Terms & Conditions

Definitions and Conditions of Acceptance

  • “Authorised User(s)” are employees and or members of the Sponsor(s) accessing the in-person or virtual event Sponsorship Materials authorised by the Sponsor and Organiser;
  • “Contract” or “Agreement” means the terms and conditions contained herein, together with the Order Form and any other addenda or attachments (collectively, the “Agreement” or “Contract”);
  • ““Data Protection Legislation” means legislation relating to an individual’s right to privacy with respect to the processing of PII which is applicable to a party from time to time;
  • “Event” means the event stated on the Order Form;
  • “Event Logo” means the logo created by the Organiser for the event;
  • “Exhibition Space” means space in the Venue licensed to the Sponsor/Exhibitor by the Organiser for the purpose of the Event and may include shell scheme space and/or raw space;
  • “Order Form means the form signed by the Sponsor for level or tier of Sponsorship of the Event, Exhibition Space, or Virtual Events;
    “Organiser” means Professional Development Group;
  • “Personally Identifiable Information” or “PII” means personal data (as such term is defined in Data Protection Legislation) processed as part of the Event or otherwise in connection with the Agreement;
  • “Sponsor” means the company, firm or person described on the Order Form;
  • “Sponsor Personal Data” means Personally Identifiable Information made available by Sponsor, or on behalf of, Sponsor to Organiser and processed by Organiser in connection with the Agreement;
  • “Sponsor’s Logo” means the Sponsor’s logo used in connection with the Event;
  • “Venue” means the event centre where the Event is to be held;
  • “Venue Centre Operator” means the proprietor and/or manager of the Venue;
  • “Virtual Events” means the recorded subject streams of online seminars and or webinars; and “Virtual Event Materials” means all guides and e-learning products, question banks, and other materials supporting the Virtual Events written by the Organiser or its third party.
  • All bookings, requests and attendance by Sponsor are subject to the deliverables as defined in the Order Form, and are subject to this Agreement. Any other proposed condition(s) shall be void unless in writing and specifically accepted in writing by the Organiser.

 
2. Exhibition Space
2.1 The Sponsor shall not sell, assign, rent, transfer, trade or share any part of the Exhibition Space allocated to it, either wholly or in part, without the prior written consent of the Organiser. The relationship between the Organiser and Sponsor is a license relationship and the Sponsor is not entitled to exclusive possession of the Exhibition Space or any part thereof.

2.2 Organiser may allow Sponsor to use designated third-party contractors to provide certain services in the set-up/take-down of their Exhibit however, Sponsor must obtain prior written consent from Organiser. Sponsor shall fully indemnify Organiser from any and all claims, losses, and damages associated with Sponsor’s third-party contractors.

2.3 The Sponsor shall make its own arrangements for transport of Exhibits including packaging material.

2.4 All Exhibits shall be removed and cleared from the Venue at the end of the Event or upon notice by a member of the Organiser’s staff and the Sponsor shall ensure that vacant possession of the Exhibition Space is delivered to the Organiser in good order and clean condition. The Sponsor will pay the cost of making good any damage caused to the Venue whether by themselves and/or their contractors. Any property remaining at the Venue after the last day notified by the Organiser to the Sponsor, may be held or otherwise disposed of by the Organiser or Venue Centre Operator at the Sponsor’s expense.
 
3. Rules & Regulations
Sponsor is solely responsible for obtaining any licenses and permits, and payments of license fees or other charges application with respect to its participation in the Event. Sponsor must strictly observe the regulations governing the use of the Exhibition Space and its grounds. Sponsors are not permitted to spend the night in the halls or on the grounds. Sponsors must treat the other participants at the Event with respect, may not act contrary to public moral policy. Further, Sponsor will comply with all applicable laws, regulation and ordinances in connection with their participation in the Event, including, but not limited to, rules of the Venue and any state and local law, ordinance or regulation, the terms, conditions and rules issued by Organiser from time to time in connection with the Event.

4. Payment
The Organiser reserves the right at its absolute discretion to refuse entry to the Event to the Sponsor and its staff and representatives, whether or not they are attending as Sponsor, Sponsor visitor/delegate, through the failure to pay the Organiser’s invoice on time and prior to the opening of the Event.

Payment Terms

Payment must be made within 30 days of the date of invoice or, if earlier, at least 7 days before the event starts. If you book for any event within 30 days of the date of the event, then payment is due immediately. Invoices will be issued when the order is processed.

All prices quoted are exclusive of VAT.

Payment by credit or debit card or BACS transfer may be made on receipt of invoice.

Full Payment will still be due if you do not attend an event and are outside of your 14 day cancellation period.
 
5. Staff, Conduct at the Venue, Video & Filming
5.1 During the Event the Sponsor shall be responsible for the conduct of its employees, agents, contractors and subcontractors and shall ensure that they observe these terms and conditions at all times. The Sponsor must not permit anything which causes or may cause a nuisance or, in the opinion of the Organiser, does not conform with the general standards of the Event. Sponsor acknowledges that any acts of abuse or harassment towards staff, sponsors, contractors, attendees etc., will not be tolerated at any time.

5.2 The Organiser will allocate the number of Sponsor staff who are permitted to attend the Event as part of the Contract.

5.3 All Exhibits and stand furnishings must be confined to the area of the Exhibition Space and may not extend beyond such area. The Exhibition Space must be manned at all times during Event hours. The Sponsor’s advertising literature shall be distributed from the Exhibitor’s Space only unless otherwise specifically agreed by the Organiser. The Sponsor may not alter in any way the structure or fixtures of the Venue.

5.4 Any sort of filming must be pre-approved with the Organiser and the Sponsor is responsible for gaining appropriate permissions from any and all individuals featured during filming activity.

5.5 Sponsor acknowledges that Organiser may record or reproduce the Event, and Sponsor authorises Organiser and its designees to record, transcribe, modify, reproduce, perform, display, and distribute in any form and for any purposes any such recording of the Event, and agrees to execute any additional release presented by Organiser, its licensees, or permittees, in connection with such activity. Sponsor hereby releases Organiser and its designees from and waives all claims it or its employees or agents may possess, now or in the future, in connection with such activities, and Sponsor specifically waives any statutory restriction on waivers of future claims or moral rights.

5.6 Sponsor agrees that it may not use Organiser’s Event to leverage or promote any other event in which Sponsor is a sponsor or participant, and therefore agrees that it may not, during the period from two days before until two days after Organiser’s Event conduct, promote, endorse or sponsor any functions, classes, seminars, exhibitors or similar marketing activities in connection with any event similar to Organiser’s Event, within 25 miles of the Organiser’s physical Event, other than Sponsor’s participation in Organiser’s Event under this Agreement.
 
6.License
6.1 The Sponsor will ensure that all articles, goods, advertisements, signs and any other materials exhibited, comply with the law, are free from any offensive or defamatory matters, do not infringe any copyright, trademark, design, patent or other intellectual property right and conform with any statutory provisions or regulations relating thereto.
 
6.2 Sponsor agrees to grant and hereby grants to Organiser a non-exclusive, irrevocable, royalty-free, fully paid-up, worldwide, sublicensable license and right, solely in connection with the development, production, marketing, promotion and hosting of the Event (including any digital, Virtual Event, and hybrid events and the archiving thereof), to use, reproduce, adapt, digitise, publish, display, exhibit, distribute, transmit and broadcast (itself or on its behalf) Sponsor’s names, logos, trademarks, service marks, and related content and materials (free of charge) in relation to (and before, during and after) the Event, including on Organiser’s websites and Event-related promotional materials. Sponsor may not distribute samples, coupons, or promotional giveaways at the site of the Event without Organiser’s prior written consent. Sponsor may not allow any action or activity which may denigrate or prejudices the Event or the Event Logo.


6.3 The Organiser grants the Sponsor a non-exclusive license to use the Event Logo on leaflets, stationery and websites and in advertising and promotional campaigns (“Promotional Material”) in relation to and in connection with the Event up to and including the dates of the Event, subject always to:


the Sponsor delivering to the Organiser, free of charge, samples of each example of Promotional Material and shall not commence production and distribution of any Promotional Material until the Organiser has given its written approval of their design standard and intrinsic merit; and
the Sponsor not doing or allowing anything to be done which may denigrate or prejudice the Event, and Event Logo.
       
6.4 If the Sponsor commits any breach of its obligations under this Agreement the Organiser may, without prejudice to the other rights of the Organiser, require the Sponsor to vacate the Event immediately or cease using the Event Logo immediately and shall thereupon be entitled, at the Sponsor’s expense, to remove the Sponsor’s property and personnel from the Event.
 
7. Intellectual Property
The Organiser retains ownership and any and all rights in the title, In-Person and Virtual Event Materials, Event Logo and its associated materials, and none of these rights is limited by anything in these terms and conditions. All right, title, and interest (including all copyrights and other intellectual property rights) in the In-Person and Virtual Event Materials (in both print and machine-readable forms) belong to the Organiser or its third party suppliers.


8. Insurance
The Sponsor shall take out and maintain at all times public liability and employee liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than £5,000,000 sterling (or its equivalent). The Organiser shall be entitled to inspect the Sponsor’s public liability policy which the Sponsor shall make available on request.
 
9. Additional Terms; Virtual Event(s)
All Virtual Events are subject to the additional terms as noted within this Section 9. The Organiser grants an Authorised User a non-exclusive, non-transferable, limited license to access and use the Virtual Event Materials from time to time made available to the Authorised User for the purposes only of (i) research or study and(ii) providing professional services to the Authorised User’s clients.  This license is subject to the following limitations:


(a)     The right to electronically display Virtual Event Materials is limited to the display of such Virtual Event Materials primarily to one person at a time;
(b)     The right to obtain a printout of the Virtual Event Materials is limited to a printout of a reasonable portion of the Virtual Event Materials; and
(c)     The right to retrieve and store machine-readable copies of the Virtual Event Materials is limited to the retrieval of a single copy of a reasonable portion of the Virtual Event Materials and storage of that copy in machine readable form for no more than 90 days, primarily for one person’s exclusive use, to the extent the storage of those Virtual Event Materials is not further limited or prohibited by the Additional Terms.
 
9.2  To the extent expressly permitted by applicable copyright law and not further limited or prohibited by the Additional Terms, the Authorised User may make copies of Virtual Event Materials and distribute Virtual Event Materials and copies.

9.3  Except as specifically provided in Sections 9.1 and 9.2, the Authorised User is otherwise prohibited from downloading, storing, reproducing, transmitting, displaying, printing, copying, distributing, or using the Virtual Event Materials. 

9.4  The Sponsor and or Authorised User may not remove or obscure the copyright notice or other notices contained in the Virtual Event Materials.

9.5  It is an express term of this Agreement that the Sponsor advises the Organiser how many Authorised Users shall be accessing the Virtual Event and the Virtual Event Materials. 

9.6  The Organiser will provide the Sponsor a username and password to access the Virtual Event. If the Sponsor has ordered a Virtual Event for multiple users, the Organiser will distribute the usernames and passwords to the additional Authorised Users as provided by the Sponsor.

9.7  The Sponsor consents to the Organiser monitoring the Authorised Users that access the Virtual Event, including the number of computers and their IP addresses to ensure that the unique usernames and passwords have not been distributed beyond those Authorised Users.
 
9.8 Sponsor and Authorised Users represent, warrant and agree that no submission of any kind posted, transmitted, or shared by them violates or infringes upon the rights of any third party. Additionally, you agree that you will at no time whatsoever engage in any of the following PROHIBITED CONDUCT: uploading, submitting, publishing, transmitting, displaying, downloading, disseminating or otherwise communicating any materials or information while connected to or otherwise using the Virtual Event that: (i) is fraudulent, defamatory, libelous or inaccurate, (ii) is abusive or threatening towards or invade the privacy of any third party, (iii) which is offensive, obscene or pornographic; (iv) infringes the intellectual property rights, including copyrights, trade-marks, patents, trade-secrets or other proprietary right, of any third party; (v) violates any law or regulation; (vi) advocates illegal activity; (vii) advertises or otherwise solicits funds or are a solicitation for goods or services other than as may be permitted by law and under the terms and conditions of the Virtual Event (viii) is treated as confidential under any contract or policy; (ix) that advertises any illegal service or the sale of any items the sale of which is prohibited or restricted by any applicable law; or (x) is for the purpose of using personal data about others for commercial or unlawful purposes.
 
10. Termination
10.1 The Contract may be terminated by the Organiser by written notice to the Sponsor upon the occurrence of any of the following events:
(i) the Venue becomes unfit for occupancy and use;
(ii) the Event is cancelled, which the Organiser may do at any time at its absolute discretion;
(iii) the Organiser believes that the Sponsor is failing to make proper use of the Exhibition Space or sponsorship during build-up or at any time during the Event;
(iv) payment of fees is not made by the Sponsor in accordance with the terms as noted on the Order Form;
(v) the Sponsor is in material breach of any of the terms and conditions of the Contract or in breach of any applicable legislation, rule or regulation;
(vi) the Sponsor becomes bankrupt or goes into liquidation, receivership or administration or if in the reasonable opinion of the Organiser becomes otherwise insolvent.

10.2 Upon termination of the Contract for whatever reason the Sponsorship and Exhibition Space shall be automatically cancelled. Except in the case of subclauses (i) and (ii) above, all payment made in respect of the Sponsorship and Exhibition Space shall be forfeited and the Organiser shall have the right to claim for the unpaid balance of fees due and for any loss or damage suffered by it as a consequence thereof.
 
11. Confidential Information
11.1 Organiser and Sponsor, on behalf of themselves and their respective agents, contractors, and employees, agree not to use or disclose, at any time, any Confidential Information of the other party or its affiliates except as stated in this section, unless expressly authorised in writing or required by law. The receiving party will not use the disclosing party’s Confidential Information for any purpose except as necessary to perform under this Agreement. The receiving party will not disclose the disclosing party’s Confidential Information except to its employees, contractors, and agents who have a need to know for purposes of the receiving party’s performance of this Agreement. The receiving party will be responsible for any breaches of this section by those to whom such party discloses the other party’s Confidential Information. Both parties acknowledge that the obligations and restrictions undertaken in this section will survive the termination or expiration of this Agreement. “Confidential Information” means all documents, proprietary, technical, business, financial information, trade secrets, finances, customers and clients, customer and client information (including, with respect to Organiser, information regarding Organiser’s members or attendees of Organiser events, pre-event list), proprietary information, business plans, or other information disclosed by a party to the other party that is not generally known by the disclosing party’s competitors or that the disclosing party considers or protects as Confidential, including, without limitation, information or documents: (i) that have been marked as Confidential or proprietary; (ii) whose Confidential nature has been made known by the disclosing party to the other party; or (iii) that, due to their character and nature or the circumstances of disclosure, a reasonable person under like circumstances would treat as Confidential. Notwithstanding the foregoing, “Confidential Information” does not include information that, as evidenced by written record: (a) is already known to the receiving party or its employees on a non-confidential basis at the time it is disclosed by the disclosing party; (b) has been independently developed by the receiving party or its employees without use of or reference to the disclosing party’s Confidential Information; (c) is or becomes publicly known through no wrongful act of the receiving party or its employees; (d) has been or is received by the receiving party or its employees from a third party without a restriction on disclosure; or (e) is required by law, rule or regulation to be disclosed (but only for purposes of such disclosure).
 
11.2 You acknowledge that the Organiser does not wish to receive any personal information from you that is not necessary to perform its obligations under this Agreement, and, unless the parties specifically agree otherwise, Organiser may reasonably presume that any unrelated information received from you is not Confidential or Proprietary Information.
 
12. Disclaimer & Liability
12.1 EXCEPT AS EXPRESSLY PROVIDED IN THE AGREEMENT, ORGANISER AND ITS AFFILIATES EXPRESSLY DISCLAIM ANY REPRESENTATION OR WARRANTY IN CONNECTION WITH THE AGREEMENT, WHETHER IMPLIED, STATUTORY OR OTHERWISE, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, AND OR NONINFRINGEMENT.
 
12.2 TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW AND EXCEPT WITH RESPECT TO A PARTY’S FRAUD, WILLFUL MISCONDUCT, OR CONDUCT DEMONSTRATING A RECKLESS DISREGARD FOR THE RIGHTS OF OTHERS, OR A PARTY’S INDEMNIFICATION AND CONFIDENTIALITY OBLIGATIONS HEREIN: (I) IN NO EVENT WILL EITHER PARTY OR ITS RESPECTIVE AFFILIATES, IN THE AGGREGATE, BE LIABLE TO THE OTHER PARTY FOR ANY LOSSES, DAMAGES OR EXPENSES ARISING FROM OR RELATING TO THE AGREEMENT IN EXCESS OF THE AMOUNT OF THE FEE PAID OR PAYABLE BY SPONSOR TO ORGANISER UNDER THE ORDER FORM IN CONNECTION WITH WHICH THE CAUSE OF ACTION HAS ARISEN, REGARDLESS OF THE CAUSE OF ACTION, INCLUDING NEGLIGENCE OR OTHER TORTS OR BREACH OF CONTRACT; AND (II) IN NO EVENT WILL EITHER PARTY OR ITS AFFILIATES BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, CONSEQUENORGANISERL OR PUNITIVE DAMAGES, REGARDLESS OF THE CAUSE OF ACTION, INCLUDING NEGLIGENCE OR OTHER TORTS OR BREACH OF CONTRACT, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
 
12.3 Sponsor irrevocably agrees to defend, indemnify, and hold harmless the Organiser, its affiliates, and it’s, or their, shareholders, officers, directors, members, managers, employees, independent contractors, licensors, agents, subsidiaries, and affiliates (collectively, the “Organiser Parties”), jointly, severally, and in any combination, from and against any and all losses, damages, costs, liabilities, assessments, expenses incurred in connection with any actual, threatened, pending, or completed claim, action, suit, mediation, arbitration, alternate dispute resolution process, investigation, administrative hearing, appeal, audit, or any other proceeding (collectively, “Claims”) made or brought against any Organiser Parties alleging any of the following: (a) your breach of this Contract; (b) your violation of applicable law; (c) the Promotional Materials you submitted infringes the rights of a third party; (d) negligence or damage caused by the Sponsor, its Authorised Users, its servants agents, visitors or contractors; (e) or personal injury, death, or damage to real or tangible personal property resulting from the acts or omissions of Sponsor.

12.4 Public liability is capped at £50,000.

13. Force Majeure
Except for your obligation to make payment, neither party shall be liable for any delay or failure to perform obligations under this Agreement if the delay or failure results from events, circumstances or causes beyond its reasonable control. In such circumstances either party may rely on the provisions of this Clause 13 for exemption from liability for non-performance part-performance defective-performance or delay and in the event that any such delay or failure continues for a period in excess of 90 consecutive days either party shall have the right to terminate the Agreement with immediate effect by giving notice in writing to the other party.
 
14.Data Privacy
Any submission by Sponsor of personal information to Organiser is governed, as applicable, by the Privacy statement, located at https://www.governmentevents.co.uk/privacy-policy/ Sponsor hereby grants Organiser the right to process Sponsor Personal Data in accordance with Professional Development Group’s privacy policy. Sponsor confirms that any Sponsor Personal Data has been collected and disclosed in accordance with Data Protection Legislation. Sponsor shall not knowingly input, upload, maintain or disclose any irrelevant or unnecessary information about individuals to us. Each Party will maintain and will require all third-party data processors each such Party engages to maintain, appropriate physical, technical and organizational measures to protect Personally Identifiable Information against accidental, unauthorised or unlawful destruction, loss, alteration, disclosure or access.
 
15. Compliance with Local Legislation
The Sponsor must comply at all times with all relevant legislation and regulations of the country where the Event is held and shall be responsible for ensuring that its employees, agents and servants observe and comply with the same and for obtaining all consents, approvals, authorities, licenses and the like as may be requisite to its participation in the Event.
 
16. Governing Law
This agreement shall be governed, construed and shall take effect in accordance with the laws of England and shall be subject to the exclusive jurisdiction of the English Courts. The Organiser may, at its absolute discretion, refer any dispute under these terms & conditions to arbitration by an Arbitrator appointed by the President of the UK Chartered Institute of Arbitrators whose decision other than on a matter of law shall be final.
 
17. General Provision
This Agreement constitutes the entire agreement between us, and supersedes any previous agreement, arrangement or understanding (whether oral or written) between us relating to its subject matter. The parties are independent contractors. This Agreement does not create any agency, partnership, joint venture, other form of joint enterprise, employment, or fiduciary relationship between the parties or their respective employees or contractors. Each party agrees to execute and deliver any further consents, instruments, or other documents as may be reasonably necessary to effectuate the purposes of this Agreement. You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of us which is not set out in this Agreement. The Contracts (Rights of Third Parties) Act 1999 shall not apply to this Agreement or to any of its provisions.
 
 
CANCELLATION POLICY
In the event Sponsor seeks to cancel this Order Form or reduce its level of sponsorship for the Event, Sponsor acknowledges that Organiser would be harmed and suffer loss and that it would be difficult to determine the precise value for or amount of that harm.

All cancellations must be in writing, by certified mail, return receipt requested. The date of cancellation shall be the postmark date on the notice.

Should Sponsor cancel, Sponsor agrees to pay on demand to Organiser the amounts set forth below in the cancellation schedule. Such payment shall be liquidated damages and not a penalty, and the parties agree that such amounts constitute a reasonable provision for liquidated damages.

Any cancellation will result in complete forfeiture of Sponsor’s rights including, but not limited to, the right to exhibit, present speakers at, or participate in, any conference component of the Event. For both In-Person or Virtual events, Sponsor may elect to reassign their sponsorship to another event within the Organiser’s portfolio within the year/12month period, however, is subject to a minimum of 60days notice required to the original event date along with Organiser manager approval.
 
The Client shall have the right to cancel the Order within 14 days of booking.

Bookings cancelled after the 14 day cancellation period will be chargeable at the full fee paid or due from the booking. All cancellations must be put in writing to accounts@pdguk.co.uk.

We cannot offer refunds where events are cancelled as a result of events outside of our control.

If an event is cancelled or moved, other than in respect of any refund to which you may be entitled under these terms and conditions, we shall not be liable to you for any losses or liabilities suffered or incurred by you as a result.

Cancellations won’t be accepted over the phone and must be done in writing to accounts@pdguk.co.uk