Event Terms and Conditions
- Intellectual Property Rights
1.1 All intellectual property rights in and to events and the content relating to events are the property of Ventro Ltd and its Partners. We may provide a licence to third parties, including event sponsors, to use content at our sole discretion.
1.2 Participants may use the content solely for their own personal use and benefit and not for resale, distribution, or other commercial purposes.
1.3 The event marks may not be used without Ventro Ltd.’s written permission.
1.4 Any request for permission to republish, reprint or use for any other purpose any of the content or event marks should be sent by email to the event contact as described in your event confirmation.
- Price & Payment
2.1 All prices quoted by Vento Ltd may be amended when agreed with the Client and the Client will reasonably consider any errors or omissions or where an increase is caused by a change in the circumstances beyond the reasonable control of Ventro Ltd.
2.2 Any query arising from an invoice must be notified to Ventro Ltd in writing by the Client within 10 working days of the date of the invoice receipt. Failure to comply will render the full invoice payable on the due date.
2.3 It is strictly the responsibility of the representative of the Client confirming the booking to inform all relevant parties of the payment terms, as set out by Ventro Ltd.
2.4 Payment Due – total payment should be made within 30 working days of receiving the invoice, or before the event commences.
2.5 Additional Expenses – any additional expenses or fees resulting from any changes made by the client, that may not have been quoted in the agreed proposal but subsequently incurred by Ventro Ltd, will be invoiced separately after the event. Payment will be due within 5 working days of presentation, any queries thereon raised within 3 working days of presentation and payment shall be made in accordance with Clause 2.6. Ventro Ltd will agree and additional expenses or fees with the client prior to these being incurred.
2.6 Methods of Payment:
Payment method details will be outlined on the invoice sent to you.
2.7 Payment in full of any applicable fees for the event is due upon registration of event tickets. If such payment is insufficient or declined for any reason, Ventro Ltd may refuse entry to the event.
2.8 Fees for physical events are quoted exclusive of any applicable value-added tax (VAT). If VAT is chargeable, participants shall be required to pay Ventro Ltd such additional amounts in respect of such tax as are chargeable in relation to the fee.
3.1 All cancellations by participants must be received in writing no later than 28 days before the event scheduled date for a full refund of the attendee fee paid, less a 10% administration charge. We cannot accept verbal cancellations. Attendees whose cancellations are received after this deadline shall be liable for the full fee. Attendees may nominate a substitute to attend the event in his or her place.
3.2 We may in exceptional circumstances need to cancel or postpone the event, in which case we shall notify you as soon as reasonably practicable. In the event of cancellation, subject to clause 5, we shall issue attendees with a full refund or relevant fees paid to you. In the event of postponement, we shall offer you the option to re-register for the rescheduled event or, subject to clause 5, issue you a full refund of relevant fees paid by you. Our liability to you because of any cancellation or postponement of an event shall be limited to the amount of fees that you have paid to us for that event only and we shall not be liable for any additional losses incurred by you as a result of such cancellation or postponement.
3.3 Refunds shall be issued back to the debit/credit card used for payment or by bank transfer.
- Data Processing
4.1 We shall use your personal data for the purpose of providing services in relation to the events, including but not limited to event registration, communications, event access, dining, administration, invoicing and payment, delegate lists, post-event feedback, quality checks, participant verification, research, and polling.
4.2 In order to fulfil our obligations to you in relation to the event, we may share relevant personal data with presenters, event venue management, online event platform, finance partners, print houses, event service providers and external delivery partners.
- Force Majeure
5.1 In this clause, “Force Majeure” means circumstances that are beyond our reasonable control and which are reasonably likely to affect the successful delivery of the event or would make it inadvisable, impracticable, illegal, or impossible for us to host the event of or perform our obligations under these Terms, including circumstances, which directly affect the attendee in their home countries resulting in a material percentage of the attendees being reasonably likely to be prevented from attending the Event.
5.2 If, because of Force Majeure, Ventro Ltd cancels the event, Ventro Ltd shall use its reasonable endeavours to either (a) reschedule the event; or (b) switch the event from a physical event to an online event, in each case to take place within 3 months.
5.3 if Ventro Ltd is unable to reschedule the event in accordance with clause 5.2, it shall refund the attendee fees as soon as reasonably practicable and in any event within 60 days from the cancellation date of the notice.
5.4 without prejudice to Ventro Ltd.’s obligation to refund any fees to attendees, Ventro Ltd accepts no liability and shall pay no compensation where the performance of its obligations is made impracticable, illegal or impossible by or as a result of Force Majeure.
- Attendance Requirements
6.1 Each attendee shall:
(a) observe the rules, policies and procedures of the event venue including in relation to health and safety and any reasonable instructions issued by Ventro Ltd and/or the management of the event venue;
(b) behave in a respectful, professional, and appropriate way that does not breach the laws or regulations that risks bringing the event or Ventro Ltd into disrepute.
- Registration for Events
7.1 When registering for an event, you must provide us with accurate and complete Registration Details. It is your responsibility to inform us of any changes to that information (including, without limitation, your email address) by updating your details on the relevant section of the applicable website or contacting us using the contact information provided to you in any event confirmation.
7.2 It is your responsibility to inform us of any special access requirements or dietary requirements at the time of registration, and in any event no later than 3 working weeks in advance of the event. Any dietary requests made less than 3 working weeks before an event may not be available.
7.3 By attending the event you acknowledge that photographs and filming may take place at the event. Ventro Ltd reserves the right to use event videos recorded at the event with your photograph and/or likeness in future marketing materials, including social media channels, websites, and print material, without obtaining any further approval from you or making any payment to you. If you do not wish your photograph to be taken at an event, please notify the photographer during the event and we will use reasonable endeavours to comply with your request.
7.4 Attendees must be over the age of 18.
7.5 Attendees must not sell, transfer, or share their event passes. Registered attendees may be substituted by other individuals at no extra cost by notice in writing to Ventro Ltd at any time prior to the event. Subject to terms including the need to provide registration details at least 2 working days in advance of attending the event.
We may make amendments to these Terms and Conditions from time to time. Any such amendments shall be posted to the event and website terms statements. Amendments will be effective immediately and you will be deemed to have accepted them if you attend the event. If you do not wish to accept them, you must cancel your attendance in accordance with clause 3.