Special Occasion Policy

1. Purpose

The Special Occasion Policy outlines the principles and guidelines for organizing, hosting, and participating in special events, including retreats, travel arrangements, visitations, dining experiences, and camping activities, managed or supported by Eventorian. The goal is to ensure a safe, enjoyable, and well-coordinated experience for all participants while maintaining compliance with Eventorian's standards and applicable laws.

2. Scope

This policy applies to all special occasion events organized by Eventorian, attended by its employees, clients, partners, or other associated parties. These events include but are not limited to corporate retreats, group travel, dining functions, camping trips, and site visitations.

3. Event Planning and Approval

• Pre-Approval: All special occasion events must be pre-approved by Eventorian’s management team. Organizers must submit detailed event plans, including budgets, itineraries, participant lists, and risk assessments.
• Third-Party Coordination: When third-party vendors (e.g., travel agencies, caterers) are involved, Eventorian must vet and approve their services.
• Scheduling: All events must be scheduled in alignment with Eventorian’s operational calendar to avoid conflicts.

4. Participant Responsibilities

• Participants must comply with Eventorian’s policies and event-specific rules.
• Accurate personal information (e.g., dietary restrictions, medical conditions) must be provided during registration for proper planning.
• Any unauthorized behavior, such as damage to property or non-compliance with safety rules, may result in removal from the event and disciplinary action.

5. Retreats

• Objective: Retreats are designed to promote team bonding, relaxation, or skill development. Activities must align with Eventorian’s mission and values.
• Location: Retreat locations will be selected based on safety, accessibility, and suitability for the event’s purpose.
• Program Design: Retreats will feature a balance of structured activities and leisure time.
• Costs: Unless stated otherwise, Eventorian will cover lodging, meals, and program expenses, while personal expenses (e.g., souvenirs) are the responsibility of participants.

6. Traveling

• Transportation: Eventorian will arrange and cover approved transportation for participants, ensuring safety and comfort.
• Documentation: Participants must provide valid identification, travel permits, and any required health certificates.
• Insurance: Travel insurance will be provided for all official events. Participants are encouraged to secure additional coverage for personal needs.
• Conduct: Participants must adhere to local laws, customs, and Eventorian’s code of conduct during travel.

7. Visitations

• Purpose: Visitation events (e.g., site tours, cultural experiences) are educational or professional in nature.
• Registration: Advance registration is required, and participation is subject to approval based on group size and event capacity.
• Guidelines: Participants must respect host property rules and engage respectfully with hosts and other attendees.
• Logistics: Transportation and meals may be provided depending on the event’s scope.

8. Dining Events

• Venue Selection: Eventorian will prioritize venues that meet safety, quality, and dietary standards.
• Menu Options: Inclusive dining options will be arranged to accommodate dietary restrictions, allergies, and cultural preferences.
• Conduct: Participants must maintain decorum during dining events, avoiding disruptive behavior.
• Alcohol Policy: Alcohol consumption is permitted only in moderation and in compliance with local laws and Eventorian’s policies.

9. Camping

• Site Selection: Campsites will be chosen based on safety, accessibility, and environmental sustainability.
• Safety Measures: Trained Eventorian staff will oversee safety protocols, including first aid availability, emergency plans, and risk assessments.
• Environmental Responsibility: Participants must follow Leave No Trace principles to minimize environmental impact.
• Equipment: Eventorian will provide basic camping equipment unless participants are informed otherwise. Personal gear must meet Eventorian’s safety standards.

10. Health and Safety

• Medical Support: First aid kits and emergency contact protocols will be established for all special occasions. For remote locations, medical personnel may be on standby.
• Health Protocols: Participants must disclose any medical conditions or limitations before the event. Eventorian reserves the right to deny participation if health concerns pose a risk.
• COVID-19 or Contagious Illness: Eventorian will follow public health guidelines to minimize risks, including social distancing, vaccination requirements, or mask mandates when applicable.

11. Accessibility and Inclusivity

• Eventorian is committed to making special occasions inclusive for all. This includes providing accessible venues, arranging transportation for individuals with mobility needs, and accommodating diverse cultural and dietary requirements.

12. Financial Responsibilities

• Costs Covered by Eventorian: Core event expenses, such as transportation, meals, and program fees, will typically be covered.
• Participant Contributions: Optional activities or personal expenses are the responsibility of participants.
• Cancellations: Cancellation fees may apply if participants withdraw without valid reasons after confirming attendance.

13. Code of Conduct

• All participants are expected to exhibit professionalism, respect, and courtesy.
• Harassment, discrimination, or disruptive behavior will not be tolerated. Violators may be removed and barred from future events.
• Eventorian reserves the right to involve law enforcement if necessary.

14. Liability and Insurance

• Liability: Eventorian assumes no responsibility for personal injury, loss, or damage arising from unauthorized actions or negligence during the event.
• Insurance: Eventorian will secure liability insurance for high-risk activities. Participants are encouraged to carry personal insurance for additional coverage.

15. Emergency Procedures

• Emergency contacts, safety briefings, and evacuation plans will be provided at the start of each event.
• Participants must follow instructions from Eventorian staff during emergencies.

16. Amendments

Eventorian reserves the right to update this policy as needed. Any changes will be communicated to participants and organizers promptly.