FAQ
As a conference team we try to think of everything, but in reality this just isn’t possible. We are always happy to answer all questions honestly and promptly. Here are some of the more frequently asked questions to date answered.
Question: Can I mix and match between the delegate programme of workshops and the Discover York programme?
Answer: No is the short answer. The Discover York programme was put together for those who were either non-Toastmasters or those who weren’t interested in the workshops, etc. It is an entirely separate, parallel, programme to offer something of interest and value.
Question: Why is there a surcharge for credit/debit card bookings?
Answer: I’m sure you are aware that there is a merchant’s fee that everyone offering credit/debit card facilities have to pay. For a number of reasons, we have had to set up our own merchant handling facility. In this age of the credit crunch the fee is significant, and the conference team feel that it is not the best use of limited resources to totally fund this charge. The surcharge being made will not fully cover the charge made to the conference in most cases.
Question: Why is payment for bookings being made immediately and not at a later date?
Answer: Most professional conferences require payment in full with the booking unless the booking is being made a significant time in advance. With the semi-annual conferences District 71 hosts, this is not realistic. In fact, the conference team are aware of a conference, which is similar to White Rose, and is charging almost double the cost immediately and from September increases the cost by a further 50%!
Question: How do I make sure I am sharing a room with the person I wish to share with?
Answer: When you are making your booking there is a section on the booking form where you can say who you wish to share with. If you are booking for both of you, then when it asks you if you wish to book for another person click YES then book in that person and put your name where it asks who they wish to share with.
If you are doing separate bookings then each needs to complete a booking form and indicate who you wish to share with. Please note until both parties have completed a booking form we cannot match up the bookings.
Our online booking system will report to us who is wishing to be matched with whom automatically, when the appropriate boxes are completed.
Question:I’m flying into Manchester airport. How do I get to York?
Answer:There is a direct rail link from Manchester airport to York. In fact one of the entrances to the Royal Hotel is on platform 1 of the station.
As people are flying into Manchester at differing times we suggest using the TransPennine Express service to Scarborough – it takes around one and three quarter hours, with a regular service. This avoids lengthy delays at the airport and you can be on your way.
We are aware that the cost of tickets appears expensive, however prices seem to drop significantly at about a month before travel. We are also investigating whether we can agree a group discount or alternative options.
If you are arriving at a different airport to Manchester we will pick this up on your booking form and advise you how to get to the hotel.
Question:One or two of our group would like to book Saturday and Sunday without accommodation. There isn’t an option for this on the website. How should they do it?
Answer:Package C, the second from the left on the booking page, is for full weekend with no accommodation. Can I suggest you check availability of alternative accommodation as York is an all year round tourist destination? I’m told the Premier Inn is already fully booked, which is the closest, however the Ibis which is about 5 minutes away isn’t. Check yourself as this is just hearsay.
Question:What time will the “Discover York” programme leave and return on the Saturday? (In particular, will it clash with the humorous speech contest, as indicated on the website?)
Answer:The Discover York programme on the Saturday starts at 9.30 with the Sightseeing Bus tour and will be out all day until 5.00 pm. This programme has been set up for those delegates who have a partner/spouse who has no interest in the Toastmaster stuff – hence it runs in parallel with the delegate programme. However, if people aren’t interested in all the workshops and council but wish to see the contests, and then I suggest booking as a delegate and make your own way into York individually. It is only five minutes walk into the centre, with about 10 minutes to the Minster. To find out more go to the York Tourist Board website.
Question:Is it possible to change our selections for Discover York, fancy dress and the Ghost Walk at a later date?
Answer:It will be possible to add or amend bookings at a later date. You just go back into your booking via the website. If there is an extra cost the payment section should only show the additional cost if you have paid for the initial booking. No one has done that yet, so if there is a problem on the payment front when you add to the booking then abort and talk to me and I’ll find out how we do it.
Please note we are taking bookings fast. Also we need to give the person who is doing the Ghost walk numbers with quite a bit of notice, and the fancy dress hire shop.
Question: How do I add a second person to my booking?
Answer: When booking there are two parts to be aware of when completing a booking form. First you will be asked the name of the person you wish to share with. Please complete this even if it is you are booking a double room, so we make sure you are matched.
Second, at the end of completing your first booking you will be asked if you wish to add another person to your booking. Click YES and you will be taken back to the beginning of the booking to allow you to add the additional person
Question: How will I be notified I need to pay for the booking?
Answer: A request for payment will be emailed to you telling you where to make your payment. Remember we have set up both sterling and Euro accounts.
Question: I’m flying in and don’t want to carry a fancy dress costume. Can I get one locally and still enter?
Answer: We have taken note that with the baggage weight restrictions on budget airline flights, it isn’t that practical to bring with a fancy dress outfit.
We are arranging for a local fancy dress hire outfit to be at the hotel on the Friday afternoon. The booking form asks you to indicate if you will be wishing to take up this option. Please note there will be a hire charge to the fancy dress outfit, which can’t be charged to your room bill.
Question: I have a number of dietary limitations – how do I ensure I will be able to eat at the Conference?
Answer:When booking, the form will ask you questions about your dietary and access requirements. Please complete these sections as thoroughly as you are able.
We have member’s of the conference team who have their own requirements and we are working closely with the hotel to cover all requirements indicated to us.
Question:Why do you ask for my flight information when booking?
Answer: Although we won’t be collecting you from the airport, we will be monitoring all flights to note delays (both arrival and departure) and assisting where we can to ensure delegates are informed of any changes or delays. Where special arrangements have to be made to allow early departure from the hotel, these can also be arranged.
Question: Why did you want our flight arrival times when you are not meeting us at the airport?
Answer:A large number of the delegates will be arriving at the conference from Ireland. Although they will be coming in on different flights, it will mean a peak activity period at the registration desk. To cope with this and to make sure we have enough people manning the desk, we can work out from flight times when to expect delegates at the hotel in York.
Question: I’ve tried to amend my booking form after I’ve made my booking. I haven’t been able to get back in to the website to change the form. How do I make sure the change is made?
Answer:You should be able to get back to your booking form, however in the unlikely event of this not being possible, please send a message to contact@whiteroseconference.org and we will do the update by the team. We will notify you when the change has been made.
Question: I have not booked for the conference and I am a contestant in a yet to be held Division competition. I am concerned that rooms may be sold out by the time I know if I need to attend. What can I do?
Answer: Even if you are not a contestant (some would say especially if you are not a contestant), the conference is still well worth attending and so we would encourage you to book now. However, we have reserved rooms for winners that have not already booked. Should you be the winner and not have a place booked then please contact us directly to make arrangements.
