Event Bookings Terms and Conditions
All applications to register for the event are subject to availability and you making full payment.
Confirmation (or rejection) of your booking will be sent to you within five (5) working days of our receipt of your booking request.
You may be asked for photographic ID upon arrival and entry into the event. If you are unable to provide identification which matches your delegate pass you may be asked to leave the event.
Should a different person attend the event to that named on the booking form, without prior agreement with the IoD, we reserve the right to (a) treat this person as an additional delegate and invoice accordingly or (b) ask the person to leave the event.
The IoD reserves the right to refuse admission and to remove persons from the premises for any reason where necessary.
1.1 These terms and conditions, together with any additional booking form provided by us via the Website or otherwise, or email or telephone call whereby you provide us with details of the Event you wish to book (the “Booking Form“) (together being the “Terms“) form the basis of the contract through which the Institute of Directors (“IoD“, “we“, “us” or “our“) provide Events to you (“you“).
1.2 We may update or amend these Terms from time to time to reflect changes to our event management, our services, our users’ needs and our business priorities. We will try to give you reasonable notice of any major changes.
1.3 The IoD is incorporated by Royal Charter with registered number RC000252. Our registered office is located at 116 Pall Mall, London, SW1Y 5ED. You can contact our Company Secretariat on [email protected] or by writing to the IoD’s Company Secretariat, 116 Pall Mall, London, SW1Y 5ED.
1.4 When completing the Booking Form you will be directed to a copy of these terms and conditions via a hyperlink to the IoD’s website at www.iod.com (the “Website”). Please read these terms and conditions carefully before booking any Event with the IoD. You will be asked to confirm that you have read and understood these terms and conditions before your event booking is completed. In consideration of us accepting your completed Booking Form, you agree (on your behalf and on behalf of any company you work for (as applicable) to be bound by these terms and conditions
Prices and payment
Our prices for attending the event are set out on the relevant registration booking form or can otherwise be obtained from us upon request or from our website. Prices may be subject to change from time to time.
If you apply to register for the event less than one (1) month before the date of the event we will only accept payment by a credit card, unless we expressly agree otherwise in writing. If for any reason we have not received payment in full by the date of the event you (or the attending delegate) will be asked as a condition of being permitted to attend the event, to provide payment by credit card on the day of the event. We reserve the right to cancel your booking at any time if payment is not made.
You acknowledge and accept that if payment is not made in accordance with these terms, interest on the overdue balances (including any period after the date of any judgment or decree against the Customer), and late payment fees, fall due and payable and are calculated upon the basis set out in the Late Payment of Commercial Debts (Interest) Act 1998 (as amended).
Cancellations and changes
It may be necessary for reasons beyond our reasonable control to alter the advertised content, timing and/or location of the event or the advertised speakers. We reserve the right to do this at any time. Where we alter the time and/or location of the event, we will provide you with notice of this.
If you are unable to attend the event we welcome substitute delegates attending in your place at no extra cost provided that we have at least two (2) days prior notice of the name of your proposed substitute and have received payment in full. Please notify us of any substitutions by email at: [email protected]
If the IoD have to cancel the event, our liability in the event of a cancellation is limited to a full refund of the event fee only. We shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses).
The IoD accepts no liability if an event is cancelled or postponed for reasons beyond our reasonable control resulting from an act of God, governmental regulation, fire, war, terrorist activity or civil commotion.
The IoD has the right to charge the following if you wish to cancel your booking:
- 30 days or more before the event – 20% discretionary administration fee applicable
- Less than 30 days before the event – no refund available
The IoD accepts no liability if a delegate is unable to attend an event due to adverse weather conditions or any travel disruption.
All rights in all presentations, documentation and materials published or otherwise made available as part of the event (including but not limited to any documentation packs or audio or audio-visual recording of the event) (“Content”) are owned by us or are included with the permission of the owner of the rights. No republication, broadcast or other dissemination of the Content is permitted. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content (save that use by the relevant delegate for internal business purposes shall be permitted), and in particular (but without limitation) you shall not (and shall procure that each of your delegates shall not):
- upload any Content into any shared system;
- include any Content in a database;
- include any Content in a website or on any intranet;
- transmit, re-circulate or otherwise make available any Content to anyone else;
- make any commercial use of the Content whatsoever; or
- use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute.
The Content does not necessarily reflect the views or opinions of the IoD.
Suggestions or advice contained in the Content should not be relied upon in place of professional or other advice. Whilst we take reasonable care to ensure that the Content created by us is accurate and complete, some of it is supplied by third parties and we are unable to check its accuracy or completeness. You should verify the accuracy of any information (whether supplied by us or third parties) before relying on it. The Content is provided on an “AS IS” basis without any warranties of any kind (express or implied). We hereby exclude to the fullest extent permitted by law all liabilities, costs, claims, damages, losses and/or expenses arising from any inaccuracy or omission in the Content or arising from any infringing, defamatory or otherwise unlawful material in the Content.
To the extent that any Content is made available by us online we reserve the right to suspend or remove access to such Content at any time.
If you attend an IoD event as a delegate you may be provided with a badge which will display your name and company name to aid networking with other delegates.
The IoD is required to provide a copy of the delegate list to the venue for security reasons and to assist with catering or for other reasons agreed by the IoD in advance.
If the event is sponsored, a list of registered attendees will be available to sponsors a week beforehand to assist with their planning. If you do not want your name to appear on the delegate list, please let us know 48 hours in advance of the event taking place by emailing us at [email protected]
Some events may make the delegate list (name, job title and company) available to other delegates in order to enable effective networking. If you would like any of your details excluded from this, please email the event manager. Their details can be found on the dedicated event page, but if you are unable to find them please email [email protected]
Photography & filming
For promotional purposes there may be a photographer and video production taking place at IoD events. Delegates who do not wish to be filmed or recorded should advise the IoD by email [email protected] prior to the event.
The IoD reserves the right to use the media captured at any event in any brochures, booklets, videos, websites or other media and publicity material produced by the IoD. All materials shall remain the property of the IoD.
By agreeing to these terms and conditions, you also agree that the IoD may use such photographs without your name, unless you have granted specific permission for your name to be used, for any lawful purpose, for example, publicity, illustration, advertising and web content. If you do not wish for your image to be used, please advise us of such by emailing at [email protected]
By submitting your registration details you agree to the IoD holding and processing your personal data in accordance with current data protection legislation.
The registration details you provide us with when booking may be used before, after and during the event. We will use your personal data to send you information to aid your participation in the event, i.e. registration instructions, invoicing and payment, and materials relevant to the event. We will also use your name in the preparation of name badges and delegates lists. After the event, we may send you follow up emails relating to the event, seeking your feedback and also informing you of similar events that we think will be of interest to you.