PS SOU Terms

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Ebony Pyramid Entertainment
Project Destination Pride – Ski Edition 2019
Statement of Understanding
Version 1.0
Printable Version

 I. REGISTRATION

The registration process is designed to provide Ebony Pyramid Entertainment (EPE) with information to assist in tracking guests’ accounts and administrative process.  In the registration process, guests must provide their legal name and other pertinent information. Failure to provide requested and/or accurate information may subject the guest to an administrative fee for correction, loss of amenities, and/or denied access into EPE activities.

In order to receive periodic updates and pertinent information, guest must ensure they provide EPE with a valid address/email address and other pertinent contact information.  EPE is not responsible for the inability to contact guests because contact means has changed or has access issues. It is the guests’ responsibility to notify EPE of any changes or to correct any access issues. EPE will not be held responsible for losses based on a guest’s failure to update personal information.

ROOM MATES – Each guest must complete a registration form online. It is the guest’s responsibility to ensure that their room mate(s) has properly registered and made payments (unless guest is in a Single occupancy or request a room mate be assigned).  In the event that a room mate(s) has not registered and paid with their selected room mate, EPE has the right to assign room mates to fulfill the room’s initial request. EPE may assign a replacement room mate at random. This does not guarantee that the selection will be of the same sex. If guest does not like the arrangement of being paired at random, they may request a cancellation, but cancellation procedures will apply.  If the guest chose to randomly be paired, it will be based on a double occupancy room. If EPE cannot meet the accommodation, EPE can place the guest in a triple occupancy room. EPE placement does not apply to Suites. If after a guest has been randomly paired with a room mate and the guest later identify a room mate of their choice, the guest must pay a fee to change the listing to add the room mate of choice. These options may not be available within 30 days of the event.

It is not the responsibility of Ebony Pyramid Entertainment to ensure that a guest’s chosen room mate(s) makes their payments. If guest’s room mate(s) fails to make all payments and is canceled, guests will not and cannot hold EPE liable. If there is a cancellation GUEST UNDERSTANDS THAT THEY WILL BE PAIRED RANDOMLY UNDER THE GUIDELINES MENTIONED ABOVE.GUEST MAY ALSO BE ASSISGNED TO ANOTHER ROOM TYPE AND WILL BE RESPONSIBLE FOR ANY ADDITIONAL CHARGES OR LOSS. NO REFUND WILL BE PROVIDED IF A GUEST ROOM IS DOWNGRADED DUE TO ROOM MATE(S) FAILURE TO PAY.

II. DEPOSIT

Guest deposits are NON-REFUNDABLE.

III. COST: EPE EVENT RATE

The EPE Event Rate is based on hotel resort accommodations based on room and occupancy chosen, as well as fees and other selections. The total selections will form one bill. Rates are subject to change. Once choices are made they cannot be removed, without penalty.

1) Hotel Resort Lodging
The EPE Event Rate is based on the cost of the resort lodging and is determined at the time the guest registers. The cost is also based on the type of room and occupancy chosen. All charges such as tax and resort fees are included in the published price for the room chosen. Room types offered are Standard, Executive, Jr. Suite, and VIP Suite.  OCCUPANCY choice is Single, Double, Triple, and Quad. A guest may upgrade their room, but not downgrade. The resort may require a hold on the guest credit card to cover incidentals.  All other hotel expenses/incidentals (other than room, taxes, and fees) are the sole responsibility of the guest.    

2) EPE Amenities & Activities
The EPE Event Rate also includes the basic amenities and activities for the event. Ski facility costs and rentals are not included in the EPE Event Rate. Shopping and other activity options will be at the expense of the guests.

3) Transportation
Transportation to/from the hotel resort, from designated departure cities, is included in the EPE Event Rate. Local transportation to listed excursion is also included in the EPE Event Rate. 

4) Online Processing Fee
This fee covers charges for payments made through the online payment system (such as Pay Pal, Quick Books, or other chosen systems). The fee also covers associated EPE administrative and booking fees.

5) Day Pass
EPE may offer guests a Day Pass to participate in the EPE activities. The Day Pass is available for Friday, Saturday, Sunday, or for the entire Weekend. Rates are based on the selection made by the guest. The Day Pass does not cover transportation from the listed Departure Cities to/from the host hotel. The Day Pass also does not cover the breakfast buffets and local transportation to listed excursions. The Day Pass guests may purchase transportation passes for local transportation.

If it is discovered that a Day Pass guest is a registered guest being lodged at the host hotel or staying with another guest, then that guest and all occupants of that room may be banned from attending all activities of the event, up to transportation back to a Departure City.

IV. PAYMENTS

Deposits and payments are made online at:

www.EbonyPyramidUSA.com or  www.PayPal.com

Payment receipt dates will be considered the date of online payment. The EPE primary online payment vendor is Pay Pal and may be subject to change at any time. Any issues with Pay Pal should be dealt directly with Pay Pal, as EPE has no control over their operations. When making payments on the Pay Pal site, please use email address of info@ebonypyramidonline.com. When making online payments for another guest, the guest making the payment must note who to direct payments to. Guests that use the online payment system will be assessed an online processing fee of:

ROOM TYPE FEE
Standard $25
Executive $30
Jr. Suite $40
VIP Suite $50

The fee will be assessed and added to the account of all guests referenced in a payment (example: if someone is making a payment on behalf of other guests, those other guests will be assessed the fee).  EPE will not process any other correspondence noted with payments (i.e., leaving a note in the payment for anything other than about the payment).  Guests must submit issues other than payments to the appropriate email account or other EPE contact methods.

Monthly Payment Schedules

Basic – Double, Triple, & Quad Occupancy:
$50 minimum monthly payment

Single Occupancy – Standard & Executive Rooms:
$75 minimum monthly payment

Suites – All Occupancies:
$100 minimum monthly payment

EPE is not required to provide guests with monthly payment statements but may do so as a courtesy. Guests may check their payment history on Pay Pal or through their EPE Quick Books account. Prior to guests’ final payment; EPE will provide guests with an updated statement so that EPE and the guest can ensure that records are correct. It is the guest’s responsibility to make the correct final payment. Any overpayment up to $25 will not be refunded to guests, due to processing and administrative cost.  For overpayments $26 or more, EPE will refund minus any processing/administrative fees. EPE is not responsible for making payment pickups from guests or payments for guests. It is the ultimate responsibility for guests to ensure payments are received. 

Final Balance is due no later than Friday, November 16, 2018. 

Late Fees

Your bill is based on all items chosen. All payments are due on the 1st of each month, unless you are part of a group (which your payments will be due based on your group agreement).  EPE will grant a 10-day grace period if payment is not received on the 1st of the month.  Payments will be considered late on the 11th of the month. On the 11th of the month a $25 (twenty-five dollar) late fee is applied to the guest’s account.  On the last day of the month your payment was due, if the guest still has not made their payment, the guest will be canceled without notice and no type of refund will be given. In order for the guest to be re-instated, they must pay the current rate and no previous payments or deposit will be applied.

The Final Payment Date is Friday, November 16, 2018 and no grace periods will be given, unless EPE places it in writing to the guests. If any extension is provided, EPE may subject guests to an extension fee that it can establish in any amount. Any extensions are strictly a courtesy on the part of EPE and EPE reserves the right to revoke the offer to any guest, at any time. Otherwise, Final Payment Date is Friday, November 16, 2018 and if payment is not received in FULL, the guest will be canceled without refund.

V. CANCELLATION

After a guest’s initial deposit payment, that guest has 24 hours to cancel with only a $25 fee being assessed (This is regardless if the guests has received EPE acknowledgement/Invoice). Guests may cancel at any time. Guest must submit their cancellation request to PDPops@ebonypyramidonline.com. Requests submitted in any other manner, will not be accepted or processed.  If a guest cancels, their non-refundable registration deposit fee (deposit is based on the current deposit rate and not any specials) will be retained by EPE, along with the EPE online processing fee. The guest’s refund will be based on the amount a guest has paid in at the time of their cancellation request, minus the non-refundable deposit rate and EPE online processing fee, and any other fees.

The refund amount is based on the month a guest cancels. The refund is based on the amount paid in at the time of the request minus any fees or charges and the non-refundable deposit and EPE online processing fee amount. The amounts of refund a guest can receive are as follow:

Date Refund Amount   Date Refund Amount
Register – Feb 28 90% Jul 1 – Jul 31 30%
Mar 1 – Mar 31 70% Aug 1 – Aug 31 20%
Apr 1 – Apr 30 60% Sep 1 – Sep 30 10%
May 1 – May 30 50% Oct 1 – Oct 31 5%
Jun 1 – Jun 30 40% Nov 1 – Feb 15 0%

Guest refunds will be provided within 90 days after the acknowledgement from EPE. 

NOTE: Guest may request a name change or transfer after November 16, 2018, once guest has paid in full. There will be a Name Change/Transfer fee. The fee is non-negotiable and only applies after 1) Guest has paid in full, to include room mate(s) and 2) After November 16, 2018.

VI. TRANSPORTATION TO/FROM SKI RESORT (EVENT)

EPE is not responsible for providing guest transportation or bookings to the departure points for the hotel resort.  EPE will cover transportation from the departure points to and from the hotel resort. The current departure points for coach buses to transport guests to the hotel resort are Washington, DC, Baltimore, MD, Philadelphia, PA, Newark, NJ, and New York, NY. EPE may decide to delete or add other departure points and will share this information on its website or alerts. Should guests decide to provide their own transportation to the hotel resort, it is their choice and EPE will not deduct anything from the EPE Event Rate. Once at the hotel resort, EPE will provide local transportation to shopping outlet, ski facility, listed excursions, and other destinations decided upon by EPE.

VII. IDENTIFICATION & BOARDING BUS

Each guest must have proper identification before they are allowed to board buses.  It is the ultimate responsibility of each guest to meet all identification requirements. Guest will receive event credentials reflecting the actual name they choose for social/public reference during the event. Guests are limited to no more than two (2) bags/luggage to be stored in the bus cargo and one (1) carry-on bag that may fit in the overhead or on the floor between the guest’s legs.

VIII. ACTIVITIES

The EPE Event Rate covers the cost of operations, administration, promotions, guests’ lodging, guests’ food and beverage service, productions, entertainers’ travel, entertainers’ compensation, entertainers’ resort lodging, staff resort lodging, gift bags, souvenirs, transportation services, entertainment showcases, and specialized activities.  In order to be a part of these activities or receive these specials, guests must be at designated locations, at designated times. If a guest misses those times or meetings, EPE should not be held at fault. If guests miss an activity that EPE provided passes, souvenirs, or gifts, the guest is not entitled to those items, nor is EPE required to provide them in the aftermath. Guests may also be required to wear special bracelets, have special passes, special marks, or EPE card. If these items are lost, guests must pay a fee for replacements. If guest refuse to wear/receive the proper items or allow EPE to place it on them (in some required instances) then the guest will not be allowed to participate in the event(s) being covered. No guest will be allowed to pickup passes or items for another guest.

If it is found that an EPE guest is allowing their passes or access device to be used by a non-EPE guest, in means to fraud, the EPE guest will lose all EPE privileges from that point, to possibly include access to all activities and transportation to/from departure points and/or excursions..

IX. CONSENT OF PHOTOGRAPHY, VIDEOGRAPHY, AND OTHER MEDIA

EPE will document this event on film by photography and video. All guests must understand that their attendance to this event consents EPE to photograph, video, or use other media for documenting the event for archives and promotions. Guests must be aware that posing for group photos may subject them to being placed in online advertisements, flyers, handbills, video, or other forms of reprographics. Please, be aware that other guests may submit photos to EPE. So, ensure that individuals are aware of your wishes not to be in EPE promotions. During shows/stage productions, EPE will video tape the productions. So, guests not desiring to be in the video must ensure that they do not sit up front or approach the stage. In the event that a guest appears in a photograph that is used by EPE for promotions, the guest may request it be removed from promotions, in writing. EPE will consider the request, but not guarantee it. If the promotion is part of flyer or other printed distribution, EPE may complete all distribution, unless the guest wants to pay to have the promotions re-printed. Video productions will not be edited; it will run as taped. If a guest enters a competition, they are consenting to being photographed or video taped. No one is allowed to photograph or tape this event and sale for a personal profit, without the written consent of EPE. All images and videos sent to EPE via email or posted on EPE Social Networking media or tag EPE authorizes EPE to use the image or video, without consent or expiration.

X. LIABILITY

EPE will not be held liable for any discrepancies of its contractors or vendors. EPE cannot be held responsible for cancellation or schedule changes due to “Acts of God”. In this event, guests will only be provided compensation based on the offers made by the hotel resort. NO refunds of any sort will be provided by EPE.  In the event where an agenda or venue has to be changed, EPE will not be liable to refund any funds to guests. EPE will do its best to rectify any unforeseen situations to the point of a new venue, cutting or adding transportation, or total cancellation.

EPE is not and will not be held responsible for the unlawful acts of its guests. Guests will be held liable for any damages or actions against or to any vendors, fellow guests, or the general public and/or property. Guest acknowledges that it will not name EPE in any suits based on their own (the guest’s) unlawful or unjust actions.

CODE OF CONDUCT

EPE has always hosted world-class guests, but it is important for each guest to read and/or become familiar with policies of the host resort and other facilities used by EPE.  Guests should be aware that the hotel resort has minors and other patrons and EPE ask that its guests conduct themselves in a proper manner and avoid wearing improper wardrobe in public and common areas. Guests should also avoid the use of any illegal drugs or illegal behavior while on the hotel resort property and other venues used by EPE.

XI. RESERVED RIGHT TO REFUSE OR CANCEL

EPE RESERVES THE RIGHT TO REFUSE registration or attendance to its events. EPE also reserves the right to cancel any amenities and services to a guest for failure to follow guidelines set forth in the Statement of Understanding. If a guest is canceled, any refund is at the discretion of EPE. No refund will be provided if the actions of the guest are so egregious that removing the guest was necessary to avoid a potential incident.

With Understanding,
Ebony Pyramid Entertainment