Open Team, Sponsor Team and Supporting Organisation Team

Open Team, Sponsor Team and Supporting Organisation Team

Team leaders, please discuss the following options with your teammates and let Oxfam Hong Kong (OHK) know of your team’s decision on or before 30 September by filling in the online form here.If you have chosen to obtain a refund, please provide the information needed on or before 9 October. If we do not receive your reply on or before the deadline, your team’s existing sponsorship will be donated to OHK and you will forfeit your team slot.

Options
B1. Choose to join OTW 2020 (29 - 31 January 2021)

• The registration fee (HK$1,600) and sponsorship that has already been raised will automatically be carried forward to OTW 2020 (29 - 31 January 2021).

Option B1 Remarks:

• Even if you cannot join the event due to personal reasons, once your team chooses option B1, the registration fee, sponsorship raised and fees – such as the Change of Team Member fee (HK$200 or HK$500) – will be non-refundable. These will not be carried forward to next year either even if your team does not join OTW 2020.
   
• The registration fee that was paid and sponsorship raised for OTW 2019 and 2020 will be used for OTW 2020 (29 - 31 January 2021). Teams that want to join OTW in the future will need to pay the registration fee and raise the minimum amount in sponsorship for that year.
• Open Teams, Sponsor Teams and Supporting Organisation Teams that choose to carry their team slot forward to OTW 2020 (in January) can make changes to their team leader and members on or before 22 December 2020 – the deadline for changing team members.
• Team numbers, starting times and the starting format will be modified; details will be announced.

If the event is cancelled:

Should OTW 2020 (29 - 31 January 2021) be cancelled due to COVID-19 and/or other unpredictable factors, teams can choose to obtain a refund for the registration fee, however, the sponsorship will not be refunded and will be used for our anti-poverty projects.

Depending on teams’ existing sponsorship, we will have the following arrangements:
 

• If teams would like to have their registration fee refunded, please refer to the Registration fee and donation refund arrangement section at the bottom.
   
• If teams would like to become a Special Team or reserve a team slot, please see the table above for details. The remaining sponsorship amount could be handed in to OHK on or before 28 February 2021.
   
• The registration fee that was paid and sponsorship raised for OTW 2019 and 2020 will be used for OTW 2020. Teams that want to join OTW in the future will need to pay the registration fee and raise the minimum amount in sponsorship for that year.
   
• Teams that raise HK$50,000 or above will be presented a fundraising award and will be acknowledged in our thank-you advertisement. Details will be announced later.

B2. Will not join OTW 2020 (in January) but will join OTW 2021

Teams can choose to have their registration fee (HK$1,600) refunded. Teams that have raised over HK$7,600 for OTW2020 will be offered a team slot for OTW2021.

Remarks of choosing option B2:
 

• The donations raised or change of team member fee (HK$200 or HK$500), are non- refundable and will not be carried forward to OTW 2021.
   
• The registration fee that was paid and sponsorship raised for OTW 2019 and 2020 will be used for OTW 2020. Teams that want to join OTW in the future will need to pay the registration fee and raise the minimum amount in sponsorship for that year.
   
• Teams that choose to carry their team slot forward to OTW 2021 can make changes to their team leader and members within the Change of Team Members period.
   
• If teams would like to remain a Special Team or reserve a team slot, please see the table above for details. The remaining sponsorship amount could be handed in to OHK on or before 28 February 2021.
   
• Teams that raise HK$50,000 or above will be presented a fundraising award and will be acknowledged in our thank-you advertisement. Details will be announced later.
   
• Team number, starting time and the starting format will be modified. Details will be announced later.
   
• If teams would like to have their registration fee refunded, please refer to the ‘Registration fee and donation refund arrangement’ section at the bottom.
   

B3. Neither join OTW 2020 nor OTW 2021

B3.1 Donate the registration fee and all sponsorship to OHK to support our projects
B3.2 Refund registration fee and all sponsorship

Remarks on choosing B3:

• The team slot of the open team, sponsor team and supporting organisation team will be forfeited.
• Teams will need to enter the lucky draw, apply to be a Pledge Team or enter through other means offered by OHK to join future OTW events.
• Refunds will only be made for teams’ registration fees and donations. Other fees, such as the Change of Team Member fee (HK$200 or HK$500), are non- refundable.

Donation receipt arrangement

• Donation receipts had already been issued for donations of HK$100 or more that were made during the 2019/2020 financial year. Donation receipts will not be issued in the 2020/2021 financial year for OTW 2019 donations transferred to OTW 2020.
• If sponsors would like to have their sponsorship for 2019/20 refunded, it is the sponsor’s responsibility to inform the Inland Revenue Department of the refund if this donation was used for tax deduction purposes.
• Donation receipts will only be issued for donations of HK$100 or more made after 1 April for the 2020/2021 financial year.

Registration fee and donation refund arrangement
For registration fees that were paid through the registration website/donations made through team pages:

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

For registration fees/donations made by cheque, ATM, remittance, bank transfer or online transfer:

• Registration fee :
  • Refunds will be made by cheque (the payee’s name will be the same as that which was printed on the original donation receipts) and sent to the Team Leader or a specified recipient in one go (please indicate when submitting your application).
• Donations:
  • 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.

Notes on registration fee / donation refund arrangement:

• If sponsors would like to have their sponsorship for 2019/20 refunded, it is the sponsor’s responsibility to inform the Inland Revenue Department of the refund if this donation was used for tax deduction purposes.
• 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 report with the donor’s name, donation amount and date in the online form. The records will then be sent to the Team Leader. 
• For donations made by cheque, ATM, remittance, bank transfer or online transfer, team leaders/members must collect and return all donation receipts in order to obtain a refund.
• Please email the following information to otwinfo@oxfam.org.hk on or before 9 October:
  i)    Team number
  ii)    Name of sponsors / payee who would like a refund
  iii)    Amount they sponsored / paid
  iv)    Date of their sponsorship / payment
• The refund process will take about 8 to 10 weeks to complete. The fee/donation will be refunded to the credit card that was used at the time, or will be sent to the Team Leader or a specified recipient in one go (please indicate when submitting your application).
• If we do not receive the above information on or before 9 October, the sponsorship we have received so far will be automatically donated to OHK and the team slot will be forfeited.