Booking/purchasing terms and conditions
1.1 The International Forum for Terrorism Risk (Re)Insurance Pools’ 2020 conference (“Conference”) is organised and managed by Pool Reinsurance Company Limited, a company registered in England and Wales with registration number 02798901, whose registered office is at 7 Savoy Court, London WC2R 0EX (“Pool Re”).
1.2 References to “us” means Pool Re and references to “we” and “our” shall be construed accordingly. Reference to “you” means the entity completing a booking request and/or the individual Conference delegate (as the context requires) and references to “your” shall be construed accordingly.
1.3 All applications to register for the Conference, and all orders to purchase the relevant documentation pack, are made subject to these Terms & Conditions (which shall apply to the exclusion of any terms imposed by you).
2.1 All applications to register for the Conference are subject to availability and to you making full payment of the Fee (defined below). Applications should be made by completing the registration page, accessed via a link on your invitation or by visiting www.iftrip.org. Once completed this will trigger an automatic email confirming receipt of your registration details and outlining the steps required to conclude the registration process and secure your delegate place. Within five working days of this, the delegate should receive a Pool Re payment request via Worldpay, requesting full payment for the event. Once payment is received via Worldpay you will receive a receipt which confirms payment.
2.2 Acceptance of bookings and allocation of delegate places is at our sole discretion. Payment receipt also constitutes confirmation of your delegate space unless, within five days of your payment, you receive notification from us that your booking is not accepted. In these circumstances, you will be given a full refund. We are not obliged to provide any reason for rejecting a booking.
2.3 Delegate passes issued for use at the Conference are valid for the named attendee only and, subject to clause 5.3 below, cannot be transferred. You may be asked for photographic ID during the Conference. If you are unable to provide identification which matches your delegate pass you may be asked to leave the Conference.
3. PRICES AND PAYMENT
3.1 The prices for attending the Conference (the “Fee”) are set out on the relevant registration booking form. Prices may be subject to change from time to time.
3.2 If your registration has been confirmed, a payment request from Pool Re via Worldpay will be sent to you within five working days setting out the relevant payment instructions. Payment is due immediately on receipt of this invoice by card only.
3.3 You acknowledge and accept that if payment of the Fee is not made in accordance with this Clause 3, and the payment instructions provided, your Booking will not be confirmed. Once payment is made, you will receive confirmation of your completed booking from us within 5 working days.
4. ATTENDANCE AT THE CONFERENCE – COMPLIANCE WITH INSTRUCTIONS AND REGULATIONS
4.1 Whilst attending the Conference you will comply with:
4.1.1 all applicable law, including (but not limited to) all health and safety legislation and requirements;
4.1.2 all instructions given by us or on our behalf, including (but not limited to) in relation to any security arrangements; and
4.1.3 the terms and conditions of the Conference venue (a copy of which shall be made available to you at or prior to the Conference).
4.2 You are responsible for ensuring your own safety and security whilst attending the Conference. Save as set out at Clause 8, we shall not be liable for any injury, loss or damage suffered by you.
4.3 We reserve the right to refuse access to, or remove any delegate from any IFTRIP event who, in our reasonable opinion has, or is likely to affect the enjoyment of the other delegates, in our reasonable opinion 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 may cause a breach of the peace.
5. CHANGES TO THE CONFERENCE AND CANCELLATIONS
5.1 It may be necessary for reasons beyond our reasonable control to alter the advertised content, timing and/or location of the Conference or the advertised speakers. We reserve the right to do this at any time and in our sole discretion. Where we alter the time and/or location of the Conference, we will provide you with notice of the same and will offer you the opportunity to attend the Conference as varied or a refund of the Fee in accordance with this clause 5. You acknowledge that such attendance or refund shall constitute your sole remedy, and our only liability to you, in such circumstances.
5.2 In the event that it is necessary to cancel or postpone the Conference as a result of a reason not covered by Clause 5.1, we will refund you the Fee. You acknowledge that such refund shall constitute your sole remedy, and our only liability to you, in such circumstances.
If you are unable to attend an event and need to cancel a booking, let us know in advance and in writing by email to firstname.lastname@example.org
Where a fee has been charged, you will be reimbursed as follows:
- For cancellations up until midnight six weeks prior to the event a 80% refund will be given
- For cancellations up until midnight four weeks prior to the event a 25% refund will be given
- For cancellations up until midnight two weeks prior to the event a 15% refund will be given
- For registrations cancelled after midnight, two weeks prior to the event, or for failure to attend the conference, no refund will be given.
5.3 If you are unable to attend the Conference, we welcome a substitute delegates attending in your place at no extra cost provided that we have at least 10 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@example.com
5.4 Other than in the circumstances set out in clauses 5.1 and 5.2 above, no refunds will be given in respect of any cancellations or non-attendance.
5.5 We shall not be liable to you in any circumstances for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses) if we are required to cancel or relocate the Conference.
6.1 All rights in all presentations, documentation and materials published or otherwise made available as part of the Conference (including but not limited to any documentation packs or audio or audio-visual recording of the Conference) (“Content”) are owned by us or are 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. 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):
6.1.1 upload any Content into any shared system;
6.1.2 include any Content in a database;
6.1.3 include any Content in a website or on any intranet;
6.1.4 transmit, re-circulate or otherwise make available any Content to anyone else;
6.1.5 make any commercial use of the Content whatsoever; or
6.1.6 use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute.
6.2 The Content does not necessarily reflect our views or opinions.
6.3 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.
6.4 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.
7. FILMING AND PHOTOGRAPHY
7.1 We may, at our discretion, choose to photograph, film, broadcast or record the Conference, or any part of it. Subject to Clause 7.2, you grant us an irrevocable licence to use and sub-license the use of your name, voice, likeness, image and any contribution made by you at or to the Conference in any and all media (whether now known or hereinafter invented) throughout the world and in perpetuity.
7.2 You must notify us at least 72 hours prior to the Conference if you do not consent to the use of your name, voice, likeness, image and/or contribution in accordance with Clause 7.1. All such notices must be sent to firstname.lastname@example.org
7.3 On the basis that other Conference attendees may not consent to the use of their name, voice, likeness, image and/or contribution in accordance with Clause 7.2, we are unable to permit you to photograph, film, broadcast or record the Conference without our express prior approval.
7.4 We reserve the right to refuse you entry to the Conference, or subsequently remove you from the Conference, where you fail to comply with these Terms and Conditions.
8.1 Subject to Clause 8.4, our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of in connection with any booking (or requested booking) made by you or otherwise in relation to the Conference, shall be limited to the Fee paid by you in respect of your booking to attend the Conference.
8.2 Subject to Clause 8.4, we shall not be liable to you for (i) any loss of profit, loss of or damage to data, loss of anticipated savings or interest, loss of or damage to reputation or goodwill or; (ii) any indirect, special or consequential damages, loss, costs, claims or expenses of any kind.
8.3 You agree to indemnify us, our staff and our affiliates and to hold us harmless to the fullest extent permitted by law, against all loss, costs, claims or expenses of any kind arising from any act or omission by you (including your delegates) during or otherwise in relation to the Conference.
8.4 Nothing in this these Terms and Conditions shall limit or exclude either party’s liability for:
8.4.1 death or personal injury caused by that party’s negligence, or the negligence of that party’s employees, agents or subcontractors;
8.4.2 fraud or fraudulent misrepresentation; or
8.4.3 any other liability which cannot be limited or excluded by applicable law.
9. USE OF INFORMATION AND PUBLICITY
9.2 We may share the information provided by you to us, including via your booking form, with our employees, officers, representatives and/or sub-contractors in connection with the administration of the Conference and to ensure your notified requirements (if any) are met. All such information shall be retained for 18 months from the date of the Conference.
9.3 In addition, but subject to Clause 9.4:
9.3.1 your job title and organisation will be included on a delegate list, which will be available to all attendees at the Conference; and
9.3.2 your information will be shared with Conference sponsors/partners. This will enable them to follow up with presentations or relevant information on products or services which they believe may be of interest to you.
9.4 You must notify us at least 72 hours prior to the Conference if you do not consent to the use of your information in accordance with Clause 9.3.2. All such notices should be sent to: email@example.com.
9.5 You acknowledge that we have the right to publicly announce our business relationship with your organisation, which may include but not be limited to announcements on social media.
9.6 If you book to attend the Conference we will include your contact details on a mailing list in order to advise you of future Conferences and of other similar events, and to keep you informed on matters related to the subject matter of the Conference. If you do not wish your details to be included in this list, please contact us at firstname.lastname@example.org.
10.1 You warrant that you shall:
10.1.1 comply with all applicable laws, statutes and regulations relating to anti-bribery and anti-corruption including but not limited to the UK Bribery Act 2010;
10.1.2 comply with such of our anti-bribery and anti-corruption policies as are notified to you from time to time; and
10.1.3 promptly report to us any request or demand for any undue influence or other advantage of any kind received by or on behalf of you in connection with the performance of these Terms and Conditions.
10.2 Breach of this clause 10 shall be deemed a material breach of these Terms and Conditions.
11. EQUALITY AND DIVERSITY STATEMENT
We are working towards being fully inclusive. We endeavour to arrange events in fully accessible locations. However, we would appreciate your co-operation in meeting specific requirements and ask that you inform us immediately if you require additional facilities (for example a loop system, BSL interpretation) or any other personal requirements.
We may need to pass on 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.
12.1 These Terms and Conditions (together with any documents referred to herein or required to be entered into pursuant to these Terms and Conditions) contain the entire agreement and understanding between us and supersede all prior agreements, understandings or arrangements (both oral and written) relating to the subject matter of these Terms and Conditions and any such documents.
12.2 You acknowledge that in registering a delegate place 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.
12.3 These Terms and Conditions shall not create, nor shall they be construed as creating, any partnership or agency relationship between us.
12.4 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.
12.5 We may transfer our rights and obligations under the Terms and Conditions to another organisation, provided that this will not affect your rights or our obligations to you. Save as set out in Clause 5.3 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.
12.6 The Terms and Conditions are personal to the Parties, and no third party shall have any rights, including under the Contracts (Rights of Third Parties) Act 1999, to enforce the same.
12.7 No failure or delay by us in exercising any right or remedy provided under these Terms and Conditions or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict our further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict our further exercise of that or any other right or remedy.
12.8 If any provision or part-provision of the Terms and Conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this Clause 12.8 shall not affect the validity and enforceability of the rest of the Terms and Conditions.
12.9 Any dispute arising out of or in connection with these Terms and Conditions, including any question regarding the existence, validity or termination of any contract to which the Terms and Conditions relate, shall be referred to and finally resolved by arbitration under the LCIA Rules, which Rules are deemed to be incorporated by reference into this clause. There shall be a single arbitrator, with the seat of the arbitration being London, United Kingdom. The language to be used in the arbitral proceedings shall be English.