DVV Media International Award Terms & Conditions 2023
TERMS AND CONDITIONS FOR AWARD DELEGATES
1.1 The Event organiser is DVV Media International Ltd.
1.2 A booking will be confirmed within two (2) working days by email (‘Registration Confirmation’). If you do not receive your Registration Confirmation within this time, please contact the Organiser to confirm your booking.
1.3 The Event name, date and location is defined in your Registration Confirmation and is referred to in these terms & conditions as ‘the Event.’
1.4 By booking your place at the Event set out in your Registration Confirmation, you are entering into a binding agreement.
1.5 A booking can include individual or multiple delegate places.
Payment must be received by credit/ debit card at the time of booking. Full payment must be received in cleared funds no less than two (2) working days before the Event takes place or admittance may be refused.
3. Delegate information
3.1 You will automatically be included in the delegate list (if published for the Event) but you must register for the Event at least ten (10) working days before the Event starts.
3.2 If you wish to be omitted from the delegate list you must confirm this with the Event Organiser by email to address on the Registration Confirmation within 48 hours of registering.
4. Cancellation by the delegate
4.1 All cancellations must be made by email to the contact email address on the Registration Confirmation and must be received within the defined timeframe defined in clause 4.2.
4.2 You may cancel one or more delegate place(s) at the Event on your booking at any time. If cancellation is more than thirty one (31) days before the Event date as set out in your Registration Confirmation, we will, at your option, accept a substitute delegate at no extra cost (see clause 5) or refund 75% of the applicable delegate fee. If cancellation is on or less than thirty one (31) days before the Event date, as set out in your Registration Confirmation, a substitute delegate will be accepted but no refund will be given.
4.3 Please note that a ‘non-attending delegate’ who has paid their delegate fee will be deemed to be a cancellation. The delegate will not be refunded for not attending. Please also note we will not permit the transfer of delegate places from one event to another in the event of non-attendance.
5. Substitution delegates
5.1 If any delegate is unable to attend the Event we may accept a substitute delegate at no extra cost, provided:
(i) You notified the Organiser by email to the address on the Registration Confirmation with the name, job title, email address and telephone number of both the registered and substitute delegate(s) no later than five (5) working days before the Event; and
(ii) Such substituted delegate is not residing in a prohibited country or otherwise prohibited in accordance with any of the sanction regimes of the European Union, United Kingdom, United Nations or United States of America’s regulatory authorities or any other applicable local regional sanctions.
5.2 The Organiser reserves the right to refuse entry to the substituted delegate(s) if notification is not received in advance as per provisions of these terms and conditions. Please also advise if the substitute delegate(s) has any special dietary or access requirements.
6. Visa applications
6.1 In the event a visa application is declined, the delegate fee paid will be refunded less an administration fee of 25% in the currency of the registration process for the Event in question if the following two requirements are met:
1) The Organiser receive notification of the visa decline by email no later than five (5) days prior to commencement of the Event; and
2) The email provides satisfactory evidence of the visa refusal (e.g. copy of Embassy written refusal)
6.2 If the requirements of clause 6.1 are not met, no refunded will be issued.
7. General Data Protection Regulations
7.1 By registering for the Event you allow the Organiser to list you in the attendee lists if applicable to the Event (identified by job title and company only). No other personal information, such as name, email, will be shared. If you would prefer not to be listed on the website or these documents, please confirm by email to address on the Registration Confirmation within 48 hours of registering.
7.2 At certain times, the Organiser may need to send a more detailed attendee list to the Event sponsors to allow them to request seating assignments and send appropriate representation. On these occasions, your first and last name, job title, and company will be shared. No contact information will be shared. This information will be shared over a secure and private platform.
7.3 The Organiser reserves the right to withhold all or some details concerning attendees of the Event where the Organiser determines it is necessary to do so to comply with its obligations under the General Data Protection Regulations.
7.5 If the Organiser is sending you leads as a result of a lead generation project (sponsored content, webinar, white paper) then the legal basis for processing the data is your company’s legitimate interest and you can communicate to the leads only in relation to the topic covered by the project.
It is delegates’ responsibility to take out appropriate insurance to cover travel and other activities related to the Event. The Organiser accepts no responsibility for travel, accommodation or other expenses incurred as a consequence of cancellation or postponement of the Event. The Organiser accepts no liability for any other loss, including incidental or consequential loss, in excess of the amount paid for the Event.
9. Hotel bookings
It is delegates’ responsibility to book accommodation as required at the Event venue and to pay for such accommodation in accordance with the venue’s terms and conditions. The Organiser will provide details of accommodation available at the time of booking or soon after.
10. Delegates’ liabilities
You hereby accept liability for all your acts or omissions at the Event venue and undertake to indemnify the Organiser and keep the Organiser indemnified against all liability in respect thereof and against all actions, suits, proceedings, claims, demands, costs and expenses whatsoever, which may be taken or made against the Organiser or incurred or become payable by them arising there from or in respect thereof including any legal costs and expenses and any compensation costs and disbursements paid by us on the advice of Counsel to compromise or settle any such claims.
11. Alteration and cancellation by the Organiser
11.1 It may be necessary to alter the Venue, date and content of the Event, or the timing of the programme. If the Organiser cancels the Event for any reason, a full refund of any booking fees paid will be made. If the date or location of the Event is altered, the booking will be transferred to the revised date and these Terms and Conditions shall apply to the transferred booking.
11.2 If the Organiser decides to re-site the Event to another venue or change the dates for reasons other than those stated in clause 11.3, and the delegate is unwilling to be re-sited at the new venue or participate on a different date, they must give notice to the Organiser of such unwillingness within fourteen (14) days of being notified of the change by the Organiser. In such circumstances the Organiser shall make a full refund of the delegate fee to the delegate. The Organiser shall not be liable for any Losses of the delegate arising from such re-siting or such unwillingness to be re-sited.
11.3 The Organiser shall have no liability to the delegate if the Organiser cancels, postpones or re-sites the Event, or reduces the planned period for the Event, due to an event of Force Majeure or because the Organiser ceases to have the right to hold the Event, in which case the Organiser shall not be liable to refund any amount paid to the Organiser by the delegate and shall not be liable for any Losses of the delegate arising from such cancelation, postponement or re-sighting.
12.1 No one under the age of 18 is permitted to attend the Event unless they have obtained the prior written consent of the Organisers.
12.2 Anyone attending the Event must not be involved in any activity which may disrupt the Event. Such activity may include participating in demonstrations, objectionable behaviour or wearing offensive apparel.
12.3 The Organiser reserves the right to exclude or remove anyone from the Event and venue who does not comply with this policy or who they reasonably consider is likely to break these rules or who is prohibited from attending under any applicable sanctions, laws or regulations.
13. Photographer & filming
Official Event photographers may be taking photographs and filming videos at the Event. Anyone attending the Event consents to such photography and filming without compensation and confirms that the Organiser shall be entitled to use such photographs and videos, which may include photographs and videos of visitors, for the purpose of marketing conferences in the future, for exploitation in any and all media, without liability. No other photography or filming will be permitted at the Event without the prior written approval of the Organiser.
At times, the audio for presentations may be recorded, and sessions may be filmed. Unless otherwise informed by the presenter, footage or quotes from sessions may be used in social media posts and/or in marketing efforts in the future, for exploitation in any and all media, without liability. No other recording will be permitted at the Event without the prior written approval of the Organiser.
15. Governing law
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 English law.
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).