16 Oct 2023

Conference Terms and Conditions

Conference Terms and Conditions

1 Acceptance of terms and conditions 

By completing the booking form for APDO’s 2024 Conference, you are agreeing to the terms and conditions set out below (“Terms”) and they will be incorporated into the contract between us (“Contract”). You will ensure that any person attending the Conference on your behalf shall comply with these Terms. The Contract is formed when we send you a booking confirmation.  

2 Payment 

The fee for attending the Conference (“Booking Fee”) will be as stated on the booking form. Prices are exclusive of VAT except where expressly stated otherwise. VAT at 20% will be added on payment. Members of the following organisations will qualify for APDO Membership Ticket Rates: ANPOP / FFPO / FAPO / ICD / JALO / KAPO / NAPO / NBPO / POC / CALO / APOE / APOI. All payments for the booking fee must be made in full at the time of booking. Payment will be made via our merchant account provider and you consent to us passing your necessary details to the merchant account provider and to them processing necessary information about you. We reserve the right to run price promotions as we think fit.  

3 Refunds 

Tickets cancelled by 6 February 2024 will be refunded less a £40 admin fee (inclusive of 20% VAT). Refunds are not available after that date. If you are unable to attend the Conference for any reason you may email us at [email protected] to provide us with the name of a substitute to attend the Event on your behalf and on receipt of this email we shall make such substitution and allow the substitute access to the Conference. We will charge an administration fee of £40 for making such substitution. No substitution requests shall be accepted after 23 February 2024. A member ticket cannot be transferred to a non member.  

4 Cancellation  

There may be circumstances in which we need to cancel the Conference. In such circumstances, we will provide you with a full refund of the amount of the Booking Fee that you have paid to us and we will make every effort to provide you with such refund within 60 days of the date of cancellation.  

5 Postponement or change to venue 

There may be circumstances in which we need to postpone the Conference or change the venue at which the Conference is to be held and if we do, we shall advise you of this as soon as we possibly can. If the postponement is for more than 6 months after the publicised date of the Conference or the replacement venue is more than 50 miles away from the publicised venue, you may cancel your ticket by emailing us at [email protected] and we shall provide you with a full refund. 

6 Notification of email address 

We shall notify you of any cancellation or postponement of the Conference or change to venue by emailing the address you provided on the booking form and it is your responsibility to advise us of any change to your email address. We shall not be liable for any loss you suffer (such as travelling to the Conference) arising out of you failing to see our email about any cancellation, postponement or change of venue. 

7 Liability 

Our sole liability in relation to any cancellation, postponement or change of venue shall be limited to the price paid by you for the Conference and we shall not be liable under any circumstances for any consequential losses. That includes, but isn’t limited to, travel or accommodation expenses. 

8 Your obligations 

All delegates must be aged 18 or over. If you act in any way which in our opinion is likely to cause any harm or nuisance to any person at the Conference, you will be required to leave and we shall not be liable to refund your Booking Fee or any other payment.  

You must comply at all times with the health and safety policy of the venue including any government guidelines regarding Coronavirus. You must comply with all requests from us or the venue with regard to health and safety and failure to do so will result in you being asked to leave the event (in which case no refund will be provided). You may not bring any equipment or items of a hazardous or dangerous nature to the Conference.  

You shall not cause any damage to any part of the venue (including outside areas, and all inside walls, flooring, fixtures and fittings). You are solely liable for any damage caused by you to any such area of the venue and shall fully reimburse us in relation to any damage so caused. 

You must keep your personal belongings with you at all times and we accept no liability for any damage to, loss of or theft of any of your belongings or other items brought to the Conference by you. 

9 Promotional materials and materials at the Conference 

You agree that we may include your details in any promotional materials relating to the Conference and/or any materials used at the Conference. We are not liable for errors or omissions contained in such information. Unless otherwise stated, the copyright for any such promotional materials and any materials used at the Conference (including course notes, slides, brochures, articles and case studies) belongs to us and may not be reproduced in any medium without our prior written consent. You may use such materials for your own business purposes only and may not reproduce, publish or deal with such materials in any way for any commercial use. We reserve the right to change the published programme (including the publicised speakers) or materials as we think fit.  

10 Photography and filming 

We may wish to photograph or film the Conference and reserve the right to do so for the purposes of providing recordings, promoting future events or otherwise. You consent to us (or any other person attending the Event) photographing or filming you and any persons attending the Conference with you. You may take photographs (but not film) of the Conference.  

11 Data protection 

We will communicate with you using the contact details provided on the Booking Form for the purposes of the Conference and will otherwise use and process your personal data as set out in our Privacy Notice that you can view at www.apdo.co.uk. You agree that we may send your personal data outside of the European Economic Area. We shall be entitled to pass on all of your contact details to the Conference team.  

12 Tickets 

Tickets will be sent by email to the address you provided.  

13 Travel, accommodation and refreshments 

You shall be responsible for making and paying for your own travel. you shall be responsible for making and paying for your own accommodation arrangements to and from the Conference unless included in a package rate. All costs for accommodation and any additional catering other than what is included in your ticket are at your own expense, unless specified in your ticket. If you are late at the Conference or prevented from attending due to travel delays or any other circumstances, we shall not be obliged to provide you with a refund or to wait to start the Conference until you arrive. Refreshments shall be provided during breaks and lunch. In the unlikely event that your chosen accommodation is unavailable due to availability or unforeseen circumstances an alternative will be provided where possible at the same standard.   

14 Disability, medical conditions and dietary requirements 

If you have any disability or medical condition that requires us to make appropriate arrangements for you or any dietary requirements, please email us at [email protected] as soon as possible and in any event at least 2 weeks prior to the date of the Conference.  

15 Limitations of Liability  

Whilst every reasonable precaution is taken by us to ensure security and safety at the Conference, we shall not in any way be liable for any loss or damage suffered by you whatsoever in relation to the Conference, save that nothing in these Terms shall be deemed to limit the liability of any person for death or personal injury caused by negligence. 

Nothing in these Terms shall limit or exclude our liability for death or personal injury caused by our negligence, any fraudulent misrepresentation or any other liability for which it is unlawful to exclude or limit liability.  

Our total liability for any matter arising out of the Contract shall in all circumstances be limited to the price paid by you for the Conference and we shall not in any circumstances be liable to you for any consequential loss whatsoever.  

16 Governing law 

These Terms shall be governed by English Law and you hereby submit to the exclusive jurisdiction of the English Courts. 

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