Terms & Conditions Governing Admissions of Attendees to Conferences and Events held at the University of Strathclyde
By booking a place at the relevant Conference or Event you are agreeing to our terms and conditions. Attendance at the Event (the performance, exhibition, conference, function or other event which you are attending or anticipating to attend at the University of Strathclyde) is subject to availability.
The Host (which is the relevant person, company or organisation that has hired space and facilities from the University in order to host an event or conference or where the University is hosting the event itself, the University) has the right to introduce offers and price changes without prior notice. The price of any booking shall be the price set at the time you submit your booking request. Alterations and Cancellations of an Event by the Host Event details are correct at the time of booking. However, on occasion changes may be unavoidable. The Host reserves the right (i) to change the content of an Event (ii) to change the start and finish times of an Event (iii) speakers (iv) content (v) location or (vi) to cancel the event. The Host will try, if reasonably practicable, to advise all attendees whose booking has been accepted by the Host. This notification will be done using the email contact details provided on the booking form or on the Host’s website. It is your responsibility to ensure that your details are correct and also to check the Host’s website for news of any cancellation, postponement or alteration of the Event. In the event of the cancellation of an Event refunds of any pre-paid fees are at the sole discretion of the Host or as otherwise stated on the booking page of the website at the time of your booking.
Cancellation of your attendance at an Event
If you are unable to attend an event and need to cancel a booking, let us know in advance and in writing by emailing the address given on the relevant booking registration page of the website. The Host reserves the right at its discretion to
(a) Allow substitutions provided that the notice is given as set out in the relevant booking registration page of the website.
(b) administer a cancellation charge to attendees who do not show up on the day of the Event where you have not notified the Host in writing at the address given on the relevant booking registration page of the website. Unless otherwise specified on the registration page of the website:
(i) Registration fees are non-refundable, once payment has been taken.
(ii) Attendance fees will not be refunded in the event of a Force Majeure Event.
Payment methods
Payment is required by debit/credit card when submitting the booking.
Health and Safety
You must comply with all relevant legislation relating to health and safety and with any safety announcements and any other venue regulations of which you are made aware whilst attending any event. In case of emergency please follow instructions and directions from staff and/or other officials. No smoking is permitted in any part of the University premises. This includes the use of electronic cigarettes. The Host reserves the right to refuse access to or remove any delegate who, in its reasonable opinion: has or is likely to affect the enjoyment or experience of the other delegates; is acting under the influence of alcohol or drugs; or who uses threatening, abusive or insulting words or behaviour; or who behaves in a manner which causes a disturbance.
Equality and Diversity
We endeavour to arrange events in accessible locations. However, we would appreciate if you would assist in helping us to meet your requirements and would ask you to inform us when booking if you require additional facilities (for example a loop system, BSL interpretation, special dietary requirements) or any other personal requirements. We may need to pass information to a third party about your support requirements. If we are not able to reveal these details this may affect the accessibility arrangements we are able to provide. By submitting this booking form you agree to your support requirements being passed on to relevant third parties.
Photography and Filming at Events
The Host or an authorised third party may carry out photography, film or sound recording or other form of recording or live streaming of the Event or selected proceedings at the Event and by registering and attending this Event you are agreeing to the photographing and/or recording and/or filming and/or live streaming of the Event proceedings. You are also agreeing to such photography, recording and filming being used for future dissemination, including (as appropriate) for the Host or the University’s future publicity materials. If you do NOT wish to be photographed or recorded please advise of this when booking and let the staff know on your arrival at the event. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the materials which have been given access to as part of the Event.
Data Protection
The Host will always handle your personal data lawfully. We only process, store, use and share your personal data in accordance with the relevant privacy policy which is stated on the booking page. Our privacy policy is set out in detail there.
Liability
THIS SECTION IS IMPORTANT AS IT SETS OUT THE LIMITS OF THE HOST’S LIABILITY TO YOU. If the Host breaches our obligations to you under these terms or is negligent and, as a result, you suffer any loss or damage in connection with your presence at the Event, you may be entitled to claim that loss from us, however:
a. the Host will only be liable for your loss or damage up to an amount equal to the amount which you have pre-paid for any ticket purchased by you for the Event you are attending (if any);
b. the Host will not be liable to you for loss or expenses incurred in connection with your visit to any Event, or its amendment or cancellation, such as the cost of any travel, accommodation or hospitality arrangements made in connection with any Event which have been made by you and at your own risk;
c. the Host or the University will not be responsible for any loss, theft or damage to your personal belongings, other than caused as a result of our negligence or that of the venue or other breach of statutory duty by us or the venue.
For the avoidance of doubt, delegates leave coats, bags and other personal items in cloakroom areas entirely at their own risk – the University accepts no responsibility for items which are lost or damaged. Items left in cloakroom areas will be disposed of after a maximum of two weeks. Please note that you will be responsible for paying for any damage which you cause to property at the venue including the cost of additional cleaning where charged by the venue. Nothing in these terms and conditions will operate to limit or exclude liability of each party for death or personal injury arising out of its negligence, or for its fraud nor any other liability which cannot be excluded or limited under applicable law. Subject to the paragraph above, in no circumstances will either party be liable to the other party for any loss of business, revenue, profits, anticipated savings or goodwill (whether direct or indirect) or for any indirect, special or consequential loss, arising out of or in connection with these terms and conditions and the event.
Force Majeure
For the purposes of these terms, “Force Majeure” means any cause beyond the Host’s reasonable control, including, without limitation, any act of God, war, insurrection, riot, civil disturbances, acts of terrorism, fire, explosion, flood, national mourning, theft of essential equipment, malicious damage, industrial disputes, damage to property, lock out, weather, epidemic, pandemic, national defence requirements or acts, regulations and/or guidance of national or local governments or other competent authorities. The Host will not be liable for any failure to perform any obligation under these terms and conditions or in relation to your booking or the Event to the extent that the failure is caused by Force Majeure.
