refundable,
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 £40 per dog charge applies. This cash charge is payable to Parkdean Resorts 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.
Prestige Lodges (Warmwell Only)
All Prestige lodges are confirmed roughly between end of January or by late February 2022. Many of the Prestige lodge ranges are privately owned and are subject to Sublet contracts with Parkdean Resorts. Once these are signed off we can then confirm all Prestige Lodge numbers and if the one you were allocated, is no longer available, another Prestige Lodge your booking will be relocated too. Some times we get late season extra lodges, where owners have decided to now sublet for the end of the season. MJRoc will do its best to keep you updated.
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.
As 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 2022 to 30th September 2022, 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 2022. £15 per car charge if registering 1st-10th November 2022. From 11th November 2022 £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 2022.
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 a full 450 vehicles at Warmwell 2019, 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.
DO NOT OVERCROWD PARKING OUTSIDE LODGES (Warmwell)
Its leads to congestion, damage to parkland & verges, and for health & safety reasons.
Cars may be towed away at owners expenses.
If you have booked a Platinum, Prestige or Prestige Plus Lodge, there are are only normally two car parking spaces per lodge and you are surrounded by Private owner lodges.
You must respect their privacy and do not block or take their car parking spaces.
At past weekenders, some dancers have park on the owners drive way and caused issues, which have been unacceptable.
If you have lots of cars, i.e. two can park at the lodge, All other cars must park in the main car parks.
Failure to do so is a violation of your booking contract and could be nulled with immediate effect.
No sleeping permitted in any vehicles. No dogs neither can be kept in vehicles.
Any small camper van must be parked in the main car park.
No bigger camper vans or Mobile homes permitted on Park, they are not a caravan park or have the licence to allow any.
Lodge Numbers at Warmwell
Some times we have to change the lodge number you have requested and reallocate you the best alternative in same Grade of Lodge.
Lodges Keys at Warmwell
From 1st October 2022 the lead name for groups will be the "Key Nominated Online Registration" where only names that are nominated can collect a key for the lodge. If no one is nominated only the LEAD name can collect the keys.
All group lodges come with two doors keys as standard but you can apply for third key from October 2022.
Room numbers at BeachRoc.
Some times we have to change the room number you have requested and where possible reallocate you the best alternative in same Grade of Room. If there is any difference to your gain, no charge. If we cannot offer you a Double room and its substituted for a large twin room, you will be either refunded the price difference, if there is a difference offer at that grade, i.e. Prestige range of lodges, that price difference. Sometimes things happen outside of MJRoc's control.
INSURANCE REMINDER
You are strongly advised to take out holiday cancellation insurance to cover many situations that could affect your booking. Once you booking is secured get insured.
If an event is cancelled outside MJRoc's control
Please note the value of £50pp is paid to secure your places.
£5pp is a booking fee section and £45pp as your deposit.
The £50pp will be taken off your final balance totals.
If an event is cancelled outside MJRoc's control, £45pp is refunded and the £5pp is non refundable as booking fee.
If you have transferred money from another event whether that is BeachRoc or Warmwell, and the sum is greater or less than £50pp, a £5pp booking fee is still deductible when making a refund payment. All refunds are made by bank transfers.
Booking Fees. This is used towards business fixed costs which expenditure was required to set up your booking.
When final balance payment is later paid an additional £5pp booking fee is now added within the full payment.
If an event is later cancelled then a £10pp booking fee will be deducted from a refund, when the cancellation is outside of MJRoc's control.
If full payment has been taken with out the payment of a deposit, then if an event is cancelled, the booking fee is £5pp (one payment via invoice at full price) when the cancellation is outside of MJRoc's control.
Please note if there are several payments to clear a balance for your booking, the value of a £5pp booking fee, could be incurred each time.
Please note regarding your booking.
1/ You must leave your room or lodge, clean & tidy at the end of your Stay and any event.
2/ You agree that your booking is with MJRoc only (not our venues or their management) and that you as Lead Name are responsible for your booking.
3/ That you as Lead Name agree there must be a responsible adult aged 18 or over in every lodge or room.
4/ That you must not engage in anti-social behaviour or behaviour which is noisy, offensive or likely to cause disturbance or harm to anyone else on the holiday parks or hotel including their employees.
5/ Must not use Fireworks any where on the Holiday Parks or in the Hotels.
6/ That you as Lead Name if you or any of your people within your booking do not comply with the requirements of the Holiday Parks or our hotels, you maybe refuse entry or access to these locations. The Holiday Parks or the hotels may eject anyone from the Holiday Park or Hotels, and in any case give them any refund.
7/ The Holiday Park or Hotel has the right to change accommodation where necessary and offer an suitable alternative of equal or greater specification.
8/ If you have a mobility or otherwise require accessible accommodation, this must be discussed prior to making a booking for suitable accommodation to be provided, if available and not sold out. In addition the Holiday Park and Hotels have stated they also need to check on the facilities available prior a booking being confirmed.
9/ All accommodation is subject to the maximum occupancy as stated on your booking as outlined and must not be exceeded otherwise this cancels your booking and no refund will be payable.
10/ You as lead name and all booked with you, are responsible for all your personal possessions with at the Holiday Park or Hotels. We are not, with the Holiday Park or Hotels responsible for and do not accept any liability for any loss or damage to personal processions.
11/ You as Lead Name for your booking plus and your group where it is greater than yourself, are responsible for all vehicle's you all bring on to the holiday park or hotel car parks. The management has the right to ask these to be moved to as suitable location at any point during your stay, this also can be the removal of vehicle's and off park.
12/ You all must all follow specific rules and restrictions at all times when using the facilities, venues or participating in the activities on holiday park or in the hotels. Any facilities/activities off site, this is your responsibility.
13/ All items under Data Protection. You agree for us to share the full names booked under your booking to our holiday parks and hotels, for the purpose of your stay. No emails, phone numbers or addresses will be supplied to them unless we have your written permission. Data Protection has always been taken seriously by MJRoc.
14/ If any payment is made back to the Lead Name, this will be made by bank transfer only and there will be a £1 administration fee deduction.
15/ Your £50pp booking deposit* is secured against your booking for that event. It is non refundable or transferrable if you cancel. It is your commitment to your booking.
[Explanation: Re Deposits.
MJRoc has then secured your lodge, place or room with the venue or hotel (depending on the event) when you pay the required non refundable deposits for your booking. That commitment by you, means your booking is secured and neither MJRoc, the Park or hotel cannot resell what you have booked. You have agreed to fulfil your booking commitment and accept if you self cancel, deposits are non refundable/transferrable.
MJRoc will prepare, invoice, managed and service your booking, plus responding to any messages in receives from the Lead Name. It also protects funds paid in the event of an event being cancelled by the Park or Hotel, depending on the booking, before it is refunded by the venue to MJRoc.
If you cancel, deposits are non refundable or transferrable.
If you have a personal holiday cancellation insurance (recommended to take out cover on all MJRoc invoice documentation), where MJRoc is required to assist by showing proof of your booking to the Insurer, this can take from a 5 minute phone to an hours administration time.
With a cancellation of a previously secured booking, MJRoc therefore then has to undertake new extra work, with a lesser time frame to find a replacement for the booking you had securely held or it is financially responsible to paying the difference to the Park or Hotel, while an event remains "active".
A request when self cancelling to the transfer of a deposit or payment to another event, would mean that all work undertaken and security of booking by MJRoc/Park/Hotel for an "active event" is asked to be waived after preparing, protecting, maintaining and servicing your booking; plus If MJRoc was unable to find a paid replacement for what you had booked, based on a request, MJRoc is then being asked and would have to additionally find those funds to pay that sum to the Park or Hotel, depending on the event booked.]
The £50pp will be deducted from the Total Price for your booking and the balance remaining will be due on the date advertised for an event taking place.
*Your £50 is made up of £45pp & a £5pp booking fee units. £45pp is refundable deposit when an event is cancelled, £5pp is a booking fee and this part is non refundable in the event of a Weekender being cancelled outside of MJRoc's control.
The Booking fee is to help towards MJRoc fixed costs in preparing your booking throughout the process up until the point the event was cancelled outside of MJRoc's control.
See above when full payment is made.
Any changes in Terms & Conditions will be posted on the web site www.mjroc.com
updated 18/7/ 2022 & 3/10/22
MJRoc reserves the right to make updates as appropriate.
All prices are subject to vat as from 1/9/22
Vat Registration Number 423 7540 08
Vat Registration Number 423 7540 08
