Writers' Weekend Terms and Conditions

Attendee Bookings:
Bookings are offered on a first come, first served basis. The deadline for bookings is 5:00pm on 6 July, 2020.

Changes to booking:  If you would like to make a change to your booking, please contact Booking@writersweekend.uk with your change request as quickly as possible.  We will make every effort to accommodate your request, but it may not be possible in all circumstances.  Changes are not allowed after 6 July, 2020.

Cancellation Policy:  Please book only when you’re sure you can attend. If you do need to cancel, please notify Booking@writersweekend.uk as soon as possible.  Refunds are made on the following basis: Cancellation within one week of booking will receive full refund up to 22 June, 2020. Cancellation after one week of booking, but before 5:00 pm 22 June, 2020: 80% of the total fee will be refunded.  No refunds are possible after 22 June, 2020.

Speaker cancellation: The Director reserves the right to alter or amend the published programme and to substitute advertised speakers should this be necessary through indisposition or other unforeseen circumstance.

Weekend Programme: 
The programme is subject to change without notice at the discretion of the Festival.

Saturday and Sunday Workshops have limited class sizes.  If your first choice is fully booked, we will book you into your second choice.  If both choices are fully booked, the event manager will contact you to discuss your options.

One-to-One Appointments:
Every effort is made to arrange appointments with your top choices, but spaces are available on a first-come, first-served basis and popular agents and editors book up quickly. Early booking is strongly suggested.  No discount if no one-to-ones are requested.

The Writers’ Weekend is not responsible for the opinions of literary agents, commissioning editors and authors giving one-to-ones.

One-to-One Appointment Times:  One-to-One appointment slots last 15 minutes and the timing is strictly enforced.  Those that arrive late for their appointment will not be given extra time.  It is best to arrive ten minutes early for the appointment to check-in and prepare for the appointment.  Appointment times may clash with Saturday and Sunday Talks and Workshops, but it is acceptable and expected for those with appointments to slip out to attend their appointment and then return.

All one-to-one appointments are on a first-come, first-served basis and every effort will be made to secure your chosen speakers from your top six choices, however, this cannot be guaranteed.  If none of your choices is available, you will be contacted to select an alternative speaker.  Please book early to avoid disappointment.

Extra One-to-One purchase:  You may purchase one extra one-to-one on any package (except for the Virtual package with one-to-one) for an additional cost of £60.  This means that you can have up to five one-to-one appointments if you purchase either the Full Weekend or Weekend Day package, and up to three one-to-ones if you purchase either the Friday/Saturday Day or Sunday day package.  The appointment will be made with one of your top six choices on one of the days that you are attending, if available.  If none of your choices is available, you will be contacted to choose a speaker that has availability.  If none of the available speakers is suitable, your £60 will be refunded.

One-to-One Appointment requests that you make on the booking form are not confirmed until you receive a confirmation email of your appointment times from the Conference Administrator.

One-to-One submissions:  Submissions must be uploaded into the online submission system by 26 June, 2020.  If your booking is made after this date, it is not confirmed that your submissions will be reviewed by the speaker before the One-to-One appointment, although they will do their best.  It is advisable to bring copies of submissions with you to the Festival.

One-to-One feedback:  Meeting with agents and editors can be a nerve-wracking experience. Our speakers are skilled at providing constructive feedback, but some attendees may receive unfavourable critiques. It is important to keep in mind that One-to-One appointments are really business meetings.  Agents and editors are looking for specific commercially-viable work to promote and if you receive negative feedback from them, remember that it is only one person’s opinion. 

The Writers’ Weekend is not responsible for the opinions of literary agents, commissioning editors and authors giving one-to-ones.  If you are unsatisfied with the feedback that you receive, you will not be reimbursed for your appointment.

Virtual Package:  
Those that purchase the Virtual Package may view the videos on their own devices at their leisure.  The videos may be accessed for one year via an access link sent to purchasers and will expire on 16 July, 2021.

Access links may not be shared with others or sold.

The opinions of the speakers in the videos are their own and not necessarily those of the Writers’ Weekend.

Virtual Package One-to-Ones: 

Virtual One-to-One appointments will be booked in the same way as a regular one-to-one: purchasers may list the agents they’d like to meet, in order of preference, when booking.  An appointment time will be emailed with instructions on how to upload the submission online.

Those that purchase a Virtual One-to-One must:

  1. Have access to a device that can support video-conferencing, such as a computer or tablet with webcam, microphone and speakers or smartphone.
  2. Be available for the one-to-one on Sunday, 12 July between 1:30 – 4:30 pm GMT.

Those that purchase a Virtual One-to-One will receive full instructions one month before the Writers’ Weekend and may be contacted to test the equipment to ensure a smooth process on the day of the appointment.

The Writers’ Weekend will make every attempt to help both the speaker and attendee to set up video-conferencing software for a face-to-face video-conference one-to-one.  However, if there are technology issues that are beyond our control, we will try other means, including Facetime, Skype or a phone call.

Appointments may not be rescheduled for another date.  If you are unavailable on Sunday, 12 July, between 1:30 – 4:30 pm GMT, please do not purchase the Virtual One-to-One.

Copyright:  Copyright of all works submitted for talks, workshops and one-to-one appointments remains with the author.


The Writers’ Weekend
The Campus and Accessibility: 
The University of Winchester campus is situated on a steep hill.  However, all buildings that are used for the Writers’ Weekend are set around a central courtyard and have lifts.  There is a slight incline to the St. Alphege building, where the classrooms are located, and a steeper incline from the ‘Dytch’ car park to the main courtyard.  If you require assistance, please note this in your booking and identify yourself at the Welcome desk or to one of the friendly volunteers in yellow tee shirts. 

Photographs:
  By agreeing to the terms and conditions, you are agreeing to being potentially photographed during the Writers’ Weekend for promotional purposes.

Accommodation: All accommodation is single occupancy only in basic student halls.  All rooms are en suite and contain a bed, desk, wardrobe, bathroom, duvet, pillow, sheets, desk lamp and two towels.  Accommodation is in the Burma Road halls on the main campus where the Writers’ Weekend will be held.  Check in times are after 14:00 on day of arrival and check-out times 10:00 on day of departure. Rooms must be left tidy and undamaged. Any damages shall be paid for promptly on demand.  Lost keys will incur a £35 charge.

Age: Delegates must be 18 or over. However, young people, aged 16 or 17 may attend with a parent or guardian who has also paid to attend.  Please inform Booking@writersweekend.uk if you are a young person attending.

Car parking: Free parking is limited to the spaces available in the ‘Dytche’ and Medecroft car parks on a first-come/first-served basis.  A campus parking map and permit will be emailed two weeks before the event.  Please print out the permit, bring it with you and display in the front dashboard window.

Force Majeure: The Writers’ Weekend shall incur no liability for any failure to fulfil any obligation under the Contract if prevented from doing so by any cause beyond its reasonable control.

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