Terms and Conditions - Meeting 2018
1.1 The COP 2nd International Veins Meeting 2018 (“Event”) is organised and managed by The College of Phlebology Limited, a company registered in England and Wales with company registration number 07681409 and registered office at 1 Stirling House, Stirling Road, Guildford, Surrey, GU2 7RF.
1.2 References to “us” shall be a reference to The College of Phlebology Limited and references to “we” and “our” shall be construed accordingly. Reference to “you” means the entity or individual completing a booking request and references to “your” shall be construed accordingly.
2 Booking and Payment
2.1 You may request a delegate place at the Event by completing and submitting the online booking form.
2.2 Event registration fees and payment methods are set out on the booking form and include VAT and any other local taxes at the prevailing rate. All registration fees must be paid in full prior us confirming your place at the Event.
2.3 All booking requests at the Event are subject to availability. We will send you a confirmation email within 2 working days of receipt of your booking request and payment. Your booking is only confirmed when we send this email together with any joining instructions for the Event (“Confirmation Email”). If there are no delegate spaces available at the Event we will send you an email within 2 working days from receipt of your booking request informing you that this is the case (“Oversubscription Email”).
2.4 If you do not receive a Confirmation Email or a Oversubscription Email within 2 working days of your booking being made you should contact us by email at email@example.com.
2.5 If you have made a booking for the Event as a nurse or student, you will need to prove your status to us by emailing a letter of attestation to us, on institutional letterhead, signed by your relevant department chair (or other such proof as we reasonably require). Please send such documentation to us by email to firstname.lastname@example.org. Your registration will be flagged until this document is received and you may be refused attendance to the Event if you do not send us this documentation by 20 February 2018. If you are unable to produce this information to us by 20 February 2018, we will charge you the difference between the nurse/student price and the full price on the day of the Event. Please call us on + 44 (0)1483 544 773 if you have any questions about the contents of this clause.
2.6 The details of all registered delegates (name, place of work and occupation) will be placed on the attendee list which will be made available to other delegates. Delegates who do not wish to be included on this list should advise at the time of booking by selecting the “opt out” button.
3 Cancellation and ALTERATIONS TO THE EVENT
3.1 You may withdraw your request for a delegate place at the Event at any time during the 14 day period commencing on the date the Confirmation Email was received (“Cancellation Period”) by serving a Cancellation Notice (as defined in clause 3.2 below). Following expiry of the Cancellation Period, we will be unable to offer any refund of any payments made by you for your delegate place.
3.2 You must provide written notification of your decision to withdraw your request for a delegate place at the Event (a “Cancellation Notice”) which must be emailed to email@example.com. For the avoidance of doubt, the Cancellation Notice must be received by us prior to the expiration of the Cancellation Period in order to obtain a full refund of any payments made by you for your delegate place.
3.3 It may be necessary for reasons beyond our control to alter the advertised content, timing and/or location of the Event or the advertised workshops, live procedures or scientific sessions. We reserve the right to do this at any time before the Event. Where we alter the time, date and/or location of the Event, we will provide you with notice of the same and will offer you the choice of either a credit for a future event organised by us (up to the value of sums paid by you in respect of the Event) or the opportunity to attend the Event as varied.
3.4 We shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses) by you if we are required to cancel or relocate the Event as a result of circumstances or events outside our control (including, without limitation, due to acts of God, severe weather, fire, explosion, military or terrorist acts (or threats of any such acts), any industrial action or widespread illness).
3.5 Where you receive a credit in accordance with clause 3.3 such credit must be used by you to book a delegate place at an event held by us within 18 months from the date of issue of the credit. Any credits not used within this 18 month period will expire.
3.6 If you are unable to attend the Event, we try in most circumstances to allow a substitute delegate to attend in your place at no extra charge. Please notify us by email to firstname.lastname@example.org with the name, company name and email address address of both the registered delegate and the replacement delegate and we will confirm if the substitution is possible. Such notice must be received by us no later than 10 March 2018 or we will be unable to process the substitution.
4 On the DAY
4.1 There may be photography, audio recording and/or video recording taking place during the Event and the resulting images, recordings or videos may be used by us or our sponsors in the future. By booking a place on and attending the Event, you hereby irrevocably:
4.1.1 consent to be photographed, recorded or videoed (such photographs, recordings and videos in which you are visible, audible or otherwise present being the “Recordings”);
4.1.2 grant us and our sponsors exclusive permission to use the Recordings throughout the world in all and any media, including in printed publications, presentations, promotional materials, in the advertising of our goods or services or on our website (or similar);
4.1.3 consent to us or our sponsors storing copies of any Recording taken at the Event; and
4.2 Selling or promoting products and services to other delegates, sponsors or exhibitors at the Event (“Trading”) is not permitted. Any delegate found to be Trading at the Event will be asked to leave the Event and will not receive any refund of any registration or other fees paid.
4.3 We may have to conduct security searches of delegates to ensure the safety and security of the Event, which may include searches of bags carried by delegates.
4.4 We serve the right to refuse admission and to remove delegates from the Event, at our absolute discretion.
5.1 All rights in all presentations, documentation and materials published or otherwise made available as part of the Event (including but not limited to any audio or audio-visual recording of the Event) (“Content”) is owned by us or is included with the permission of the owner of the rights. Unless permitted by us in writing before the date of the Event, no (i) photography, filming or recording; or (ii) republication, broadcast or other dissemination of the Content is permitted. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content, and in particular (but without limitation) you shall not (and shall procure that each of your delegates shall not):
5.1.1 upload any Content into any shared system;
5.1.2 include any Content in a database;
5.1.3 include any Content in a website or on any intranet;
5.1.4 transmit, re-circulate or otherwise make available any Content to anyone else;
5.1.5 make any commercial use of the Content whatsoever; or
5.1.6 use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute,
and you agree to indemnify us and keep us indemnified in respect of any losses (whether direct or indirect) suffered by us arising out of or in connection with any breach by you of your obligations in this clause 5.1
5.2 The Content does not necessarily reflect our views or opinions.
5.3 Suggestions or advice contained in the Content should not be relied upon in place of professional or other advice. Whilst we take reasonable care to ensure that the Content created by us is accurate and complete, some of it is supplied by third parties and we are unable to check its accuracy or completeness. You should verify the accuracy of any information (whether supplied by us or third parties) before relying on it. The Content is provided on an “AS IS” basis without any warranties of any kind (express or implied). We hereby exclude to the fullest extent permitted by law all liabilities, costs, claims, damages, losses and/or expenses arising from any inaccuracy or omission in the Content or arising from any infringing, defamatory or otherwise unlawful material in the Content.
5.4 To the extent that any Content is made available by us online we reserve the right to suspend or remove access to such Content at any time.
6.1 Subject to clause 6.4, our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of in connection with any booking (or requested booking) made by you or otherwise in relation to the Event, shall be limited to the price paid by you in respect of the applicable Confirmed Booking.
6.2 Subject to clause 6.4, we shall not be liable to you for (i) any loss of profit, loss of or damage to data, loss of anticipated savings or interest, loss of or damage to reputation or goodwill or; (ii) any indirect, special or consequential damages, loss, costs, claims or expenses of any kind.
6.3 You agree to indemnify us, our staff and our affiliates and to hold us harmless to the fullest extent permitted by law, against all loss, costs, claims or expenses of any kind arising from any act or omission by you (including your delegates) during or otherwise in relation to the Event.
6.4 Nothing in these terms and conditions shall limit or exclude either party's liability for:
6.4.1 death or personal injury caused by that party's negligence, or the negligence of that party's employees, agents or subcontractors;
6.4.2 fraud or fraudulent misrepresentation; or
6.4.3 any other liability which cannot be limited or excluded by applicable law.
7.1 We may contact you via email in the future to tell you about upcoming events organised by us. If you wish not to be contacted please advise us by contacting us on email@example.com.
7.2 We will not be providing any car parking on site at the Event. Please make arrangements to park any vehicles you use in car parks near to the Event.
7.3 These terms and conditions (together with any documents referred to herein or required to be entered into pursuant to these terms and conditions, including without limitation any booking form) contains the entire agreement and understanding between us and supersedes all prior agreements, understandings or arrangements (both oral and written) relating to the subject matter of these terms and conditions and any such document.
7.4 We reserve the right to vary or alter these terms and conditions from time to time to the extent permitted by law, by giving you notice (and for the purposes of this clause such notice may be given by email).
7.5 You acknowledge that in booking a delegate place you have not relied on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in these terms and conditions.
7.6 If any provision or part-provision of this Agreement is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this Agreement.
7.7 No failure or delay by a party to exercise any right or remedy provided under this agreement or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.
7.8 This agreement is personal to you and you shall not assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any of its rights and obligations under this agreement.
7.9 A person who is not a party to this Agreement shall not have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Agreement
7.10 These terms and conditions and any dispute or claim arising out of or in connection with them (including any non-contractual claims or disputes) shall be governed by and construed in accordance with the laws of England. In relation to any legal action or proceedings (a) arising out of or in connection with these terms and conditions or their implementation or effect or (b) relating to any non-contractual obligations arising out of or in connection with these terms and conditions, each party irrevocably submits to the exclusive jurisdiction of the English courts.