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Event Attendee Agreement and Terms

Event Participation Terms

Last Updated: 6 September 2024

IMPORTANT NOTICE: PLEASE READ THIS DOCUMENT BEFORE REGISTERING FOR THE EVENT. BY COMPLETING YOUR REGISTRATION, YOU AGREE TO BE BOUND BY THESE TERMS AND CONDITIONS (THE “AGREEMENT”). THIS AGREEMENT HAS BINDING LEGAL EFFECTS AND WILL IMPACT YOUR LEGAL RIGHTS, INCLUDING YOUR ABILITY TO PURSUE FUTURE LEGAL ACTIONS.

CONSIDERATION: In exchange for attending the event (the “Event”) organised by InsTech London Ltd London Ltd, and in acknowledgement of InsTech London Ltd’s reliance on this agreement, the individual named in the registration (referred to herein as “I”, “Me”, “My” or “Participant”) hereby agrees, on behalf of myself and, where applicable, my heirs, executors, administrators, next of kin, and any other individuals acting or claiming to act on my behalf (collectively, “Associated Persons”), to the terms set forth below by submitting my registration for the Event.

SUPPLEMENTARY NATURE: This Agreement supplements any terms and conditions established by the Venue. I expressly waive and relinquish any and all claims, whether presently known or unknown, against InsTech London Ltd and its officers, directors, managers, employees, agents, affiliates, shareholders, members, successors, and assigns (collectively, “Indemnified Parties”).

  1. ADMISSION AND CONDUCT: InsTech London Ltd retains the sole discretion, without obligation to refund, to deny entry to or remove from the conference any individual whose behaviour is deemed disruptive or potentially hazardous to other attendees. By agreeing to these terms, I acknowledge that such actions by InsTech London Ltd will not entitle me to any refund. Any breach of these terms grants InsTech London Ltd the right to pursue all available legal remedies.
  2. ACKNOWLEDGMENT OF COVID-19 AND OTHER HEALTH RISKS: I fully comprehend and acknowledge that: a) The novel coronavirus SARS-CoV-2 and any resulting disease (collectively referred to as “COVID-19”) is an extremely contagious illness that can lead to severe health complications and death. There is an inherent risk of exposure to COVID-19 in any public space where people are present. b) No health and safety measures can completely eliminate the risk of exposure to COVID-19. c) According to health authorities, individuals of all ages and health conditions can be adversely affected by COVID-19. However, certain groups, including those with underlying medical conditions and older individuals, may be at higher risk for severe illness. d) Exposure to COVID-19 can result in subsequent quarantine requirements, short-term and long-term health effects, and/or death, regardless of age or current health status. e) Attending the Event could increase the risk of contracting COVID-19.

 

I hereby affirm that, in the absence of any negligence or other breach of duty by InsTech London Ltd or the Indemnified Parties, my entry to the Venue and participation in the Event is entirely at my own risk.

  1. ASSUMPTION OF RISKS: To the fullest extent permitted by applicable law, and excluding instances of gross negligence, reckless conduct, or intentional acts by InsTech London Ltd and the Indemnified Parties, I, on behalf of myself and Associated Persons, knowingly, voluntarily, and irrevocably assume all risks, hazards, and dangers related to my presence at the Venue and participation in the Event. This includes, but is not limited to, the risk of exposure to infectious diseases (including COVID-19), personal injury, disability, death, and property damage or loss. I accept full responsibility for my voluntary attendance at the Event and the potential consequences thereof.
  2. RELEASE OF LIABILITY: To the maximum extent allowed by applicable law, I, on behalf of myself and Associated Persons, hereby knowingly, voluntarily, irrevocably, and forever release, waive, and discharge each of the Indemnified Parties from any and all claims, liabilities, or causes of action, whether known or unknown, arising from or relating to my participation in the Event. This includes, without limitation, any claims related to exposure to COVID-19 or other infectious diseases. This release does not apply to instances of gross negligence, reckless conduct, or intentional acts by InsTech London Ltd or the Indemnified Parties.
  3. LIMITATION ON RELEASE: For the avoidance of doubt, nothing in this Agreement shall be construed to release or waive any liabilities or claims that cannot be released or waived under the laws of England and Wales. This includes liabilities arising from gross negligence, reckless conduct, or intentional acts.
  4. HEALTH AND SAFETY PROTOCOLS: I understand that my admission to the Venue and participation in the Event are subject to compliance with any health and safety policies, assessments, precautions, or protocols (“Safety Measures”) implemented by governmental agencies, the Venue, InsTech London Ltd, or other relevant parties. These Safety Measures may include, but are not limited to, requirements for face coverings, health screenings, COVID-19 testing, and/or proof of vaccination. I agree to comply with all such Safety Measures. I acknowledge that failure to comply may result in denial of admission or removal from the Venue without refund, and may subject me to other available legal remedies. I understand that the Safety Measures are not diagnostic and do not eliminate the risk of exposure to COVID-19 or other health risks.
  5. CONSENT TO DISCLOSE PERSONAL HEALTH INFORMATION: I acknowledge that InsTech London Ltd and/or the Venue may be required or requested to disclose certain personal health information of mine and Associated Persons to public health authorities or other governmental agencies. This information may include, but is not limited to, results of COVID-19 tests and other health data collected as part of the Safety Measures. I hereby consent to such disclosure and agree that no additional signed release will be required for InsTech London Ltd to disclose such information as legally required or requested.
  6. PERSONAL INSURANCE: I understand and agree that it is my sole responsibility to arrange appropriate personal insurance coverage in connection with my attendance at the Event. InsTech London Ltd and the Indemnified Parties bear no responsibility for providing or ensuring such coverage.
  7. FINANCIAL OBLIGATIONS: By completing my registration for the Event, I affirm that I possess the authority to authorise payments via the specified method. I understand that InsTech London Ltd bears no responsibility for billing errors or incorrect charges, except to rectify such errors upon receiving written notification. To secure registration, full payment must be received prior to the Event. Provisional registrations will be held if payment is not made at the time of booking, but I must ensure InsTech London Ltd receives full payment within 30 days of the booking date or before the Event commences, whichever occurs first. Failure to complete payment before the Event will necessitate credit card payment during check-in. Discount codes, when applicable, may only be applied singularly to the registration fee and will be deducted from the prevailing online ticket price. Unless stated otherwise, all prices exclude VAT, which will be applied at the current rate on the invoice date, with relevant details appearing on the invoice.
  8. DATA PROTECTION AND PRIVACY: By providing my registration details, I consent to InsTech London Ltd processing the personal information I’ve supplied in accordance with InsTech London Ltd’s privacy policy (accessible at https://www.InsTech London Ltd.co/privacy-notice/). I understand this may involve storing my information in a database and, where legally permissible, sharing it with other parties within the United Kingdom and internationally. I acknowledge and agree that any personal data I provide to InsTech London Ltd in connection with the Event may be shared with: (a) InsTech London Ltd’s affiliates; (b) event sponsors; (c) third-party service providers related to my event attendance, including but not limited to registration, event app, and networking service providers; (d) third parties (such as exhibitors, sponsors, and media partners) hosting workshops or exhibits associated with the Event; and (e) government bodies and regulatory authorities as required by law. I consent to my details being shared with these parties and understand they may contact me in the future. I recognise that access to certain areas of the Event may be contingent upon providing my personal information to third parties who have sponsored or are managing those areas. Furthermore, I agree that my personal information will be used to create an attendee list (in physical or digital format) containing my Name, Company, and Job Title, which may be distributed to other event participants. Should I wish to be excluded from this list, I must inform InsTech London Ltd at the time of booking. All personal data processing outlined in this section is subject to applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. I understand that InsTech London Ltd cannot control and does not accept liability, to the extent permitted by law, for the use of my personal information by third parties.
  9. CANCELLATION POLICY: All ticket sales are final. No refunds or cancellations will be accepted. I may transfer my registration to another individual at no additional cost, provided the transfer is completed no later than one week before the Event. To initiate a ticket transfer, you must notify InsTech in writing at [email protected]
  10. REFUND POLICY: If the Event is cancelled, I will automatically receive a credit (valid for 12 months from issue) for an alternative event or equivalent product/service of my choice. I may request a refund for a postponed or cancelled Event within one month of such postponement or cancellation. InsTech London Ltd shall not be held liable for any incurred expenses, such as travel or accommodation costs. I am responsible for obtaining appropriate travel insurance to cover such eventualities.
  11. FORCE MAJEURE: InsTech London Ltd shall not be held liable for any delay or failure to perform its obligations under this Agreement (including the hosting of the Event) if such delay or failure results from circumstances beyond its reasonable control, including but not limited to: (i) natural disasters; (ii) acts of war, terrorism, or civil unrest; (iii) health crises, including epidemics or pandemics; (iv) government-imposed restrictions; (v) labour disputes; (vi) transportation or supply chain disruptions; (vii) venue unavailability not attributable to InsTech London Ltd; or (viii) any other unforeseeable events beyond InsTech London Ltd’s control. In such circumstances, InsTech London Ltd reserves the right, without incurring liability, to provide alternative facilities, reschedule the Event, or, if rescheduling is not feasible, cancel the Event. In the event of cancellation, I will receive a credit (valid for 12 months from issue) applicable to a future event or equivalent product/service of my choice.
  12. APPLICABLE LAW AND JURISDICTION: I understand and agree that this Agreement shall be governed by and interpreted in accordance with the laws of England and Wales. Both I and InsTech London Ltd irrevocably submit to the exclusive jurisdiction of the courts of England and Wales regarding any claim or matter arising under or in connection with this Agreement.
  13. SEVERABILITY AND MODIFICATIONS: I agree that if any provision or part thereof within this Agreement is deemed unlawful, unenforceable, or ineffective, it shall be considered separable, and the remaining provisions of the Agreement shall continue to be valid and binding. Any modifications to the provisions of this Agreement must be made in writing and signed by an authorised representative of InsTech London Ltd.
  14. PHOTOGRAPHY AND FILMING: By attending the Event, I acknowledge that InsTech London Ltd. or its partners may photograph or film me. These images may be used for promotional or educational purposes without further notice or compensation. If I prefer not to appear in such media, I agree to notify InsTech in writing before the Event or inform staff upon arrival. While InsTech will make efforts to respect my request, I understand that it may not be possible to avoid incidental inclusion in group shots.

 

BY COMPLETING MY REGISTRATION FOR THE EVENT, I CONFIRM THAT I HAVE READ, UNDERSTOOD, AND ACCEPTED ALL THE TERMS OF THIS AGREEMENT, AND I ACKNOWLEDGE THAT I AM VOLUNTARILY WAIVING CERTAIN LEGAL RIGHTS, INCLUDING THE RIGHT TO BRING LEGAL ACTION AGAINST THE INDEMNIFIED PARTIES.