TERMS & CONDITIONS BESTCITIES GLOBAL FORUM 2027

General

• Participants are expected to attend the entire BestCities Global Forum, starting in the afternoon of Thursday 21 January 2027 and concluding in the evening of Saturday 23 January 2027. 
• Travel and accommodation dates should be in conjunction with the Forum. Please inform BestCities Global Alliance directly should you wish to extend your stay at your own expense.
• Meals (breakfast, lunch and dinner) will be provided during the programme of the BestCities Global Forum. Any dietary/accessibility requirements should be added upon final registration for the event. 
• The BestCities Global Forum is open to International Associations, Association Management Companies, Core PCOs and invited guests (one attendee per organisation). BestCities Global Alliance reserves the right to cancel your registration if you do not have a minimum of one international event that fits the following criteria:
• The event is over 500 participants in size;
• The event is held on a regular basis and must rotate globally;
• You are a decision maker or main influencer on the choice of destination for this event;
• You have a genuine interest in at least 3 BestCities destinations as a potential future host city for this event.

Cancellation Policy

• If you are unable to attend the event, a BestCities Global Alliance qualified replacement participant may be sent in your place. Notification must be made in writing and received by BestCities Global Alliance prior to the event commencing. 
• If you cancel your participation after December 21, 2026, BestCities Global Alliance reserves the right to charge a cancellation fee of USD 250 to cover costs incurred for travel and accommodation. Unless you can provide documentation that doesn’t allow you to travel.

Travel

• BestCities Global Alliance will book your travel arrangements (economy class return airfare from your port of origin to Cape Town) through our appointed agent Uniglobe Sayu Travel & Tours. Participants give consent to BestCities Global Alliance to provide Uniglobe Sayu Travel & Tours with personal contact details to facilitate travel bookings as per our Data Processing Policy.
• Visas: All delegates travelling to South Africa are advised to review entry requirements in advance to ensure a smooth arrival. Passport holders from a number of countries are visa-exempt for short stays; however, requirements vary depending on nationality, length of stay, and purpose of travel. We recommend checking the latest information directly with the Department of Home Affairs, including the full list of visa-exempt countries available here: https://www.dha.gov.za/index.php/immigration-services/exempt-countries. All travellers should ensure their passport is valid for at least 30 days beyond their intended departure date and has at least 2 blank pages. If a visa is required, applications should be submitted well in advance of travel dates to avoid delays. In the event that your passport is not visa exempt, the Cape Town & Western Cape Convention Bureau can assist with an invitation letter.
• BestCities Global Alliance will do our utmost to accommodate preferred carriers and routes but cannot guarantee preferences. Additional costs such as seat selection, baggage, visa costs and travel insurance are the responsibility of the participant.
• BestCities Global Alliance and the Cape Town & Western Cape Convention Bureau will not be responsible for any flight portion that is not in relation with the purpose of the visit to Cape Town.
• BestCities Global Alliance and the Cape Town & Western Cape Convention Bureau will arrange airport transfer from and to the airport. Participants extending their stay will need to make their own transportation arrangements.

Accommodation

• BestCities Global Alliance will book your single occupancy accommodation, including breakfast, according to your travel arrangements at the official hotel.
• BestCities Global Alliance will cover single occupancy accommodation for a maximum of 5 nights on the nights of 20, 21, 22, 23 and 24 January 2027. If your travel arrangements do not allow for arrival on time for the start of the programme on Thursday 21 January, departure on Sunday 24 January 2027 or you are taking an optional tour, BestCities Global Alliance will cover the additional night. Should you wish to extend your stay at your own cost at the hotel’s prevailing rates and availability please contact BestCities Global Alliance directly.
• BestCities Global Alliance and the Cape Town & Western Cape Convention Bureau will not be responsible for any extra night(s) that is not in relation with the purpose of attending the Global Forum.
• Participants agree to be solely responsible for any extra charges, incidental, and personal expenses related to the hotel booking. You will be required to present a credit card upon check as a guarantee for hotel incidentals.

Travel and Health Insurance

Participants must take out insurance (own expense) to cover loss incurred in case of cancellation, medical expenses (including COVID-19 related expenses) and damage to or loss of personal effects. BestCities Global Alliance and the Cape Town & Western Cape Convention Bureau will not be responsible for any medical costs incurred by participants. BestCities Global Alliance and Cape Town & Western Cape Convention Bureau will not accept liability for personal injuries or for loss or damage to property belonging to BestCities Global Forum participants, either during or as a result of the BestCities Global Forum and its activities. 

Liability

BestCities Global Alliance and the Cape Town & Western Cape Convention Bureau act as agents only in securing hotels, transport and travel services and in no event shall be liable for acts or defaults in the event of injury, damage, loss, accident, delay or irregularity of any kind whatsoever during arrangements organised through contractors or the employees of such contractors in carrying out services. Hotel and transportation services are subject to the terms and conditions under which they are offered to the public in general. BestCities Global Alliance and the Cape Town & Western Cape Convention Bureau reserve the right to make changes where it’s deemed necessary, without prior notice to parties concerned. All disputes are subject to South African law.

Recording Notice and Consent

In connection with your participation in the Event, you agree and consent that your likeness may be captured in still photo video, digital photography and other means and may be used across our programmes, applications, social media platforms and displayed on paper handouts at our events, including access to presentations and other activities for distribution to event attendees and those who were unable to attend and will view the recordings live or at a later date. You grant BestCities Global Alliance and the partners of the Event explicit permission to use your name and likeness in photographs, video and/or or other digital and hard copy recordings, broadcasts and/or image preservation in digital or paper-based reproductions in any and all of its applications, sites and publications, without payment or any other consideration, and explicitly waive any and all royalties and any and all other forms of compensation. You also, by completion of your registration, release, hold harmless and indemnify BestCities Global Alliance and the partners of the Event from any and all liability related to the use and/or dissemination of your name, likeness and/or image.