ROTOTOUR REGISTRATION FORM

• Approval of Registration: All registrations are subject to availability on a first-booking basis, with preference given to ARMA members. Furthermore, all registrations are subject to final approval and veto by the host factories based on capacity or competitive conflicts.
• Invoicing & Currency: Upon receipt of the booking form, an invoice will be issued in USD. Any payments made in alternative currencies will be subject to the conversion rate of the day the payment is processed. Credit card payments will incur a surcharge.
• Price Fluctuations: Package pricing is based on airfares, logistics, and exchange rates current at the time of publication. Prices may be subject to change prior to final payment due to fluctuations in airfares, fuel levies, or exchange rates.
• Twin Share Re-allocation: Where a nominated Twin Explorer roommate withdraws from the tour, the remaining delegate will be transferred to the Single Explorer rate and invoiced accordingly, unless an alternative roommate is confirmed with ARMA.

2. Cancellations, Visas & Postponements

• Cancellation Policy: Refunds are subject to the approval of the ARMA Board upon written request. Strictly no refunds will be offered for delegate cancellations made within two months (60 days) of the departure date.
• Visa Responsibility: It is the sole responsibility of the delegate to secure any required visas for entry into Canada and the United States. While ARMA will make reasonable efforts to assist with supporting documentation, ARMA cannot guarantee a refund of tour costs if a visa is denied. Any refund in this scenario is subject to the recovery of funds from third-party providers (airlines, hotels, etc.).
• Tour Postponement or Cancellation: If the tour is cancelled or postponed for reasons beyond the control of ARMA (Force Majeure), all reasonable efforts will be made to reschedule. ARMA accepts no liability for unrecoverable third-party costs or personal arrangements booked independently by the delegate.

3. Host Factory Rules & Conduct

• Host Factory Protection: To protect our relationships with the host companies, delegates with business interests similar to those of the host factories will not be permitted in certain factories. In addition, attendees based in Canada are not eligible to join the tour.
• Factory Ground Rules: Delegates must strictly abide by all host factory rules. This includes, but is not limited to:
  • Strictly no cameras, mobile phones, or recording devices are allowed on the plant floors.
  • No unauthorised conversations with plant staff during the tour unless expressly approved by the tour leader.
  • Full attendance is required on all scheduled factory visits; no special or alternative transport arrangements will be made.
• Right of Removal: ARMA reserves the right to remove any delegate from the tour immediately, without refund, if their conduct breaches host factory rules, poses a risk to the safety of others, violates local laws, or reflects adversely on ARMA’s relationship with a host company.

4. Liability, Physical Fitness & Insurance

• Physical Capability: Delegates confirm they are medically fit and independently capable of participating in a physically demanding, multi-city tour. This involves extended walking, navigating factory floor conditions, variable weather, high-altitude locations, and managing their own luggage without assistance. ARMA does not provide baggage handling or staff resources for special mobility needs.
• Travel Insurance Requirement: It is a mandatory condition of booking that delegates secure comprehensive travel insurance. This insurance must cover medical contingencies, trip interruptions, and include support to repatriate the delegate in the case of injury or illness without ARMA support, allowing the tour to continue to subsequent locations.
• Exclusion of Liability: ARMA, its officers, staff, and the host companies accept no liability for any injury, loss, damage, or expense incurred by a delegate during the tour, except where such liability cannot be excluded by law.

5. Confidentiality, Media & Data Privacy

• Commercial Confidentiality: Delegates must keep strictly confidential any proprietary processes, equipment, materials, or commercial information observed or discussed during factory visits, and must not disclose such information to any third party.
• Media Consent: Delegates consent to ARMA and/or host companies photographing or filming tour activities for use in ARMA marketing, newsletters, social media, and event promotion, unless advised otherwise in writing prior to departure.
• Data Handling: Personal information provided (including copy of passport, travel insurance, and emergency contacts) will be collected securely. Passport details must remain valid for a minimum of six months beyond the tour’s return date. This data may be shared with airlines, accommodation providers, and host companies solely for the purposes of booking and visit approval. All information collected will be retained only for as long as necessary and then securely destroyed, in line with ARMA's Privacy Policy.

 6. Governing Law

• These Terms and Conditions are governed by and construed in accordance with the laws of Australia, and any disputes shall be subject to the exclusive jurisdiction of its courts.