Delegate terms and conditions of contract
In these conditions of contract, the following definitions apply:
“Company” refers to Beyond This/Free & Equal?
“Client” the organisation or individual entering in to contract with the company via the acceptance of these terms and conditions.
“Event” a course, conference or summit delivered or organised by the company.
“Contract” the legal contract between the Company and the Client for the purchase and supply of a service in accordance with the terms within the conditions of contract.
“Booking” the confirmation by a client of their purchase request and acceptance of our conditions of contract.
“Speaker” refers to the individual invited to teach, facilitate, chair, deliver a presentation or participate on a discussion panel.
- Making a Booking
1.1 Bookings for an event can be made via email, telephone, online and by post.
1.2 The booking is deemed to be accepted when the Company issues written acceptance of the Booking at which point the Contract shall come into existence (Date of Commencement). A confirmation will be sent to the client within 24 hours of making a booking.
1.3 Where a Client makes a booking for one or more delegates, then the Company’s contract is with the Client making the booking and not the individual delegate(s).
1.4 All delegates must observe and comply with these terms and conditions set out under the conditions of contract. A breach from any delegate will be treated as a breach by the client.
1.5 The conditions set out in this contract apply to the exclusion of any other terms that the client seeks to impose, or which are implied by custom, trade or existing practice.
1.6 Registration Information will be sent to registered clients by email at least seven days prior to the event. Any delegate not receiving the registration information should contact us by email.
- Payments
2.1 The company shall invoice the Client in advance of the event or service provided. The Client shall pay each invoice submitted by the company in advance of the provision of the Services and no later than 14 days of the date of the invoice and before the delivery of the event date
2.2 All Bookings must be paid in full to guarantee entrance to the Event.
2.3 Without limiting any other right or remedy of the company, if the Client fails to make any payment due to company under the Contract by the due date for payment, the company shall have the right to charge interest on the overdue amount at the rate of four per cent per annum above the then current Barclays Bank Plc base rate accruing on a daily basis from the Due Date until the date of actual payment of the overdue amount, whether before or after judgement, and compounding quarterly.
2.4 The Client shall pay all amounts due under the Contract in full without any deduction or withholding except as required by law and the Client shall not be entitled to assert any credit, set-off or counterclaim against the company in order to justify withholding payment of any such amount in whole or in part. The company may, without limiting its other rights or remedies, set off any amount owing to it by the Client against any amount payable by the company to the Client.
2.5 We require payment to terms. Payment must be made on time, in full, and without any deduction, off set or counterclaim. In the event that an account is outstanding, we will refer the matter to debt collection agents, which will incur additional costs. The additional costs incurred to collect the debt will be added to the debt, plus VAT at the prevailing rate. You agree that you will be legally liable to pay the outstanding account plus additional costs, and that payment of the same can be enforced against you in court. If applicable, you also agree to pay compensation and interest at the relevant reference rate, as provided for under the Late Payment of Commercial Debts (Interest) Act 1998.
- Early Bird Rate and Discounts
3.1 In order to qualify for any ‘early bird’ rate or ‘discount’, a booking and direct payment must be received before the deadline date listed in the conference marketing material. Inclusive offers cannot be split between two or more delegates. All bookings must state the relevant discount code at the time of booking.
- Delegate Cancellations, Transfers, Substitutions and non-attendance
4.1 The Client shall have the right to cancel the Order within 14 days of booking.
4.2 If the delegate is unable to attend an event and needs to cancel a booking, the client must let the company know in advance and in writing by email.
4.3 Bookings cancelled after the 14 day cancellation period will be chargeable at the full booking fee.
4.4 At the discretion of the Company, delegates may nominate an alternative person from their organisation to attend up to 14 days prior to the start of the event, at no extra charge assuming that the substitute person is eligible for the Event. Should substitution not be possible, cancellation charges will apply.
4.5 Where no fee for attendance has been charged (Fully funded place), the company reserves the right to administer a cancellation charge to delegates who do not attend on the day of the event and have not notified the company in 14 days in advance in via email. The cancellation charge applied will be equal to the online fee to attend the Event at the time of booking. Fully funded places are allocated at the company’s discretion and Beyond This/Free & Equal? reserve the right to cancel fully funded bookings at any time.
4.6 If a delegate fails to attend any part of an Event, the company reserve the right not to issue a certificate on completion of the event unless an exemption has been pre-approved by the company. Delegates requiring an exemption for any part of an event must submit their request in writing to peter@beyondthis.co.uk, outlining their reason and supporting evidence for consideration by the company. An outcome will be provided by the company no later than 7 days prior to the commencement of the event. The company’s decision is final.
- Alterations to Programme, Cancellation or Postponement of Event
5.1 The Company reserves the right to make alterations to the Event programme, venue and timings. Should the company be unable to deliver any physical Event as a result of government restrictions, advice or social distancing we reserve the right to postpone the event or run the scheduled event via a virtual environment.
5.2 In the unlikely event that the Company cancels an Event and does not reschedule, the Company will refund any pre-paid booking fees. Liability will be limited to the amount of the booking fee paid. The Company shall not be liable for reimbursing the cost of travel or accommodation arrangements made by individual delegates.
5.3 Please note that we cannot offer refunds where events are cancelled as a result of events outside of our control. Alternate dates will be provided. The Company shall not be liable for reimbursing the cost of travel or accommodation arrangements made by individual delegates.
5.4 If by postponement and re-arrangement an Event can take place, the booking between the client and the company shall remain in force and will be subject to the existing Delegate Cancellations, Transfers, Substitutions and non-attendance terms.
5.5 If, for whatever reason, it is found necessary to postpone or change the date of the Event, the Company shall not be liable for any expenditure, damage or loss incurred by the client.
5.6 Speakers views expressed at an event are their own. The Company cannot accept liability for advice given, or views expressed, by any speaker at the Event or in any material provided to delegates and clients.
- Special requirements
6.1 Delegates should advise of any special requirements at the time of Booking including; dietary, access and visual and audio support.
- Photography, filming and social media
7.1 For promotional purposes, there may be a professional photographer, videographer or live social media streaming taking place during the Event. Clients and delegates who do not wish to be filmed or recorded and published on social media should advise the company in advance and in writing.
- Data Protection and Personal data
8.1 Peter Radford is the Data Controller and Data Processor of any personal data you supply. The personal data you supply will be used to process your booking.
8.2 By submitting registration details, delegates agree to allow the Company, sponsors, speakers and partners associated with the course or event to contact them regarding their booking.
8.3 We may use personal details, provided by registered delegates, in the production of Event materials and literature including joining instructions and delegate attendee lists.
8.4 Delegate attendee lists may be provided to Event speakers, supporters, and sponsors for the purpose of event administration, safety, networking and follow up activity deemed necessary for the successful delivery of the full Event experience.
8.5 You will receive delegate and customer communications (by e-mail, telephone, SMS, post) in connection with your booking, from time to time we will let you know about additional offers and promotions related to your booking that we think may be of legitimate interest.
8.6 We do not pass data to any third party without consent. However, please note that by registering for an event you consent to us processing your data to enable us to deliver the service you have purchased. This may involve passing your details on to our partners including trainers, speakers, facilitators, partner educational providers, debt recovery agents and partners that support us with the delivery of our services.
8.7 You have the right to object to your data being used for specific purposes. If you have a specific objection, please email us at peter@beyondthis.co.uk with the subject line ‘Data protection’.
8.8 Our full Data Protection and Privacy Policy can be downloaded from our web site www.beyondthis.co.uk
- Insurance
9.1 It is the responsibility of the delegate to arrange appropriate insurance cover in connection with their attendance at the conference. The Company cannot be held liable for any loss, liability or damage to personal property.
- Force Majeure
10.1 The Company is relieved of all its obligations if any act is outside the company’s control and impacts the company’s ability to deliver the Event including acts of god, danger of war, fire or severe disturbances affecting the organisation, venue or its suppliers.
- Admission and right of entry
11.1 The Company reserves the right to refuse admission and to remove persons from the Event for any reason where necessary. The Company may also have to conduct security searches and/or checks to ensure the safety of persons at the Event.
- Technical access for virtual events
12.1 The Company will provide the Client with joining instructions before the Event which has information regarding the technical requirements to access the platform. It is the Clients responsibility to check their system is compatible with the site, including checking for firewalls and using the most compatible platforms.
12.2 The Company will endeavour to help and assist with technical issues where possible. However the Client is advised to test the connection in advance of the event by clicking on the link in the Joining Instructions.
12.3 The Company is not responsible for technical difficulties accessing the event relating to the subscriber or delegates system, chosen platform, equipment, internet connection bandwidth or restricted access.
- Revisions
The Company reserves the right to revise these Conditions at any point.