Attendee terms of business

When you apply to register for a conference, congress, event, competition or festival that is organised, managed and administered by Ascential, including applying to book a table or a place at a table at the same, your ‘Agreement’ will be subject to the terms and conditions below (‘Attendee Terms’).

1. How this Agreement works

a. This Agreement (as defined below) is a contract between:

i. the client organisation or individual identified as such in the Order Form (‘You’, ‘you’, ‘your’); and

ii. the Ascential Group company identified in the Order Form as the provider of the relevant products and services (‘Ascential’).

b. Your contract with Ascential is made up of the Order Form and these Attendee Terms, together with any authorised variations of any of the foregoing and any documents incorporated by reference into any of the foregoing (together the ‘Agreement’).

c. Where you access services or products via a website operated by Ascential, these Attendee Terms should be read and will apply in conjunction with the terms and conditions applicable to your use of that website (the ‘Website Terms and Conditions’), which will form part of this Agreement.

d. In the event of any conflict or inconsistency between the Order Form, these Attendee Terms, the relevant Website Terms and Conditions and between any of the foregoing and a document referred to in the Agreement, the documents will take precedence in the order listed above.

2. Scope of these Attendee Terms

a. These Attendee Terms govern your application to register for a congress, event, competition or festival which is organised, managed and administered by Ascential (the ‘Event’) (as further detailed on the relevant booking form, which for the purposes of this Agreement will be deemed to be the Order Form), which is organised and managed by Ascential, including applying to book a table or a place at a table at an Event. They also apply to your purchase of the documentation pack for the Event.

b. The Event is organised and managed by Ascential.

c. Your application to register for the Event is subject to availability and to you making full payment (where relevant).

d. You may apply to register yourself for the Event and you may apply to register other individuals for the Event. You may apply for an individual place at an Event table for yourself, or you may apply for an individual place at an Event for someone else, or you may apply for a whole table or multiple tables at an Event. Where you apply to register other individuals for the Event and that registration is accepted, you will ensure that each such individual is aware of, agrees to be bound by and complies with these Attendee Terms. You will be liable for the failure by any such other individual to comply with these Attendee Terms as if it had been your failure.

3. General Mutual Obligations

a. Each party will carry out its obligations under this Agreement in accordance with the terms of this Agreement and with due skill and care.

b. Each party will comply with all applicable laws and regulations with respect to its activities under this Agreement.

c. Nothing in this Agreement will require Ascential to do or omit to do anything which would contravene any applicable laws or regulations.

4. Applying for a Table Booking

a. You should submit booking requests for Event tables either online or through Ascential’s relevant sales team.

5. Confirmation of Registration

a. Ascential will send you confirmation of your application to register for the Event as soon as reasonably practicable following the receipt of your application.

b. No booking at an Event is guaranteed until you receive a confirmation email or Order Form for the relevant booking from Ascential.

c. Ascential may notify you via the relevant Ascential-operated website for the Event that you are entitled to a refund of the Fee if you provide written notification to cancel within the specified period from the date of the acceptance of your booking. In the event that Ascential so notifies you, and that you cancel within such specified period, Ascential will refund the amount paid by you in full within the period specified on the relevant website.

d. Ascential may at any time and for any reasonable cause refuse to allow any individual or organisation entry into the Event.

6. Prices and Payment

a. There may be a price payable for attending the Event, and for purchasing the associated documentation pack. These prices are set out on the relevant Order Form or can otherwise be obtained from Ascential upon request or from Ascential’s website.

b. Prices may be subject to change from time to time. If the price of attending the Event increases or decreases before you receive a booking confirmation, Ascential will notify you and ask you to confirm whether you wish to proceed with your booking based on the revised price.

c. Unless stated otherwise on the relevant Ascential-operated website, the price payable for attending the Event is exclusive of any applicable sales tax (including VAT).

d. Ascential may offer discounts on prices payable for attending the Event time to time, but you may only use one discount per Event. Discounts apply to new bookings only and Ascential will not alter the price of a confirmed booking to reflect any discount.

e. Payment must be made, or authorisation to deduct payment given, at the time a booking request is submitted. Payment may be made by either bank transfer or credit or debit card or by any alternative method which Ascential chooses to accept from time to time.

f. If you wish to pay by bank transfer, please use the bank account details provided by Ascential on request. You are responsible for paying all bank charges. If bank charges are not paid by you, your booking may be rejected. A payment description should be included with your payment which references your individual or company (as appropriate) name. Once payment has been made and if Ascential so requests, you will scan and email proof of payment, quoting your company name, in order to complete your booking.

g. If Ascential agrees to invoice instead, you will pay the invoice in accordance with the payment terms set out therein or, if no such terms are set out, within thirty (30) days of receipt. Receipt will be deemed immediate if an invoice is sent electronically or on the following business day if sent by first class post. If no payment is made after such thirty (30) day period, Ascential may reject your booking request.

h. Save as otherwise set out in these Attendee Terms, Amounts paid are non-refundable once Ascential has confirmed your application to register for the Event .

i. If you apply to register for the Event less than two (2) weeks before the date of the Event, Ascential will only accept payment by a credit card, unless expressly agreed otherwise in writing. If for any reason Ascential has not received payment in full by the date of the Event, you will be asked as a condition of being allowed to attend the Event to provide payment by credit card on the day of the Event.

j. Ascential reserves the right to cancel your booking at any time if payment is not made.

k. You will pay sums due under this Agreement in full without any set-off, counterclaim, deduction or withholding (save as required by law).

l. Without prejudice to any other rights and remedies available to Ascential, Ascential will be entitled to charge you statutory interest (at the then-current rate) on any overdue amount under this Agreement, accruing daily from the due date until the date of actual payment of the overdue amount whether before or after judgment, compounding every ninety (90) days.

7. Attendee Passes

a. Ascential will issue you with an attendee pass, badge or other indication of authorised entry (a ‘Pass’) for use at the Event. Such Pass is valid for the named attendee only. Subject to clause 7(b) below, Passes may not be transferred and you must wear your Pass at all times during the Event. If you misuse your Pass in any way, including by defacing, copying or sharing it, Ascential may withdraw your permission to attend the Event.

b. If you are unable to attend the Event, we welcome substitute attendees at no extra cost provided that Ascential is given at least two (2) days’ prior notice of the name of the proposed substitute and has received payment in full. Please notify Ascential of any substitutions in writing.

c. In certain circumstances, Ascential may charge an administration fee in respect of any request to substitute or change your details. Any such administration fee will be publicised on the Ascential-operated website for the relevant Event.

d. You (or your authorised substitute) may be asked for photographic ID during the Event. If an individual is unable to provide identification which matches the attendee pass, he may be asked to leave the Event.

e. Ascential may offer ‘Companion Passes’ to the Event. In this context, ‘Companion’ means your spouse or partner and Companion Passes are not available to any of your business partners, clients or colleagues.

f. The exact permissions associated with a Companion Pass for a particular Event will be advertised on the Ascential-operated website relating to the Event. Where Ascential issues you with a Companion Pass, Ascential will issue an accompanying invitation to those specified events that the beneficiary of your Companion Pass is permitted to attend.

g. Passes issued to Companions, and their attendance at the Event, is entirely at Ascential’s discretion, and Ascential is entitled to revoke any Companion Pass or to withdraw any Companion’s access to any event at any time.

8. Changes to the Event and Cancellations

a. It may be necessary for reasons beyond Ascential’s reasonable control to alter the advertised content, timing, duration or location of the Event or the advertised speakers. Ascential reserves the right to do this at any time.

b. Where Ascential alters any aspect of the Event in accordance with clause 8(a) above, Ascential will notify you of that alteration and will offer you the choice of either a credit for a future conference, congress, event, competition or festival (up to the value of sums paid in respect of your attendance at the Event) or the opportunity to attend the Event as varied.

c. Where Ascential issues you with a credit in accordance with this clause 8, and where you receive a credit in accordance with these terms and conditions, such credit must be used by you to book a place at an Ascential-organised Event within 18 months from the date of that credit. Following such 18 month period, the credit will expire.

d. Ascential will have no obligation to refund any amounts paid in respect of cancellation or non-attendance by you or your nominated substitute attendee.

9. Event Content: Ownership and Use

a. As between you and Ascential, all rights in all presentations, documentation and materials published or otherwise made available as part of or compiled or created as a result of the Event (including documentation packs or audio or audio-visual recording of the Event) (‘Content’) are owned by Ascential or are included with the permission of the owner of the rights. You may not photograph, film, record, republish or broadcast any of the Content.

b. During the course of the Event, you may be recorded in a variety of media including still photography and audio. You consent to being recorded in any media and agree that Ascential may use any such recording for any purpose connected to the Event without your prior approval and with no obligation to compensate you for that use. Ascential may write reports on the Event including as the basis for articles to be included in any of Ascential’s publications in digital or written format. Ascential may produce articles regarding the Event which name and quote particular attendees and you consent to being named and quoted in any such article.

c. Subject to the remainder of this Clause 9, you may only use Content for your own internal business purposes, in accordance with fair practice and only to the extent reasonably required. You may not otherwise distribute, reproduce, modify, store, transfer or in any other way use any of the Content.

d. Nothing in these Attendee Terms permits you to, and you agree that you will not:

i. upload any Content into any shared system;

ii. include any Content in a database;

iii. include any Content in a website or on any intranet;

iv. transmit, re-circulate or otherwise make available any Content to anyone else;

v. make any commercial use of the Content whatsoever; or

vi. use Content in any way that might infringe third party rights or that may bring Ascential or any of our affiliates into disrepute.

10. Prohibited Associated Activities

a. In participating in the Event, you represent and warrant that:

i. you will not, directly or indirectly, organise, fund or sponsor any conflicting or competing activity in the city in which the Event is located during the Events, unless you are permitted to do so for the Event and you do so in conjunction with Ascential;

ii. you will not, directly or indirectly, engage in activities that are identical or similar to those conducted by Ascential during the Event, or that otherwise that take commercial advantage, or are parasitic of the Event, its brand, trademark or goodwill;

iii. you will not entice Event delegates, sponsors or speakers away from the Event with the intention of presenting your own competitive commercial activities which runs contrary to the Event or to its detriment or engage them to participate in, support your event or competitive commercial activity which undermines or damages the Event;

iv. you will not use the name, trademarks or logos of the Event or any Ascential business to promote your event or competitive commercial activity without Ascential’s prior written consent; and

v. you will not engage in promotional or branding activities, including but not limited to the distribution of leaflets, brochures or flyers whether before, during or after the Event unless agreed in writing with Ascential.

b. Ascential reserves the right to procure the cancellation of any event that you host or manage, whether before, during or after the Event, that is in breach of any of the terms of clause 10(a) without any liability to you.

11. Content Disclaimers

a. You acknowledge that the Content does not necessarily reflect our views or opinions.

b. You should not rely on suggestions or advice contained in the Content in place of professional or other advice.

c. Whilst Ascential takes reasonable care to ensure that Content which is created by Ascential is accurate and complete, some Content is supplied by third parties and Ascential is unable to check its accuracy or completeness. You should verify the accuracy of any information (whether created by us or third parties) before relying on it.

d. The Content is provided on an ‘as is’ basis without any warranties of any kind, express or implied.

e. To the extent that any Content is made available by Ascential online, Ascential reserves the right to suspend or remove access to such Content at any time.

f. Ascential excludes to the fullest extent permitted by law all liabilities costs, claims, damages, losses and expenses arising from any inaccuracy or omission in the Content or arising from any infringing, defamatory or otherwise unlawful material in the Content.

g. To the extent that any Content is made available by Ascential online, Ascential reserves the right to suspend or remove access to such Content at any time.

12. Confidentiality

a. Each of Ascential and you agree that it will not at any time during the Agreement and for a period of five (5) years after termination of this Agreement disclose to any person any of the other party’s confidential information. Confidential information means information that relates to or is provided by or on behalf of the other party and that is either marked confidential or is by its very nature clearly confidential.

b. Each of Ascential and you may disclose the other’s confidential information to its affiliated companies and to its and their officers, employees, directors, consultants and advisers who need to know that information for the purposes of properly exercising that party’s rights or performing its obligations under this Agreement, provided that any such individual is aware of the confidential nature of the material and is bound by obligations of confidence at least as onerous as the ones in this Agreement.

c. Each of Ascential and you may disclose the other’s confidential information as required by law, by a court of competent jurisdiction or by a governmental or regulatory authority.

d. The obligations of confidence set out above do not apply to information that is or becomes public knowledge other than by breach of this Agreement, that is received from a third party without obligation of confidence, that is independently developed by the receiving party without access to the relevant confidential information or that is required to be disclosed to potential acquirers of that party under equivalent obligations of confidence.

13. Term and Termination

a. The rights and liabilities of each party under this Agreement will come into effect on the date that Ascential issues confirmation that it accepts your Order Form/the date on which you sign the Order Form, or on which you click the ‘I agree’ button on an electronic copy of the Order Form.

b. Save where an alternative date is specified in the Order Form, and subject always to earlier termination in accordance with the terms of this Agreement, the rights and liabilities of each party under this Agreement will terminate on Ascential’s completion of the relevant services and delivery of the relevant products.

c. Ascential may, with or without notice, suspend access to the relevant services or terminate this Agreement in its entirety if you are delinquent in paying all or any portion of the Fees, provided that you have been served with a written demand for payment of the overdue amount and have not made payment within fourteen (14) days of your receipt of such notice.

d. Either party has the right at any time to terminate this Agreement immediately by giving written notice to the other in the event that the other commits a material breach of any of its obligations under this Agreement and has not remedied such breach (if capable of remedy) within fourteen (14) days of being required to do so by written notice.

e. Ascential may terminate this Agreement forthwith on written notice to you if you cease or threaten to cease to carry on business, are unable to meet your debts as they fall due, have an order made or a resolution passed for your winding-up, have an administrator, receiver or manager appointed, make any arrangement or composition with your creditors, or make an application for the protection of your creditors in any way.

14. Consequences of Termination

a. Termination or expiration of this Agreement or any part thereof will not affect the continuance in force of any provision of this Agreement or the relevant constituent part which is expressly or by implication intended to survive termination.

b. On termination of this Agreement for any reason other than an uncured material breach by Ascential, all committed unpaid Fees will become immediately due and owing in full. In addition, you will be liable for any collection costs (including without limitation legal fees and expenses, collection agency fees and expenses, court costs, collection bonds, and reasonable staff costs at standard billing rates for time spent in efforts to collect) incurred by Ascential or its agents to collect sums due and owing under an Agreement.

15. Disclaimers and Limitation of Liability

a. You will ensure that Ascential, its staff and affiliates will not suffer or incur any loss, costs, claims or expenses of any kind arising from or in connection with any act or omission by you (including your attendees) during or otherwise in relation to an Event.

b. Nothing in this Agreement will operate to exclude or limit a party’s liability for death or personal injury caused by its or its employees or subcontractors’ negligence, or for any fraudulent misrepresentation by any of the foregoing or for any other liability which cannot be excluded or restricted by law.

c. Subject to the foregoing, neither party will be liable to the other under or in connection with this Agreement for any indirect, special, economic or consequential damages, claims, losses or expenses of any kind arising out of or in connection with this Agreement and whether for breach of contract, tortious behaviour (including negligence) or any other cause of action. This limitation of liability applies to any damages or injury caused by any failure of performance, error, omissions, interruption, deletion, defect, delay in operation or transmission, computer virus, communication line failure or theft of, destruction of, unauthorised access to, alteration of or use of content or data.

d. Subject always to the remaining provisions of this clause 15, Ascential’s aggregate liability to you in respect of all losses, liabilities or damage suffered by you arising out of or in connection with these Attendee Terms, howsoever arising and whether in contract, negligence or other tortious action or otherwise, will not exceed the value of sums paid in respect of your attendance at the Event.

e. The terms implied by sections 3, 4 and 5 of the Supply of Goods and Services Act 1982 are, to the fullest extent permitted by law, excluded from this Agreement.

16. How we may user your personal Information

We will only use your personal information as set out in our Privacy Policy.

17. Anti-Bribery and Sanctions

a. You warrant that you will:

i. comply with all applicable laws, statutes and regulations relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010;

ii. put in place, comply with and maintain codes of conduct and anti-bribery and anti-corruption policies as are appropriate to meet your statutory responsibilities in this regard; and

iii. promptly notify Ascential of any request or demand for any undue financial or other advantage of any kind received by or on behalf of you in connection with this Agreement.

b. Ascential is part of an enlarged corporate group which pledges to trade legally and respect all laws including the Trade Sanctions imposed by EU and US Governments. Ascential operates a Group Sanctions Policy which means that Ascential cannot accept subscriptions or other orders from individuals or organisations based or residing in, or connected with, a country or organisation which is subject to EU or US Government sanctions. Ascential reserves the right to refuse to accept an order from any such person or organisation.

c. Notwithstanding anything else in this Agreement, breach by you of the foregoing Anti-Bribery and Sanctions provisions will be deemed a material breach of this Agreement.

18. General

a. The documents comprising this Agreement (together with any documents referred to therein or required to be entered into thereunder) contain the entire agreement and understanding between the Ascential and you and supersede all prior agreements, understandings or arrangements (both written and oral) relating to the subject matter of this Agreement and any such document.

b. The Agreement will apply to the exclusion of all other terms and conditions (including any which you purport to apply under any purchase order, confirmation of order, specification or other document).

c. Where and to the extent that you are entering into this Agreement on behalf of an organisation, you represent and warrant that you have the authority to bind such organisation. Any person who has access to any of the products or services that you procure from Ascential, by virtue of being designated by you as an individual user of the same, similarly agrees to be bound by the terms of this Agreement.

d. Notices required under this Agreement will be sent by email to the relevant party’s address on the Order Form or as otherwise agreed in writing for such purpose. Notice by email is deemed effective three hours from transmission. Ascential may also give notice to you via its website and such notice is deemed effective at the time at which it appears on the relevant website.

e. You acknowledge and agree that communication with Ascential may be electronic. Ascential may contact you by email or provide you with information by posting on its main website or one of its brand’s websites. You agree to this electronic means of communication and you acknowledge that any communications that Ascential sends to you electronically comply with any legal or contractual requirement that such communication be made in writing.

f. You may not assign, sub-license, subcontract or otherwise transfer to any third party (including any company within your corporate group, if applicable) any of your rights or obligations under this Agreement. Ascential may assign, sub-license, subcontract or otherwise transfer to any third party (including any Ascential Group company) any of its rights or obligations under this Agreement at any time and without notice.

g. In the event that any provision of this Agreement is held to be invalid or unenforceable, that portion shall be construed in a manner consistent with the applicable law to reflect, as nearly as possible, the original intentions of the parties, the remainder of this Agreement will remain valid and enforceable.

h. The official version of this Agreement is in the English language. Any translations of this Agreement are provided merely for convenience and will not be legally binding. In the event of any conflict between the English language version and any translations, the English version will prevail.

i. Where this Agreement uses the words ‘include’ and ‘including’, these are illustrative and not limiting.

j. This Agreement will not create, nor will it be construed as creating, any partnership or agency relationship between the parties.

k. You must effect and will maintain in place appropriate insurance cover for an amount sufficient to cover your liabilities under this Agreement, including all insurances required by law.

l. Each party acknowledges that in entering into this Agreement it has not relied on, and will have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in the Agreement.

m. No person who is not a party to the Agreement will have any rights under or in connection with it by virtue of the Contracts (Rights of Third Parties) Act 1999 and the rights of the parties to terminate, rescind or agree any variation, waiver or settlement under the Agreement will not be subject to the consent of any third party.

n. Ascential will have no liability to you for any failure or delay in performing any obligation under this Agreement as a result of any event beyond its or its subcontractors’ reasonable control.

o. Ascential may revise this Agreement at any time by posting an update on its principal website. It is your responsibility to check that website from time to time and to review the most up-to-date version of this Agreement.

19. Choice of Law

a. This Agreement will be governed by and construed in accordance with English law and the courts of England will have exclusive jurisdiction to settle any disputes arising out of or in connection with this Agreement.

b. This choice of law and jurisdiction does not prevent either party from seeking injunctive relief in any appropriate jurisdiction with respect to violation of intellectual property rights.