Delegate Updates on Terms and Conditions
The organisers reserve the right, from time to time, to inform delegates of any necessary changes in programming, or additional requirements relating to their safety and wellbeing, in the lead up to or during the event and which require acknowledgement and compliance from the delegate.
Delegates will be required to confirm that they have read, understood and accepted the following terms and conditions before submitting their completed registration.
COVID-19 POLICY: in addition to the Terms & Conditions below
Coronavirus/COVID-19: The safety and wellbeing of our participants remain our priority at all times. To ensure our participants are protected wherever possible, The MEETINGS SPACE Ltd will ensure that all relevant risk analyses and health and safety precautions are agreed with and actioned by all partners involved, with reference to the prevalent advice and guidelines from both the UK events industry and relevant governments. In our ever-changing world, we are in very close collaboration with all of our supplier partners. All partners are committed to creating safe, compliant and high-quality environments for The MEETINGS SPACE, within the prevailing relevant national and regional guidelines. This means that we are able to ensure an effective and enjoyable meetings and networking programme for all. A current Safety & Wellbeing plan is available from the organisers on request.
1. Review of Application
Acceptance of your registration will be confirmed in writing by email. The organisers reserve the right to decline your registration.
2. Your References
The organisers may check some or all of the references which you have supplied on the registration form. Should you have any queries regarding the checking process please contact the organisers to discuss.
3. Travel Companies with Inbound and Outbound MICE Business
All hosted delegates are accepted based on the quality of their current and potential outbound MICE business only. Companies who also have incoming business services, such as DMC services, agree that they will not promote this element of their business in any form to any delegate, either before, during or after the event: this applies either verbally, written or electronically.
4. Delegate Travel Responsibilities
It is the responsibility of the delegate to ensure you are able to travel on the relevant dates with the necessary and valid travel documentation, and/or any vaccination or other requirements related to health and safety, which may be current at the time and relevant to the destination. The organisers reserve the right to implement additional safety requirements if necessary. Travel to and from your local airport is the responsibility of the delegate.
5. Travel Insurance
Travel insurance must be organised by delegates and is not covered by the organisers. It is strongly advisable to purchase travel insurance against cancellation for health or other unforeseen circumstances, including the Covid-19 virus. With regard to the current Covid-19 pandemic, it should be noted by all participants that The MEETINGS SPACE Ltd accepts no liability in respect of any illness arising in connection with Covid-19 or any consequential costs or damages. Delegates must ensure that they are adequately insured for any and all consequential costs which may arise relating to the virus. This includes any requirement to quarantine in the destination, or in their country of origin on return.
6. Cancellation Policy
a. Delegate Cancellation Policy
Should you wish to cancel your participation, for any reason whatsoever, the following penalties will be applied:
FOR EUROPE BASED BUYERS
Cancellation on or before 11th August 2023:
No penalty fee will be applied. However, if we have already booked your flights, as requested by you, then you will be invoiced for the cost of those flights only.
Cancellation after 11th August 2023:
If you cancel after 6th January, and we have already booked your flights as requested by you, then you will be invoiced for the cost of those flights. In addition, a late cancellation penalty fee of €350 will be invoiced as a contribution to already committed costs. However, if you are able to provide an acceptable senior level replacement delegate, approved by the organisers in writing, then you will only be invoiced for any costs related to the new flight for the replacement delegate. No additional penalty will be applied.
Should any regional or local circumstance arise related to COVID-19, which means that a buyer is officially prohibited from travelling to the forum, then no cancellation fees, flight costs, or other penalties would be applied. A written request and official prohibition would be required for our records. Please note, no other exceptions or allowances will be made regardless of circumstances. Delegates should ensure that they are adequately insured against all other eventualities.
FOR USA AND OTHER LONG-HAUL BASED BUYERS
Cancellation on or before 11th August 2023:
Please refer to your separate Long-Haul Flight Booking Policy before booking your flights. No cancellation penalty fee will be applied up to 6th January.
Cancellation after 11th August 2023:
If you cancel after 6th January, a late cancellation penalty fee of €350 will be invoiced as a contribution to already committed costs. Our contribution towards your flights will not be processed.
However, if you are able to provide an acceptable senior level replacement delegate, approved by the organisers in writing, then no penalty fee will be applied.
If you have already booked your flights, you will be responsible for any costs related to name changes or new flight bookings which you make for your replacement. Our agreed flight contribution will be processed on the arrival of your replacement.
Should any regional or local circumstance arise related to COVID-19, which means that a buyer is officially prohibited from travelling to the forum, then no cancellation fees, flight costs, or other penalties would be applied. A written request and official prohibition would be required for our records. Please note, no other exceptions or allowances will be made, regardless of circumstances. Delegates should ensure that they are adequately insured against all other eventualities.
VISA: If you do require a visa to travel to the host destination, please make sure your visa has been granted before you agree with us to book your flight tickets. Please note, if a delegate is refused a visa, they acknowledge they will still be responsible for any flight and/or cancellation charges which are applicable as above.
During the forum: As a confirmed delegate, you agree to attend all programmed activities including all appointments, networking activities, programmed meals and functions. Should you fail to attend any of the programmed elements, without prior agreement with the organisers, you may be liable to pay the cancellation fee of €350.
b. Organiser Cancellation or Postponement
The MEETINGS SPACE reputation for excellence is essential to us. We would not hesitate to cancel the forum, with no obligation or penalty to any of our delegates, in either of these circumstances:
- should we think we cannot fulfil our commitments to either our buyers or suppliers
- should circumstances change in any way that we feel might jeopardise the health or safety of our delegates
Should the organiser cancel or postpone a forum, the organiser will not be liable for any consequential damages incurred. Any payments made to The MEETINGS SPACE by hosted buyers, in respect of requested extra nights or guest fees, would be reimbursed in full within 10 days.
7. Promotional Materials
The MEETINGS SPACE plans to take photographs and video material during the forum and to reproduce them in event news or promotional material, whether in print, electronic or other media, including The MEETINGS SPACE Ltd websites and social media platforms. By participating at this forum, you grant the organisers, and its partnering suppliers, the right to use your professional biography and any photography or video taken during the forum for promotional purposes. All postings become the property of The MEETINGS SPACE Ltd and may be displayed, distributed or used for such purpose.
8. Data Protection
By entering your details requested in the registration form, and submitting your registration, you agree to allow the organisers to share your submitted information with participating delegates and sponsors. Distribution to delegates may be electronic or published. Your company name may appear on The MEETINGS SPACE Ltd websites and promotional material. Your contact details or business information will not be accessible except to registered delegates on The MEETINGS SPACE Ltd websites. This is a condition of attendance. Should you not agree to this for any reason, please write to the Hosted Buyer Team at The MEETINGS SPACE latest 4 weeks after written confirmation of your registration.
By registering for an event, you are agreeing to and have accepted these Terms & Conditions in their entirety.
Your return flights and airport transfers at the destination will be organised for you.
We will endeavour to offer flights from your preferred airports and you will be emailed an
option for your confirmation. The final decision will rest with the organisers.
Your complimentary accommodation will automatically be booked for you at the host hotel for the two nights of the
forum dates. Details of optional guest fees and extra night cost will be provided by the organisers.
Submission of this form commits you to the terms and conditions in the event that your registration application is approved.
You will automatically receive an email record of the registration details you submitted. We will also reply to you
within 4 working days concerning your application approval.
Many thanks from the Meetings Space team. We look forward to speaking with you soon.