DELEGATE TERMS AND CONDITIONS

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1. DEFINITIONS

In these Terms and Conditions the following words and phrases shall have the following meaning:

“You/Your”: The attendee or participant registered for an Event.

“We/Us/Our”: Civica International Ltd.

“Event”: Conferences, exhibitions, seminars, webinars, training, and other related events.

“Event Confirmation”: Our written acceptance of your Event registration.

“Content”: All materials, data, and information provided as part of the Event.

“Intellectual Property”: Copyrights, trademarks, and other intellectual property rights.

“Registered Delegate”: An individual registered to attend or access an Event.

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2. REGISTRATION AND BOOKING

2.1 To attend an Event, you must register as a Registered Delegate, either personally or as an agent of a company.

2.2 If you register as an agent, you confirm you have the authority to bind the company to these Terms.

2.3 You may register through our website, email, phone, or in person at another Event.

2.4 Registration constitutes acceptance of these Terms and Conditions.

2.5 You must provide accurate and complete information, including any special requirements (e.g. dietary or accessibility), at least seven days before the Event.

2.6 Registration is subject to availability and our approval. A binding contract is formed upon issuance of the Event Confirmation. Please contact us if you do not receive confirmation within 24 hours.

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3. PRICE AND PAYMENT

3.1 Event fees are published on our website and confirmed in the Event Confirmation.

3.2 All fees are exclusive of VAT and any other applicable taxes, which shall be charged where applicable in accordance with law.

3.3 Payment is due within 30 days of booking or no later than 7 days prior to the Event, whichever occurs first.

3.4 All payments shall be made in full without set-off, counterclaim or deduction.

3.5 We may change fees at any time, but this will not affect confirmed bookings.

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4. CANCELLATIONS, TRANSFERS AND REFUNDS

4.1 Cancellations must be made in writing at least 30 days before the Event and are subject to a £99 + VAT administration fee.

4.2 Late cancellations or non-attendance will incur the full fee.

4.3 Substitutions are permitted at any time with prior notice.

4.4 Booking transfers to another Event are permitted if requested at least 30 days prior to the Event and where payment has been made. Late transfers may incur the full fee.

4.5 Refunds will not be provided for circumstances outside our reasonable control (including, without limitation, weather or travel disruption).

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5. EVENT DELIVERY AND CHANGES

5.1 Event instructions will be sent approximately 10 days before the Event. If you have not received these 7 days before the Event, please contact us.

5.2 Please notify us of any dietary or accessibility requirements at the time of booking, or no later than 7 days prior to the Event. Requests made after this time may not be accommodated. Where a British Sign Language (BSL) interpreter is required, at least 6 weeks’ notice must be provided.

5.3 We may alter the Event format, content, venue, or timing at any time.

5.4 We reserve the right to:

(a) change or remove Content;
(b) cancel the Event (with a refund limited to fees paid);
(c) postpone the Event once within a 12-month period (no refund shall be due); and/or
(d) change the format, venue or delivery method of the Event, including from in-person to virtual or vice versa. No refund shall be due in respect of such changes.

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6. ACCESS AND TECHNICAL REQUIREMENTS

6.1 You are responsible for ensuring you have the necessary equipment and internet access for any online Event.

6.2 We are not liable for technical issues caused by your system incompatibility or internet connection.

6.3 Technical support is available between 9:00am and 5:30pm (GMT), Monday to Friday.

6.4 For online Events, you will be issued login credentials which must not be shared unless agreed in writing.

6.5 You are responsible for all activity conducted via your access credentials.

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7. DELEGATE OBLIGATIONS

7.1 You are responsible for your own insurance, travel arrangements and compliance with local laws.

7.2 Events are for individuals aged 18 or over.

7.3 You confirm that you are legally able to enter into this Agreement.

7.4 You agree to:

(a) comply with all applicable laws and regulations;
(b) not infringe any Intellectual Property rights;
(c) not interfere with our systems or platforms;
(d) behave appropriately and professionally at all times;
(e) not record or photograph the Event without prior written consent;
(f) comply with these Terms and Conditions.

7.5 We reserve the right to refuse entry or remove you from the Event for non-compliance without refund.

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8. CONTENT AND INTELLECTUAL PROPERTY

8.1 All rights in the Event and Content are owned by us or our licensors.

8.2 Content is provided for your internal use only and must not be reproduced, distributed or commercially exploited without prior written consent.

8.3 Any software provided is subject to its applicable licence terms.

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9. LIABILITY

9.1 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability which cannot lawfully be excluded.

9.2 Subject to clause 9.1, we shall not be liable for any loss of profits, business, goodwill, data or any indirect or consequential loss.

9.3 Our total liability under or in connection with these Terms shall be limited to the fees paid by you for the Event.

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10. INDEMNITY

You agree to indemnify us against any liabilities, costs, damages and expenses arising from your breach of these Terms or your actions at the Event.

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11. TERMINATION

We may terminate your participation in the Event without refund if you materially breach these Terms.

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12. FORCE MAJEURE

We shall not be liable for any delay or failure to perform our obligations where such delay or failure results from events beyond our reasonable control. In such circumstances, we may postpone, reschedule or cancel the Event and our liability shall be limited to any refund expressly set out in these Terms.

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13. GENERAL

13.1 These Terms constitute the entire agreement between the parties.

13.2 You may not assign or transfer your rights or obligations without our prior written consent.

13.3 Notices must be in writing and sent to the contact details provided at the time of booking.

13.4 A person who is not a party to these Terms shall have no rights under them.

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14. DATA AND RECORDING

14.1 We may record, photograph and film the Event and its attendees. By attending the Event, you consent to such recording and to the use of your image, likeness and voice in any media for promotional, marketing and commercial purposes.

14.2 As part of the Event, your name, job title, organisation and contact details may be shared with sponsors and exhibitors of the Event.

14.3 By registering for and attending the Event, you acknowledge and agree that your personal data may be shared with such sponsors and exhibitors for the purposes of networking, business engagement and marketing communications relating to their products or services. You further acknowledge that such sponsors and exhibitors will act as independent data controllers in respect of your personal data.

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15. GOVERNING LAW AND JURISDICTION

These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction.