TERMS AND CONDITIONS

EVENTS

The following terms and conditions relate to events hosted or authorised by the Institute of Masters of Wine (IMW). Some events may have additional conditions and these will be advertised at the time of posting.

Refund policy
Unless specified otherwise, in the event of cancellation, full refunds will only be given if the IMW is notified at least 14 days before the date of the event. Refunds or exchanges will not be given after this time, even if we are able to re-sell your tickets. Tickets cannot be exchanged for other events automatically.

Exchanges
Tickets cannot be resold or exchanged. If purchasing multiple tickets, the names of all individuals attending must be provided at time of purchase.

Event cancellation policy
In the unforeseen circumstance that an event is cancelled by the IMW or host organisation a full refund will be provided to the account that you paid with. All registered attendees will be notified via email, to the address they registered, with if an event cancellation is taking place.

Ticket availability
Due to the high demand for all our events we reserve the right to restrict the number of tickets that we can sell to any individual. If purchasing multiple tickets, the names of all individuals attending must be provided.

The IMW is not liable for injury or illness
You agree to indemnify the IMW against any claims for death or bodily injury by you or any member of your party except if caused by the negligence of the IMW or its employees. This includes contraction of COVID-19 and related variants.

The IMW is not liable for loss or damage
The IMW is not liable for loss or damage to belongings, third party liability and injury or accident, for each of you or your party. The IMW will not take out any insurance for your benefit.

COVID-19 guidelines
The attendee acknowledges the risk associated with attending live events and agrees that the IMW is not liable for illness. The IMW operates in accordance with government guidelines but reserves the right to include additional measures for the safety of guests and staff. Requirements may differ depending on the host location, event format, venue requirements, government guidelines, world health organisation advice and so on.

Requirements may include but is not limited to:

• Proof of a negative PCR or lateral flow test
• Imposing specific requirements regarding personal protective equipment such as the wearing of masks
• Temperature check upon entry
• Proof of vaccination
• Imposing maximum delegate numbers at the event
• Designating alternative entrance and exit routes

Changes to event entry requirements will be outlined on the event page at the time of registration. When registering you agree to abide by these requirements. These requirements are subject to change and any changes will be notified by email to the address you have registered with. If you have registered on behalf of someone else, it is your responsibility to notify them of these requirements.

Failure to comply may result in you not being permitted entry to the event without reimbursement for registration fees.

Services provided by others
The IMW makes various arrangements with sponsors, hosts, vineyards, wineries and other bodies. The IMW cannot guarantee the timing, availability or pricing of any particular event or venue – all of which are under the control of these other bodies, to the extent they can be controlled at all. Those bodies or the IMW may change any itinerary, arrangements and prices at any time in response to circumstances, weather, availability and feasibility.

Complaints
If despite our efforts and those of the speakers and producers you have any complaint about the event or failure to deliver all or part of it, you should do so at the time to the IMW or if applicable the host or sponsor. You are also asked to do so in writing to the IMW after the end of the event, preferably within 14 days.

Special requirements
If you have special requirements, we will try to get the event organiser to help you with those which you communicate when making the booking and which we accept.

Children and pets
Attendees are kindly requested not to bring children or pets.

Tastings and masterclasses
In accordance with our usual practice attendees are requested not to wear strong perfumes, scents or colognes out of respect for their fellow tasters.

Responsible drinking
In accordance with our usual practice, we encourage responsible drinking. We refer you to Wine in Moderation’s website, www.wineinmoderation.eu for further information.

Use of personal information and marketing permissions
When registering for an event you authorise the IMW to contact you via email with relevant updates pertaining to the event. In addition, all guests are added to the IMWs event mailing list and will use the information you provide to be in touch with you about future events and marketing.

The IMW use MailChimp as our marketing platform. You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at info@mastersofwine.org. We will treat your information with respect.

Filming and photography
As an attendee you authorise and grant the IMW, and the hosting organisation, the right to:
            • record you (picture and voice) in photographs and on film for audio and visual production
            • create recordings into a photo gallery and/or film
            • use your name and voice for the recording
            • screen the recording online, including on social media

The IMW, or the hosting organisation, will own all copyright to any photography or filming used and no monies will be given to participants. The IMW and the hosting organisation will consider any reasonable request not to use or to stop using a particular film or photograph. Such requests should be made in writing to the head of marketing and engagement: beaton@mastersofwine.org.

Event Terms and Conditions updated October 2021

MW & STUDENT TRIPS

The following terms and conditions relate to trips hosted or authorised by the Institute of Masters of Wine (IMW). The safety and security of all who travel on an IMW trip is the top priority, and we work with hosts to provide safe, educational and enjoyable programmes. However, the IMW is not a travel agency and cannot predict all circumstances. It is the responsibility of all attendees to research the country they are travelling to and make their own judgements on whether they choose to travel.

MW trip eligibility
To be eligible to attend a MW trip, you must be a current Master of Wine in good standing and have paid your membership fees. Members with outstanding trip reports or who are in breach of the IMW’s Code of Conduct will not be eligible to apply. The attendee agrees to pay for their own transportation to/from the trip location as well as the trip fee which includes an administrative fee and may include a supplemental fee. Some trips may have additional criteria, and these will be outlined when the trip is announced.

MW student trip eligibility
To be eligible to attend a MW student trip, you must be a current student and have paid your student fees. Students with outstanding trip reports or who are in breach of the IMW’s Student Code of Conduct will not be eligible to apply. The student agrees to pay for their own transportation to/from the trip location as well as the trip fee which includes an administrative fee and may include a supplemental fee. Some trips may have additional criteria, and these will be outlined when the trip is announced.

Attendee selection (MW trips)
Members sign up for a trip online, and a member of the IMW team is responsible for reviewing the list to ensure eligibility (e.g. duplicate and/or non-member entries removed). Most participants on trips are chosen via a lottery process, although hosts for MW trips are given the option of selecting up to 10% of participants on any given trip from among the long list of applicants, should the number of applicants exceed the number of available places. The remaining places on the trip will then be allocated via a random lottery process, see below. Those who do not receive a place on the trip will be added to a waitlist and contacted if a place becomes available.

Attendee selection (student trips)
In the case of student trips, the selection process may vary from trip to trip or have additional selection criteria (e.g. Stage 1-only trip or an essay application process where the host selects visitors). The selection process will be advertised to students when the trip registrations open. Those who do not receive a place on the trip will be added to a waitlist and contacted if a place becomes available.

Lottery process
Once the ballot closes (and the hosts have selected their chosen MW participants, should they choose to do so), all the remaining names are assigned a random number from an online number generator. This then gives us a list in numerical order. For example, a trip has 20 places and 60 members have applied. At this point, the hosts may choose up to 2 participants from the list of 60 applicants for MW trips. After the remaining names have been randomised and a random number has been generated for each member, the names from 1 to 18 have a place on the trip. The names from 19 to 58 make up the waiting list.

In the case of student trips, or MW trips where the hosts have opted not to choose any of the attendees from the long list of applicants, all 60 applicants are entered into the randomised draw, and names 1 to 20 will be allocated a place on the trip (with the remaining names being added to the waiting list).

Trip fee
The trip fee includes an administrative fee and may include a supplemental fee. All trips require payment of the trip fee to the Institute, the amount for which is decided by the executive office in collaboration with TripsCom.

Administrative fees cover the related costs and increased resources of the IMW (office overheads, salaries etc.) needed to plan the trip. Fees may vary from trip to trip, and the IMW reserves the right to increase administrative fees in accordance with inflation and increased costs. Receipt of this fee confirms your place on a trip, unless you are in breach of the IMW’s code of conduct or no longer meet the eligibility requirements of the trip.

Some trips may also incur an additional supplemental fee, to cover various in-country/region on-the-ground expenses (e.g. coach fees, accommodation, meals) or in-country/region air travel not covered by the trip hosts. These additional costs will be clear when the trip is announced.

The trip fee will be published at the time the trip is announced. Failure to pay the fee by the stated deadline will result in your place being transferred to another participant.

Cancellation Trip Fee Refund Policy
The trip fee is required to be paid by the attendee in order to attend the trip. The IMW has a no-refund policy. So long as the trip is not cancelled and the attendee withdraws from the trip, the trip fee is not refunded. This is not intended to penalise members/students, but to make sure extra costs are not incurred by the IMW.

If a trip organised/promoted by the IMW is cancelled for any reason, a full refund of the trip and any supplemental fee which may have been levied will be given to those who have booked places and paid their fee. In those circumstances the IMW will not be responsible for any other costs incurred, including travel costs.

For some trips, a minimum number of people are required for the trip to take place. In the event of cancellation, the IMW will try to give the participants at least one month’s notice.

The IMW reserves the right to withdraw a member’s/student’s participation on a trip if they are found to be in breach of the IMW’s Code of Conduct or no longer meet the eligibility requirements of the trip.

Arrival and departure travel
It is the responsibility of those travelling to arrange and pay for their own travel to and from the stated destinations. Unless specified otherwise airport transfers are not included. If attendees’ departures are delayed, the IMW cannot be held responsible for finding any alternative travel arrangements.

Travel Insurance
The IMW will not take out any insurance for your benefit and will not accept any liability in this regard.

For your own protection, it is advised that attendees take out travel insurance covering at least the risk of cancellation, health or sickness problems, travel disruption or delay, repatriation in case of death illness or injury, loss or damage to belongings, third party liability and injury or accident. It is recommended that you share a copy of your travel insurance policy with the IMW Executive Office. Details of your preferred emergency contact person, at the time you confirm your travel details must be shared with the office team.  All personal data held by the IMW in relation to trips are managed in accordance with the General Data Protection Regulation (GDPR).

Third party services
The IMW makes various arrangements with sponsors, hosts, vineyards, wineries and other bodies. The IMW cannot guarantee the timing, availability or pricing of any particular event or venue – all of which are under the control of these other bodies (to the extent they can be controlled at all). Those bodies or the IMW may change any itinerary, arrangements and prices at any time in response to circumstances, weather, availability and feasibility.

The IMW is not responsible for other people
The IMW is not a travel agent or tour operator and cannot accept legal responsibility to you under any consumer protection laws anywhere, either to protect you against the insolvency of any operator or facility or for the negligence or other breach of legal duty by any operator, facility or body.

The IMW is not liable for injury
You agree to indemnify the IMW against any claims for death or bodily injury by you except if caused by the negligence of the IMW or its employees. When paying for your trip, you will be asked to complete a jot-form or similar mechanism certifying that you have read the Terms and Conditions, and agree to indemnify the IMW.

Complaints
If, despite our efforts and those of the hosts and sponsors, you have any complaint about the trip or the failure to deliver all or part of it, please write to the IMW. Please do so within 14 days of the end of the trip.

Travel Requirements
Please apply directly to your government authorities regarding the passport, visa and vaccination requirements that apply for these countries. The IMW does not provide this information.

Spouses and guests
Trips are only available to members/current MW students. Spouses or additional guests are not eligible to attend. Special considerations are made for members/students who require carer assistance. A request for special consideration must be made in writing to the trips committee when applying to join the trip. Children and pets are not allowed.

Special requirements
If you have special requirements, we will try to get the host or sponsor to help where possible. Please communicate these needs when registering.

Tastings and masterclasses
In accordance with the IMW’s usual practice, attendees are requested not to wear perfumes, scents or colognes out of respect for their fellow tasters.

Trip Attendees Code of Conduct

• Respect differences: Embrace and respect the diversity of the group, including different cultures, beliefs, and personalities.
• Inclusivity: Include everyone in activities and conversations, making sure no one feels left out.
• Be on time: Adhere to the agreed schedule for activities, meals, and departure times.
• Responsibility: Take responsibility for your own actions and belongings.
• Follow safety guidelines: Abide by all safety rules and regulations, including those specific to the destination or activities.
• Health considerations: Inform the group leader of any medical conditions or special requirements in advance.
• Maintain cleanliness: Keep shared spaces clean and tidy. Dispose of trash properly.
• Environmental respect: Respect nature and local environments. Follow leave no trace principles.
• Respect local culture: Follow local customs and show respect to local people and traditions.
• Positive attitude: Maintain a positive attitude and be supportive of fellow travellers.
• Emergency Contacts: Ensure everyone has a list of emergency contacts and knows what to do in case of an emergency.
• Know the plan: Be familiar with the emergency plan and designated meeting points.

Responsible drinking
In accordance with the IMW’s usual practice, we encourage responsible drinking. See Drinkaware or Wine In Moderation, for further information. Furthermore, it is a stipulation of the Licensing Act 2003 that we do not serve alcohol at our events to people who appear to be intoxicated and there may be further or different stipulations applying locally at events.

Filming and photography

The IMW and hosts may wish to highlight MW participation on the trip through social media or other forums. As an attendee, you authorise and grant the IMW, and the hosting organisation, the right to:

• Record you (picture and voice) in photographs and on film for audio and visual production.
• Create recordings into a photo gallery and/or film.
• Use your name and voice for the recording.
• Screen the recording online, including on social media.

The IMW, or the hosting organisation, will own all copyright to any photography or filming used and no monies will be given to participants. The IMW and the hosting organisation will consider any reasonable request not to use or to stop using a particular film or photograph. Such requests should be made in writing to Belinda Eaton, the IMW’s Head of Marketing and Engagement, via email – beaton@mastersofwine.org.

Sharing of personal information
The IMW is committed to protecting your privacy but will request some information from you for the purpose of the trip. The Executive Office may request the following or other details from you: email address, mobile phone number, arrival/departure flight details, dietary requirements. Where necessary, these will be shared with your trip hosts so they can finalise hotel arrangements, meals, airport transfers (when applicable) and other trip arrangements. All personal data held by the IMW in relation to trips are managed in accordance with the General Data Protection Regulation (GDPR).

By confirming your attendance on a trip, you are also agreeing to have your name and public profile information (e.g. photograph and biography from your online member profile) shared with fellow attendees and hosts.

Role of the executive office
A member of the IMW executive office (primarily the events officer) will be your key point of contact before a trip. They are responsible for sharing trip announcements and key information from hosts, collating travel and dietary information, allocating scribing and thanking duties and ensuring all members/students have paid their trip fees. In some instances, your trip hosts may prefer to contact you directly for these purposes.

Where appropriate and considering costs and logistical needs, TripsCom may recommend having a member of the Executive Team attend the trip as a trip leader (TL). If no member of the IMW team is available to lead the trip, the MW trip lead (who will have worked with the trip hosts and the IMW office team to organise the trip in the first instance) will be the designated TL. The TL is responsible for supporting hosts throughout the trip and ensuring that the trip goes as planned. The TL is also required to bring with them necessary trip materials (e.g. thanking gifts) that will be used throughout the trip and for ensuring that all MWs/students on the trip are conducting themselves in a manner consistent with the IMW’s code of conduct.

Trip reports
Unless specified otherwise, members/students participating in a trip are required to write one or more reports on a section of the trip (whether a tasting, meal or other event). The topic of your report will be allocated to you prior to departure by a member of the IMW office team. Reports are for the benefit of the trip hosts and for those members/students who did not attend the trip. You are expected to return the report(s) to the IMW office within 14 days of the conclusion of the trip. A failure to do so will result in you not being considered for future trips until all previous reports have been received. The IMW will aim to circulate the final trip report to hosts and trip attendees within two months from the last day of the trip.