Registration and delegate terms and conditions for physical and hybrid awards and conferences
You are advised to read these terms and conditions in full prior to registering to attend an event or conference being organised by Existem t/a Hello Partner (the “Event”).
An Event may be held virtually, physically or a hybrid of both. These terms and conditions apply to registrations at all types of Event (virtual, physical or hybrid), although some sections may only apply to certain types of Event.
Submission of an online registration is regarded as a firm booking and acceptance of these terms and conditions. Cancellation charges will apply for all bookings.
These conditions were last updated on 31 October, 2022.
These terms and conditions and your online registration together constitute the contract between Existem Events Ltd (“Existem”) and you relating to your attendance at the Event, are the entire agreement between Existem and you and supersede all prior agreements, negotiations and discussions between Existem and you relating to your attendance at the Event.
Existem reserves the right to cancel any registration without warning at any time prior to the start of the Event if all fees due have not been paid by the relevant time.
In the event of cancellation by Existem for non-payment, the cancellation charges set out in the Cancellation Policy below shall apply.
You may transfer your pass free of charge to a colleague with the same demographic up to 7 days before an event. If you wish to substitute a delegate, please contact the Events Team at the earliest opportunity.
VAT & Service Fees
For events based on the UK, Value Added Tax (VAT) is payable by all delegates and group ticket invoices whether from UK, Mainland Europe or overseas.
Where VAT is calculated at the then current standard rate. If the rate is altered as a result of government legislation, charges may be adjusted accordingly. A tax invoice/receipt will be issued to those indicating that this is required on the registration form.
A service fee of 8% will be charges on all tickets.
Where a complimentary pass has been provided by a sponsor, we will permit up to two passes per advertiser/brand, agency or publisher/creator with our fair use policy.
Subsidiaries are included in this allocation. Registrations for companies over this allowance will be cancelled and the delegate notified.
If you have purchased a pass and are subsequently offered a pass from one of our sponsors, no refunds will be given. You may however transfer your original pass to someone else.
Badge swapping at the show is strictly prohibited. Those partaking in any badge swapping identified at the event will be banned from all future events organised by Existem.
The Event operates a cooling off period for 7 days after ticket purchase.
All refund requests must be made by email or writing within 7 days after ticket purchase to receive a full refund. Requests received beyond 7 days are not eligible for a refund, however you may request a name change up to 14 days before the event.
All cancellation requests must be given in writing or by email to Existem. If sent by email, they must only be sent to firstname.lastname@example.org. Your cancellation will not be effective until it is acknowledged in writing or by email by Existem’s Events team, which shall be given without undue delay.
Event cancellation and programme changes
Existem reserves the right to cancel or alter the Event schedule, venue and specifications based on factors beyond our control and/or for the safety of delegates. In the event that such alteration is required, we shall use reasonable endeavours to allow the Event to continue at an alternate venue or to an alternate schedule. However, if no viable alteration is possible, it may become necessary to cancel or postpone the Event. We shall not be deemed to be in breach of this agreement or otherwise liable to you for any such cancellation or postponement, or any failure or delay in performing our obligations under this agreement for commercial reasons (including but not limited to, an event of force majeure where such event though not directly affecting the Event, may have an adverse effect on the commercial success of the Event).
In the event of such a cancellation you shall be entitled to apply your registration fee to another Existem event, provided that the date of such event is less than eighteen (18) months from the date of such cancellation.
In the event of cancellation or postponement, Existem will use reasonable endeavours to alert you and details of any cancellation or postponement will be posted on the appropriate Event website. Delegates are responsible for checking this information prior to the Event.
Existem’s rights under this section (Event cancellation and programme changes) may be exercised without liability on its part.
Event access and equipment
Your right to access the Event venues (when used in these terms and conditions, this term includes accommodation venues) shall be strictly subject to all policies, rules and regulations imposed by Existem and/or the relevant Event venue and delegates must also ensure that they comply with the reasonable directions of the relevant Event venue.
You must insure and keep insured any property or equipment that you bring to the Event venue(s), and any such property and equipment is brought to, and left, at the Event venue(s) at your own risk. Existem shall not in any circumstances assume any liability for such property or equipment.
Existem and the Event venue(s) reserve the right, in their sole discretion and without liability, to remove or refuse entry to any delegate who: (i) fails to comply with Existem’s code of conduct or any of the policies, rules and regulations governing participation in the Event; or (ii) commit any breach of these terms and conditions.
Existem warrants that it shall use reasonable endeavours to perform its obligations to you with reasonable skill and care. Except as expressly set out in these terms and conditions, all warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded.
You warrant that you shall not, by any act or omission, cause Existem to be in breach of its agreements with any of its third party providers in relation to the Event.
Liability and conduct
You are required to make yourself aware of and comply with:
- Existem’s code of conduct,
- All applicable laws, standards and regulations;
- The reasonable directions of any Event venue; and
- All the policies, rules and regulations governing participation in the Event and/or access to any Event venue.
Subject to the other provisions of this section (liability and conduct), Existem shall only be liable to delegates for proven direct losses suffered due to the negligent acts or omissions of Existem and Existem’s liability for these proven direct losses in relation to each event is limited in total to the amount actually paid by the delegate to Existem for the relevant event.
Existem expressly excludes any liability for any property damage or loss incurred at any time in relation to the event or for any damage or loss caused by the removal or refusal of entry of the delegate pursuant to these terms and conditions. Existem shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any direct losses or damages which it has not expressly assumed liability for above or for any indirect or consequential losses or damages, in each case, even if such loss was reasonably foreseeable or Existem had been advised of the possibility of the delegate incurring the same. In addition, Existem shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any claims for loss of use or any loss of profit, loss of business, loss of data or any loss of use or damage or loss suffered by any delegate as a result of an action brought by a third party, in each case whether direct, indirect or consequential and even if such loss was reasonably foreseeable or Existem had been advised of the possibility of the delegate incurring the same.
Nothing in these terms and conditions is intended to limit or exclude any liability which Existem is not able to limit or exclude by law including, but not limited to, liability for any fraudulent misrepresentation and/or for any death or personal injury caused by its negligence.
The delegate shall indemnify Existem, and keep Existem indemnified, for any costs, losses, or damages that Existem suffers, incurs or pays to any event venue or software or other supplier connected to the event arising from or connected to: (i) any breach by the delegate of these terms and conditions; (ii) any damage done to any event venue or any equipment thereon (whether provided by Existem, the event venue or otherwise) by the delegate, including, but not limited to, any equipment provided for the event; and (iii) any injury suffered by any person, animal or item caused by or in consequence of any act or omission of the delegate.
Delegates must put in place appropriate insurance to cover any costs, liabilities or other losses that they may suffer or incur arising out of these terms and conditions (including, without limitation, the indemnity above), any cancellation of any event for any reason, any damage or loss to your property or their inability to attend the event for any reason (including any reason beyond their control). Delegates acknowledge that Existem shall not be liable for any costs or losses arising due to such cancellation or inability to attend, save to the extent expressly set out in these terms and conditions, and therefore it is their responsibility to ensure they have appropriate insurance.
Non discrimination policy
Existem will comply with all UK laws applicable in relation to discrimination on any grounds. Accordingly, Existem is committed to providing equality of opportunity and fair treatment for all. Existem will not intentionally discriminate on the basis of gender, age, marital status, sexual orientation, ethnic origin, religion, culture or disability in dealing with the delegates.
Existem agrees to comply with all applicable UK data protection legislation in relation to its performance of the contract.
The information given to Existem by the delegates will be recorded in Existem’s databases and will be used for administration purposes and, to the extent permitted by applicable UK data protection legislation, for marketing and promotional purposes.
To the extent permitted by applicable UK data protection legislation, Existem may also share this information with its Event sponsors, partners and group companies in order for them to contact the delegates about other products and services which may be of interest to the delegates.
Existem may also share this information with providers of services relating to the Event (e.g. online or physical exhibition suppliers, Event venues etc.) for purposes of fulfilling your booking and, where applicable, with host organisations and speakers for the purposes of the administration of the Event.
These providers, group companies, partners, host organisations, speakers and sponsors may not be located in the United Kingdom or European Economic Area, and you expressly agree to the transfer of your information to these persons.
Existem is not responsible for the acts or omissions of any third party to whom it is entitled to pass delegates’ information under this section (Data Protection).
Unless Existem receives an explicit written request in advance from a delegate confirming that they do not want to share their contact information, a list of all delegates, their affiliation institutions and e-mail addresses may be included on our Event Hub prior to the event to help facilitate meeting requests and partnerships.
You acknowledge that if at a live event you permit your delegate badge to be scanned your registration details including name, company, job title and email address will be passed onto the applicable sponsor or exhibitor.
In addition, you acknowledge that Existem and/or its representatives and/or any delegate and/or any attendee at the Event may take photographs and/or video footage of all or part of it. Existem (and its group companies) may then include any of these photographs and/or video footage on any of its websites or in its printed or electronic products and/or other promotional materials, at its discretion; unless it receives an explicit written request from you confirming that you do not want Existem to use any images identifying you.
Existem shall not be liable for any delay or default in performing its obligations under the contract if such delay or default is caused by reasons beyond its reasonable control including, but not limited to war, insurrection, national emergency, epidemic, pandemic, interruption of failure of any utility or telecommunications service or network, terrorism, government restrictions, acts of god, industrial action, unforeseen closure of any Event venue and/or Existem’s usual place of work, unavailability of key personnel and/or any other cause beyond the reasonable control of Existem.
These terms and conditions apply to your order 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. You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of Existem which is not set out in the contract.
Nothing in the contract is intended to, or shall be deemed to, constitute a partnership or joint venture of any kind between the parties, nor constitute either party the agent of the other party for any purpose. No party shall have authority to act as agent for, or to bind, the other party in any way.
A person who is not a party to the contract shall not have any rights under or in connection with it.
The contract is personal to Existem and you and neither Existem nor you shall be entitled to assign or novate their rights or obligations under it, without the prior written consent of the other.
Any variation, including the introduction of any additional terms and conditions, to the contract, shall only be binding when agreed in writing and signed by a duly authorised representative of Existem.
If a court or any other competent authority finds that any provision of the contract (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 contract shall not be affected.
A waiver of any right under the contract is only effective if it is in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by a party in exercising any right or remedy under the contract or by law shall constitute a waiver of that or any other right or remedy, nor preclude or restrict its further exercise. No single or partial exercise of such right or remedy shall preclude or restrict the further exercise of that or any other right or remedy.
These terms and conditions are governed by English Law and the Courts of England and Wales shall have exclusive jurisdiction to determine any disputes which may arise under them.
Should you require clarification on any aspect of the Event or these terms and conditions please contact Existem using the details below:
1 Victoria Street
Bristol, BS1 6AA