Event Terms and Conditions

Event Delegates

Booking to attend an Event

1. These terms and conditions (the “Terms and Conditions”) apply to the booking of a place by attendees (“you”, “your”, “delegates”) at a HEPA Event (the “Event”) which defined term shall be deemed to apply to any form of HEPA Event or conference, where such is otherwise described as (without limitation) a ‘festival’, ‘residential event’, ‘summer school’. HEPA is the Higher Education Procurement Association, a Professional HE Services Ltd (“PHES”) association (“we”, “us”, “our”, “HEPA”). Generally, these Terms and Conditions apply irrespective of whether you physically attend an Event, or whether you attend an Event remotely/virtually. Where indicated, specific clauses of these Terms and Conditions only apply where you (i) physically attend, or (ii) attend virtually.
2. If you are a partner / supporter of one of our Events, these Terms and Conditions apply to your purchase of tickets for the Event and to you and any of your staff, members etc. attending the Event. Additional terms also apply to supporters / partners, which are available below. These Terms and Conditions apply only to attendees at our Events who are acting in a business capacity. If you are seeking to attend our Events for purposes which are wholly or mainly outside your trade, business, craft or profession, please see how to contact us.
3. Payment for the Event (the “Event Fee”) must be made by credit or debit card (if you are 18 years or older) and card details must be entered online, please note only Visa or MasterCard are accepted. You hereby confirm that you are the person authorised to use such credit card or debit card.  
4. By submitting your booking form online (the “Online Booking Form”) and ticking the box to confirm you have read and understood these Terms and Conditions you are making an offer to attend the Event subject to these Terms and Conditions.
5. Once you have completed your Online Booking Form you will automatically be sent a booking confirmation email with an invoice that will show as paid and is the booking receipt (the “Booking Confirmation Email”). Please note a failed payment constitutes a failed booking. 
6. The Booking Confirmation Email will be deemed as confirmation of our acceptance of your registration for the Event and such acceptance brings into existence a legally binding contract between us and you comprising these Terms and Conditions, your Online Booking Form and the Booking Confirmation Email (the “Booking”). If you will be attending an Event virtually, you will be emailed a link and/or access code to enable your virtual attendance, and it is your responsibility to ensure that you have access to the relevant software to successfully use that link/access code. We shall have no liability to you if the link/access code we provide does not enable you to attend the Event virtually, because of reasons outside of our control (including, without limitation, where you have not installed the correct software to use the link/access code, and/or where you have provided an incorrect email address and/or contact details to which we send the link/access code). For further requirements on this, please refer to clauses 38 to 41. Unless cancelled earlier in accordance with these Terms and Conditions, the Booking shall terminate once the Event has been delivered in full (as further defined in this clause), at which point the obligations set out in these Terms and Conditions shall cease (except for the restrictions on use of Event materials set out in clause 35, which will continue in perpetuity). For the purposes of these Terms and Conditions, the Event shall be deemed to have been delivered in full when 80% of the planned event sessions have been completed.
7. To help ensure effective delivery, all our Events may be subject to a limit on the maximum number of attendees. Once that number is reached, your Booking will be declined, but you will be offered the opportunity either to go onto a reserve list and/or be notified by email if we decide to re-run the Event at a future date in the original location.
8. All Bookings are accepted on the understanding that an Event will only be delivered if it attracts the required minimum number of attendees to ensure viability. Where an Event is cancelled due to insufficient numbers, we will notify you by email at least 5 working days before the date the Event was intended to take place and will refund all fees paid, direct to the relevant credit or debit card, within five working days. 
9. Registration cannot be accepted over the telephone and places are only guaranteed upon payment and receipt of the Booking Confirmation Email.
10. We may use a third-party Event organiser; you should see how to contact us for any assistance required with your booking.

Payment and Fees

11. All price(s) for Events will be displayed on our website in pounds sterling, inclusive of VAT unless otherwise stated.
12. You shall have no right to attend the Event until the Event Fee has been paid in full and we may prevent you from attending all or any part of the Event, without liability to you. 
13. If you are paying by credit or debit card, unfortunately we cannot accept American Express or Diners Card.
14. Only in exceptional circumstances will payments by direct bank transfer be accepted. In this case, it is your responsibility to ensure that this invoice reaches the correct finance department. We will not issue invoices directly to finance departments unless emailed on an individual basis to do so. The person making the Booking is the point of contact for invoice chasing and is responsible for ensuring that the invoice is paid.
15. Please note that we must receive the full amount shown on the invoice including any VAT applicable. Any fees or charges which are levied by the bank for you to make this payment should be paid by you directly and should not come out of the Event Fee payment. If you do not pay these bank charges you will still be liable for the difference between the amount that is paid to us and your total fee payable. Any shortfalls in the Event Fee must be paid before your attendance at the Event.

Cancellations and Refunds Policy

Cancellation by you

16. Subject to clauses 19 to 23 below (cancellation by us) and the remainder of this clause, if after Booking you wish to cancel your attendance at the Event, we operate a graduated refund policy depending on how much notice of cancellation you give to us, which is as follows: 

If the Booking includes accommodation:

1. 1. The Event Fee for booking a delegate place is non-refundable and is due even if cancellation is made by you before funds are received by us. Should you wish to cancel your Booking every effort will be made to re-sell your place, subject to when you notify us of your cancellation. If your place is re-sold a 50% refund of the Event Fee will be made. Cancellations should be notified to us in writing as soon as possible, see how to contact us. If your place cannot be re-sold no refund of the Event Fee will be given.

For all other Bookings:

1. 2. Where you cancel more than 45 days before the date on which the Event is to take place - we will refund the Event Fee you have paid less an administration fee of £30.
   3. Where you give less than 45 days but more than 30 days’ notice - we will refund 50% of the Event Fee you have paid less an administration fee of £30. 
   4. Where you give less than 30 days’ notice or in the case of “no shows” for the Event on the day - no refund will be given regardless of reason even if this is due to an event beyond your reasonable control.
   5. Cancellation of a free of charge Event (regardless of when you cancel) - we reserve the right to levy a cancellation charge for non-attendance on the day to cover venue, catering, and processing costs.

17. We will not, under any circumstances, refund aborted travel or accommodation costs associated with any of our Events whether the Booking is cancelled by you or us. We recommend that you insure against any such losses or ensure your travel or accommodation booking can be cancelled without penalty.
18. No refunds will be made where delegates are able to claim on an insurance policy.

Cancellation by us

19. We may cancel your Booking by giving you notice in writing for any reason (other than set out at clause 20) at any time prior to the date of the Event.  If we cancel the Booking pursuant to this clause 19 we shall refund the Event Fee paid by you in connection with your attendance at the Event.
20. We may also cancel the Booking at any time, without liability to you if:

1. 1. you fail to pay any sum owing to us in connection with the Event in accordance with the payment terms set out at the “Payment and Fees” section above; or
   2. you breach these Terms and Conditions; or
   3. we are unable to host the Event due to any reason beyond our reasonable control (including but not limited to fire, explosion, flood, adverse weather conditions, terrorism, pandemic or epidemic).

21. In the event of cancellation of the Booking by us under clauses 20.a or 20.b we  shall be entitled to retain (or be paid the balance of, as the case may be) the Event Fee in full.
22. In the event of a cancellation of the Booking by us under clause 20.c, we will make every effort to re-run the Event on an alternative date, your Booking will be transferred to the new Event date and no refund will be due to you. If you cannot attend the Event on the new date or the Event is cancelled in full and is not rescheduled for a future date, you will receive a full refund of the Event Fee net of our transaction processing costs and venue cancellation charges (if applicable). We will not be liable for any losses whether direct or indirect suffered by delegates as a result of the cancellation of the Event.
23. No refunds will be made where delegates are able to claim on an insurance policy.

Substitutions

24. You may substitute an original delegate with another person up to 14 days (inclusive) before the Event by notifying us in writing - see how to contact us.
25. Within 13 days (inclusive) of the Event, substitution of one delegate for another can be made at our discretion - please see how to contact us with any queries regarding this.
26. Placing a Booking is deemed as acceptance of these terms and conditions on behalf of whoever attends the Event.

Your obligations 

27. Delegates at the Event must comply with the accepted safety standards notified to you in advance and / or on the day of the Event.
28. Failure to comply with this code of practice will result in the withdrawal of the permission to attend the Event.
29. Delegates are our members. On occasions where we have invited or allowed other delegate bookings these will be allowed; any other party who books a delegate place without authorisation will have their delegate places cancelled and any fees refunded.
30. If you physically attend an Event, then on arriving at the Event, you may be provided with an Event badge. If so, this badge must be worn at all times and is not transferable to any other person without our prior knowledge and confirmation of us. Anyone not wearing a badge may be asked to leave the Event vicinity.
31. You must at all times behave with honesty, integrity and show courtesy, consideration and respect to others, prepare for the Event as required by us and respect the confidentiality of all information that you acquire during the course of your participation in the Event.
32. We reserve the right to refuse admission or to require you to leave the Event if your behaviour is considered disruptive, likely to cause damage, nuisance, offence or injury, is in breach of venue rules and regulations or these Terms and Conditions or is otherwise unacceptable.  We may on occasion have to conduct security searches to ensure the safety of delegates and the venue.  The unauthorised use of photographic and recording equipment is prohibited. You must use your best endeavours to ensure that your mobile phones are switched off during the Event.
33. If you have any special dietary or other health related requirements, we will normally be able to accommodate these needs. You should detail any specific requirements when submitting your Online Booking Form or by contacting us no later than 7 days prior to the Event - see how to contact us. Changes cannot be made after this time period.

Event materials 

34. The copyright and all other intellectual property rights in all Event materials and the specifications shall remain the sole and exclusive property of us and our licensors. You undertake that you will not copy or permit the copying of Event materials, or distribute any materials via internet or intranet, or disclose or permit the disclosure or sell or hire the same to third parties.
35. We agree to grant to you a non-exclusive royalty free licence to use the Event materials for your internal purposes but not for external commercial purposes.

Delivery of the Event

36. We will make all reasonable efforts to deliver the Event as described in the Event literature and/or the Event specification on our website (the “Event Specification”). However, we shall be entitled to make reasonable variations to the content and delivery of the Event including the Event agenda or speaker line-up, if necessary, at short notice.
37. We have a reputation for delivering high quality training Events which we are anxious to retain. At the conclusion of each Event, we ask delegates to complete an Event evaluation form. This helps us to monitor and refine standards of delivery. However, even the best organisations occasionally get things wrong, often because of circumstances beyond their control. If you believe the Event has fallen significantly below the standard expected, you should state this clearly on the Event evaluation form and also email us by midnight on the day following the Event - see how to contact us. You should also raise your concern (if reasonably possible) in person with a member of our events team at the Event who will try and assist you. You should specify in any correspondence with us the areas in the Event Specification against which you feel that delivery or content was deficient and provide a succinct explanation of the way(s) in which this deficiency manifested itself. We will undertake to consider your application and make a decision within 7 working days. If we feel your complaint is valid, we will refund the Event Fee to the credit or debit card on which it was originally paid.  Please note that in reaching a decision we may contact other delegates to benchmark delivery in areas about which you have provided feedback.
38. In all cases our Event Specification includes a section detailing the target audience for a particular Event specifying their level and / or their specific responsibilities within their organisation. This is to help individuals assess, before booking, whether an Event is relevant to their particular needs. We will not accept requests for refunds from delegates whose role or responsibilities fall outside those set out in the Event Specification.
39. Clauses 40 to 43 below apply if you attend an Event virtually.
40. Attendance / access codes that we send to you cannot be used by anyone except you, unless in the full knowledge of, and agreement with us. You must display correct profile details at the Event at all times.
41. Any and all content or materials displayed by supporters during the event must be approved by us prior to the Event. We reserve the right to remove any content or materials from the Event at any time and for any reason we deem reasonable.
42. We will provide all attendees with the opportunity to test their ability to access the Event software in advance of the Event. It is therefore the responsibility of all attendees to ensure their own Event access. We will not be held liable for the inability of attendees to access the Event, nor for networking issues outside of our control. We will however do all we reasonably can to assist all attendees in accessing the event.
43. We will not be held liable for adverse effects that may be caused by your use of any third-party software during the Event.
44. We may subcontract or delegate in any manner to any third party or agent the delivery of the Event.

Advice

45. We do not take any legal responsibility for advice given to our member institutions or their representatives in response to a request for help or information in relation to our Events. We are not an advice agency but will, from time to time on a discretionary basis, offer assistance to its member institutions or their representatives, in particular to assist them in working effectively with their professional advisers. Any member institution or their representative accepting that assistance is deemed to accept that we do not accept responsibility for anything which may be wrong, and members should always consider whether to engage professional advisers accordingly.

Disclaimer

46. Nothing in these Terms and Conditions shall limit or exclude a party’s liability for death and / or personal injury caused by the negligence of that party or its employees, agents or subcontractors, for fraudulent misrepresentation and any other liabilities which cannot as a matter of law be limited and/or excluded.
47. Subject to clause 46, we (or any member of the PHES association) cannot accept responsibility and expressly excludes liability for any loss or damage to your property that occurs whilst you are at the Event.  You should take particular care not to leave mobile phones, iPads or laptops unattended at any time.  Furthermore, we (or any member of the PHES association) shall under no circumstances whatsoever be liable to you, whether in contract, tort, breach of statutory duty or otherwise, for any loss of profit, loss of business, loss of data or software, pure economic loss, or any indirect or consequential loss arising under or in connection with this Booking. You indemnify us (including any member of the PHES association) and the Event venue owner in full against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other professional costs and expenses) suffered or incurred by us (including any member of the PHES association) and the Event venue owner in relation to persons or to property at the Event as a result of your negligent actions and / or breach of these Terms and Conditions.
48. Subject to clauses 46 and 47, our (including any member of the PHES association’s) entire liability to you under or in connection with this Booking shall be limited to a sum equal to the Event Fee payable for your attendance at the Event or if the Event is free to attend, £100.

Data Protection

49. We will collect and process your personal information in accordance with our privacy notice.
50. We will use the personal information that you provide to: (a) deliver the Event, (b) process your payment for the Event and (c) inform you about similar Events, events, products or services that we provide (if you have provided explicit consent for us to send such emails to you). You can opt-out of receiving these emails at any time by following the link on the bottom of any marketing emails or by contacting us directly using the details at clause 60 below. 
51. Photos and/or videos will be taken at the Event, and if the Event is online, sessions may be recorded. We will use Event photos and video footage in our marketing activities and in accordance with our privacy notice. This includes (but is not limited to):

1. 1. Print
   2. Online
   3. Social media
   4. Press releases

52. If you don’t wish to be featured, please see how to contact us prior to the Event taking place. 

Other terms

53. Failure or neglect by us to enforce any provision of your Booking shall not be construed nor shall it be deemed to be a waiver of our rights under the Booking and shall not prejudice our rights to take subsequent action.
54. The Booking constitutes the entire agreement between the parties in relation to your participation in the Event.  You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of us which is not set out in the Booking.
55. These Terms and Conditions apply to this Booking to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by trade, custom, practice or course of dealing.
56. Any variation to the Booking (including the Terms and Conditions) shall only be binding when agreed in writing and signed by us or on our behalf.
57. A person who is not a party to this Booking shall have no rights under or in connection with it, other than us, the Event Venue owner and any member of the PHES association who shall each have the right to enforce any clauses in these Terms and Conditions expressly applicable to us respectively.
58. We may subcontract or delegate in any manner to any third party or agent the delivery of the Event.
59. If a court or any other competent authority finds that any provision of this Booking (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted, and the validity and enforceability of the other provisions of this Booking shall not be affected.
60. If you have any queries or complaints relating to these Terms and Conditions, please see how to contact us.
61. This Booking will be governed by English Law and the parties submit for all purposes connected with this Booking to the exclusive jurisdiction of the English courts.

back to top

Partners and Supporters

General Terms

1. These terms and conditions (the “Terms and Conditions”) apply to partners and supporters (“you”, “your”, “supporters/ partners”) at HEPA Events (the “Event”, which defined term shall be deemed to apply to any form of HEPA conference or event, where such is otherwise described as (without limitation) a ‘festival’, ‘residential event’, ‘summer school’). HEPA is the Higher Education Procurement Association, a Professional HE Services Ltd (“PHES”) association (“we”, “us”, “our”, “HEPA”). These Terms and Conditions apply to you and your staff, contractors, suppliers etc. in addition to the Event attendee’s terms and conditions which are available above. Generally, these Terms and Conditions apply irrespective of whether you physically attend an Event, or whether you attend an Event remotely/virtually. Where indicated, specific clauses of these Terms and Conditions only apply where you (i) physically attend, or (ii) attend virtually.
2. When physically attending an Event, supporters/ partners and your staff, suppliers and contractors must comply with the accepted safety standards notified in advance and on the day of the Event at the Event venue (the “Event Venue”). Failure to comply will result in the withdrawal of the permission to attend the Event or to continue to participate in the Event on the day.
3. When physically attending an Event, supporters/ partners are not permitted to arrange their own independent entertainment for Event delegates during the course of the Event programme. This includes tours of any kind including building tours.
4. Only those organisations that have been through the ‘expressions of interest’ selection process and invited to register are eligible to apply as supporters/ partners at the Event. Please do NOT register if you have not been invited to do so. We will cancel the booking and return any payment to any organisation that registers without an invitation. 
5. To help ensure effective delivery, all our Events may be subject to a limit on the maximum number of attendees. Once that number is reached, your Booking will be declined, but you will be offered the opportunity either to go onto a reserve list and/or be notified by email if we decide to re-run the Event at a future date in the original location.
6. All Bookings are accepted on the understanding that an Event will only be delivered if it attracts the required minimum number of attendees to ensure viability. Where an Event is cancelled due to insufficient numbers, we will notify you by email at least 5 working days before the date the Event was intended to take place and will refund all fees paid, direct to the relevant credit or debit card, within five working days.
7. We may subcontract or delegate in any manner to any third party or agent the delivery of the Event. 
8. We will use the personal information that you provide to: (a) deliver the Event, (b) process your payment for the Event and (c) inform you about similar conferences, events, products, or services that we provide (if you have provided explicit consent for us to send such emails to you). You can opt-out of receiving these emails at any time by following the link on the bottom of any marketing emails or by contacting us directly using the details at clause 57 below. 

Confirmation of Registration

9. Confirmation of acceptance of your registration to be a partner of / support the Event will be sent to you direct by email once you have completed the booking process (“Registration Confirmation”). If you have selected to pay by invoice, an invoice will be sent to you shortly afterwards for monies due (the “Partner / Supporter Fee”). Please ensure that the Partner / Supporter Fee is paid within 30 days of receiving the Registration Confirmation regardless of payment type chosen, unless otherwise agreed with us. Placing a booking for a package including an exhibition space (whether in person or virtual) at / sponsorship of the Event is deemed as an acceptance of these Terms and Conditions. 
10. The Registration Confirmation will be deemed as confirmation of our acceptance of your support of / partnership at the Event and such acceptance brings into existence a legally binding contract between us and you comprising these Terms and Conditions, your partner/ supporter registration form and the Registration Confirmation (the “Event Booking”). If you will be attending an Event virtually, the Registration Confirmation will include a link and/or an access code to enable your virtual attendance, and it is your responsibility to ensure that you have access to the relevant software to successfully use that link/access code. We shall have no liability to you if the link/access code we provide does not enable you to attend the Event virtually, because of reasons outside of our control (including, without limitation, where you have not installed the correct software to use the link/access code, and/or where you have provided an incorrect email address and/or contact details to which we send the link/access code). For further requirements on this, please refer to clauses 43 to 46. Unless cancelled earlier in accordance with these Terms and Conditions, the Event Booking shall terminate once the Event has been delivered in full (as defined in clause 7 below), at which point the obligations set out in these Terms and Conditions shall cease. 
11. The Event is considered to have been delivered in full if and when 80% of the planned event sessions have been completed.
12. If you are paying by credit or debit card, please note we cannot accept American Express or Diners Card.
13. We reserve the right to charge interest on any late payments under these Terms and Conditions at a rate of 3% above the base rate of the Bank of England.
14. Registration cannot be accepted over the telephone and places are only guaranteed upon payment and confirmation.
15. We reserve the right to cancel any supporter/ partner places if invoices reach 30 days over the due date.
16. We may use a third-party Event organiser; you should see how to contact us for any assistance required with your booking.

Cancellations and Refunds Policy

Cancellation by us

17. We may cancel your Event Booking by giving you notice in writing for any reason (other than set out at clause 18) at any time prior to the date of the Event. If we cancel the Event Booking pursuant to this clause 17 we shall refund the Partner / Supporter Fee already paid by you in connection with the Event.
18. We may also cancel the Event Booking at any time, without liability to you if:
    1. you fail to pay any sum owing to us in connection with the Event in accordance with the payment terms set out at “Confirmation of Registration” above;
    2. you breach these Terms and Conditions; or
    3. we are unable to host the Event due to any reason beyond our reasonable control (including but not limited to fire, explosion, flood, adverse weather conditions, terrorism, pandemic or epidemic).
19. In the event of cancellation by us under clauses 18.i) or 18.ii) we shall be entitled to retain (or be paid the balance of, as the case may be) the Partner/ Supporter Fee in full.
20. In the event of a cancellation of the Event Booking by us under clause 18.iii), we will make every effort to re-run the Event on an alternative date, your Event Booking will be transferred to the new Event date and no refund will be due to you. If the Event is cancelled in full and will not be rescheduled to a future date, you will receive a full refund of the Partner / Supporter Fee net of our transaction processing costs and Event Venue cancellation charges (if applicable). We will not be liable for any losses whether indirect or direct suffered by partners / supporters or your suppliers, contractors etc. as a result of the cancellation of the Event.
21. No refunds will be made where partners/ supporters are able to claim on an insurance policy.

Cancellation by you

22. Other than if we cancel your Event Booking pursuant to “Cancellation by us” above and subject to clause 23 below, the Partner / Supporter Fee is non-refundable and is due even if cancellation is made before funds are received.
23. If you wish to cancel your Event Booking, you should notify us in writing as soon as possible - see how to contact us. Every effort will be made to re-sell your supporter / partner place, subject to when you notify us of your cancellation. If the place is re-sold and the Partner/ Supporter Fee can be refunded, a refund will be made (at such an amount to be decided at our discretion subject to any Event costs already incurred by us). If the place cannot be re-sold or the Partner / Supporter Fee cannot be refunded (including but not limited to due to cancellation by you on short notice and / or where costs have already been incurred by us) no refund of the Partner / Supporter Fee will be given. No refunds will be made pursuant to this clause where partners / supporters are able to claim on an insurance policy.
24. Substitutions of your attendees at the Event can be made up to 14 days (inclusive) before the Event, without incurring the cancellation charge - if you would like a substitution to be made please email us in writing - see how to contact us. Within 13 days (inclusive) of the Event, substitution of one delegate for another can be made at our discretion.

Images and Recordings

25. If you physically attend an Event, we reserve the right to employ photographers to take photography and video of delegates at the Event. We reserve the right to use any images taken of delegates at the Event for marketing and advertisement purposes, without any further approval required from you, in accordance with our privacy notice.
26. If you attend an Event virtually, we reserve the right to record the Event sessions. In attending the Event, all attendees can choose whether to share their audio, video, additional content, and contact information. Attending the Event and sharing the above constitutes permission for these to feature in session recordings for educational and marketing use by us during and after the Event; if you don’t wish to be featured, please see how to contact us.

Additional information for supporters / partners allocated with exhibition stands

27. Clauses 28 to 41 below apply where you physically attend an Event.
28. On arriving at the Event, your staff / suppliers / contractors will be provided with an Event badge. This badge must be worn by your staff / suppliers / contractors at all times and is not transferable to any other person without prior knowledge and confirmation from us. Anyone not wearing a badge may be asked to leave the event vicinity.
29. Equipment must conform to the relevant legislation, regulations, British or EEC standards, etc., as appropriate.
30. Exhibitors are required to provide us with the following documentation ahead of the Event, as indicated on the booking pages: H&S policy; risk assessment; method statement; and evidence of Public Liability Insurance up to £5million.
31. All off-loading and loading of exhibits will be carried out by the exhibitor and not by the Event Venue owner or its staff, or our staff. Once you have off-loaded, vehicles must be moved to a nearby car park. Further information on set-up, arrival, parking, etc., will be sent to you following the Event Booking and / or will be available on our website.
32. We will not accept any responsibility for any fines received as a result of unloading outside the Event Venue.
33. Advance deliveries will not be accepted, unless agreed in writing by us.
34. Displays involving equipment which moves must not be left unsupervised.
35. Passageways, stairways, fire exits and fire extinguisher stations shall be kept free of obstruction at all times.
36. All electrical fittings, wiring and appliances shall be constructed and maintained in safe condition. Particular attention must be paid to the nature of temporary wiring and the need not to overload electrical sockets. You are responsible for ensuring all portable equipment is PAT tested.
37. Prior approval from our Safety Officer is required before CO2 gas cylinders can be used. The use of compressed gas cylinders other than CO2 (e.g. LPG) or of other explosive or highly flammable substances is not permitted except under exceptional circumstances and with prior approval from our Safety Officer. Please contact us if this is applicable.
38. Loose packaging must be removed once exhibition stands have been assembled. The packaging should be deposited in a designated area.
39. You must ensure that display materials such as fabric panels, etc., are made from fire retardant materials, or have been treated so as to provide a fire-retardant surface finish.
40. You exhibit at the Event entirely at your own risk. We (including any member of the PHES association) and the Event Venue owner are not liable for any losses or damage which may occur to persons or property brought into or left on the premises either by the supporter / partner or any agent, contractor, supplier or clients of the supporter / partner. Insurance against such contingencies is highly recommended. 
41. There is no heavy lifting equipment at the Event. If required, the exhibitor must advise us of its presence in advance and the intended use. Such equipment is used entirely at your own risk and all relevant safety documentation must be provided to us ahead of the Event.

Attendance: Virtual Events

42. Clauses 43 to 46 below apply where you attend an Event virtually/remotely.
43. Registered supporters must be the only remote/virtual attendees from your organisation at the Event. Attendance / access codes cannot be used by anyone except those for whom they are intended, unless in the full knowledge of, and agreement with us. Supporters must display correct profile details at the Event at all times.
44. Any and all content or materials displayed by supporters during the event must be approved by us prior to the Event. We reserve the right to remove any content or materials from the Event at any time and for any reason it deems reasonable.
45. We will provide all attendees with the opportunity to test their ability to access the Event software in advance of the Event. It is therefore the responsibility of all attendees to ensure their own Event access. We will not be held liable for the inability of attendees to access the Event, nor for networking issues outside of our control. We will however do all we reasonably can to assist all attendees in accessing the event.
46. We will not be held liable for adverse effects that may be caused by your use of any third-party software during the Event.

Disclaimer

47. Nothing in these Terms and Conditions shall limit or exclude a party’s liability for death and / or personal injury caused by the negligence of that party or its employees, agents or subcontractors, for fraudulent misrepresentation and any other liabilities which cannot as a matter of law be limited and / or excluded.
48. Subject to clause 47, we (and any member of the PHES association) cannot accept responsibility and expressly excludes liability for any loss or damage to your property (or the property of your staff and contractors) that occurs whilst you are at the Event.  You should take particular care not to leave mobile phones, iPads or laptops unattended at any time.  Furthermore, we (and any member of the PHES association) shall under no circumstances whatsoever be liable to you, whether in contract, tort, breach of statutory duty or otherwise, for any loss of profit, loss of business, loss of data or software, pure economic loss, or any indirect or consequential loss arising under or in connection with the Event Booking.
49. Partners / supporters indemnify the Event Venue owner, us (and any member of the PHES association) in full against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other professional costs and expenses) suffered or incurred by the Event Venue owner, us (or any member of the PHES association) in relation to persons or to property at the Event as a result of your negligent actions and / or breach of these Terms and Conditions.
50. Subject to clauses 47 and 48, our  (including any member of the PHES association’s) entire liability to the partners / supporters under or in connection with the Event Booking shall be limited to a sum equal to the Partner / Supporter Fee or if the Event is free to attend, £100.

Other terms

51. Failure or neglect by us to enforce any provision of the Event Booking shall not be construed nor shall it be deemed to be a waiver of our rights under the Event Booking and shall not prejudice our rights to take subsequent action.
52. The Event Booking constitutes the entire agreement between the parties in relation to your participation in the Event.  You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of us which is not set out in the Event Booking.
53. These Terms and Conditions apply to the Event Booking to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by trade, custom, practice or course of dealing.
54. Any variation to the Event Booking (including these Terms and Conditions) shall only be binding when agreed in writing and signed by or on behalf of us.
55. A person who is not a party to this Event Booking shall have no rights under or in connection with it, other than us, the Event Venue owner and any member of the PHES association who shall each have the right to enforce any clauses in these Terms and Conditions expressly applicable to them.
56. If a court or any other competent authority finds that any provision of the Event Booking (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted, and the validity and enforceability of the other provisions of the Event Booking shall not be affected.
57. If you have any queries or complaints relating to these Terms and Conditions, please see how to contact us.
58. The Event Booking will be governed by English Law and the parties submit for all purposes connected with the Event Booking to the exclusive jurisdiction of the English courts. 

back to top