OPERATING POLICIES

The following policies are updated from time to time.

REFUND

Effective 12 March 2020

In the event of client cancellation and / or Event cancellation due to the CoV-19 Pandemic, All fees & entries will be relayed to 2021 Events or date of your choice. 

​Contact us for further information. 
Deposits and Payments are fully refundable 3 months from the event date less Cancellation fee, except for events where limited numbers apply and there is a Specific refund policy such as the Tour of Samoa. In the absence of a specific Refund policy for any event this here applies.

Updated 3 March 2020 - applies Now

Cancellation at any time - 10% of Event Fee Paid.  
This accounts for Booking Fee. Minimum Booking Fee is $100.
Applies only to Event Entry Fee and does not include Accommodation travel packages - these are subject to various Accommodation cancellation policies 

Two months from the Event date - Sixty-percent is refunded Plus Cancellation Fee (Booking Fee). 
Accommodation Packages - Cancellation Fees apply

One month from the Event date - Zero refund applies. 
​Accommodation Packages - Cancellation Fees apply

Forward Option - Where there is no refund issued, your Fee and Payments is paid forward to the Event next  year less any Specific fees. 

Cancellation Fee - 10% of fees paid . Minimum cancellation fee is $100.00 NZD.  
Samoa Events reserves the right to charge a fee of more than $100 NZD where there has been a reasonable amount of work completed by the organisation with the client. This includes consultation and communication by email, teleconferencing etc. 

Specific Fees - this is the cost of race numbers, equipment, swim caps etc., prepared in advance for athletes. 

CULTURAL GUIDELINES

Samoa is a conservative Society with values steeped in cultural traditions and our Judeo-Christian based faith. The underlying values are of courtesy, respect of property and people and keeping the peace. Some behaviour that can be normal in outside societies is frowned upon in Samoa. Here are some basic things to remember when visiting Samoa and participating in the Events. 

Public Nudity - this is a no-no. No skinny dipping, nude bathing in any area of the islands including hotel grounds. 

Emergency bathroom breaks - this happens during events and you have to go in the bush. This is perfectly acceptable, but you must be totally invisible to the public, including the chance to be seen while taking an emergency bathroom break. 

Village protocols - there is a high acceptance in all areas of Samoa of visitors to our beautiful place. One of the best things about Samoa is the fact that visitors can go anywhere and be absolutely safe and worry-free. Remember that villages are governed by rules set up by each village council for the welfare of their people. Visitors may come face to face with village rules such as Evening curfew for prayers and devotion, no swimming on Sunday and others. Also in some areas, villages and/or individual families may charge visitors to access sites and attractions on their land. 


ENVIRONMENT

​Introduction
  1. Samoa Events runs and operates many events during the course of the year at various locations on the Samoan Islands of Upolu and Savaii.  
  2. Samoa’s marine environmentis world renowned for its abundance of fish, sea turtles and coral reef systems.  Many of these are fragile and vulnerable to the impacts of human activities such as snorkelling, swimming and sailing.  In addition to this, many of Samoa’s reef ecosystems are in stages of recovery following the tsunami which struck the Samoan islands in September 2009.
  3. This Environmental Impact Statement will highlight the potential effects of Ocean based-events on the marine environment in Samoa, and indicate methods by which these impacts may be avoided, reduced or mitigated.
Samoa’s Environment and People
  1. The coasts of Upolu and Savaii, Western Samoa’s two largest islands, are characterised by lagoon environments surrounded by coral reef systems.  These ecosystems are inhabited by a wide range of marine life, including sea turtles, whales and fish.
  2. Samoa is home to a number of endangered species, such as the Loggerhead sea turtle and humphead parrotfish, as well as a range of coral species.  The marine environment is pristine in many areas and is susceptible to impacts resulting from human activities, as well as natural phenomena such as tsunami.
  3. A large percentage of the population rely on the Ocean as a means of food supply and income, and any changes to the marine environment which affect fish populations can have detrimental effects on local economies and the wellbeing of communities.
The Effects of Events on the Environment
  1. Recreational activities can have major effects on the fragile marine ecosystems characteristic of the Samoan islands.  While more significant human activities associated with fishing and the movement of boats are well known to disrupt the marine environment and damage reef systems, more minor activities such as swimming and snorkelling can also result in environmental impacts.
  2. Ocean-based events are held inside lagoons, and also in the open ocean.
  3. Where swimmers in the series are entering the water, there is the potential for trampling of sea life such as urchins, sea anemone and coral.  These species may also be affected by turbulence resulting from high numbers of swimmers within concentrated areas.
  4. Another impact which could result from the swimming events is the disruption of natural habitat for marine species such as sea turtles and reef-dwelling fish.  The movement of swimmers through the water could alter the feeding environment for these species, by displacing prey and affecting visibility due to the disruption of sediment.
  5. Impacts on sea turtles, some varieties of which are endangered, are one of the main areas for concern.  This is largely due to their breeding habits, which can be readily disrupted by the movement of swimmers and others associated with the event.  However research shows that the nesting season for sea turtles in Samoa is from October until June[2], which means that the Swim Samoa Series will be held outside of this season.

Indirect effects are also likely to result from the series of events, such as waste associated with the organisation of events as well as spectators at the events.  Such rubbish has the potential to enter the ocean and other waterways, where it can be swallowed by fish and entangle birds, turtles and other marine species.

Managing the Effects of Ocean-based swimming events
  1. One of the main means by which the effects of the series on the environment can be managed, is by educating competitors on reducing their impact on the marine environment.  Often damage to reefs can occur because swimmers who are unaware of their fragile nature step on coral and other organisms.  If swimmers are informed prior to the events of how they can reduce their environmental impact, then such effects may be minimised.
  2. Another method which must be used to reduce environmental impact is in waste minimisation.  Such Events have the potential to generate a large amount of waste, from competitors, organisers and spectators.  Visitors are requested to remove any rubbish and waste that is brought onto a site - there will not be any rubbish bin at the sites, this is to encourage visitors to take with them own waste. 
  3. PLASTIC FREE - Samoa Events was the first to go throw-away plastic-free at Events in Samoa since 2016. We do not use single use plastic bottles for dispensing water during races. Instead, reusable and refillable bottles are used between events. 
  4. Our main source of post-race replacement fluid is the local coconut. This is a natural drink and there is no impact to the environment. 

Internationally, there is a trend towards holding recreational or multisport events in increasingly remote and natural environments.  This increases the prospect of environmental impacts.  In Samoa there is very little undisturbed natural environment left and it continues to shrink.  This is generally due to land clearance for agriculture.  What is left is under further pressure from invasive species.
 
The events, in their current format present minimal environmental impacts on the natural terrestrial environment of Samoa.
 
Samoa Events will not propose events that cross Protected Areas or ecologically sensitive areas without consultation and approval from the Ministry responsible for the Protection of the environment.
 
Protected areas suffer from increasing access from humans which also provides entry points and access to invasive species.  This is a major issue for the ecological integrity of the cloud forest ecosystem in Samoa, which is extremely rare and fragile.  At all costs, we will avoid any type of human disturbance of intact natural terrestrial areas.
 
Problematic invasive species can travel with humans into protected areas as soil and dirt on shoes and inside carried equipment such as bags, tents and clothing.
 
With this understanding we at Samoa Events are actively committed to the following:
  • Maintaining an understanding of the impacts of problematic impace of Events on the environment;
  • Minimising and removing the risk of introducing invasive species in remote at risk areas
  • Avoiding any type of human disturbance of intact natural terrestrial areas;
  • Removing the use of throwaway plastics, including single use paper bags and water bottles;
  • Adopting relevant and appropriate environmental objectives & targets and monitoring progress against them;
  • Reducing the pollution arising as a consequence of our activities;
  • Taking care of the marine environment with our Ocean-based events;
  • Ensuring environmental criteria are taken into account in the procurement of goods and services;
  • Removing any waste generated at sites from our activities
  • Promoting environmental awareness among our participants
  • Encouraging athletes and visitors to bring your own refillable drink bottle to use while in Samoa
  • Making available clean bulk water supply for athletes use during events. 

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