Afrigay LGBTQ+ Tourism Growth Symposium 2027

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These Terms & Conditions apply to all ticket purchases, registrations and attendance at the Afrigay LGBTQ+ Tourism Growth Symposium 2027.

By purchasing a ticket, registering for the event, accepting a complimentary ticket, attending the event, or participating in any part of the event programme, you agree to be bound by these Terms & Conditions.

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1. Event organiser

The event is organised by The Travel and Event Company (Pty) Ltd, trading as Afrigay Travel International.

For the purposes of these Terms & Conditions, “the organiser”, “Afrigay”, “we”, “us” and “our” refer to The Travel and Event Company (Pty) Ltd and/or Afrigay Travel International.

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2. Event details

The Afrigay LGBTQ+ Tourism Growth Symposium 2027 will take place on 12 January 2027 at Mount Nelson, a Belmond Hotel, Cape Town.

The event is a one-day tourism industry symposium, followed by an evening networking cocktail reception.

An optional Glitter Trail Peninsula Experience is planned for 13 January 2027. This is a separate optional experience and is not included in the standard symposium ticket unless expressly stated in writing.

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3. Ticket types and inclusions

The following ticket types apply to the symposium:

• Early Bird Delegate Ticket: R790

• Standard Delegate Ticket: R990

Ticket prices are stated in South African Rand and include only those items expressly listed as part of the ticket at the time of purchase.

Unless otherwise stated, a symposium ticket includes:

• Access to the one-day symposium on 12 January 2027

• Access to the morning insight sessions and panel discussions

• Access to the afternoon Learning Lab

• Lunch

• Two tea/coffee breaks

• Access to the evening networking cocktail reception

The ticket does not include:

• Flights

• Accommodation

• Transfers

• Parking

• Travel insurance

• Additional drinks at the cocktail reception

• Personal expenses

• The optional Glitter Trail Peninsula Experience

• Any other item not expressly stated as included

Additional drinks at the evening networking cocktail reception will be for the delegate’s own account unless otherwise stated.

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4. Payment and confirmation

A booking is only confirmed once full payment has been received and a confirmation email or ticket has been issued.

The organiser reserves the right to cancel any unpaid, incomplete, duplicate, suspicious or incorrectly processed booking.

Delegates must present a valid ticket, booking confirmation, QR code or other proof of registration when requested.

The organiser may request proof of identity before granting admission.

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5. Ticket transfers and substitutions

Tickets may be transferred to another person with the organiser’s prior written approval.

Transfer requests must be sent to the organiser in writing at least 72 hours before the event.

The organiser may refuse a transfer where the request is incomplete, received too late, or may reasonably affect event administration, security, catering, accreditation or delegate management.

No transfer is valid until confirmed by the organiser in writing.

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6. Cancellations by delegates and refunds

All cancellation requests must be submitted in writing.

The following refund policy applies:

Cancellation period

Refund position

More than 30 days before the event

Refund less a 10% administration and processing fee

15–30 days before the event

50% refund

14 days or less before the event

No refund

Failure to attend / no-show

No refund

Refunds will be processed to the original payment method where possible.

Bank charges, payment gateway fees and administrative costs may be deducted from any refund where permitted by law.

Where a delegate is unable to attend due to death or hospitalisation of the person for whom, or for whose benefit, the booking was made, the organiser will apply the refund position required by applicable South African consumer law. The organiser may request reasonable supporting documentation.

The organiser may, at its discretion, offer a ticket transfer, credit or alternative arrangement instead of a refund.

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7. Cancellation, postponement or changes by the organiser

The organiser reserves the right to make reasonable changes to the event where necessary, including changes to:

• Programme content

• Speakers

• Panellists

• Session times

• Room layout

• Format

• Suppliers

• Catering arrangements

• Entertainment

• Partner participation

• Venue room allocation

The organiser will make reasonable efforts to ensure that any changes do not materially reduce the overall value of the event.

If the event is postponed, tickets will automatically be valid for the new event date unless the organiser advises otherwise.

If the event is cancelled by the organiser and not postponed, ticket holders will be entitled to a refund of the ticket price paid, subject to applicable law.

The organiser will not be responsible for any additional costs incurred by delegates, including flights, accommodation, transport, visa costs, loss of income or other consequential losses.

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8. Capacity and admission

Admission is subject to venue capacity, safety requirements and successful registration.

The organiser reserves the right to refuse admission or remove any person from the event where reasonably necessary, including where a person:

• Cannot produce a valid ticket or registration confirmation

• Appears intoxicated or under the influence of prohibited substances

• Behaves in a disruptive, unsafe, threatening, abusive or discriminatory manner

• Breaches these Terms & Conditions

• Fails to follow reasonable instructions from the organiser, venue, security or event staff

A person refused admission or removed from the event for breach of these Terms & Conditions will not be entitled to a refund.

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9. Delegate conduct

The symposium is intended to be a respectful, professional and inclusive tourism industry event.

All delegates, speakers, sponsors, suppliers and guests are expected to behave respectfully towards others.

The following will not be tolerated:

• Harassment

• Discrimination

• Hate speech

• Threatening behaviour

• Unwanted physical contact

• Sexual harassment

• Bullying

• Deliberate disruption of sessions

• Behaviour that compromises the safety, dignity or comfort of others

This includes conduct relating to sexual orientation, gender identity, gender expression, race, nationality, religion, disability, age, HIV status, body type, relationship status or any other personal characteristic.

The organiser reserves the right to remove any person who breaches this clause, without refund.

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10. Photography, filming and media

Photography and video recording may take place during the event for documentation, marketing, media, social media and reporting purposes.

By attending the event, delegates acknowledge that they may be photographed or filmed in public event areas.

The organiser may use event photographs, video footage and general crowd images for event-related communication, marketing, social media, reporting and future promotional purposes.

Given the nature of the event and the sensitivity that may apply to LGBTQ+ visibility, the organiser will take reasonable care when using close-up images of individual attendees.

Delegates who do not wish to be photographed or filmed should notify the organiser in writing before the event or advise the registration desk on arrival. The organiser will make reasonable efforts to accommodate such requests, but cannot guarantee that a delegate will not appear incidentally in wide-angle, background or crowd images.

Delegates may not record full sessions, livestream sessions, photograph private materials, or use images of other attendees in a way that is invasive, misleading, commercial or inappropriate.

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11. Personal information and privacy

The organiser will collect and process personal information for purposes relating to the event, including:

• Ticketing and registration

• Payment administration

• Delegate communication

• Dietary and accessibility requirements

• Security and access control

• Event planning and logistics

• Reporting and evaluation

• Sponsor, partner and stakeholder reporting, where applicable

• Post-event communication

Personal information may be shared with selected service providers where necessary for event delivery, including ticketing platforms, payment processors, the venue, registration providers, catering teams, communication suppliers and event administration partners.

The organiser will take reasonable steps to protect personal information and will not sell personal information to third parties.

Delegates may be asked whether they consent to receive future communication from Afrigay Travel International, All Stay LGBTQ+ Education or event partners. Direct marketing communication will only be sent where permitted by law or where consent has been provided.

Delegates may contact the organiser to request access to, correction of, or deletion of their personal information, subject to applicable law and legitimate record-keeping requirements.

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12. Dietary requirements and accessibility

Delegates must notify the organiser of any dietary requirements, allergies, access needs or mobility requirements during registration or as soon as reasonably possible before the event.

The organiser will make reasonable efforts to accommodate dietary and accessibility requirements but cannot guarantee accommodation of late requests.

The organiser and venue cannot accept responsibility for allergic reactions or dietary incidents where requirements were not disclosed in time or where a delegate consumes food or drink without checking suitability.

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13. Alcohol and responsible consumption

Alcohol may be available at the evening networking cocktail reception.

No person under the age of 18 may consume alcohol.

Delegates are expected to drink responsibly.

The organiser, venue and bar service providers reserve the right to refuse alcohol service to any person who appears intoxicated or who behaves inappropriately.

Delegates may not bring outside alcohol into the venue.

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14. Health, safety and personal belongings

Delegates attend the event at their own risk.

Delegates must comply with all venue rules, health and safety requirements, security procedures and reasonable instructions given by the organiser, venue or event staff.

Delegates are responsible for their own personal belongings.

The organiser will not be liable for loss, theft or damage to personal property, except where such loss is directly caused by the organiser’s proven negligence and where liability cannot lawfully be excluded.

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15. Limitation of liability

To the maximum extent permitted by law, the organiser will not be liable for:

• Indirect, special or consequential loss

• Loss of profit

• Loss of business opportunity

• Travel or accommodation costs

• Personal expenses

• Missed transport connections

• Loss caused by third-party service providers

• Loss arising from changes to the programme, speakers or format

Nothing in these Terms & Conditions excludes or limits liability where such exclusion or limitation is not permitted by law, including liability for gross negligence, fraud or wilful misconduct.

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16. Force majeure

The organiser will not be liable for any failure or delay in delivering the event caused by circumstances beyond its reasonable control, including but not limited to:

• Natural disasters

• Extreme weather

• Fire

• Flood

• Power failure

• National or local emergencies

• Civil unrest

• Strike action

• Transport disruption

• Government restrictions

• Public health emergencies

• Venue closure

• Supplier failure outside the organiser’s reasonable control

• Any other event beyond the organiser’s reasonable control

Where a force majeure event occurs, the organiser may cancel, postpone, relocate, reschedule, amend or adapt the event as reasonably necessary.

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17. Intellectual property

All event names, branding, logos, programme content, presentation materials, documents, worksheets and event materials remain the property of the organiser or the relevant rights holder.

Delegates may not copy, reproduce, distribute, sell, publish or commercially exploit event materials without prior written permission.

Speakers retain ownership of their own presentation content unless otherwise agreed in writing.

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18. Sponsors, partners and third parties

The event may include sponsors, partners, exhibitors, speakers, venues, suppliers and third-party service providers.

The organiser is not responsible for the products, services, statements, advice, conduct or offers of third parties unless expressly stated in writing.

Any agreement entered into between a delegate and a third party is strictly between those parties.

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19. Optional experiences and add-ons

Optional experiences, including the Glitter Trail Peninsula Experience, may be subject to separate pricing, booking terms, minimum numbers, supplier conditions and cancellation terms.

Where additional terms apply to an optional experience, those terms will be provided at the time of booking or before participation.

The organiser reserves the right to cancel or amend an optional experience if minimum numbers are not met or if operational circumstances require it.

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20. Accuracy of information

The organiser will make reasonable efforts to ensure that all published information is accurate.

However, event information may change from time to time.

Delegates are responsible for checking event updates, emails and official communication channels before attending.

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21. Governing law and jurisdiction

These Terms & Conditions are governed by the laws of the Republic of South Africa.

Any dispute arising from these Terms & Conditions, ticket purchase or event attendance will be subject to the jurisdiction of the competent courts of South Africa.

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22. Contact

For ticketing, registration or event queries, please contact:

Afrigay Travel International
Email: mike@afrigay.com
Website: www.afrigay.com

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23. Acceptance of terms

By purchasing a ticket, registering for the event, accepting a complimentary ticket, attending the event or participating in the event, you confirm that you have read, understood and accepted these Terms & Conditions.