Terms and conditions

1. GENERAL

1.1 The Festival of European Creativity is organised and managed by Ascential Events (Europe) Limited, a company registered in England and Wales with registration number 07814172 and registered office at The Prow, 1 Wilder Walk, London W1B 5AP, United Kingdom.

1.2 References to “us” means Ascential Events (Europe) Limited, and references to “we” and “our” shall be construed accordingly. Reference to “you” means the entity completing a booking form and references to “your” shall be construed accordingly.

2. BOOKING

2.1 You may request a delegate pass for the Festival online.

2.2 All delegate pass purchase requests for the Festival are subject to availability. If you have completed your delegate pass purchase request correctly in accordance with the terms of this Agreement, if there is availability for the Festival and if you have made the requisite pre-payment (or provided us with credit/debit card details and authorisation to deduct payment) a confirmation email will be sent to you as soon as reasonably practicable. Your booking is confirmed (a “Confirmed Booking”) when we send this email. If there is no availability for the Festival we will send you an email as soon as reasonably practicable informing you that this is the case (a “Booking Rejection”).

2.3 When you request a delegate pass online, you must have previously linked your user name and password which you will use to access the “My Account” area of www.eurobest.com (the “Website”) and to book as a delegate (your “Account”). You are responsible for preventing unauthorised use of your user name and password. You must keep your username and password confidential at all times as you are responsible for all activities undertaken through your Account. You agree to log-off from your Account at the end of each session and to contact us immediately if you become aware of any unauthorised use of your username/password and/or Account. We are not liable for any loss or damage arising from your failure to comply with these requirements.

3. PAYMENT

3.1 Prices are set out on the Website and exclude all applicable local taxes. All payments for registration fees must be made in pounds (or such other currency as is stipulated on the Website from time to time). Payment must be made, or valid credit/debit card details and authorisation to deduct payment given, at the time you complete your booking.

3.2 Prices may change from time to time. If the price of a delegate pass increases or decreases before you receive a booking confirmation we will notify you and ask you to confirm whether you wish to proceed with your booking based on the revised price.

3.3 Payment may be made by either (i) bank transfer (£10 flat fee); or (ii) credit or debit card (VISA – handling fee of 1.5%; MasterCard – handling fee of 1.5%; American Express – handling fee of 3.05%).

3.4 If you wish to pay by bank transfer please use the bank account details below. You are responsible for paying all bank charges. If bank charges are not paid by you your registration may be refused. A payment description should be included with your payment which references your company name and OGN/ Order Reference.

Account Name: EUROBEST – GBP
Account Number: 39248186
Sort Code: 60 00 01
Swift: NWBKGB2L
IBAN: GB78NWBK60000139248186

Once the transfer has been made you will need to scan and email proof of payment/Bank Transfer confirmation, quoting your company name and OGN/ Order Reference, to our Finance Team in order to complete your booking.

3.5 From Midnight GMT Monday 13 November 2017, it will no longer be possible to make payment by bank transfer and we will be accepting payment online by credit card only. At the Festival, you can pay in cash (in Pounds) or by credit card.

3.6 The stated pass fee excludes United Kingdom Tax (“VAT”) at 20%, which is applicable to all customers. All invoices will be sent electronically to the email address provided by you at the time of booking. If you require the hard copy of your invoice then you must request from our Finance Team in writing. We cannot re-issue invoices. Invoices only refer to the currency in which payment has been made. You may, in certain circumstances, be able to reclaim any VAT which you have paid. We do not refund VAT.

3.7 Booking requests will only be processed with full pre-payment.

4. CHANGES TO THE EVENT AND CANCELLATION POLICY

4.1 It may be necessary for reasons beyond our reasonable control (including, without limitation, due to acts of God, severe weather, fire, explosion, military or terrorist acts (or threats of any such acts), any industrial action or widespread illness) to alter the advertised content, timing and/or location of the Festival or to cancel the Festival. We reserve the right to do this at any time and we shall not be liable to you for any cost or other expenses (including wasted costs and expenses) incurred by you and/or your delegate(s) as a consequence (including, without limitation, delegate pass fees and travel and accommodation expenses).

4.2 Any requests to replace one delegate for another must be made via the My Passes section of your “My Account” area of the Website. An administration fee of £50+VAT applies to all replacement requests. No exceptions will be made.

Please note, it will not be possible to make replacements at the registration area, in London. All replacements must be submitted online via the My Passes section of your “My Account” area of the Website.

4.3 Cancellations must be made via the My Passes section of your “My Account” area of the Website.

4.4 Cancellations of delegate passes are not eligible for a refund or for credit for 2017 or 2018. This policy also applies to delegate pass downgrades.

4.5 If you wish to request an upgrade or downgrade to a delegate pass (eg from a “Young Creative” to a “Full Delegate” or vice versa respectively), please visit the My Passes section of your “My Account” area of the Website. Additional fees will apply to delegate pass upgrades. No refunds/credit will be given for delegate pass downgrades.

4.6 No refunds or credits will be given for non-attendance at the Festival.

5. BADGES

5.1 Please collect your badge for the Festival from the registration area indicated in your booking confirmation email.

5.2 Badges must be worn at all times during the Festival. Badges are valid for the booked delegate only. Any misuse of badges will result in delegates being denied access to the Festival.

5.3 We will not replace lost or stolen badges.

6. AWARDS CEREMONY AND AFTER PARTY

6.1 The Awards Ceremony and After Party can be accessed with your delegate badge and are included in some delegate packages. It is not possible to purchase additional access for individual Awards Ceremony or After Party. Access to Award Ceremony and After Party will not be possible without a delegate badge.

7. DOCUMENTATION

7.1 All rights in all presentations, documentation and materials published or otherwise made available as part of the Festival (including but not limited to any audio or audio-visual recording of the Festival) (“Content”) is owned by us or is included with the permission of the owner of the rights. No (i) photography, filming or recording; or (ii) republication, broadcast or other dissemination of the Content is permitted without our prior written consent. 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) without our prior written consent, and in particular (but without limitation) you shall not (and shall procure that each of your delegates shall not) without our prior written consent:

7.1.1 upload any Content into any shared system;

7.1.2 include any Content in a database;

7.1.3 include any Content in a website or on any intranet;

7.1.4 transmit, re-circulate or otherwise make available any Content to anyone else;

7.1.5 make any commercial use of the Content whatsoever; or

7.1.6 use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute.

7.2 The Content does not necessarily reflect our views or opinions.

7.3 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.

7.4 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.

8. ACCOMMODATION BOOKING

8.1 eurobest has approached the hotels listed below in the Plan your trip section allowing you to book the room(s) at agreed competitive rates. Ascential Events (Europe) Limited do not represent or warrant that these are the best rates in London and booking your room is entirely at your discretion.

8.2 The agreed hotel rates are only available for registered delegates attending the Festival.

8.3 To book a room please contact us at accommodation@eurobest.com after registering your delegate pass or passes / submit your request via the website form after registering your delegate pass or passes.

8.4 Your request will be passed on to the hotel who will contact you in order to complete your booking.

8.5 Your booking fee will need to be paid directly to the hotel, within the requested time limit provided by the hotel.

8.6 Reservations can only be confirmed and guaranteed by the hotel directly as they are subject to availability at the time of booking.

8.7 If two delegates intend to share a room, please specify when submitting your request.

8.8 Unpaid reservation may result in the cancellation of hotel reservation (as advised by the hotel).

8.9 Please check individual hotel cancellation policies below:

The Waldorf Astoria
Once the reservation is fully paid, any cancellations (or reduction in number of nights) result in 100% cancellation fees.

The Hoxton Holborn
Once the reservation is fully paid, any cancellations (or reduction in number of nights) result in 100% cancellation fees.

The Grange Holborn
Reservation can be cancelled five days prior to 14:00 on the day of check in/arrival (UK time) without incurring any charge.

Royal National Hotel
Cancellation policy is 24 hours prior to 11:00 on the day of arrival. "No shows": one nights charge will apply.

8.10 No shows may be charged for the full stay.

8.11 Please note that if you are cancelling a Festival pass, you will need to cancel accommodation with the hotel and Ascential Events (Europe) Limited accepts no liability for the cancellation of your hotel accommodation bookings whatsoever.

9. CONFLICTING ACTIVITIES

9.1 Ascential Events (Europe) Limited brings together creative views, market experts, global brands and tech gurus, along with the Awards honouring the industry’s game-changing ideas. Organisations present in London during the Festival are asked to share responsibility and agree to the following conditions of participation.

9.2 by hosting an event in London during the Festival you agree that:

9.2.1 you shall not, directly or indirectly, organise, fund or sponsor any conflicting or competing activity in London during the Festivals unless your company/organisation is permitted to do so for the Festival and it is in conjunction with Ascential Events (Europe) Limited;

9.2.2 you shall not, directly or indirectly, engage in activities that are identical or similar to those conducted by Ascential Events (Europe) Limited during the Festival, or that otherwise takes commercial advantage, or is parasitic of the Festival, its brand, trademark or goodwill;

9.2.3 you shall not entice Festival delegates, sponsors or speakers away from the Festival with the intention of presenting your own competitive commercial activities which runs contrary to the Festival or to its detriment or engage them to participate in, support your event or competitive commercial activity which undermines or damages the Festival;

9.2.4 you shall not use the name, trademarks or logos of the Festival or the Ascential business name to promote your event or competitive commercial activity without our prior written consent or licence; and

9.2.5 you shall not engage in promotional or branding activities, including but not limited to the distribution of leaflets, brochures or flyers whether before, during or after the Festival unless agreed in writing with Ascential Events (Europe) Limited.

9.3 We reserve the right to procure the cancellation of any event that you host or manage, whether before, during or after the Festival, that is in breach of any of the terms of Clause 9.2 without any liability to you.

9.4 You acknowledge and agree that damages to Ascential Events (Europe) Limited’s brands, goodwill and reputation are reasonably foreseeable consequences of a breach by you of Clause 9.2

10. GENERAL

10.1 These Terms and Conditions (together with any documents referred to herein or required to be entered into pursuant to these Terms and Conditions, including without limitation any booking form) contains the entire agreement and understanding between us and supersedes all prior agreements, understandings or arrangements (both oral and written) relating to the subject matter of these Terms and Conditions and any such document.

10.2 You acknowledge that in purchasing a delegate pass and/or booking any associated accommodation you have not relied on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in these Terms and Conditions.

10.3 These Terms and Conditions shall not create, nor shall they be construed as creating, any partnership or agency relationship between us.

10.4 You accept that communication with us may be electronic. We may contact you by e-mail or provide you with information by posting notices on our website. You agree to this electronic means of communication and you acknowledge that all such communications that we provide to you electronically comply with any legal or contractual requirement that such communication be made in writing.

10.5 Save as set out in Clause 4.2 you are not permitted to re-sell, transfer, assign or otherwise dispose of any of your rights or obligations arising under these Terms and Conditions.

10.6 The eurobest trophies are the intellectual property, including copyright, design rights and trademark rights, of Ascential Events (Europe) Limited. Ascential Events (Europe) Limited have the exclusive right to and not limited to, reproduce, manufacture, copy, and sell the eurobest trophies in any size or medium, and to distribute or exploit the design of the eurobest trophy or reproductions of same by gift, sale, re-sale or licence. No reproduction, replica or other copy of the eurobest trophies may be made or used by any manufacturer, advertiser, organisation or individual except in accordance with these terms unless you have the prior express written consent or license from Ascential Events (Europe) Limited.

10.7 These Terms and Conditions and the rights and obligations of both parties shall be governed by, and construed in accordance with, the laws of England and Wales and both parties irrevocably agree to submit to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute which arises hereunder.

11. PRIVACY POLICY

Please click here for our privacy policy. We shall use the delegate email address provided to send important Festival information, including but not limited to, speaker announcements, programme updates and invitations to special Festival events, that we believe will enhance their Festival experience. All delegates will have the option to opt out of these communications. Ascential Events (Europe) Limited will also send communications to the delegate email address about our other similar products and services; all delegates may unsubscribe to these communications at any time.

12. DISCLAIMER

Delegates are informed that all exhibits for the Festival are strictly for the purpose of criticism and review only and does not constitute any recommendation, endorsement or promotion of the products or services featured therein by Ascential Events (Europe) Limited, any of its affiliates, or otherwise. Nothing contained in the feature represents the views or opinions of Ascential Events (Europe) Limited or its affiliates, or otherwise and no reliance should be placed on any part of the feature other than for the purpose of evaluation as an entry to the festival. Ascential Events (Europe) Limited and its affiliates do not accept liability of any kind in respect of the feature or any product or service referred to in the feature.