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CONFERENCES AND FORUMS DELEGATE TERMS & CONDITIONS
Definite Article Media Limited (Organiser) a company registered in England and Wales under company number 10956503, and with its registered office at 167-169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom, EC1A 2BN and VAT number GB 283326400;
Interpretation
“Client” means the company, firm or person who has applied and been booked a Delegate(s) pass for the Event and who is the counterparty to the Organiser identified on the Booking Form;
“Event” means the Conference or Forum (as referenced on the Booking Form);
“Event Venue” means the location of where the Event will take place (as referenced on the Booking Form or advertised on the Event official website);
“Paid Pass(es)” means a delegate pass for a fee;
“Complimentary Pass(es)” means a delegate pass that is free of charge;
“Substitute” means representative from the same organisation selected to attend on behalf of the Client and approve by the Organiser;
“Cancellation Date” means the date when a Paid and Complimentary Pass(es) can be cancelled before in incurring a fee;
1. Payment
1.1. Upon signature Organiser will issue an invoice for the full amount.
1.2. Payment will be made by bank transfer in which case Organiser will issue an invoice for the full amount due (the “Total Price”) immediately upon receipt of the Booking Form; or by any other method accepted by Organiser (including credit card or debit card) in which case the Total Price shall be payable as set out below and each invoice issued shall be payable.
1.3. Payment terms are 30 days from after invoice has been issued or before the event takes place.
1.4. If the package is booked online via the Event website, this Terms and Conditions apply.
1.5. If the agreed terms of payment on the Booking Form differ from those set out in this Terms and Conditions, the terms of payment on the Booking Form take precedence.
1.6. Without limiting any of our other rights or remedies, if any payment is overdue from the Client, the Organiser reserves the right to (in its sole discretion) suspend performance in respect of the Agreement.
1.7. The Client will not be allowed to exercise the Client Rights/ attend the Event if any payment is outstanding on the day of the Event.
1.8. The Client shall pay 12.5% administration charge together with any applicable VAT of the value of the booking for unpaid invoices of 90 days and over. A separate invoice with the additional administration together with any applicable VAT charge will be issued to the Client. Payment for the administration charge together with any applicable VAT is expected within 5 working days of issuing the invoice.
2. Delegate pass inclusions
2.1. The registration fee includes conference documentation, admission to all conference sessions, lunch and refreshments, admission to networking social events (if scheduled).
2.2. The registration fee does not include travel, hotel accommodation, transfers or insurance.
3. Cancellation by client for Paid Passes.
3.1. The client has the right to cancel his/her participation in the event. Cancellation must be received by the Organiser in writing.
3.2. If the client cancels with more than 12 weeks advance notice before the start of the event, The Organiser shall be entitled to retain 50% of the amount for participation in the event.
3.3. If the client cancels within 12 weeks or less of the Event day or fails to attend the event, then the client shall not be entitled to any refund.
3.4. Failure to attend an event shall not excuse a client from owing the full amount of the registration fee. A copy of the conference notes (if available) from the Event will be sent to the client after the event is over in case of cancellation by the client.
4. Cancellation fee for Complimentary passes.
4.1. Only advisers, employee benefit consultants and any other relevant role as outlined on the Event website from qualified organisations qualify to receive a complimentary pass.
4.2. The Organiser reserves the right to refuse a complimentary pass to any individual/ organisation that may deem not valid to receive a complimentary pass.
4.3. The Client with a Complimentary Pass(es) commits to attending the Event.
4.4. Failure to cancel prior to the Cancellation Date will result in the Organiser charging a cancellation fee of £599+VAT for each registered delegate who does not attend. The Cancellation Date will be published on the Event website; clients are advised to consult the website or contact the Organiser’s events team at events@definitearticlemedia.com for confirmation.
4.5. If clients are unable to attend the Event, they may nominate a Substitute from their organisation to attend on their behalf, provided this nomination is made no later than one week before the Event. Substitutes must hold a relevant role and must be approved by the Organiser. Failure to nominate an appropriate substitute, or if the approved Substitute fails to attend, will result in the Organiser charging the cancellation fee of £599+VAT per registered delegate who does not attend.
4.6. Failure to attend the Event without prior Cancellation or Substitution will also incur the cancellation fee of £599 + VAT per registered delegate that fails to attend the Event.
4.7. The client agrees to be invoiced for the total cancellation fee after the Event if any of the above conditions apply.
4.8. The Organiser will issue an invoice for the total amount of the cancellation fees post-Event, with payment due upon receipt.
5. Cancellation by the Organiser
5.1. While every reasonable effort is made to adhere to the advertised program, circumstances can arise which may cause changes in the program, including but not limited to changes in the content, date(s), location or venue, or special features of the planned Event. Such circumstances include but are not limited to acts of terrorism, war, extreme weather conditions, compliance with government requests, orders and legal requirements, failure of third-party suppliers to timely deliver, and failure to register the minimum target number of attendees for a given event.
5.2. The Organiser reserves the right to change the content, date(s), location or venue and /or special features of an event, to merge the event with another event, or to postpone it or cancel it entirely as appropriate under the circumstances.
5.3. Client agrees that the Organiser shall not be liable for any cost, damage or expense which may be incurred by Client because of the event being so changed, merged, postponed or cancelled and client agrees to hold the Organiser harmless and to indemnify the Organiser in case of liability caused by any such changes, mergers, postponements or cancellations.
6. Cancellation of the event.
6.1. In case the Organiser cancels an event, then the Client will receive a full refund the Event fee.
7. Programme changes.
7.1. Please note that speakers and topics were confirmed at the time of publishing; however, circumstances beyond the control of the Organiser may necessitate substitutions, alterations or cancellations of the speakers and/or topics. As such, the Organiser reserves the right to alter or modify the advertised speakers and/or topics if necessary. Any substitutions or alterations will be updated on our web page as soon as possible.
8. Force Majeure.
8.1. the Organiser shall not be liable for loss or damage due to delay in the performance of this agreement resulting from any cause beyond the Organiser direct control or due to compliance with any regulations, orders, acts, instructions, or priority requests of any government authority, acts of God, acts or omissions of the Client, fires, floods, epidemics, pandemics, weather, strikes, business shutdowns, embargoes, wars, threats or acts of terrorism, riots, delays in transportation, delay in receiving services or materials from the Organiser usual sources, or failure of the Event Venue to timely deliver the necessary premises and/or services to accommodate the event.
9. Photography and filming at the event
9.1. For the purpose of promoting and marketing the Event there is filming and photography at the Event.
9.1.1. The Organiser reserves the right to film and photographs the Event and use the footage and photographs in our publication.
9.1.2. Organiser reserves the right to grant permission third parties to use the film and photographs
9.1.3. By booking the Client consents to being filmed and photographed during the Event.
9.1.4. The Organiser has no obligation to photograph or film the Client.
9.1.5. The Organiser has no obligation to provide copies of the photographs and video footage of the Client.
10. Confidentiality
10.1. The terms and conditions of this agreement and confidential.
10.2. Each Party undertakes that it shall not at any time disclose to any person any Confidential Information of the other Party except as permitted by clause.
10.3. Each Party may disclose the other Party’s Confidential Information:
10.3.1. to its employees, officers, representatives or advisers who need to know such information for the purposes of carrying out the Party’s obligations under this Agreement. Each Party shall ensure that its employees, officers, representatives or advisers to whom it discloses the other Party’s Confidential Information comply with this clause; and
10.3.2. as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority including any relevant securities exchange.
10.4. No Party shall use any other Party’s Confidential Information for any purpose other than to perform its obligations under this Agreement.
11. Announcements
11.1. The Client shall not make, or authorise any person to make, any public announcement concerning this Agreement without the prior written consent of the Organiser (such consent not to be unreasonably withheld or delayed), except as required by law, any governmental or regulatory authority (including, without limitation, any relevant securities exchange), any court or other authority of competent jurisdiction.
12. Entire agreement
12.1. This Agreement constitutes the entire agreement between the Parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.
12.2. Each Party agrees that it shall have no remedies in respect of any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in this Agreement. Each Party agrees that it shall have no claim for innocent or negligent misrepresentation based on any statement in this Agreement.
13. Costs
13.1. Except as expressly provided in this Agreement, each Party shall pay its own costs incurred in connection with the negotiation, preparation, and execution of this Agreement and any documents referred to in it.
14. Variation
14.1. No variation of this Agreement shall be effective unless it is in writing and signed by the Parties (or their authorised representatives).
15. Waiver
15.1. No failure or delay by a Party to exercise any right or remedy provided under this Agreement or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.
16. Rights and remedies
16.1. The rights and remedies provided under this Agreement are in addition to, and not exclusive of, any rights or remedies provided by law.
17. Severance
17.1. If any provision or part-provision of this Agreement is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable.
17.2. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause 26 shall not affect the validity and enforceability of the rest of this Agreement.
17.3. If any provision or part-provision of this Agreement is invalid, illegal or unenforceable, the Parties shall negotiate in good faith to amend such provision so that, as amended, it is legal, valid and enforceable, and, to the greatest extent possible, achieves the intended commercial result of the original provision.
18. Third party rights
18.1. A person who is not a party to this Agreement shall not have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Agreement.
19. Anti-Bribery
19.1. The Client shall:
19.1.1. comply with all applicable laws, regulations, codes and sanctions relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010 (“Relevant Requirements”);
19.1.2. not engage in any activity, practice or conduct which would constitute an offence under sections 1, 2 or 6 of the Bribery Act 2010 if such activity, practice or conduct had been carried out in the UK;
19.1.3. comply with the Organiser’s anti-bribery and anti-corruption policies (available to the Client on request) and the Organiser may update them from time to time (“Relevant Policies”);
19.1.4. promptly report to the Organiser any request or demand for any undue financial or other advantage of any kind received by the Client in connection with the performance of this Agreement;
19.1.5. ensure that all persons associated with the Client or other persons who are performing services in connection with this Agreement comply with this clause 12.1; and
19.1.6. within 2 months of the date of this Agreement, and annually thereafter, certify to the Organiser in writing, its compliance with this clause 12.1. The Client shall provide such supporting evidence of compliance as the Organiser may reasonably request.
19.2. Failure to comply with clause 12.1 may result in the immediate termination of this Agreement.
20. Governing law
20.1. This Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the English law.
21. Jurisdiction
21.1. Each Party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this agreement or its subject matter or formation (including non-contractual disputes or claims).