22 Nov 2019

Oxfam Trailwalker 2019 – Reserving Team Slot or Refunding Arrangements

We would like to extend our heartfelt gratitude to you all once again for being so understanding of our decision to cancel Oxfam Trailwalker (OTW) 2019.

We would also like to thank all walkers for training tirelessly over the past few months, for all the food, drinks and support all support teams have provided, and for every ounce of support donors have provided.

Everyone involved in the OTW has always adopted an attitude of perseverance and steadfast determination. We understand that all teams have put a lot of time and effort into training and preparing for the event. Like all of you, we at Oxfam Hong Kong (OHK) also worked tirelessly with various parties to prepare for all possible emergencies, and ensure it would be run as smoothly and safely as possible. We truly appreciate the time and effort the 10,000 plus participants, volunteers and supporters have put into the event and express our sincere gratitude.

The unwavering perseverance and quiet humility you all display on the trail is truly what makes you all incredible. That is why, just like our theme this year, you are all the ‘Ordinary People Doing the Extraordinary’!

Although we were unable to officially meet you all on the trail this year, we hope to see all of you next year!

To learn more about team slot and souvenir collection arrangements, and donation and bus ticket refunds please read on.

 

1)Carry team slot over to OTW 2020

1.1) Teams that registered on or before 13 November (when the cancellation of OTW 2019 was announced) are eligible to keep their team slot and participate in OTW 2020 (20-22 November). Please indicate whether you would like to keep your team slot by filling in the Google Form no later than 30 November: https://forms.gle/En4toSnoqMp6EWc89
Please provide the following information:

i) Team number

ii) Team Leader’s registered email address

iii) Whether or not you would like to carry your team slot over to OTW 2020

(Note: Teams can only fill in the form once. Should there be duplicates, the first form received will be taken as final.)

 

1.2)The registration fee (HK$1,600) of teams that choose to carry their team slots over to OTW 2020 will automatically be carried forward to next year (i.e. there will be no need to pay it again next year). Once the registration fee is carried forward to OTW 2020, it will be non-refundable even they do not join OTW 2020 subsequently.

 

1.3)For OTW 2019 teams choosing to carry over their team slot to OTW 2020, donations can be handled in any one of the following ways:

 

1.3.1) Donate OTW 2019 sponsorship to Oxfam Hong Kong in full

OTW 2019 teams that have already submitted their sponsorship and have raised HK$36,000 or more are eligible to enter a lucky draw to win 100,000 Asia Miles per team from Asia Miles, our Logistics Sponsor, or DCH coupons worth HK$4,000 from Dah Chong Hong Holdings.

Should these teams choose to carry their team slot over to OTW 2020, the sponsorship they raised will be reset to HK$0 and they will need to submit the funds they have raised before the OTW 2020 deadline (tentatively in December) to OHK.

 

1.3.2) Carry sponsorship forward in full to OTW 2020

Teams must raise a minimum of HK$7,600 (except Pledge Team which must raise a minimum of HK$72,000). If OTW 2019 teams have not raised the minimum amount yet and would like to carry the sponsorship they currently have forward to OTW 2020, teams can make up for the difference and submit it to OHK before the OTW 2020 donation deadline (tentatively December 2020).

 

1.3.3) Donate part of OTW 2019 sponsorship to OHK, carry the rest over to OTW 2020

Teams must inform OHK of how much of its sponsorship it would like to donate and carry forward by emailing otwinfo@oxfam.org.hk. Teams should also provide the following information (teams choosing this way are advised to indicate on the Google Form to obtain the team’s donation report from Oxfam and then mark on the report how to handle each donation.  The marked form should then be emailed to Oxfam as well)

i) Team number

ii) Name of sponsors who would like a refund

iii) Amount they sponsored

iv) Date of their sponsorship

If the donated amount this year reaches HK$36,000 or above, teams are eligible to enter a lucky draw to win 100,000 Asia Miles per team (donated by Asia Miles, our Logistics Sponsor) or DCH coupons worth HK$4,000 (donated by Dah Chong Hong Holdings).

 

1.3.4) Donate part of OTW 2019 sponsorship to OHK and refund the rest

Teams must indicate how much of their sponsorship they would like to donate to OHK and email the following details to otwinfo@oxfam.org.hk (teams choosing this way are advised to indicate on the Google Form to obtain the team’s donation report from Oxfam and then mark on the report how to handle each donation.  The marked form should then be emailed to Oxfam as well):

 

i) Team number

ii) Name of sponsors who would like a refund

iii) Amount they sponsored

iv) Date of their sponsorship

 

1.3.5) Carry part of sponsorship forward to OTW 2020 and refund the rest

Teams must indicate how much they wish to carry forward to OTW 2020 and email the following details to otwinfo@oxfam.org.hk (teams choosing this way are advised to indicate on the Google Form to obtain the team’s donation report from Oxfam and then mark on the report how to handle each donation.  The marked form should then be emailed to Oxfam as well)

:

i) Team number

ii) Name of sponsors who would like a refund

iii) Amount they sponsored

iv) Date of their sponsorship

 

1.3.6) Obtain a full refund all sponsorship raised for OTW 2019

Teams that choose this option will only have their OTW 2019 registration fee carried forward to OTW 2020. Accordingly, they will have to raise a minimum donation of HK$7,600 (except for Pledge Teams which have to raise a minimum of HK$72,000)

 

1.4)Notes:

  • Donation receipts will only be issued for donations of HK$100 or more that were made during the 2019/2020 financial year, however, donations can still be carried forward to OTW 2020.
  • Donation receipts will not be issued in the 2020/2021 financial year for OTW 2019 donations transferred to OTW 2020. Only donations newly made in 2020 will be issued a donation receipt for the 2020/2021 financial year.
  • Regarding refunds, please note that:

 

a)Donations made through team pages:
Each donation will be refunded to the respective credit card the donor used when they made a donation. #

 

b)For donations made by cheque, ATM, remittance, bank transfer or e-banking transfer :

Team Leaders/members must return all receipts that were issued for tax deduction purposes when arranging a refund. Refunds will be made by cheque (the payee’s name will be the same as that which was given when making a donation) and will be sent to the Team Leader or a specified recipient (please indicate when submitting request) in one go.

 

Refunds for item b will be sent to the Team Leader/an authorised person (please indicate when submitting your request).

#All electronic receipts for online donations obtained through teams’ Team Pages will be invalid after the refund. Team Leaders/members must remind donors not to use these donation receipts for tax deduction.

 

1.5) Remarks about carrying team slots forward

  • All teams (including Open Teams, Special Teams, Elite Teams and Sponsors/Supporting Organisation Teams) that choose to carry their team slot forward can make changes to their team members before the deadline for changing team members (usually by mid October. Exact date to be announced).
  • This year’s Special Teams, Pledge Teams, Sponsors/Supporting Organisation Teams’ team numbers and start times will remain unchanged, however there may be changes to those of Open Teams.
  • Those who choose to keep their team slot for next year will receive a confirmation email from OHK between April and May 2020.

 

 

2) Giving up your slot/applying for a full or partial refund

Teams should indicate their preference by filling in our Google Form (https://forms.gle/En4toSnoqMp6EWc89) by or before 30 November. Teams should also provide the following information:

i) Team number

ii) Team Leader’s registered email address

iii) Whether or not you would like to retain your team slot and obtain a full or partial refund

(Please note that teams can only submit a form once. Should there be duplicates, the first submission will be taken as final.)

 

Should teams decide to give up their team slot, they can choose to have OHK refund their i) registration fee (HK$1,600) and ii) all donations they have submitted and that OHK recorded. Teams are also welcome to request for partial refunds and/or donating part of their sponsorship to OHK to support its anti-poverty work.

 

a)For registration fees that were paid through registration website / donations made through team pages:

The fee/donation will be refunded to the credit card that was used at the time.#

 

b) For registration fees/donations made by cheque, ATM, remittance, bank transfer or on-line transfer:

Registration fee:

Refunds will be made by cheque. Team leaders must provide the payee’s bank account name.

 

Donations:

Team Leaders/members must collect and return all donation receipts in order to obtain a refund. Refunds will be made by cheque (the payee’s name will be the same as that which was printed on the original donation receipts).

 

All refunds will be made in one go and will be sent to the Team Leader or a specified recipient (please indicate when submitting your application)

 #All electronic receipts for online donations obtained through teams’ Team Pages will be invalid after the refund. Team Leaders/members must remind donors not to use these donation receipts for tax deduction.

 

2.1) Sponsorship raised by teams that choose to give up their slots can be handled in a number of ways:

 

2.1.1) Refund registration fee and all sponsorship

 

2.1.2) Refund registration fee and part of OTW 2019 sponsorship, and donate the rest to OHK. Teams that choose this option must indicate how much of the OTW 2019 sponsorship it would like to have refunded as well as the information below by emailing otwinfo@oxfam.org.hk (teams choosing this way are advised to indicate on the Google Form to obtain the team’s donation report from Oxfam and then mark on the report how to handle each donation.  The marked form should then be emailed to Oxfam as well) :

i) Team number

ii) Name of sponsors who would like a refund

iii) Amount they sponsored

iv) Date of their sponsorship

 

2.2) Remarks about giving up team slot

  • Refunds will only be made for teams’ registration fees and donations. Other fees, such as the application fee or change of team member fee, are non-refundable.

 

Remarks applicable to both item 1 (carry team slot over to OTW 2020) and item 2 (giving up team slot)

All electronic receipts for online donations obtained through teams’ Team Pages will be invalid after the refund. Team Leaders/members must remind donors not to use these donation receipts for tax deduction.

  • Teams can request for a copy of their donation records in the Google Form (https://forms.gle/En4toSnoqMp6EWc89). The records will then be sent to the Team Leader.
  • For item b refunds, teams must return the original donation receipts to OHK in order for the refund to be processed.
  • If your team opts for a partial refund, please email the following information to otwinfo@oxfam.org.hk:

i) Team number

ii) Name of sponsors who would like a refund

iii) Amount they sponsored

iv) Date of their sponsorship

 

3) Team slot retention/refund schedule

Date  
30 November 2019 Deadline for confirmation of team slot for OTW 2020/refund instructions
13 December 2019 Deadline for submission of refund details
31 December 2019 (according to postmark) Deadline for submission of donations (was originally 17 December)
4 February 2020 Lucky draw

 

 

4) Continue to fundraise for the OTW

If teams would like to fundraise for the OTW, they can do so by 31 December using either of the following methods (please note that donations made after 22 November are non-refundable):

 

 

4.1) Bank transfer

You can transfer the donations to either of OHK’s accounts:

Bank of China Hang Seng Bank
Deposit at a branch 012-874-0-013039-1 284-401080-010
Direct transfer through ATM or e-Banking

Please write your team number on the original copy of the deposit slip or the printed copy of the online transfer Acknowledgement Note and submit it with your sponsorship form by post or by hand to Oxfam.

 

 

4.2) Cheque

Please make cheques payable to ‘Oxfam Hong Kong’. Please write ‘Oxfam Trailwalker’, your team number and your full name in English on the back of all cheques.

Please send the cheque together with the sponsorship form to Oxfam by post or hand. Please write ‘Oxfam Trailwalker’ on the envelope.

 

 

5)     Shuttle bus ticket refunds

All who have purchased shuttle bus tickets can obtain a full refund. Please return your ticket at Oxfam’s office for a refund at the following dates and times:

 

Date: 2-10 December 2019 (excl. Saturdays, Sundays and public holidays)

Time: Monday to Friday, 10 am – 12:30 pm, 2:30 pm – 6 pm

Address: 9/F, China United Centre, 28 Marble Road, North Point (MTR exit A4)

Note: For those who purchased discounted tickets through the Infinity Walker app, OHK will refund the discounted ticket price (i.e. HK$30).

 

6)     OTW 2019 souvenirs

As a token of our appreciation for OTW 2019 teams’ support, all registered walkers will be given a medal and limited edition folder as well as a souvenir from AIA Vitality. Walkers who have not received their bibs, bracelets, Quick Dry T-shirt and reusable cutlery sets yet can collect them in one go at our office in person or through an authorised individual. Please provide your team number, name of your team leader and team leader’s contact number when collecting the items.

 

Date: 2-10 December 2019 (excl. Saturdays, Sundays and public holidays)

Time: Monday to Friday, 10 am – 12:30 pm, 2:30 pm – 6 pm

Address: 9/F, China United Centre, 28 Marble Road, North Point (MTR exit A4)

 

7)     Infinity Walker rewards

Those who are eligible to redeem our limited edition medal through the Infinity Walker app can also visit OHK’s office to collect them. To redeem the medal, please show OHK’s staff the redemption code in the app or provide the walker’s mobile phone number (if the medal is collected by an authorised individual, they must also show a screenshot of the redemption code page).

 

Date: 2-10 December 2019 (excl. Saturdays, Sundays and public holidays)

Time: Monday to Friday, 10 am – 12:30 pm, 2:30 pm – 6 pm

Address: 9/F, China United Centre, 28 Marble Road, North Point (MTR exit A4)

 

 

8)     How Elite Teams should return timing chips

Elite Teams that picked up their timing chips in advance should return them in person or through an authorised individual:

 

Date: 18-29 November 2019 (excl. Saturday, Sunday and public holidays)

Time: Monday to Friday, 10 am – 12:30 pm, 2:30 pm – 6 pm

Address: 9/F, China United Centre, 28 Marble Road, North Point (MTR exit A4)

 

Remarks:

  • Please provide your team number and Team Leader’s when returning the chip.
  • Elite Teams can obtain a refund on their shuttle bus tickets when returning their timing chips.
  • OHK will charge HK$700 for each chip should teams fail to return them or return them late. Teams’ chances of joining future OTW events will be affected if teams fail to reimburse OHK.

 

For enquiries, please email us at otwinfo@oxfam.org.hk or fax us at 2527 6213. Please also quote your team number when making an enquiry.

 

Thank you all once again for supporting the OTW! We look forward to seeing you again at OTW 2020 (20-22 November)!