UHR 2019 > T&Cs

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Terms and Conditions (Delegates)

Payment and Fees

  1. Once you have completed your booking you will automatically be sent a booking confirmation email with your pdf receipt.
  2. Your booking is only deemed to have been settled when the full amount has been paid and received by Professional HE Services in cleared funds.
  3. All late bookings, confirmed within 15 days of the start date of the event, will be subject to the normal event terms and conditions.
  4. Payment can be made by credit or debit card, we can only accept Visa and Mastercard. Card details must be entered online, your invoice issued with confirmation of booking will show as paid and is the booking receipt. Please note a failed payment constitutes a failed booking. You should contact us for assistance with this.
  5. Registration cannot be accepted over the telephone and places are only guaranteed upon payment and confirmation.
  6. Member rates are only available to staff employed by a UHR member institution. Corporate delegates/ non-members are welcome at the corporate delegate rate only. Any corporate delegate that books a member package will have it cancelled with no monies due and will need to re-book at the corporate rate.
  7. Please note that PHES must receive the full amount shown on the invoice including any VAT applicable. Any fees or charges which are levied by the bank for you to make this payment should be paid by you directly and should not come out of your conference fee payment. If you do not pay these bank charges you will still be liable for the difference between the amount that is paid to us and your total fee payable. Any shortfalls in the fee must be paid before your attendance at the event.

Cancellation Policy

  1. If you wish to cancel your place, you must notify Assured Events in writing to uhr@assuredevents.com.  If you cancel your booking after 31st December 2018, you will be subject to the charges shown in the Refunds Policy section below.
  2. If you do not attend the conference and do not give us written notification before the event, you will also be subject to the charges shown in the Refunds Policy section below.

 Substitutions

  1. You may substitute an original delegate with another person up to 14 days (inclusive) before the event by notifying us in writing to uhr@assuredevents.com.
  2. Within 13 days (inclusive) of the event, substitution of one delegate for another can be made at the conference organiser’s discretion. Please email uhr@assuredevents.com with queries.

 Refunds Policy

  1. Cancellations of delegate package prices/ dinner tickets will result in the following costs being incurred. Please note that any additional costs such as extra room bookings have a 100% cancellation policy as they will need to be booked at the time of confirmation.
  2. The original package amount is the amount that has been invoiced, this may show a discount if the delegate is a member.
  3. If PHES/ UHR/ Assured Events incurs any bank charges for refunding your booking we may deduct this from your overall refund.

Dates notice of cancellation given

Refund available

31 December 2018 and before

100% of original package amount

1 January 2019 and 31 January 2019

50% of original package amount

After 1 February 2019

No refund available

 Force majeure

  1. If the event cannot be held because of circumstances beyond our control (including fire, explosion, act of terrorism, or any act or event beyond our control) or because of any industrial action or dispute involving UHR, Assured Events or the hosting venue, UHR/ Assured Events will refund all fees paid but will not be liable for any losses whether indirect or direct suffered by delegates as a result of the cancellation of the event.

Images

  1. Photos and/or video will be taken at the event.
  2. By taking part, you are agreeing to UHR using event photos and video footage in their marketing activities. If you don’t wish to be featured, please speak to a member of the AUDE team. This includes (but is not limited to):
  • Print
  • Online
  • Social media
  • Press releases

 Other terms

  1. Assured Events/ UHR reserves the right to remove any delegate from the event should their behaviour be deemed to be inappropriate by UHR, Assured Events or its partners. This would result in no refund of event fees or other costs being paid.
  2. Placing a booking is deemed as acceptance of these terms and conditions on behalf of whoever attends the event.
  3. UHR reserves the right to amend the advertised programme, including speakers, content and scheduling.

 

 

Terms and Conditions (Exhibitors/Sponsors)

General Terms

  1. Sponsors / Exhibitors and their staff must conform to the accepted safety standards of the day.
  2. Failure to comply with this code of practice will result in the withdrawal of the permission to attend the conference.
  3. Payment for booking an exhibitor place or sponsorship package is non-refundable and is due even if cancellation is made before funds are received.
  4. Assured Events (AE)/ Professional HE Services (PHES) reserve the right to cancel any sponsor / exhibitor places if their invoices reach 30 days over the due date.
  5. Sponsor / exhibitor are not permitted to arrange their own independent entertainment for delegates during the course of the conference programme.
  6. Only those organisations that have been through the 'expressions of interest' selection process and invited to register are eligible to apply as sponsors/exhibitors. Please do NOT register if you have not been invited to do so. We will cancel the booking and return any payment to any organisation that registers without an invitation. 
  7. On arriving at the conference, you will be provided with a conference badge. This badge must be worn at all times and is not transferable to any other person without prior knowledge and confirmation from AE. Anyone not wearing a badge may be asked to leave the conference vicinity.
  8. Placing a booking is deemed as an acceptance of these terms and conditions.

 Confirmation of Registration

  1. Confirmation of acceptance of your registration will be sent to you direct by email once you have completed the online booking process. There will be a link to your invoice within your confirmation email. Please ensure that this is paid within 30 days of receiving the confirmation email regardless of payment type chosen.
  2. If you are paying by credit or debit card, please note that a 3.5% surcharge will apply. Unfortunately, we cannot accept American Express or Diners Card.
  3. Registration cannot be accepted over the telephone and places are only guaranteed upon payment and confirmation.

 Cancellations and Refunds Policy

  1. Cancellation of your booking will result in a 100% cancellation fee, regardless of whether the fee has actually been received by the organisers or not. Cancellation should be notified to the Conference Organiser (AE) in writing, via email at uhr@assuredevents.com. Should you wish to cancel your booking every effort will be made to re-sell your place. If the place is re-sold a 50% refund will be made.
  2. Substitutions of attendees can be made, without incurring the cancellation charge - please let AE know if a substitution is to be made.

 Images

  1. UHR/ Assured Events reserves the right to employ photographers to take photography and video of delegates at the conference. UHR/ Assured Events reserves the right to use any images taken of delegates at the event for marketing and advertisement purposes, without any further approval required.

Force majeure

  1. If the event cannot be held because of circumstances beyond our control (including fire, explosion, act of terrorism, or any act or event beyond our control) or because of any industrial action or dispute involving UHR, Assured Events or the hosting venue, UHR/ Assured Events will refund all fees paid but will not be liable for any losses whether indirect or direct suffered by delegates as a result of the cancellation of the event.

Additional for sponsors allocated exhibition stands only:

  1. Equipment must conform to the relevant legislation, regulations, British or EEC standards, etc., as appropriate.
  2. Exhibitors are required to provide AE with the following documentation ahead of the event, as indicated on the booking pages: H&S policy; risk assessment; method statement; and evidence of Public Liability Insurance up to £5million.
  3. All off-loading and loading of exhibits will be carried out by the exhibitor and not by venue or conference staff. Once the exhibitor has off-loaded, vehicles must be moved to a nearby car park. Further information on set-up, arrival, parking, etc., will follow.
  4. UHR/ Assured Events will not accept any responsibility for any fines received as a result of unloading outside the venue.
  5. Advance deliveries will not be accepted, unless agreed in writing by AE.
  6. Displays involving equipment which moves must not be left unsupervised.
  7. Passageways, stairways, fire exits and fire extinguisher stations shall be kept free of obstruction at all times.
  8. All electrical fittings, wiring and appliances shall be constructed and maintained in safe condition. Particular attention must be paid to the nature of temporary wiring and the need not to overload electrical sockets. The exhibitor is responsible for ensuring all portable equipment is PAT tested.
  9. Prior approval from the AE Safety Officer is required before CO2 gas cylinders can be used. The use of compressed gas cylinders other than CO2 (e.g. LPG) or of other explosive or highly flammable substances is not permitted except under exceptional circumstances and with prior approval from the AE Safety Officer. Please contact the Conference Organiser (AE) if this is applicable.
  10. Loose packaging must be removed once exhibition stands have been assembled. The packaging should be deposited in a designated area.
  11. The exhibitor must ensure that display materials such as fabric panels, etc., are made from fire retardant materials, or have been treated so as to provide a fire-retardant surface finish.
  12. The sponsor exhibits entirely at their own risk. The venue and AE/ PHES are not liable for any losses or damage which may occur to persons or property brought into or left on the premises either by the exhibitor or their agent, contractor or clients of the exhibitor. Insurance against such contingencies is recommended. The exhibitor must also indemnify The Hilton Deansgate, Manchester, PHES and AE against all costs, claims and liabilities sustained by any persons or to property as a result of their negligent actions.
  13. There is no heavy lifting equipment at the event. If required, the sponsor must provide such equipment, advise AE of its presence in advance and the intended use. Such equipment is used entirely at the sponsor's own risk and all relevant safety documentation must be provided to AE ahead of the event.

Placing a booking for a package including exhibition space is deemed as an acceptance of these terms and conditions.

 

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