Event Terms and Conditions

Definitions

These terms and conditions apply to every person registering as a delegate for the International Conference on Human-Wildlife Conflict and Coexistence to be held in Oxford from 30 March - 1 April 2023 and the pre-conference workshops (if selected) from 28-29 March 2023. 

All references to a date or deadline, mentioned in these terms and on other conference documents refer to BST (during summer months) and GMT (during winter months).

 

Registration

Only completed registration forms will be accepted. An email will be sent after the receipt of your registration and a confirmation of payment will be sent upon receipt of payment in full.

 

Payment

• If the delegate has paid by credit or debit card, the conference team shall provide a receipt for payment of the deliverables. Otherwise the conference team shall invoice the customer of the deliverables at any time after the placement of the registration

• If the event is date is 4 weeks or less payment by invoice is no longer accepted and payment via credit/debit card only

• Invoices must be paid in full, without deduction, within 14 days of the date of each invoice and to the bank account nominated by the conference team

• Where payment is not made, the conference team can charge interest at 5% and interest shall accrue on a daily basis and apply from the due date of payment until the actual payment in full

• Payment must be made in GBP only, by credit, debit or bank transfer

• All bank transactions must include the registration number and the delegates full name as a reference

 

Cancellation policy

• Registrations cancelled more than 12 weeks before the event will be refunded 80% of the price paid

• Registrations cancelled between 12 weeks and 6 weeks before the event will be refunded 50% of the price paid

• Registration cancelled less than 6 weeks before the event will not be refunded

• Cancellation notifications must be sent to info@hwcconference.org with a confirmation reply for refunds to be eligible

• Refunds will be processed in the following ways:

  • Payment via credit or debit cards the same card will be refunded, not including the transaction fee

  • For all other payments, a bank transfer will be made to the payee nominated account and all bank charges will be directly deducted from the refund

• If the event cannot be held or is postponed due to events beyond the control of the conference team (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference team, the conference team cannot be held liable by delegate for any damages, costs, or losses incurred, such as but not limited to transportation costs, accommodation costs, costs for additional orders, financial losses etc. Under these circumstances, the conference team reserves the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties

 

Modification of the program

• The conference team reserves the right to modify the program. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any incidents during the conference which are beyond the control of the conference team

 

Failure to attend

• No refunds will be provided on failure to attend and delegates will be subject to payment in full of the original booking fee

 

Visa

• It is at the discretion of the delegate to make sure their visa is valid and up to date when entering the United Kingdom

• Delegates who require an entry visa must allow sufficient time for the application procedure. The conference team cannot intervene on your behalf in case of a rejection or to speed up the procedure

 

Insurance

• It is the responsibility of the delegate to provide themselves with appropriate insurance for travelling

 

Confidentiality and announcements

• The conference team is not liable to the extent that the delegate or any third party shares any confidential information or material non-public information belonging to the delegate or any third party at or after the event

• Confidential information is protected data and may be disclosed or used only to the extend such disclosure or use does not conflict with processing personal data

 

Processing of personal data

• The customer at all times shall comply with Data Protection Laws in connection with processing of Protected Data. The customer shall ensure all instructions given by it to the conference team in respect of Protected Data (including terms of the Contract) shall at all times be in accordance with Data Protection Laws

• The conference team shall not process and/or transfer, or otherwise directly or indirectly disclose, any Protected Data in or to countries outside the United Kingdom or to any international Organisation without the prior written consent of the Customer

 

How we will use your data 

• By registering for this conference, the delegate is giving the conference team permission to keep the delegate up to date on the latest event information

• The conference team will use the information the delegate provides in accordance with The Data Protection Act 2018

• The conference team will hold the delegates data for up to 12 months after the conference where after it will be destroyed

• The conference team will ensure there is an opportunity to “opt out” of all communication sent via email

• The delegate can request for their details to be destroyed at any time

 

Photographs and video footage

• By attending this event you authorise the conference team to use photographic images and video footage in one or more of the following ways:

  • Publication on websites

  • Social media platforms

  • Printed promotional publications

  • Advertisements

  • Press releases

  • Promotional videos for the website and social media accounts

  • Audio recordings

• Photographs, film, video or images will not be taken or used without the consent of the person involved, and their guardian/carer if they are under the age of 18. The conference team ensures these images are used solely for the purpose they are intended.

 

Termination

• The conference team may terminate the contract at any time by giving notice in writing to the customer if:

  • The customer commits a material breach of the contract

  • The customer has failed to pay any amount due under the contract on the due date and such amount remains unpaid within 30 days after the suppler has given notification that the payment is overdue

  • Any consent, licence or authorisation held by the customer is revoked or modified such that the customer is no longer able to comply with its obligations under the contract or receive any benefit to which it is entitled

• The conference may terminate the contract at any time by giving notice if:

  • The customer stops carrying out significant part of its business, or indicates in any way that it intends to do so

  • Is unable to pay its debts

  • Becomes the subject of a company voluntary arrangement under insolvency

  • If the customer becomes aware that any event has occurred which may entitle the conference team to terminate the contract, it shall immediately notify conference team in writing

 

Entire agreement

• This agreement supersedes all previous agreements, understandings and arrangements

 

Variation

• No variation of the contract shall be valid or effective unless it is in writing; refers to the contract and these conditions and is signed

 

Compliance with law

• All parties must comply with all laws and regulations applicable

 

Governing law

• The contract and any dispute or claim arising out of, or in connection with its subject matter or formation shall be governed by and construed in accordance with the laws of England or Wales

 

Jurisdiction

• The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of, or in connection with, the Contract, its subject matter or formation (including non-contractual disputes or claims)