By registering for an event organized by the Hong Kong Outdoor Learning Association (HKOLA), attendees agree to adhere to the following terms and conditions in full. Confirming a booking indicates acceptance of these terms, and it is the attendee's responsibility to read and understand them before placing an order with HKOLA.

 

Bookings

• All bookings are made solely under these terms and conditions.

• Applications are processed on a “first come, first served” basis, based on the time and date of receipt.

• Confirmations will be sent via email.

• HKOLA provides only the services detailed on the event website.

• Payments made to HKOLA cover only the services listed on the website.

• All bookings must be finalized through the HKOLA online booking system, and finalized bookings are binding.

• Organizations paying by bank transfer must clearly indicate their institution’s name on the transfer.

• Full payment is required prior to the event.

• Transportation to any additional locations is not included in the event fees unless explicitly stated.

 

Data Privacy

• Personal information collected during registration will be handled by HKOLA in accordance with the Hong Kong Personal Data (Privacy) Ordinance Revised 2003.

• HKOLA may share names and relevant personal information with the venue to meet reservation and safety requirements.

• Names and personal data may also be shared with partner organizations and session leaders for event-related services.

• An attendance list (including names and organizational details) may be distributed unless an attendee requests exclusion via email to info@hkoutdoorlearning.org at least 5 days prior to the event.

• The provided email address will be used to confirm bookings and share information about future events, with an option to unsubscribe included in all communications.

• HKOLA will capture the event through photography and video, and attendees consent to the use of their images for promotional purposes, provided they are presented professionally.

 

Sessions and Presentations

• Sessions and presentations are presented in good faith; however, changes or cancellations may occur due to unforeseen circumstances.

• Limited spaces are available on a first come, first served basis, and access to specific sessions cannot be guaranteed.

 

Cancellation Policy

• Cancellations made 60 days prior to the event will receive a full refund.

• Cancellations made 30 days prior will receive a 50% refund.

• Cancellations made 14 days prior will receive a 25% refund.

• No refunds will be issued for cancellations within 14 days of the event.

• Payment credits can be transferred to colleagues within the same organization at no charge.

• To utilize payment credits, notify info@hkoutdoorlearning.com to update the attendee list.

 

Liability

• HKOLA and the host venue are not liable for loss or damage to personal belongings of attendees or authorized guests.

• HKOLA reserves the right to cancel or modify any aspect of the event. In the event of cancellation, the maximum liability is limited to refunds of amounts paid, less non-refundable costs (e.g., speaker fees). Notice of changes will be communicated promptly.

• HKOLA is not responsible for delays or failures caused by circumstances beyond its control, including venue issues, natural disasters, labor disputes, or health risks.

• Except in cases of negligence resulting in death or injury, neither HKOLA nor the venue accepts liability for illness, property damage, or personal injury occurring during the event.

• Attendees are responsible for obtaining adequate personal insurance, especially those traveling internationally.

• All speakers participate independently, and HKOLA is not responsible for their remarks or actions.

• HKOLA will not reimburse travel or accommodation expenses if the event is canceled for any reason; attendees should arrange refundable travel bookings.

 

General

• These terms represent the complete agreement between the parties regarding the event, superseding all prior agreements.

• No waiver of any term shall be considered a waiver of any other term.

• No third party may rely on these terms.

• Hong Kong law governs these conditions, and any disputes will be resolved in the Hong Kong Courts.