Definition of terms and abbreviations used:

2- Registration procedures:

• 2.1 You can apply online through the SWY Oman website swyoman.com
• 2.2 Please fill out the Application/Registration form correctly and accurately.
• 2.3 Ensure that the conditions for participation are met:
  • i. Early bird registration is only for SWYer/Ex-Pys (completed)
  • ii. The participation of SWY friends/family is linked to the participation of SWYer/Ex-Pys
  • iii. Registration is to be done within the specified dates.
  • iv. Omanis can only register through the SWY Oman.
  • v. Japanese participants can register through the form on the website and pay through the IYEO.
• 2.4 To submit a scanned/clear photo of your passport along with your photograph (To be able to check-in to the hotel before your arrival and save time.)
• 2.5 The personal photo must be clear to be used on the participation card and the SWY Oman website. It is preferable that the photo has the following specifications:
  • i. In color
  • ii. 2 x 2 inches (51 x 51 mm) in size
  • iii. Taken within the last 6 months to reflect your current appearance
  • iv. Taken in front of a plain white or off-white background
  • v. Taken in full-face view directly facing the camera
• 2.6 After submitting the application form, the applicant will receive a copy of the registration form by
  email, and within 3-5 working days the applicant will receive a registration confirmation email
  containing the details of the SWY Oman bank account details.
• 2.7 Payment of the registration fee must be made within 5 working days after receiving this e-mail.
• 2.8 The payment confirmation receival will be sent to applicant within 3-5 working days.
• 2.9 Failure in complying with payment within 5 working days will result in cancelation of registration.

3. Early bird registration (Only Ex-PY’s):

• 3.1 Application starts on 11^th May 2023, and it is available until 11^th June 2023.
• 3.2 Early bird registration will be for the official program only and for the first 50 participants to register.
• 3.3 Participants who would like to attend the optional tour could apply for both (official early bird fees + regular fees for the optional tour) and the total fees required will be shown automatically in the billing form on the website for OPYs. For JPYs, payment will be through the IYEO.
• 3.4 Japanese who wish to participate in the GA14 Oman 2023 can fill out the registration form on the website and then communicate with IYEO to pay the fees to complete the registration.
• 3.5 Omanis, SWY friends, and SWY family members cannot register in the Early bird registration.
• 3.6 The fees will be as follows:
  • i. Twin sharing room: 400 US dollars (Approx.153 OMR).
  • ii. Single room: 750 US dollars (Approx.286 OMR).

4. Regular Registration:

• 4.1 Regular Registration: the application starts on 20^th June 2023, and it is available until 30^th August 2023 (Depending on number of participants already registered and if there is still capacity available.)
• 4.2 Regular registration will be for the Official program and Optional tour programs.
• 4.3 The following are allowed to register for the program: SWYer, SWY friends, and SWY family (priority for SWYer/Ex-Pys)
• 4.4 Advisors/facilitators/admin staff can register/participate as Ex-participants in Regular registration program (he/she must choose the batch in which he/she participated)
• 4.5 Japanese who wish to participate in the GA14 Oman 2023 can fill out the registration form on the website and then communicate with IYEO to pay the fees to complete the registration.
• 4.6 Omanis can only register through the SWY Oman committee.
• 4.7 The fees will be as follows:
  • 4.7.1 Official program (4-9 November 2023)
    • i. Twin sharing room: 500 US dollars (Approx.190 OMR).
    • ii. Single room: 850 US dollars (Approx.325 OMR).
  • 4.7.2 Optional tour program (9-12 November 2023)
    • i. Twin sharing room: 350 US dollars (Approx.132 OMR).
    • ii. Single room: 500 US dollars (Approx.190 OMR) .

Important notes:

• Standard Check In time is 15:00 hrs and Check Out time is 12:00 hrs.
• For those who would like to join the Optional tour program only, please note that the departure time from the hotel will be between 09:00 am to 11:00 am. So, participants should be in the official program hotel lobby at this time.
• In case you plan to arrive in Oman on the 8th of November the participant will have to arrange his/her accommodation for the 8^th of November night. please inform the GA14-OC beforehand and it will be happy to arrange or suggest the stay for the 8^th of November.
• Participants leaving the country after November 12 are expected to make their hotel arrangements and pay for their miscellaneous expenses.

5. Method of Payment :

The method of payment for all the programs is not the same for all participants, after completing the
participation form, only OPY participants could use the below method for payments (JPY participation fees
should be paid through IYEO):

• 1. Make sure that you write your email and phone numbers correctly in the registration form.
• 2. After completing and submitting the application/registration form, a page will appear containing the bank account details of SWY Oman.
• 3. Payment is through direct bank transfer.
• 4. Payment of the registration fee must be made within 5 working days after receiving Registration confirmation email from GA14-OC.
• 5. The full participation fee must be paid.
• 6. Any additional fees by the bank to be paid by the applicant (transection fee, tax, ..etc.)
• 7. A screenshot/photo of the payment’s confirmation to be sent to “ga14@swyoman.com”.
• 8. The payment confirmation receival will be sent to applicant within 3-5 working days after payment.
• 9. Late payment may result in the loss of the opportunity to participate in Early bird registration (on a first
  come first served basis).
• 10. Failure in complying with payment within 5 working days after submitting the application/registration
  form, will result in cancelation of registration.
• 11. If you do not receive any confirmation within 5 working days:
  • 11.1. Make sure to check the Junk/Spam/Unknown box.
  • 11.2. Contact GA14-OC through the mail (ga14@swyoman.com) or WhatsApp number (+96892362023) if
    you need any assistance.

6. Participants’ arrival and departure flight details:

• The GA14-OC Team will contact you via email about the Plan of your arrival and departure and will provide a link to fill in the details of your flight after the registration ends. So, it is time to fill out the details form, asking for many details including your flights. Within 2 days, the GA14-OC team is going to send you an email, confirming that your details arrived smoothly. Please fill out the form after booking your flights. The link for the details form will be available until the 20^th of October 2023.
• Please consider booking your flight at a time that aligns with the check-in and check-out timings.

7. Non-SWYers Registrations: (SWY friend or family member):

• 7.1 All family members and friends accompanying a SWYer/Ex-Pys can join both the official program and the optional tour. However, SWYer/Ex-Pys have the priority to register.
• 7.2 SWY family members and friends can register in the Regular registration only (At the end of the Early Bird registration, they will be allowed to register if there are places available.)
• 7.3 Guests without a SWYer/Ex-Pys friend or family member will not be able to join the GA14 alone.
• 7.4 The double room (Twin sharing room) can accommodate one extra bed (one child under 6 years old is free of charge)
• 7.5 If there is more than one child, there will be a full registration fee for the remaining children
• 7.6 Children over 6 years old will be charged the full registration fee.
• 7.7 It is preferable to communicate with GA14-OC if there are accompanying children to know the mechanism and fees and to assist you quickly and appropriately. (ga14@swyoman.com)

8.Check in & Check Out policy (Accommodation):

• i. Standard Check In time is 15:00 hrs.
• ii. Check Out time is 12:00 hrs.
• iii. Room for Early check in prior 11:00 hrs. is required to be pre booked from the previous night.
• iv. Early check in from 11:00 – 13:00 hrs. will be charges 50% of the room rate.
• v. Early check in after 13:00 hrs. will be on complimentary basis, subject to availability.
• vi. Late check out after 12:00 hrs. but prior to 18:00 hrs. on the day of departure will incur a room charge equivalent to 50% of the full night’s accommodation rate.
• vii. Late check out after 18:00 hrs. on the day of departure will incur a room charge equivalent to one night’s full accommodation rate.
• viii. Please note that all early check in and late departure requests are subject to availability at all times.
• ix. Any costs of the above will be incurred by the participant.

9. Cancellation Policy:

In case the Participants declare that he/she would like to cancel or amend the registrations programs Unfortunately, a Cancellation/No Show /Early Departure Fee will be charged to the participant as per the below, who agrees to pay this compensation to the GA14-OC.

Please note the following cancellation policy:

• • i. Cancellation before 31^st July 2023 = 100% refund (minus transaction costs).
  • ii. Cancellation on or after 31^st July 2023 = 75% refund (minus transaction costs).
  • iii. Cancellation on between 1^st to 31^st August 2023 = 50% refund (minus transaction costs).
  • iv. Cancellation on between 1^st to 30^th September 2023 = 25% refund (minus transaction costs).
  • v. Cancellation on or after 1^st October 2023 = 0% No refund.

In case a replacement participant is found no fees will be charged and will be fully refunded. However, the international money transfer charge will be deducted from the refunded amount of the participant.

10. Travel documents :

• • i. Passports should be valid at least six months longer than the expiry date of the requested visa.
  • ii. The participants are expected to arrange their entrance visa on their own. The GA14-OC can prepare an invitation letter for the visa application upon request.
  • iii. Regardless of the visa regime applied towards the citizens of a country, the travel document holders of that country need to obtain a visa from Omani missions beforehand or through the online visa in this link (https://evisa.rop.gov.om/ ). 103 countries that are not required to have an entrance visa on arrival and could enter the Sultanate of Oman for 10 days for free. If your country is not listed and you face difficulties obtaining a visa, contact the GA14-OC immediately.
  • iv. The term “official passports” covers diplomatic, service, special and official passports. Visa requirements for entering Oman vary between different nationalities and it is always advised to check regulations before traveling. You can find the details about your country’s visa requirements at this link (https://evisa.rop.gov.om/).