EVENTUEL STANDARD TERMS AND CONDITIONS

These conditions supersede all other terms and conditions and shall be deemed incorporated into all contracts made between Eventuel (hereafter referred to as the Organiser) and the Client, Exhibitor, Sponsor, or Delegate. No alterations of these terms will be effective unless made in writing and accepted by the Organiser.

PART A: TERMS & CONDITIONS FOR EXHIBITORS & SPONSORS (B2B)

  1. Event Facilities & Delivery

1.1. Face-to-Face Events: The Organiser shall use all reasonable endeavours to provide the Client with the minimum space or stand type as detailed on the Eventuel Booking Form. Unless stated otherwise in a bespoke package, the Organiser shall provide a suitable clothed display table and access to a standard 13-amp power source.

1.2. Virtual & Hybrid Events: The Organiser shall use all reasonable endeavours to provide the Client with a dedicated area on a digital platform with the facility to showcase details regarding their organisation, products, and services.

  1. Venue & Scheduling

2.1. Suitability: The Organiser shall use all reasonable endeavours to provide facilities conducive to the nature of the business being conducted at an event. The Organiser, however, cannot be held responsible for venues proving to be unsuitable or for a venue’s state of repair.

2.2. Changes to Venue: The Organiser reserves the right to change venues or facilities without prior notice to the Client and undertakes to advise the Client of such changes as soon as is reasonably practicable.

2.3. Timings & Format: The Organiser reserves the right to alter the start and finishing times of any event, or initiate late changes to the event format, from those previously advertised or communicated, at its absolute discretion.

2.4. Information Accuracy: The Organiser undertakes to provide appropriate information to the Client relating to access times, location, and parking details for an event. The Organiser cannot be held responsible for any errors or omissions in the information provided and does not guarantee parking arrangements.

  1. Client Obligations, Insurance, & Safety

3.1. Health & Safety: The Client undertakes to adhere strictly to the Health and Safety guidelines and instructions laid down by the Organiser or representatives from the designated Venue. The Client must provide the Organiser with a current Risk Assessment if requested to do so.

3.2. Insurance: The Client must maintain a valid policy of Public Liability Insurance in line with current legislation and their own risk assessment covering their presence, equipment, and operations at the event. Proof of insurance must be provided to the Organiser upon request.

3.3. Indemnity: The Client agrees to indemnify and hold harmless the Organiser against all claims, liabilities, damages, costs, and expenses arising out of any injury to persons or damage to property caused by the actions, negligence, or exhibits of the Client’s staff or contractors.

  1. Promotion and Attendance

4.1. Marketing: The Organiser shall advertise and promote each event in the form and manner it considers most appropriate.

4.2. Delegate Attendance: The Organiser does not undertake to guarantee specific numbers or job-title ratios of attendees on any day of an event.

  1. Terms of Payment

5.1. Invoice: Invoices are payable within 14 days of the date of Eventuel’s invoice. If a booking is taken less than 14 days prior to an event, then 100% full payment will be required prior to the event.

5.2. Non-Payment Remedies: If a payment is not made by the specified due date, then, without prejudice to any other right or remedy available, the Organiser shall be entitled to cancel the contract, deny venue access, reallocate the exhibition space, and charge interest on the unpaid amount at a rate of 2.5% per calendar month from the date of the invoice until payment in full is made.

5.3. Correspondence: All invoice numbers must be quoted on payment correspondence. Payments must be made in pounds sterling (£) and drawn on a mainland British clearing bank.

  1. Cancellation by the Client

Should a booking be cancelled by the Client, the following tiered cancellation charges apply. All cancellations must be received in writing from the Client and will be deemed to take effect strictly from the date of receipt by the Organiser:

  • 12 weeks prior to the event date: 50% of the total booking cost applies.
  • 8 weeks prior to the event date: 75% of the total booking cost applies.
  • 6 weeks prior to the event date: 100% of the total booking cost applies.

PART B: TERMS & CONDITIONS FOR DELEGATES (TICKETS)

  1. Ticket Purchases and Registrations

1.1. Admission to the event is strictly subject to a valid delegate registration and full payment of the designated ticket fee.

1.2. All ticket prices are exclusive of VAT, which will be applied at checkout at the standard UK rate (20%).

1.3. Payment for all delegate places is due immediately upon receipt of invoice. Full payment must be cleared prior to gaining entry to the event.

  1. Substitutions & Non-Attendance

2.1. Substitutions: If you are unable to attend, you may send a substitute colleague from your organisation at no extra cost, provided that you notify the Organiser of the change in writing at least 3 working days prior to the event.

2.2. Failure to Notify: If you fail to notify the Organiser of a substitute attendee within the specified 3 working days window, the Organiser reserves the right to charge for an additional place.

2.3. Non-Attendance: In the event of non-attendance without prior written notice, the Client remains liable for 100% of the full cost of the place, and no refunds or credits will be granted.

  1. Cancellation Policy

Should a delegate booking need to be cancelled entirely, the following charges apply. All cancellations must be received in writing and take effect from the date of receipt:

  • Up until 14 working days prior to the event date: No cancellation charges will apply, and a full refund will be issued.
  • Within 14 working days prior to the event date: 100% of the booking cost will apply, and no refunds or credits will be granted.
  1. Event Programme and Guest Speakers

4.1. The Organiser curates the event programme in good faith. However, the Organiser reserves the right to make changes to the speaker lineup, agenda timings, or session topics without prior notice due to speaker illness or unexpected logistical challenges. No refunds will be issued due to minor programme alterations.

  1. Code of Conduct and Right of Refusal

5.1. The Organiser is dedicated to providing a professional, respectful environment for all attendees. The Organiser reserves the absolute right to refuse admission to, or eject from the venue, any delegate whose behaviour is deemed disruptive, offensive, or inappropriate, without any liability for a refund or compensation.

  1. Media, Photography, and Filming

6.1. Professional photography, video filming, and recording may take place across both face-to-face and virtual/hybrid event formats. These captured images and recordings may be used by the Organiser in future promotional materials, websites, social media marketing, and professional support portfolios.

6.2. By registering for and attending an event, you grant your explicit consent to participate in any such recording used solely for this purpose.

6.3. Should you wish not to be included in any photography or filming, a formal written notice must be provided to the Organiser before the event.

PART C: GENERAL TERMS & COMPLIANCE

  1. Advanced Data Protection & UK GDPR Compliance

1.1. Eventuel processes all personal and corporate data in strict accordance with the UK GDPR and the Data Protection Act 2018.

1.2. By submitting registration details, delegates agree to allow Eventuel and companies directly associated with the specific event to contact you as required for the strategic organisation, matchmaking, and administration of the event.

1.3. B2B Networking & Transparency: Anonymised delegate tracking lists (consisting exclusively of Job Titles and Organisation Names) may be shared with confirmed event sponsors and exhibitors for commercial matchmaking purposes. Full contact details (personal emails, direct phone numbers) will never be shared, sold, or leased to third parties without explicit, active opt-in consent from the individual delegate.

  1. Force Majeure

2.1. The Organiser shall not be liable for any delay or failure in performing any of its obligations under these terms if such delay is caused by circumstances beyond its reasonable control.

2.2. The Organiser shall not be liable for any refund of payments made should circumstances such as Terrorism, War, Outbreaks of Communicable Diseases, Infectious Diseases or similar public health outbreaks, national mourning, adverse weather, structural venue damage, or restricted venue access cause any event cancellation, postponement, or delay.

  1. Notices & Waivers

3.1. Notices: Any notice to be given by either party to the other under these terms shall be in writing addressed to that other party at its normal place of business or via official corporate email.

3.2. Waiver: Any failure by the Organiser to exercise or enforce any of its rights under these terms shall not constitute or be deemed to be a waiver or forfeiture of such rights.

  1. Governing Law

4.1. These Terms and Conditions, 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.

4.2. Both parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising under this contract.