Europe Events Terms and Conditions

US Residents please refer to our US Events

Sales Events & Conferences

Emerson Studios, 4-6 Emerson Street, London, SE1 9DU  – Tel: +44 (0)207 354 6000  Registered Address: 16 Old Bailey, London, EC4M 7EG Company Registration No. 03641099

  1. PAYMENT

All bookings made prior to the event must be paid in full to guarantee registration, an email confirmation and receipted invoice will be sent. Bookings received less than two weeks before the event date can only be paid by credit/debit card.

VAT is chargeable if the event is in the UK regardless of where the purchaser is based.

  1. EARLY BIRD RATE

In order to qualify for any ‘early bird’ rates, booking and payment must be received before the deadline date listed in the event.

  1. CANCELLATIONS/SUBSTITUTIONS

Please note that we have a no cancellation policy on our events and conferences and once a booking is made it is considered a firm booking. Delegates may nominate an alternative person from their organisation to attend up to 24 hours prior to the start of the event, at no extra charge, all substitutions must be received in writing.

  1. ACCESS REQUIREMENTS

Delegates should advise of any special access requirements at the time of booking.

  1. REGISTRATION INFORMATION

Registration information will be sent to registered delegates by email at least seven days prior to the event. Any delegate not receiving the registration information should contact the Event Organiser.

6. ALTERATIONS TO PROGRAMME – Cancellation/Postponement of Event

6.1 NewBay Media Europe Ltd reserves the right to make alterations to the event, conference programme, expo, venue and timings.

6.2 In the unlikely event of the event being cancelled by NewBay Media Europe Ltd, a full refund will be made. Liability will be limited to the amount of the fee paid by the delegate.

6.3 In the event of it being found necessary, for whatever reason, that the event is postponed or the dates changed, NewBay Media Europe Ltd will not be liable for any expenditure, damage or loss incurred by the delegate.

6.4 If by re-arrangement or postponement the event can take place, the booking between the delegate and NewBay Media Europe Ltd shall remain in force and will be subject to the cancellation schedule in paragraph 3.

  1. SPEAKERS/HOST

Views expressed by speakers/hosts are their own. NewBay Media Europe Ltd cannot accept liability for advice given, or views expressed, by any speaker/host at NewBay Media Europe Ltd events and conferences or in any material provided to delegate.

  1. PHOTOGRAPHY & FILMING

For promotional purposes, there may be professional photography and video production taking place during conferences and events. Delegates who do not wish to be filmed or recorded should advise the NewBay Media Europe Ltd Events Manger by email prior to the event.

  1. DATA PROTECTION

By submitting registration details, delegates agree to allow NewBay Media Europe Ltd and companies associated with the event to contact them regarding their services. Delegates who do not wish to receive such communications please email the NewBay Media Europe Ltd Events Manager. The contact details of registered delegates will be placed on the attendee list which will be passed to sponsoring companies and to all attendees for conferences and expo’s for the purpose of networking and meetings. Delegates who do not wish to be included on this list should advise the NewBay Media Europe Ltd Event Manager at the time of booking.

10. WEBSITES & LINKS

The event microsite and associated NewBay Media Europe Ltd websites may link to other websites and networking tools provided for the convenience of the users. The contents of these websites are maintained by their owners, for which NewBay Media Europe Ltd takes no responsibility. Neither can responsibility be taken for contents of any website linking to the event microsite.

11. INSURANCE

It is the responsibility of the delegate to arrange appropriate insurance cover in connection with their attendance at the event. NewBay Media Europe Ltd cannot be held liable for any loss, liability or damage to personal property.

12. SPEAKERS/HOST TERMS & CONDITIONS

12.1 NewBay Media Europe Ltd may use the speakers/host name and presentation materials for promoting delegate attendance at the event.

12.2 Presentations, footage and papers including all associated artwork and illustrations will not be returned unless specifically requested by the author. The papers must be objective and completely free of advertising and commercialism.

12.3 NewBay Media Europe Ltd may audio and or/video tape the speakers/host act/session and the recording may be reproduced and sold as part of the overall conference/event materials. This allows delegates to purchase audio/video copies of presentations that they may have been unable to attend.

12.4 NewBay Media Europe Ltd may reproduce copies of the speaker’s presentations (eg Power Point slides or supporting hand-outs) on paper and/or electronically and these may be sold as part of the overall hand-out materials during the conference and after the event. Any acknowledgement regarding Copyright or support should be included at the end of the abstract/presentation, as these will be distributed to the conference delegates.

12.5 Speakers/hosts who do not wish to give permission for the above terms and conditions, please contact the NewBay Media Europe Ltd Event Manager before the commencement of the event.

13. CONFIDENTIALITY

The contents of the agreement are strictly private and confidential.

– Sponsorship Events & Conferences

Emerson Studios, 4-6 Emerson Street, London, SE1 9DU  – Tel: +44 (0)207 354 6000  Registered Address: 16 Old Bailey, London, EC4M 7EG Company Registration No. 03641099

  1. INTRODUCTION

1.1 The Event (as defined on the Front Sheet) is organised and managed by NewBay Media Europe Ltd, a company registered in England and Wales with registration 03641099 and registered office at 16 Old Bailey, London EC4M 7EG.

1.2 These Terms and Conditions and the Front Sheet to which they are attached (together the “Agreement”) set out the term on which you (ie the Sponsor) agree to sponsor the Event. Please read the Agreement carefully and make sure you understand it before signing. You understand that by signing the Agreement, you agree to be bound the by the terms of the Agreement.

1.3 Defined terms in this Agreement shall have the meaning given to them on the Front Sheet or else within these Terms and Conditions.

1.4 References to “we”, “us” and “our” shall be references to NewBay Media Europe Ltd. In light of the meaning given above to “you”, references to “your” shall be construed accordingly.

  1. GRANT OF RIGHTS

2.1 We grant to you the Sponsor Benefits (as defined on the Front Sheet) during the Term to promote and exploit the Event; and

2.2 a non-transferable, non-exclusive, royalty-free licence to use the Event logos and trade marks (the “Event Marks”) provided to you in accordance with clause 4.3 solely to promote your sponsorship of the Event, during the Term (as defined at clause 8.1) and in accordance with the terms of this Agreement.

2.3 You grant to us a worldwide, non-exclusive, royalty-free, sub-licensable licence to use your logos and trade marks (the “Sponsor Marks”) provided to us

2.4 for any period of 12 months following the Event in any report produced about the Event and in any promotional materials for similar events.

2.3 In the event that you change the Sponsor Marks at any time during the Term, you agree that we shall not be obliged to make any consequential changes to materials that include the Sponsor Marks produced by us or on our behalf for or in connection with the Event (including, but not limited to, reprinting promotional literature or publicity materials) unless you agree in writing in advance to meet the costs and expenses incurred by us arising from such change.

2.4 No third party shall have any rights under the Contracts (Rights of Third Parties) Act 1999 in connection with this agreement.

  1. PAYMENT

3.1 The Company will pay NewBay Media Ltd 100% of the billed amount within 30 days of the date of the invoice. If the invoice is dated within the 30 days of the event full payment is due immediately and before the event.

  1. TERMINATION & CANCELLATION

4.1 In the event that the Company wishes to cancel the agreement it must do so in writing within 30 days of the date of the agreement and it will be liable to pay 50% of the overall costs. After this period the Company shall be liable for 100% of the costs.

4.2 Following the inclusion of the Company onto marketing collateral or other hard copy or electronic literature relating to the event, cancellation will result in the Company incurring 100% of the overall cost.

4.3 Without prejudice to the any other rights or remedies available, each party will have the right to terminate this agreement forthwith by notice in writing to the other if:

The other commits a material breach of this agreement and, in the case of a breach capable of remedy, fails to remedy that breach within 30 days of receiving notice in writing specifying the breach; or

The other becomes insolvent or enters into liquidation or has a receiver appointed to its assets.

4.3.1 Termination of this agreement for any reason shall not affect the accrued rights and liabilities of the parties hereunder at the date of termination.

4.3.2 Upon expiry or termination for any reason of this agreement, all of the Company’s promotional rights under this agreement shall terminate immediately and the Company shall forthwith discontinue all advertising and promotional activities being carried out by it at such time in connection with such rights except as specifically agreed otherwise by NewBay Media Europe Ltd on written application by the Company.

  1. ALTERATIONS TO PROGRAMME – Cancellation/Postponement of Event

5.1 NewBay Media Europe Ltd reserves the right to make alterations to the event, conference programme, expo, venue and timings.

5.2 In the unlikely event of the Event being cancelled by NewBay Media Europe Ltd, a full refund will be issued within 30 days of cancellation notice.

5.3 In the unlikely event of it being found necessary, for whatever reason, that the Event is postponed or the dates changed, to within three months of the original date, the full cost and package will be transferred to the new date.

6. GENERAL

6.1 The Company acknowledges and accepts that NewBay Media is engaged in other merchandising promotional and advertising activities in relation to the Event and accordingly. NewBay Media Europe Ltd may deal with such rights entirely at its discretion subject to the rights granted to the Company hereunder.

6.2 The obligations of the parties to this agreement cannot be transferred or assigned or sub-licensed to any third party without the prior written consent of the other party, such consent not to be unreasonably withheld or delayed.

7. CONFIDENTIALITY

The contents of the agreement are strictly private and confidential.