Terms and conditions

CONFIRMATION PROCEDURE

Once we have received confirmation of your booking in writing either by fax, post or via our online booking system, we will send you an automated confirmation email. If you request to be invoiced, payment terms will be 28 days from date of booking. An invoice will then be generated and sent out to you via post. If your company uses Purchase Order Numbers, please supply this at the time of booking as failure to do so may cause problems with your booking. If you chose to pay by credit card you will receive an email confirmation from RBS WorldPay and later a VAT receipt from our accounts department. Please note that we must receive full payment prior to the event start date. Booking form submission (in any form online, fax or post) does not guarantee a place but the dispatch by us of an email confirmation constitutes a legally binding contract. If you have not received your confirmation email 14 working days after submission of your booking, please contact the Customer Services team on +44 (0)20 8267 4011 as we may not have received your booking. Haymarket Conferences are unable to accept responsibility for the non-arrival of information.  Haymarket Conferences reserves the right to decline any booking, at any time. Haymarket Conferences reserves the right to vary the content, timings, location and/or speakers of events and as such accept no liability for variations.

DATA PROTECTION

By registering for a conference, Haymarket Media Group can provide you with information relating to your booking and other Haymarket related products or services via email, direct mail, fax or telephone. Please write to the Marketing Manager, Media 360, Haymarket Conferences FREEPOST (LON3727) 174 Hammersmith Road, London W6 &JP, UK if you do not want to receive this information. We may also make your details available to carefully screened companies (excluding email addresses) who have offers that may be of interest to you.

CANCELLATIONS AND SUBSTITUTIONS

All cancellations MUST BE MADE IN WRITING to conferences@haymarket.com and received by us no later than 10 November 2011. It is the booker’s responsibility to ensure that we have received the cancellation. Such cancellations are subject to a handling and administration fee of £99 per delegate, which will be deducted from any due refund or invoice, whichever is appropriate. We regret that no cancellations are accepted within 20 days of the event date due to the way in which we are in turn charged by our suppliers. However, a substitute delegate can always be nominated. Substitutions on the day of the conference are made at the organiser’s discretion only. Pre-payments will not be refunded and invoiced sums will be payable in full, except in cases where it has been possible to mitigate loss. Haymarket Conferences will not offer refunds to delegates due to a terrorist alert or incident unless the conference is cancelled. In this instance, Haymarket Conferences will retain up to 50% of the conference fee to cover marketing, administration and delegate registration costs.

ON THE DAY

Please note that we may take photographs, video and audio footage of the event, which may include speakers and the delegation, and this may later be used in editorial features and/or in marketing and promotional material.

Whilst in attendance at any Haymarket event, if your behaviour is deemed disruptive, offensive, dangerous, illegal, or if you are found to be distributing unauthorised material we reserve the right to eject you without any prior notice or refund.

Audio and visual recordings or the distribution of commercial materials are not permitted without our prior consent.

We can accept no liability for damage to or loss of personal belongings at the event venue.

SPEAKER CONFIRMATION & CHANGES

We arrange our events and speakers up to 6 months in advance and, as the date of the conference approaches, sometimes speakers are prevented from attending for personal or business reasons.

With the increasingly challenging market conditions, we cannot guarantee any particular case study or speakers, as our speakers themselves cannot guarantee their attendance to us. We appreciate your understanding.

We endeavour to find suitable replacement speakers of the same calibre. Often, however, a direct replacement cannot be found or found with enough time for the replacement to prepare a quality presentation.

Please visit the speaker profile page for regular updates on the speaker faculty.

ACCOMODATION

Please note that overnight accommodation is not included in the registration fee.  For a selection of hotels near to the conference venue please visit: www.cityhotelaccommodation.com/

DIETARY REQUIREMENTS

A vegetarian option is provided as standard at mealtimes. If you have any other dietary requirements, please contact the Conferences team on +44 (0)20 8267 4011 or conferences@haymarket.com.

ACCESS REQUIREMENTS

We make every effort to ensure our events are accessible for all delegates. If you have any specific access requirements, or have any other queries about your attendance at the event please contact the Conferences team (details above).

CONFIRMATION PROCEEDURE

Once we have received confirmation of your booking in writing either by fax, post or via our online booking system, we will send you an automated confirmation email. If you request to be invoiced, payment terms will be 28 days from date of booking. An invoice will then be generated and sent out to you via post. If your company uses Purchase Order Numbers, please supply this at the time of booking as failure to do so may cause problems with your booking. If you chose to pay by credit card you will receive an email confirmation from RBS WorldPay and later a VAT receipt from our accounts department. Please note that we must receive full payment prior to the event start date. Booking form submission (in any form online, fax or post) does not guarantee a place but the dispatch by us of an email confirmation constitutes a legally binding contract. If you have not received your confirmation email 14 working days after submission of your booking, please contact the Customer Services team on +44 (0)20 8267 4011 as we may not have received your booking. Haymarket Conferences are unable to accept responsibility for the non-arrival of information.  Haymarket Conferences reserves the right to decline any booking, at any time. Haymarket Conferences reserves the right to vary the content, timings, location and/or speakers of events and as such accept no liability for variations.

DATA PROTECTION

By registering for a conference, Haymarket Media Group can provide you with information relating to your booking and other Haymarket related products or services via email, direct mail, fax or telephone. Please write to the Marketing Manager, Media 360, Haymarket Conferences FREEPOST (LON3727) 174 Hammersmith Road, London W6 &JP, UK if you do not want to receive this information. We may also make your details available to carefully screened companies (excluding email addresses) who have offers that may be of interest to you.

CANCELLATIONS AND SUBSTITUTIONS

Upon receipt of your booking form (including an online registration form) your place(s) are confirmed. All cancellations or substitutions MUST BE MADE IN WRITING and it is the booker’s responsibility to confirm that we have received the cancellation. Substitutions are permitted but at the organiser’s discretion and will only be accepted prior to the start of the event. Substitutions on the day of the event itself will not be permitted.

One of the charges below will then be levied against your booking depending on the cost of your booking and date of the cancellation.

  • More than 60 days before the event: refund 75% + VAT
  • Between 42 and 60 days before the event: refund 50% + VAT
  • Less than 42 days before the event: no refund

ON THE DAY

  • Please note that we may take photographs, video and audio footage of the event, which may include speakers and the delegation, and this may later be used in editorial features and/or in marketing and promotional material.
  • Whilst in attendance at any Haymarket event, if your behaviour is deemed disruptive, offensive, dangerous, illegal, or if you are found to be distributing unauthorised material we reserve the right to eject you without any prior notice or refund.
  • Audio and visual recordings or the distribution of commercial materials are not permitted without our prior consent.
  • We can accept no liability for damage to or loss of personal belongings at the event venue.

SPEAKER CONFIRMATION & CHANGES

  • We arrange our events and speakers up to 6 months in advance and, as the date of the conference approaches, sometimes speakers are prevented from attending for personal or business reasons.
  • With the increasingly challenging market conditions, we cannot guarantee any particular case study or speakers, as our speakers themselves cannot guarantee their attendance to us. We appreciate your understanding.
  • We endeavour to find suitable replacement speakers of the same calibre. Often, however, a direct replacement cannot be found or found with enough time for the replacement to prepare a quality presentation.
  • Please visit the website for regular updates on the speaker faculty.