Event Booking Terms and Conditions

BGS Events Terms and Conditions

1. Definitions

1.1 In these terms and conditions the following words and phrases shall have the following meanings unless the context requires a different meaning:

“Booking Form”means the booking form either enclosed with these terms and conditions or available online;

“BGS (Trading) Ltd”means BGS (Trading) Ltd;

“Customer”means the person, firm or company identified as enrolling a Delegate;

“Delegate”means a person attending the Event and may include a Customer;

“Event”means the conference or other event specified on the Booking Form;

“Materials”means any documentation in either machine readable or printed form;

“Venue”means the location at which an Event is held;

“Working Day”means any day from Monday to Friday (inclusive) which is not a statutory bank holiday in England;

"Corporate Representatives" means a person attending the Event from a Commercial Organisation, attending to represent the Organisation;

2. Information about BGS (Trading) Ltd

2.1  BGS (Trading) Ltd is a company registered in England and Wales under company number 02013195, and is a wholly owned subsidiary of the British Geriatrics Society, a charity registered with charity registration no. 268762.   [BGS (Trading) Ltd’s VAT number is 440 5215 88.

2.2  BGS (Trading) Ltd’s registered office is Marjory Warren House, 31 St John’s Square, London EC1M 4DN.  Any questions or complaints regarding these terms and conditions or the booking should be directed to the above address or conferences [at] bgs [dot] org [dot] uk.

3. Orders

3.1  The Customer is deemed to accept these terms and conditions upon submitting a Booking Form for enrollment of a Delegate at an Event, and is responsible for ensuring the accuracy of all details submitted.

3.2  These terms and conditions govern the booking for the Event to the exclusion of any terms and conditions of the Customer. The Booking Form incorporates these terms and conditions, and constitutes a legally binding contract once a booking is confirmed by BGS (Trading) Ltd.  In the event of any conflict between the terms set out in these terms and conditions and those set out in the Booking Form or the Brochure, these terms and conditions shall prevail.

4. Bookings

4.1  Upon receipt of a completed Booking Form BGS (Trading) Ltd will confirm availability of the requested course and a booking acknowledgement will be issued by email or post.

4.2  Bookings are not confirmed, and no contract between BGS (Trading) Ltd and the Customer exists, until a booking acknowledgement has been issued.

4.3  BGS (Trading) Ltd reserves the right to cancel bookings where the booking acknowledgment is returned as a failed email or returned post.

4.4  It is the Customer’s responsibility to update BGS (Trading) Ltd in respect of any change to their contact details, so that BGS (Trading) Ltd is able to contact the Customer regarding the Event.

5. Fees

5.1  The price for an Event is per Delegate and will vary according to the options selected by the Customer on the Booking Form.

5.2  The price includes all tuition fees, use of equipment and all Materials supplied.  Refreshments will be provided, [and where the Event is an all day Event, lunch will also be provided.]  All other items will incur an extra fee, which will be indicated on the Booking Form or communicated separately to the Customer.

5.3  Prices are correct at the time of going to press but may be subject to increase.

6. Payments

6.1  Payment in full must be received and cleared before the start of the Event. BGS (Trading) Ltd accepts payment by cheque, bank transfer or selected credit/debit cards as indicated on the Booking Form.

6.2  BGS (Trading) Ltd reserves the right to refuse admission for any failure by a Customer to pay fees for the Event prior to the start of the Event.

7. Venue and content of event

7.1  BGS (Trading) Ltd reserves the right to run Events at a different Venue to the one specified on the Booking Form when necessary.  If this is the case BGS (Trading) Ltd will inform the Customer as soon as possible and provide information about the revised Venue, and the Customer shall not be entitled to any refund.

7.2  Any opinions expressed by speakers at any Event are their own and not necessarily those of BGS (Trading) Ltd.

7.3  BGS (Trading) Ltd shall endeavour to ensure that the published programme of an Event is provided.  However, BGS (Trading) Ltd reserves the right to alter the published programmes, dates and speakers according to circumstances.  BGS (Trading) Ltd shall not be liable to the Customer in respect of such changes, and the Customer shall not be entitled to any refund.

8. Cancellations

8.1  BGS (Trading) Ltd reserves the right to cancel an Event for any reason prior to the start of the Event.  In the event of cancellation by BGS (Trading) Ltd, Customers will be notified and a full refund of all fees will be made.

8.2  In the event of cancellation by the Customer, cancellation fees will be due as follows:

8.2.1 if an order is cancelled for any reason within 7 Working Days of the booking acknowledgment being issued, the Customer is entitled to a full refund unless the Event has already started at which point the Customer’s cancellation rights cease immediately;

8.2.2 if an order is cancelled after 7 Working days of the booking acknowledgment being issued and the cancellation is made over 10 Working Days before the Event the Customer is entitled to a refund of 50%;

8.2.3 if an order is cancelled within 10 Working Days of the Event the Customer is not entitled to any refund;

8.2.4 if the Delegate fails to attend the Event the Customer is not entitled to a refund unless it has cancelled its booking in accordance with the above.

8.3 To request a refund in accordance with the above the Customer must notify BGS (Trading) Ltd in writing by email to conferences [at] bgs [dot] org [dot] uk.  BGS (Trading) Ltd will pay any refund to which the Customer is entitled as soon as possible, but in any event within 30 days.

9. Substitutions

9.1  Substitute Delegates will be accepted, subject to prior notification to BGS (Trading) Ltd.  Where possible, BGS (Trading) Ltd asks the Customer to inform it of the alternative Delegate’s name at least three Working Days before the date of the Event.

10. Personal belongings

10.1  Personal belongings and items belonging to or in the possession of the Delegate brought onto the Venue are the sole responsibility of the owner.  BGS (Trading) Ltd accepts no responsibility for such items and shall not be liable for any claims arising from loss or damage to such items, howsoever caused.

10.2  Delegates using the car parking facilities at the Venue do so entirely at their own risk. BGS (Trading) Ltd accepts no responsibility for damage, accident or loss resulting from such use, howsoever caused.

11. Force majeure

11.1  BGS (Trading) Ltd will not be liable for any failure or delay in the delivery of the Event which is caused by circumstances beyond its reasonable control. Where such an event occurs BGS (Trading) Ltd’s obligations will be suspended for so long as such circumstances continue or the Event may be cancelled in which case the provisions of clause 8 will apply.

12. Copyrights

12.1  BGS (Trading) Ltd reserves all rights in the content of all Events and Materials. By signing the Booking Form the Customer acknowledge that all rights in the content of Events and Materials shall be owned by BGS (Trading) Ltd (or the consultant responsible for developing the Event and Materials) and that in attending an Event neither Delegates nor the Customer will obtain any rights whatsoever in such content or Materials.

12.2  The Customer agrees not to reproduce, sell, hire or copy Materials (in whole or part) and not to use such Materials except for the purpose of post Event references.

12.3  Where the Delegate does not sign the Booking Form, the Customer shall procure that the Delegate is bound by these terms.

13. Data protection and recording

13.1 Details of the Customer and Delegates will be added to the BGS (Trading) Ltd database in order to process your booking and so that BGS (Trading) Ltd can keep you up to date with services it offers. All data is processed in accordance with the Data Protection Act 1998 [and BGS (Trading) Ltd’s data protection policy].

13.2 If you do not wish to receive any further information from us please notify us by post, email via conferences [at] bgs [dot] org [dot] uk or telephone to 0207 608 1369.

13.3 Photo and video footage may be taken at the Event for promotional and education purposes.  In agreeing to these terms and conditions the Customer and Delegates hereby consent to being recorded at the Event and to the use of the resulting material by BGS (Trading) Ltd.

14. Limitation of liability

14.1  Except in respect of liability for death or personal injury caused by BGS (Trading) Ltd’s negligence (for which no limit or exclusions of liability apply), BGS (Trading) Ltd’s aggregate liability, whether for damages or compensation of any nature arising from the contract for the Event (including as a result of negligence) shall be limited to the total sum or sums paid by the Customer in relation to the chosen Event.

14.2  Except in respect of death or personal injury caused by BGS (Trading) Ltd’s negligence (for which no limitation applies), BGS (Trading) Ltd shall not be liable to the Customer in respect of the matters described in clause 14.3 or in respect of any act, omission or breach of contract by the Customer’s employees, agents or sub-contractors.

14.3  The matters specified in clause 14.2 are: any loss of profit, loss of business, loss of revenue, loss of anticipated savings or loss of use or value or any indirect, special or consequential loss however arising by reason of:

14.3.1  any representation (unless fraudulent); or

14.3.2  any implied warranty, condition or other term; or

14.3.3  any duty at common law; or

14.3.4  any express term of these terms and conditions or the Booking Form.

15. Miscellaneous

15.1  If a Delegate has any additional requirements due to a disability or for other reasons, please notify BGS (Trading) Ltd to discuss their requirements.

15.2  BGS (Trading) Ltd will not be liable for any travel or other expenses incurred by Delegates attending Events.

15.3  Delegates agree to comply with both BGS (Trading) Ltd and the Venue’s policies and procedures at all times during the Event. Where the Delegate does not sign the Booking Form for an Event, the Customer signing the Booking Form shall procure that the Delegate is bound by these terms.

15.4  BGS (Trading) Ltd reserves the right to refuse admission to any person whom it considers in its absolute discretion to be unsuitable for admission to the Event or to remove any such person after the commencement of the Event.

15.5  The contract arising from a booking does not create or infer any rights under the Contracts (Rights of Third Parties) Act 1999 which are enforceable by any person who is not a party to the contract.

15.6  Any contract arising from these terms shall be governed by and construed in accordance with the law of England and Wales and any dispute that may arise between the parties concerning these terms of any contract arising therefrom shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Model Cancellation Form

To BGS (Trading) Ltd, Marjory Warren House, 31 St. John's Square, London, EC1M 4DN, conferences [at] bgs [dot] org [dot] uk 

I/We hereby give notice that I/We  cancel my/our contract in relation to my ticket at the following event: 
My booking acknowledgement was received on:

Signature (if sending a hard copy):