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4. the booking process: what to expect
It's good to know what to expect when you book and what to do if you need to make changes once you have booked! This page outlines generally what will happen from when you make a payment, to the day you arrive on site. If you have any questions, get in touch!
been before?
Even if you’ve been coming to Soul Survivor forever,please have a read of the booking and confirmation process below so you know what to expect!
All booking confirmation and arrival information will be sent by email so it is vital that you include accurate email contact details.
We'll send your wristbands via the post in June/July.
confirmation
Once you have booked and made an initial payment (whether you've paid in full or just a deposit) you will receive an email confirming the booking. This is created when we add your details into our database... We aim to have this out to you within 21 days of your booking.
If you book online you will also receive an immediate email confirmation of booking.
just paid a deposit?
If you have only paid a deposit the booking confirmation email will outline exactly what you have paid and what you are still required to pay and by when.
Please ensure you understand the relevant cut off dates for discounted fees (pay in full by 31.01.12 for £85, by 30.04.12 for £94 (online) or £99 (postal/emailed) and £104 thereafter for online bookings or £109 for bookings received by email, fax or post).
The email will also outline that all fees must be paid by the 1st July.
If you have previously booked and paid a deposit online and want to send in a cheque after the 30th April discount deadline, then you'll still qualify for the £104 rate.
Any new or additional postal/email/fax bookings you wish to add to your group after the April deadline will be charged at the £104 rate.
after the april deadline
If you book after the 30th April 2012 you must pay in full. If you book online the price is £104 per person.
If you book via the post, email or fax then the price is £109 due to the increased administration involved.
Only paying a deposit before the April deadline does not secure a discounted fee and the price of £104 or £109 (depending on how you book) will apply.
additional changes
You can add additional delegates to your existing booking. When a booking is created you specify a main contact who will receive all the booking information, so please make sure all additional delegates book on through the main contact and refer to their name and unique booking reference number.
The easiest way to do this is by logging into the online system and managine your exisiting booking or by email.
Changes made to an existing booking will be followed up with a revised booking confirmation email highlighting all new changes. If you have any questions email in or call us on 0303 333 1 333.
final payment
We expect final payment by 1st July 2012 (or earlier if you want to qualify for the discounted rates) and you may receive a final payment reminder email depending on the busyness of the office.
It is your responsibility to make sure you pay by this date otherwise we reserve the right to cancel the booking.
final confirmation
After the 1st July payment deadline we will work to send out a final confirmation email to all bookings. This will include arrival information, details of who you are bringing and camping info.
You should receive this email mid-late July/August (please check your spam/junk folders if you haven't received it as it often ends up there).
In addition to this we will also post wristbands/event passes to the contact of each booking at around the same time.
bookings/changes after 1st july...
If you make any changes to a booking, or book on or after the 1st July then we will endeavour to send you an updated confirmation and arrival email.
If you do not receive this final arrival email then this doesn't mean that you are not booked on, but that you will need to report to the 'Welcome Tent' on arrival day to find out where you are camping and where to collect your pass.
changes made on site...
You can add people to your booking 'on site' but this may mean you have a long wait on arrival day to see someone at the Information tent (it's usually quite busy, so we'd recommend getting everything sorted before hand so you can get on with enjoying the event!)