GELAC 2025 Vienna Convention

TERMS & CONDITIONS

Applicable to Voyager Qualifiers Only

Includes:

In addition to the travel allowance, all Voyager Club qualifiers will be invited to an exclusive and unique experience in Prague from 09 to 11 May 2025.

Prague, Czech Republic (Voyager)
	2 nights' accommodation (twin-sharing basis) with breakfast in Prague (09 - 11 May 2025)
	Meals and tours as specified in the program
	Transfer from Prague to Vienna on 11 May 2025

Vienna, Austria
	4 nights' accommodation (twin-sharing basis) with breakfast in Vienna (11 - 15 May 2025)
	Meals and tours as specified in the program
	Convention Hosted Tour
	Convention Dinner

Excludes:

	Airfare and taxes
	Arrival transfer from Prague Airport to respective hotels
	Departure transfers from hotel to Vienna International Airport

Applicable to All Other Qualifiers

Includes:

	4 nights' accommodation (twin-sharing basis) with breakfast in Vienna (11 - 15 May 2025)
	Meals and tours as specified in the program
	Convention Hosted Tour
	Convention Dinner

Excludes:

	Airfare and taxes
	Arrival transfer from Vienna International Airport to respective hotels
	Departure transfers from hotel to Vienna International Airport

Travel Allowance

A travel allowance will be credited to your commission account at least two weeks prior to official convention dates based on the following amounts for respective categories.

The allowance is to subsidize the cost of airfares, taxes and airport transfers (arrival & departure). Attendance will be taken during Hotel Check-in, Convention Hosted Tour and Convention Dinner; allowance will be debited in the event of no-show or cancellation of trip.

Includes:

a) Voyager	: SGD 2,600.00
b) Adventurer	: SGD 2,200.00
c) Explorer	: SGD 1,900.00
d) Journeyman	: SGD 1,700.00

General Exclusions

Optional tours, visa application fees, excess baggage charges, airport porterage, room services, mini bar charges, other personal incidentals and items not specified in the program

Important Notes

	Official hotel check-in time is after 1600 hrs and check-out time is at 1100 hrs. Early check-in and late check-out will be
	subject to room availability at the discretion of the hotel.
	Hotels in Prague and Vienna require all hotel guests to be registered with their passports during check-in
	Land program will commence on the day after arrival as shown in the program matrix
	Any transfers, tours and meals foregone will not be reimbursed
	Cancellation and no-show charges for flight, hotel and convention program will be borne by the respective qualifiers
	All special requests for meals and accommodation will be subject to availability. Please indicate clearly during registration

Pairing of Room Partner (if any)

It is the responsibility of the qualifier to find a twin-sharing roommate. A roommate must be a qualifier or an official registered Accompanying Person. If the qualifier does not have a roommate, the organiser will attempt to find a match on a best-effort basis, failing which the qualifier will have to incur the cost for a single room.

	Unless married, engaged (with proof of marriage provided), parent-child, or siblings, both roommates must be of the same gender.
	For roommates who are engaged, in a fiance-fiancee relationship, or in a BTO arrangement, please email proof of your relationship to gelacConvention2025@micematters.com for approval of your selected roommate.
	We reserve the right to separate and reassign selected roommates if they are of different genders and in a dating relationship without immediate plans for marriage.
	Roommates must have the same travel schedules.
	Requests for additional rooms or rollaway beds are strictly subject to hotel availability.
	For further assistance, please email gelacConvention2025@micematters.com. All requests will be processed on a first-come, first-served basis and are subject to availability.

Changes made after Closing of Registration

The closing date for registration is 16 Mar 2025 (Sun) at 2359 hrs. Kindly email gelacconvention2025@micematters.com regarding any request for changes made after 17 Mar 2025 (Mon).

Note: Verbal requests are not accepted to prevent miscommunication. We seek your understanding that all requests are to be submitted via email.

For any requests regarding changes after 07 Apr 2025 (Mon), an administrative charge of SGD 100.00 will be imposed upon amendments made and confirmed, excluding any cancellation charges imposed by 3rd party agent.

Strictly no changes are allowed after 11 Apr 2025 (Fri) due to proximity of the travelling date.

Payment for Additional Services

Upon confirmation of services, full payment is required. Full payment must be made by 16 Apr 2025 (Wed).

Payment in Singapore Dollars is to be made by PayNow or cheque payable to M.I.C.E. Matters Pte Ltd or by cash only at the pre-departure briefing venue.

UEN Details for PayNow:

200503513D - M.I.C.E. Matters Pte Ltd

Mailing Address for cheques:

M.I.C.E. Matters Pte Ltd

123 Bukit Merah Lane 1

#03-78 Alexandra Village

Singapore 150123

(Please indicate clearly behind the cheque - the invoice number, your name, GE Email address and details for payment to avoid any possible delays.)

Travel Documents and Visa

It is the responsibility of the qualifier to ensure that their international passport has a minimum of 6 months validity from the date of return.

Great Eastern Life Assurance Co Ltd and M.I.C.E. Matters Pte Ltd cannot be held responsible or liable for any related expenses, reimbursement or refund of tour prices if the qualifier and/or accompanying person(s) are refused entry by any country for whatever reasons.

Applicable for Austria

Ordinary passport holders of Malaysia and Singapore (for max. 90 days) do not require a Visa to enter.

Schengen Visa is required for the following nationalities:

- China

- Indonesia

- India

- Philippines

- Vietnam

Citizens from countries not mentioned above may still require need a visa to enter the Austria. If you have not done so, please apply immediately as failure to do so will result in refused entry.

For more information on Visa application, please see:

http://www.schengenvisainfo.com

You may also approach your travel agent or contact M.I.C.E. Matters Pte Ltd at (65) 6040 9327 / email at gelacconvention2025@micematters.com for further information.

Travel Insurance & Personal Responsibility

Great Eastern Life Assurance Co Ltd strongly recommends all registered qualifiers to purchase travel insurance cover. A qualifier who is not insurable under a travel insurance policy for health reasons will be responsible for his/her own medical treatment. Great Eastern Life Assurance Co Ltd, M.I.C.E. Matters Pte Ltd and the convention hotel will not bear the cost for any medical treatment required during the stay, or cancellation / withdrawal of stay due to health condition.

Cancellation Charges for Additional Services Booked

In the event that you cancel your additional services booked by M.I.C.E. Matters Pte Ltd, a notice in writing or email must be received by M.I.C.E. Matters Pte Ltd to be effective and to avoid any misunderstandings.

You will be liable for the following cancellation charges:

Number of Days Before Departure	Cancellation Charges - Per Person
9 Mar to 7 Apr 2025 (60 - 31 days)	As per third party charges (depending on service)
8 to 23 Apr 2025 (30 - 15 days)	50% of total price quoted
24 Apr to 7 May 2025 (14 days or less / No Show)	100% of total price quoted

Unused Services of Additional Services Booked

There will be no refunds for any additional travel and tour services booked and confirmed by M.I.C.E. Matters Pte Ltd (e.g. air ticket, accommodation, meals and/or any other services) but not utilised in part or in full by the tour member.

Responsibility Clause

M.I.C.E. Matters Pte Ltd and its associate agents act only as agents for the transportation companies, hotel contractors and other principals.

No responsibility will be assumed for injury, damage, accident, loss, delay or irregularities that may be caused to any person or property.

M.I.C.E. Matters Pte Ltd will ensure that all services provided are according to the program. However, M.I.C.E. Matters Pte Ltd may alter or modify program in the interest of tour members and the convention due to circumstances which M.I.C.E. Matters Pte Ltd have no control over.

Claims

M.I.C.E. Matters Pte Ltd reserves the right to cancel or withdraw any bookings made for a tour member or decline to accept or retain any person as a member of the tour, if any such person may appear likely to endanger the health, safety or impair the comfort and enjoyment of others on the tour.

The Right to Reject

M.I.C.E. Matters Pte Ltd further reserves the right to cancel these reservations if for any reason, any airline, hotel or other contractor refuses to allow the said passenger to take part in the tour. In any of the foregoing events, M.I.C.E. Matters Pte Ltd's sole liability shall be to refund to the client any monies paid less the amount for services utilized, administrative and cancellation fees.

Personal Data Protection Notice

Qualifiers (hereinafter referred to as the "Qualifier") and their Accompanying Persons for the GELAC Convention 2025, Vienna (hereinafter referred to as the "Convention") hereby authorize, agree and consent to allow M.I.C.E. Matters Pte Ltd (hereinafter referred to as the "PCO"), its related companies and employees, agents and third party service providers or agents (hereinafter referred to as the "Suppliers"), to collect, use, disclose and transfer the personal data provided by the Qualifier in the registration forms, verbally and any related documents, to Suppliers in Singapore for the Convention, for one or more of the following purposes:

(a)	To process, manage and administer Qualifiers' participation in the Convention;
(b)	To communicate with PCO about and during the Convention;
(c)	For Convention arrangements, including but not limited to hotel reservations, flight ticket bookings (where
	applicable), excursions and transportation;

You understand and consent to the transfer of your personal data to Suppliers in Singapore for the above purposes, and that these Suppliers shall be under a contractual obligation to:

(a)	Collect, use and disclose the personal data only for the abovementioned purposes; and
(b)	To comply with the accuracy, protection, retention limitation, access, and correction obligations comparable to
	that under Singapore’s Personal Data Protection Act 2012.

You shall inform the PCO if there is any change in any of the details you have provided. You understand and agree that it is the Qualifier's sole responsibility to inform and update the PCO of any changes to the personal data provided.

The personal data which the Qualifier provided to the PCO in the registration form, where applicable, is legitimate and accurate; that the Qualifier(s) is validly acting on behalf of the 3rd Party Individual (their Accompanying Persons) and that the Qualifier has the consent of their Accompanying Persons (and where he/she is a minor, the Qualifier has the consent of his/her parent and/or legal guardian) to provide their personal data to the PCO and its Suppliers and for use, disclosure, and transfer to recipients in Singapore and Italy, being the destination countries, for the abovementioned purposes.

We are committed to ensuring that your personal data is stored securely. You have the right to request for access to, to request for a copy of and to request to update or correct your personal data held by PCO. You have the right at any time to request to limit the processing and use of your personal data.

Your written request should be addressed to:

Data Protection Officer
Address: M.I.C.E. Matters Pte Ltd
123 Bukit Merah Lane 1, Alexandra Village, #03-78
Singapore 150123
Contact No.: 65-6323 3004