Terms and Conditions for Delegates

These Conditions were last updated on 7th December 2021 and may be varied from time to time. Please ensure that you review these Conditions regularly as you will be deemed to have accepted a variation to them if you continue to receive the Services after it has been posted.

By registering for and/or attending an Event (as defined below), Delegates (as defined below) are bound by, and shall comply with, these Conditions. It is the Delegate’s responsibility to read and understand these Conditions.

1. Definitions

1.1 – The following definitions and rules of interpretation apply in these Conditions:

Agreed Purposes:
for facilitating and enhancing networking opportunities at Events and marketing of our future Events & related Activities. 

Booking:
a confirmed place for a Delegate to attend an Event.

Booking Form:
a form identifying (amongst other things) (i) the Delegate; (ii) the Event (including the start date of the Event); (iii) the Registration fee; and (iv) any other specific terms.

Charges:
the sums payable by the Delegate to Oxford Global Marketing pursuant to the Contract, including but not limited to the Registration Fee.

Conditions:
these terms and conditions as amended from time to time in accordance with Condition 9.5.

Contract:
a contract between Oxford Global Marketing and the Delegate for the supply of the Package(s), incorporating a Booking Form and these Conditions.

Controller, processor, data subject, personal data, personal data breach, processing and appropriate technical and organisational measures: shall have the meanings as set out in the Data Protection Legislation.

Data Discloser:
a party that discloses Shared Personal Data to the other party.

Delegate:
the person who is to attend an Event, as identified in the relevant Booking Form (and, if the Delegate is a corporate entity, the Delegate’s employees and representatives).

Data Protection Legislation:
all applicable data protection and privacy legislation in force from time to time in the UK including without limitation the UK GDPR; the Data Protection Act 2018 (and regulations made thereunder) (DPA 2018); and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended and all other legislation and regulatory requirements in force from time to time which apply to a party relating to the use of personal data (including, without limitation, the privacy of electronic communications).

Event:
the event(s) to be organised by us as set out in the Booking Form, which may be a physical event, hybrid event, a digital virtual event, or other broadcast digital audio or video webinar.

Force Majeure Incident:
any incident or event affecting the performance of any provision of the Contract arising from or attributable to acts, events, omissions, or accidents which are beyond the reasonable control of a party including any abnormally inclement weather, flood, lightning, storm, fire, explosion, earthquake, subsidence, structural damage, epidemic, pandemic or other natural physical disaster, transport, disruptions, failure or shortage of power supplies, war, military operations, riot, crowd disorder, strike, lock-outs or other industrial action, terrorist action, civil commotion and any legislation, regulations, ruling or omission of any relevant government, court, competent national authority or governing body.

Permitted Recipients:
the parties to a Contract, any employees and representatives of each party and any third parties engaged to perform obligations in connection with a Contract.

Registration Fee:
the sum payable (if any) by the Delegate to Oxford Global Marketing for registering their attendance for an Event.

Shared Personal Data:
the personal data to be shared between the parties under clause 8 of these Conditions. Shared Personal Data shall be confined to the following categories of information relevant to the following categories of data subject:
a) first names, last names, Job title, email address, contact telephone number, and registration information of Delegates;
b) first names, last names, Job title, email address, contact telephone number, and registration information of Sponsors

Sponsor:
a person who sponsors an Event (and, if the Sponsor is a corporate entity, the Sponsor’s employees and representatives).

UK GDPR:
has the meaning given to it in section 3(10) (as supplemented by section 205(4)) of the DPA 2018.

1.2 – A reference to “we”, “us”, our” or “Oxford Global Marketing” is to Oxford Global Marketing Limited (company number 6408327) with registered office at Highview House 1st Floor, Tattenham Crescent, Epsom, Surrey KT18 5QJ, U.K.

1.3 – A reference to “you” or “your” is a reference to the Delegate.

1.4 – Condition headings shall not affect the interpretation of the Contract.

1.5 – A person includes a natural person, corporate or unincorporated body (whether or not having separate legal personality).

1.6 – A reference to a company shall include any company, corporation or other body corporate, wherever and however incorporated or established.

1.7 – Unless the context otherwise requires, words in the singular shall include the plural and in the plural include the singular.

1.8 – Unless the context otherwise requires, a reference to one gender shall include a reference to the other genders.

2. Conditions and Booking Form

2.1 – These Conditions shall apply to and be incorporated in each Contract.

2.2 – No addition to, variation of, exclusion or attempted exclusion of any term of the Contract shall be binding on us unless in writing and signed by our duly authorised representative.

2.3 – No Booking Form, whether issued by us or you, is binding on the other until the earlier of us executing and returning it to you or us receiving any deposit that may be outlined in that Booking Form, at which point a Contract shall be formed between us and you for the supply by us of a ticket (whether physical or virtual) to one of our Events.

2.4 – To the extent there is any conflict between the wording within a Booking Form and these Conditions, that wording within the relevant Booking Form shall take precedence.

2.5 – All Delegates attending an Event, whether as an individual, group or via a membership package are bound by these Conditions for each Event attended.

2.6 – If a Delegate wishes to become a member of one of Oxford Global Media’s membership packages, the Delegate and Oxford Global Media shall enter into a separate arrangement in respect of that membership and separate terms will apply to that membership which can be found here.

3. Events and Bookings

3.1 – Details of the Delegate’s Booking at the Event will be confirmed by Oxford Global Marketing once the completed Booking Form is received.

3.2 – Confirmation by Oxford Global Marketing of the Booking at an Event forms a binding commitment for payment of the full relevant Registration Fee(s) by the individual Delegate.

3.3 – Each Delegate must complete the online Booking Form. This information will only be used for the organisation of the conference, for material produced for other attendees and to facilitate any networking sessions.

3.4 – Bookings for the Event are limited and are subject to availability.

3.5 – Delegates will not be eligible for pre-arranged one to one meetings with other attendees of the Event unless they purchase a sponsorship meetings package. Sponsorship meetings packages can only be purchased directly from Oxford Global Marketing and not via the online booking facility.

3.6 – A Delegate may request for their Booking to be transferred to another person by giving written notice to Oxford Global Marketing. Oxford Global Marketing reserves the right to accept or deny a request for such a transfer. No other transfer or assignment of a Booking is permitted.

3.7 – In addition to its rights at Condition 5, Oxford Global Marketing reserves the right to cancel a Booking at any time for whatever reason. In the event an Event is cancelled and Oxford Global Marketing does not rearrange it, it shall repay the Registration Fee to the Delegate, or whatever proportion of the Registration Fee it has actually received from the Delegate and this repayment shall be the Delegate’s sole remedy in relation to the cancellation (where there is no re-arrangement) of an Event.

3.8 – For promotional purposes, there may be professional photography and video production taking place during an Event. If a Delegate does not wish to be filmed or recorded during an Event, the Delegate must notify Oxford Global Marketing in writing no less than 1 week prior to the start of the Event as to who these persons are and ensure those persons make themselves known to Oxford Global Marketing prior to the Event.

3.9 – The views expressed by any speaker at the Event are representative of the speaker’s own opinions and cannot in any way be attributed to Oxford Global Marketing. Oxford Global Marketing disclaims any liability for views expressed by any speaker at the Event.

3.10 – The details of the Event shown in any material supplied by Oxford Global Marketing to the Delegate are correct at the time of printing and/or release, but the Delegate shall be responsible for checking with Oxford Global Marketing that no alterations have been made prior to attending the Event.

4. Charges

4.1 – To attend an Event, the Delegate must pay in full, or have paid in full on their behalf, the relevant Registration Fee (if applicable) immediately on registering their attendance for an Event by completing a Booking Form.

4.2 – The Registration Fee does not include any travel costs, or any costs of accommodation. The Registration Fee relates solely to attendance at the Event.

4.3 – If an invoice for a Registration Fee is requested, an admin surcharge of £50 plus VAT will be applied to payments settled following the receipt of an invoice. This charge will not be applied to payments settled online.

4.4 – If an invoice is issued, you must pay to us all Charges in full within 30 days of the date on the invoice or the date of the Event, whichever is sooner.

4.5 – Without prejudice to any other right or remedy that we may have, if you fail to pay any of our invoices in accordance with Condition 4 we may:

(a) charge interest on such sum from the due date for payment at the annual rate of 4% above the base lending rate from time to time of Barclays Bank Plc accruing on a daily basis and being compounded quarterly until payment is made, whether before or after any judgment; and

(b) exclude the Delegate from the Event until payment has been made in full.

4.6 – All amounts payable to us under the Contract are to be paid free and clear of currency control restrictions, bank charges, fees, duties or other transactional costs, the payment of which shall be your sole responsibility.

4.7 – You may not make any deductions from, nor set-off any sums in relation to the Charges. We may set off any sums we owe you against any sums you owe us.

4.8 – All Charges are exclusive of VAT and you must pay VAT and/or any other applicable sales tax in addition.

4.9 – Subject to Condition 3.7, payments of Charges are non-refundable.

5. Force Majeure

5.1 – Neither party shall be in breach of a Contract nor liable for delay in performing, or failure to perform, any of its obligations under the Contract if such delay or failure result from a Force Majeure Incident.

5.2 – If Oxford Global Marketing abandons the Event and/or the Event is cancelled due to a Force Majeure Incident:

(a) Oxford Global Marketing will reschedule the Event (to be held as soon as reasonably possible and in any event within 12 months of the date of the original Event, providing there is no Force Majeure at that time); and

(b) no reimbursement of any Charges already paid will be made by Oxford Global Marketing and the Delegate will remain liable to pay the Charges in full.

6. Limitation of Liability: YOUR ATTENTION IS PARTICULARLY DRAWN TO THIS CONDITION

6.1 – This Condition 6 sets out our entire financial liability (including without limitation any liability for the acts or omissions of our employees, agents and sub-contractors) to you in respect of:

(a) any breach of the Contract howsoever arising; and

(b) any representation, misrepresentation (whether innocent or negligent), statement or tortious act or omission (including without limitation negligence) arising under or in connection with the Contract.

6.2 – Nothing in these Conditions limits any liability which cannot legally be limited, including but not limited to liability for:

(a) death or personal injury caused by our negligence; or

(b) fraud or fraudulent misrepresentation.

6.3 – Subject to Condition 6.2, we shall not in any circumstances be liable, whether in tort (including without limitation for negligence or breach of statutory duty howsoever arising), contract, misrepresentation (whether innocent or negligent) or otherwise for:

(i) loss of profits; or

(ii) loss of business; or

(iii) depletion of goodwill or similar losses; or

(iv) loss of anticipated savings; or

(v) loss of goods; or

(vi) loss of contract; or

(vii) loss of use; or

(viii) loss or corruption of data or information; or

(ix) any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses.

6.4 – Subject to Condition 6.2 and Condition 6.3, our total liability in contract, tort (including without limitation negligence or breach of statutory duty howsoever arising), misrepresentation (whether innocent or negligent), restitution or otherwise, arising in connection with the performance or contemplated performance of the Contract shall be limited to the sum of the Charges paid under the Contract.

6.5 – Nothing in this Condition 6 shall limit the Delegate’s payment obligations under a Contract.

7. Insurance

Delegates are responsible for taking appropriate insurance cover in connection with their attendance at the Event. Where the individual Delegate is travelling from outside of the United Kingdom to attend the Event, appropriate travel insurance should be purchased independently and in advance of any travel or travel bookings.

8. Data Protection

8.1 – This clause 8 sets out the framework for the sharing of personal data between the parties as independent controllers. Each party acknowledges that one party (referred to in this clause 8 as the Data Discloser) will regularly disclose to the other party Shared Personal Data collected by the Data Discloser for the Agreed Purposes.

8.2 – Each party shall comply with all the obligations imposed on a controller under the Data Protection Legislation, and any material breach of the Data Protection Legislation by one party shall, if not remedied within 30 days of written notice from the other party, give grounds to the other party to terminate the Contract with immediate effect.

8.3 – Each party shall:

(a) ensure that it has all necessary notices and consents  and lawful bases in place to enable lawful transfer of the Shared Personal Data to the Permitted Recipients for the Agreed Purposes;

(b) give full information to any data subject whose personal data may be processed under a Contract of the nature of such processing. This includes giving notice that, on the termination of a Contract, personal data relating to them may be retained by or, as the case may be, transferred to one or more of the Permitted Recipients, their successors and assignees;

(c) process the Shared Personal Data only for the Agreed Purposes;

(d) not disclose or allow access to the Shared Personal Data to anyone other than the Permitted Recipients;

(e) ensure that all Permitted Recipients are subject to written contractual obligations concerning the Shared Personal Data (including obligations of confidentiality) which are no less onerous than those imposed by these Conditions;

(f) ensure that it has in place appropriate technical and organisational measures, reviewed and approved by the other party, to protect against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.

(g) not transfer any personal data received from the Data Discloser outside the UK unless the transferor ensures that (i) the transfer is to a country approved under the applicable Data Protection Legislation as providing adequate protection; or (ii) there are appropriate safeguards or binding corporate rules in place pursuant to the applicable Data Protection Legislation; or (iii) the transferor otherwise complies with its obligations under the applicable Data Protection Legislation by providing an adequate level of protection to any personal data that is transferred; or (iv) one of the derogations for specific situations in the applicable Data Protection Legislation applies to the transfer.

8.4 – Each party shall assist the other in complying with all applicable requirements of the Data Protection Legislation. In particular, each party shall:

(a) consult with the other party about any notices given to data subjects in relation to the Shared Personal Data;

(b) promptly inform the other party about the receipt of any data subject rights request;

(c) provide the other party with reasonable assistance in complying with any data subject rights request;

(d) not disclose, release, amend, delete or block any Shared Personal Data in response to a data subject rights request without first consulting the other party wherever possible;

(e) assist the other party, at the cost of the other party, in responding to any request from a data subject and in ensuring compliance with its obligations under the Data Protection Legislation with respect to security, personal data breach notifications, data protection impact assessments and consultations with the Information Commissioner or other regulators;

(f) notify the other party without undue delay on becoming aware of any breach of the Data Protection Legislation;

(g) at the written direction of the Data Discloser, delete or return Shared Personal Data and copies thereof to the Data Discloser on termination of a Contract unless required by law to store the Shared Personal Data;

(h) use compatible technology for the processing of Shared Personal Data to ensure that there is no lack of accuracy resulting from personal data transfers;

(i) maintain complete and accurate records and information to demonstrate its compliance with this clause 8 and allow for audits by the other party or the other party’s designated auditor; and

(j) provide the other party with contact details of at least one employee as point of contact and responsible manager for all issues arising out of the Data Protection Legislation, including the joint training of relevant staff, the procedures to be followed in the event of a data security breach, and the regular review of the parties’ compliance with the Data Protection Legislation.

9. Miscellaneous

9.1 – Any notice or other communication given to a party under or in connection with these Conditions shall be in writing and shall be deemed to have been received:

(a) if delivered by hand to the address specified in the Booking Form or, if none is stated, the parties’ registered address or principal place of business, on signature of a delivery receipt or at the time the notice is left;

(b) if sent by pre-paid first-class post or other next working day delivery service to the address specified in the Booking Form or, if none is stated, the parties’ registered address or principal place of business, at 9.00 am on the second Business Day after posting or, if later, at the time recorded by the delivery service;

(c) if sent by email to the email address stated in the relevant Booking Form, at 9.00 am on the next Business Day after transmission. This Condition does not apply to the service of any proceedings or other documents in any legal action or, where applicable, any arbitration or other method of dispute resolution. For the purposes of this Condition, “writing” shall not include email.

9.2 – The Contract constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter. Each party acknowledges that in entering into the Contract it does not rely on, and shall have no remedies in respect of, any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in the Contract.

9.3 – No Contract may not be assigned, transferred, sub-licensed, or charged by either party without the prior written consent of the other save in respect of its Affiliates.

9.4 – No failure or delay by a party to exercise any right or remedy provided under a Contract or by law shall constitute a waiver of that or any other right or remedy.

9.5 – We may vary these Conditions from time to time by updating where they are displayed on our website. Save as set out in this Condition 9, no amendment or variation to a Contract or these Conditions shall be effective unless in writing and signed by each party.

9.6 – If any provision or part-provision of a Contract or these Conditions is or becomes invalid, illegal or unenforceable, it shall be deemed deleted, but that shall not affect the validity and enforceability of the rest of the Contract or these Conditions.

9.7 – Nothing in these Conditions is intended to or shall operate to create a partnership between the parties, or to authorise either party to act as agent for the other, and neither party shall have authority to act in the name or on behalf of or otherwise to bind the other in any way (including without limitation the making of any representation or warranty, the assumption of any obligation or liability and the exercise of any right or power).

9.8 – A person who is not a party to a Contract has no right to enforce any term of that Contract.

9.9 – These Conditions shall be governed by and construed in accordance with the laws of England and Wales, the courts of which shall have exclusive jurisdiction in respect of any disputes arising from its terms and formation (including non-contractual disputes).

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