I hereby agree to attend the Sun Protection Conference on 28 – 29 Nov 2023 at The Royal College of Physicians, London
1 THE PARTIES
The Contract is between Summit Events Limited ("organisers") and the Company whose name appears on the Booking Form and other documentation connected with the Sun Protection Conference and every person and/or company for whom the delegate/exhibitor/sponsor acts or represents and who may attend the conference ("delegate/exhibitor/sponsor").
2 DEFINITIONS
"Conference" means the Sun Protection Conference from time to time organised by the organisers.
"Fee" means the total sum due excluding VAT from the delegate/exhibitor/sponsor to the organisers.
"Participant" means every person travelling to or participating in the conference for whom the delegate/exhibitor/sponsor acts.
3 THE EVENT
3.1 The organisers may at any time make an alteration in the arrangements for the conference as may be necessary in the best interests of the conference and will use their best endeavours to inform the delegate/exhibitor/sponsor promptly.
3.2 The organisers may at any time without notice cancel the conference whereupon the sole liability of the organisers shall be to repay the total moneys received by the organisers from the delegate/exhibitor/sponsor.
4 PAYMENT
The full fee is payable in all cases prior to the conference date. The delegate/exhibitor/sponsor places at the conference may be restricted until the full payment is received. Interest may be charged on any late payment at the rate of 3.5% per annum above the Base Rate of the organisers' Bankers.
5 CANCELLATION BY DELEGATE
5.1 The delegate shall not assign or otherwise transfer their rights and obligations hereunder without the organisers' prior written consent.
5.2 Cancellations by the delegate in writing, must be received at least 15 working days before the event. In the event that the delegate wishes to cancel after the cancellation deadline, the fee will remain payable in full.
6 CANCELLATION BY EXHIBITOR/SPONSOR
6.1 The exhibitor/sponsor shall not assign or otherwise transfer their rights and obligations hereunder without the organisers' prior written consent.
6.2 In the event that the exhibitor/sponsor wishes to cancel the booking the fee will remain payable in full but the organisers will endeavour to reallocate the place and after deduction of all costs thereby incurred to credit the supplier with moneys received against the fee.
6.3 The organisers shall in any event charge the exhibitor/supplier a cancellation fee whether or not the exhibitor's/supplier’s place is reallocated of 20% of the fee in the event that cancellation takes place 2 months or more prior to the conference and 100% of the fee in the event that cancellation takes place within 2 months of the conference.
7 LIABILITY/ALTERATIONS
7.1 The organisers shall not be liable in respect of consequential loss or damage or in respect of any claims for detention, delay or overcarriage whatsoever and howsoever caused.
7.2 If the conference is abandoned, cancelled or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lockout, civil disturbance, inevitable accident and non-availability of the premises for the conference or any other cause not within the absolute control of the organisers whether eiusdem generis or not then the organisers may at their entire discretion repay such part of the fee as may have been received from the exhibitor/supplier as in the circumstances may appear reasonable subject to deduction of the costs of the conference.
7.3 Every delegate/exhibitor/sponsor warrants that he shall be fully responsible for all acts and omissions of all representatives, persons or agents acting for and on behalf of the delegates/exhibitor/sponsor and shall ensure that such persons shall conduct themselves so as to cause the minimum of disturbance or obstruction and at all times shall comply with the operating requirements of the organisers or of other persons managing the conference.
8 FACILITIES OF THE EVENT - EXHIBITOR/SPONSOR
8.1 The organisers shall use their reasonable endeavours to provide details of electrical requirements, exhibitor/sponsor of transport to and from the conference and other material matters relating to areas and access to be used and enjoyed at the conference by the exhibitor/sponsor promptly as soon as the information is available to the organisers.
8.2 The delegate/exhibitor/sponsor undertakes to inform the organisers in writing of any special requests which the supplier or any participant may reasonably require and which the organisers shall try to accommodate and all costs of and incidental thereto shall be payable by the exhibitor/sponsor as an addition to the fee. Provided that the organisers shall not be liable if they are unable for any reason to accommodate any such special requests and their failure to do so shall not entitle the delegate/exhibitor/sponsor to cancel.
8.3 All communication relating to the conference must be through the organisers or as they may specifically instruct in writing and the supplier undertakes to ensure that all participants are kept fully informed of all relevant matters and terms of contract relating to the conference.
9 SECURITY/INSURANCE
All goods brought to the conference by an delegate/exhibitor/sponsor are at the delegate/exhibitor/sponsor’s sole risk. The organisers will not be responsible at any time for the loss by theft or otherwise, fire damage, water accidents, negligence or any other cause to any property of any supplier or of any other person or for loss, damage or injury sustained by any supplier or any other person. The organisers will not be responsible to any delegate/exhibitor/sponsor for any act or default of any other participant. Delegate/exhibitor/sponsors must make their own arrangements as to insurances.
10 AMENDMENTS AND NOTIFICATION OF CLAIMS
10.1 No amendments to these terms shall be applicable unless in writing and signed by the duly authorised representative of the parties.
10.2 The organisers will only consider claims provided they are notified within 28 days after the return of the delegate/exhibitor/sponsor from the conference or in the event of non-arrival from the day on which the exhibitor/sponsor or baggage should have returned.
10.3 All notices hereunder should be addressed to the organisers, Summit Events Ltd, Studio 119, China Works, 100 Black Prince Road, London, UK, SE1 7SJ. Tel +44 (0)207 828 2278.
10.4 The organisers reserve the right to terminate the participation of the delegate/exhibitor/sponsor in the conference if the organisers shall, in their own absolute discretion, decide that the behaviour, conduct or presence of the supplier or its representatives shall in any way undermine the conference or be a disturbance or offence to other participants. In the event that their participation is terminated then any moneys paid by the delegate/exhibitor/sponsor to the organisers shall be forfeited.
11. All information including personal information submitted through this form will be used by Summit Events to provide you with the services requested by you relating directly to the event named at the top of the form. Unless we have your express consent, we will only disclose personal data to third parties if this is required for the purpose of completing your transaction with us. Such third parties might include printers of conference materials, conference venues, etc. and our disclosure of your data would be subject to a requirement that they use the information strictly as directed by us in accordance with