Event delegate agreement | Insurance Insider

Definitions
1. In these Participant Terms and Conditions (“Terms”), the following capitalised words and expressions have the meanings set out against them below. Other capitalised words used in these Terms have the meanings given to them in the Event Confirmation.
2. These Terms apply to all Participants at Events. Your attendance at an Event indicates your agreement to these Terms.
Awards Entrants
1. If your participation in an Event is limited to submitting an entry to any of our awards programmes or competitions (“Award”), the following clauses 2.2 to 2.8 apply.
2. Entries for an Award may be subject to additional terms and conditions and/or mandatory entry requirements, details of which may be made available on the applicable website / microsite or as otherwise notified to you. Failure to comply with any terms and conditions or entry requirements applicable to the Award may result in your entry being rejected.
3. Entries will not be accepted for shortlisting or judging unless they are properly submitted, include all required information and any supporting documentation, and are received within any deadlines set by us.
4. We may reject any Awards entry for any reason at our sole discretion.
5. We may terminate, change, suspend or discontinue any aspect of any Award, including the availability of any features or categories of the Award, or the information pertaining to the Award or associated products or information described, at any time without notice.
6. The judges’ decision on any Award entries are final, except that we reserve the right to overturn decisions where we reasonably believe that a failure to do so may be prejudicial to our or the Event’s image and/or reputation, or bring the Event into disrepute. There is no right to appeal the judges’ decision in relation to any Award.
7. By submitting your entry you warrant that: (a) your contribution is your own original work and that you have the right to make it available to us and our judges; (b) your contribution is not defamatory and does not infringe any applicable laws or regulations; and (c) you waive any moral rights in your contribution for the purposes of its submission to the Award website and/or publication at the Award ceremony. You agree to reimburse us on demand for any Losses we may incur as a result of your breach of the warranty in this clause 2.7.
8. We and the judges shall keep all Award entries confidential and we shall not use, publish or share any information provided in an Award entry, other than to the extent required to assess the Award entry against the Award criteria.
Registration for Events
1. All registrations for Events are subject to availability and to acceptance by us at our absolute discretion.
2. Validly registering for an Event shall entitle you to admittance to that Event as a Participant, subject to us providing you with an Event Confirmation and your compliance with these Terms. Any optional extras may incur an additional cost to the Participant Fees payable.
3. Full and accurate Registration Details of each Participant must be registered (whether in their personal capacity, or as a representative of a company or other legal entity) with us not less than five Business Days before the start of the Event. We reserve the right to exclude from any Event any individual whose name does not appear on our register of Participants at the start of the Event.
4. It is your responsibility to inform us of any changes to your Registration Details by updating your details on the relevant section of the applicable website or by contacting us using the contact information provided to you in the relevant Event Confirmation.
5. We may be required to conduct pre-registration checks on Participants which might include (without limitation) trade sanctions screenings and identity checks.
6. If you register for an Event as a representative of a company or other organisation, you confirm that you have the authority to agree to these Terms on behalf of the company or other organisation. You shall also ensure Participant(s) from the company or other organisation attending the Event are made aware of and comply with these Terms.
7. It is your responsibility to inform us of any special access or dietary requirements at the time of registration, and in any event no later than five Business Days before the Event starts. Any dietary requests made less than five Business Days before an Event may not be available.
8. Where an Event requires an event pass to enable entry, you may be required to provide evidence of your identity for your pass to be issued to you. Participants must keep their event pass on their person at all times during their attendance at the Event and we reserve the right to refuse entry to or eject Participants who fail to produce a pass when requested.
9. If your Event pass is lost, misplaced, stolen or forgotten, a replacement Event pass will only be issued to you at our sole discretion and may be subject to purchase at the prevailing on-site Participant rate.
10. From time to time photographs, motion pictures, sound and/or video recordings may be made during any Event, of which recordings may include or feature some or all Participants. By attending the Event you acknowledge that we reserve the right to use images and videos recorded at the Event with your photograph and/or likeness in future marketing materials and on / in our social media channels, websites, and print material, without obtaining any further approval from you, and without making any payment to you. You shall not obstruct or interfere in any way with such photography or recordings. If you do not wish your photograph to be taken at an Event, please notify the photographer during the Event and we will use reasonable endeavours to comply with your request.
11. Participants must be over the age of 18.
12. Participants may not sell, transfer, or share their Event passes. Registered Participants may be substituted by other individuals in accordance with clause 12.2.
13. All Event passes are our property and must be returned to us upon request. Participants found wearing falsified Event passes and/or sharing or swapping Event passes shall be required to leave the Event.
Attendance Requirements
1. Each Participant shall:
  1. ensure they have adequate insurance for their own requirements, including personal accident and travel insurance where applicable, prior to attending any Event;
  2. have all necessary travel documentation, including but not limited to visas and other entry permits into the jurisdiction where the Event is being held;
  3. ensure they are legally entitled to attend the Event and that they are not the subject of any sanctions or other restrictions that mean they should not attend;
  4. observe the rules, policies and procedures of the Event Venue, including those relating to health and safety, and any reasonable instructions issued by us and/or the management of the Event Venue and/or the Online Event Platform; and
  5. behave in a respectful, professional and appropriate way that does not breach the laws or regulations of their home country or of the host country.
2. You agree that your travel to and attendance at an Event is at your own risk and is not our responsibility. We are not obliged to provide any advice or assistance relating to the obtaining of visas. Failure by any Participant to obtain a visa to attend an Event shall not entitle him or her to a refund of any Participant Fees.
3. Other than Event Sponsors and Sponsor Delegates, Participants are only permitted to conduct business within a designated exhibit space at the Event Venue. Participants observed conducting business in public spaces or in other companies’ exhibition spaces may be ejected from the Event.
Participant Obligations
1. You shall not do, or omit to do anything which may:
  1. bring the Event into disrepute;
  2. disparage the Event or us;
  3. damage our goodwill associated with the Event; or
  4. be otherwise prejudicial to our or the Event’s image and/or reputation.
2. We reserve the right to refuse entry to any Participant at an Event or to remove any Participant from an Event, or block them from an Online Event Platform, without any liability for any reason and at our sole discretion.
3. We reserve the right to recover from you any Losses incurred or suffered by us, the Event Venue, the Online Event Platform or any other Participants as a result of your conduct at the Event or failure to comply with these Terms.
Participant Fees
1. Payment in full of any applicable Participant Fees for the Event is due upon registration. If such payment is insufficient or declined for any reason, we may refuse you entry to the Event.
2. Participant Fees are exclusive of amounts in respect of any applicable Tax. If Tax is chargeable, Participants shall be required to pay such additional amounts in respect of such Tax as are chargeable in relation to the Participant Fees.
3. Fee schedule rates are valid at the time of completion of registration provided that they are paid in full before the applicable expiration date. If the Participant Fees for a completed registration are not paid in full before the next fee schedule comes into force, you will be charged the Participant Fees calculated in accordance with the prevailing fee schedule at the date of payment.
4. All Participant Fees shall be paid in full without any set-off, counterclaim, deduction or withholding (other than as may be required by law).
5. Except in relation to clauses 12 and 14 where refunds are expressly stated as being payable in certain circumstances, no refunds of Participant Fees are payable by us. In particular, any Participant who is not permitted entry to, or is asked to leave, an Event, is not entitled to any refund.
Intellectual Property Rights
1. All Intellectual Property Rights in and to the Event, Event Marks and Content are our property or that of our third party content providers. We may provide a licence to third parties, including Event Sponsors, to use the Content at our sole discretion.
2. Participants may use the Content solely for their own personal use and benefit and not for resale, distribution or other commercial purposes.
3. The Event Marks may not be used without our prior written permission.
4. Any request for permission to republish, reprint or use for any other purpose any of the Content or Event Marks should be sent by email to the contact designated in the Event Confirmation.
5. The Software belongs to us or our suppliers. Your use of the Software is governed by the terms of any licence agreement that may accompany or be included with the Software, and you must not install or use any Software unless you agree to the terms of such licence agreement.
Technical Support
1. You are responsible for procuring the necessary equipment and the payment of any charges necessary to access and/or use any Events or Content (where applicable). We are not responsible for the reliability or continued availability or speed or quality of the telephone or internet lines and/or equipment that you use to access and/or use any Event or Content.
2. In relation to any Online Events, it is your responsibility to ensure that your systems are compatible with our technology or the technology of our Online Event Platform prior to registering for such an Event. We are not liable or responsible for any technical issues which may arise from your failure to ensure compatibility of our technology with your systems. Similarly, we are not liable or responsible for any delay, disruption or disturbance in the operation of the internet or problems caused by your internet service provider or for any telecommunications failures which are beyond our control. Access to online Content may not be available as a result of downtime for repairs, maintenance and/or repairs to our websites, Online Event Platforms and systems.
3. We are not liable for any Losses you incur which arise from any viruses, worms, “Trojan horses” or other similar programs, malicious software or malware transmitted by the Online Event Platform or Software.
Access to Online Events
1. Participants who register for Online Events, or Events which otherwise grant access to online Content shall be given user names and passwords, as appropriate for the relevant Event. Attendance at an Online Event may be subject to additional Online Event Platform Terms. By attending an Online Event you are deemed to accept any such additional Online Event Platform Terms.
2. Except to the extent that a user name and password is expressly intended for more than one person as confirmed by us in writing, Participants are not permitted:
  1. to share user name and password details with any other person(s) (including for the avoidance of doubt, any other colleague, employee, partner, director, agent or representative of the Participant or your company); or
  2. to make their user names and passwords available to multiple users on a network.
3. Participants are responsible for all access to any Event, Online Event Platform and/or use of any Content by them or anyone else using their user names and passwords and for preventing unauthorised use of any such user names and passwords. If you believe there has been any breach of security (such as the disclosure, theft or unauthorised use of any user name, password or any payment information), you must notify us immediately by emailing the support contact in your Event Confirmation.
4. An Online Event may include discussion groups, virtual meeting rooms and other forums (“Interactive Areas”) enabling interaction between Participants and Event Sponsors. We do not control and are not responsible for information and/or materials posted to Interactive Areas by Participants or Event Sponsors (“User-Generated Content”) and cannot guarantee the veracity or accuracy of any such User-Generated Content. All use of the Interactive Areas is at your own risk and you should not rely on User-Generated Content in any way.
5. You hereby grant us a non-exclusive, perpetual, royalty-free licence to use, reproduce, modify and/or sub-license all or any part of the User-Generated Content posted by you or any of your representatives. We may, without notice to you or any third party, delete, move or edit any such User-Generated Content or part of it. To the extent permitted under applicable law, you hereby waive all moral rights or rights of a similar nature in any jurisdiction in any User- Generated Content.
6. You are responsible for the content of the User-Generated Content generated or contributed by you, and you must comply with the restrictions set out below when publishing it. We are under no obligation to monitor User Generated Content.
7. You may not, within the Interactive Areas post, publish, link to, upload, download, send, distribute, use or re-use any information or material which: (a) is obtained in breach of confidence or which contains confidential information or infringes any intellectual property rights or rights of privacy or other rights of any third party; (b) is offensive, threatening, abusive, indecent, defamatory, obscene; (c) is unlawful; (d) constitutes unsolicited advertising or promotional material of any type; (e) constitutes or contains a virus or other harmful component or malware; or (e) which is or could be taken to be the provision of advice (including, without limitation, investment advice).
8. You may not use any Interactive Area: (a) for any unlawful purpose; (b) to impersonate any person, company, group or entity or misrepresent a relationship to or with any of the same; or (c) to collect, store, disclose or otherwise process any personal data in relation to your use of any Interactive Area without the express consent of the relevant individual.
9. You agree to reimburse us on demand for any Losses which we may incur as a result of your failure to comply with this clause 9.
Ancillary Events
1. We may offer Participants the opportunity to attend an Ancillary Event, in which case specific Ancillary Terms may apply. Such Ancillary Terms shall be contained in the materials provided to you when you register to attend an Ancillary Event and shall apply in addition to these Terms.
2. If there is any inconsistency between these Terms and any applicable Ancillary Terms, the Ancillary Terms shall take precedence in relation to the Ancillary Event.
Changes to Event
1. Although the Event programmes are correct at the time of publication, we may at any time change or modify the format, Content, Event Venue, speakers, hosts, moderators and/or timing of an Event, including a change from a physical Event to an Online Event. We shall use reasonable endeavours to notify all Participants of any such changes prior to the Event Date.
Cancellation and Substitution
1. If you wish to cancel your participation in an Event, you must let us know in writing as soon as possible. Any refund of Participant Fees paid by you will depend on when we receive your notice of cancellation:
  1. where cancellation occurs more than 90 days before the Event Date: 100% refund;
  2. where cancellation occurs 90 days or less, but more than 60 days before, the Event Date: 90% refund;
  3. where cancellation occurs 60 days or less, but more than 30 days before, the Event Date: 50% refund;
  4. where cancellation occurs 30 days or less, but more than 14 days before, the Event Date: 10% refund; and
  5. where cancellation occurs 14 days or less before the Event Date: no refund is payable.
2. Participants may nominate a substitute to attend an Event in his or her place, subject to clause 12.3. Any substitute must agree to and comply with these Terms, and submit to screening if required under clause 3.5.
3. Notifications of cancellations and substitutions should be sent in writing to the contact designated in the Event Confirmation as soon as possible. We cannot accept verbal cancellations or substitutes. Registration Details for any substitute must be received by us at least five Business Days before the Event.
4. We may in exceptional circumstances need to cancel or postpone an Event, in which case we shall notify you as soon as reasonably practicable. In the event of cancellation, subject to clause 14, we shall issue Participants with a full refund of relevant Participant Fees paid by you. In the event of postponement, we shall offer you the option to re-register for the rescheduled Event or, subject to clause 14, issue you a full refund of relevant Participant Fees paid by you. Our liability to you as a result of any cancellation or postponement of an Event shall be limited to the amount of Participant Fees which you have paid to us for that Event only and we shall not be liable for any additional Losses incurred by you as a result of such cancellation or postponement.
Data Processing
1. In this clause 13 the terms “personal data”, and “processing” shall have the meanings ascribed to them under the Data Protection Laws.
2. We shall:
  1. comply with all applicable requirements of the Data Protection Laws; and
  2. process any personal data which it obtains or holds in relation to a Participant under or in relation to these Terms for the purposes of carrying out its obligations under these Terms, in accordance with its privacy notice or as otherwise permitted by Data Protection Laws.
3. We shall use your personal data for the purpose of providing services in relation to Events, including, but not limited to Event registration, communications, Event access, dining, hotel room reservations, administration (including before, after and during the Event), invoicing and payment, delegate lists, post-Event feedback, quality checks, Participant verification (including for sanctions and trade control purposes), research and polling.
4. In order to fulfil our obligations to you in relation to the Event, we may share relevant personal data with presenters, Event Venue management, the Online Event Platform, trainers, organisers, print houses, finance partners, connected communities, faculties, committees, Event service providers and external delivery partners. We may also share personal data in accordance with our privacy notice, including with Event Sponsors who may be based in any territory.
5. Registration Details of Participants will be added to our official Participant networking tool, which enables Participants to contact each other and to view the list of Participants at an Event. If you do not want your Registration Details to be included in the relevant networking tool, please email the event contact listed in the Event Confirmation at least two Business Days before the start of the Event.
6. For more information about how we process personal data, please refer to our Privacy Policy at https://www.insuranceinsider.com/privacy-policy.
Force Majeure
1. In this clause 14, “Force Majeure” means circumstances which are beyond our reasonable control and which are reasonably likely to affect the successful delivery of the Event or would make it inadvisable, impracticable, illegal, or impossible for us to host the Event or perform our obligations under these Terms, including circumstances which directly affect the Participants in their home countries resulting in a material percentage of the Participants being reasonably likely to be prevented from attending the Event.
2. If, as a result of Force Majeure, we cancel an Event, we shall use reasonable endeavours to either: (a) reschedule the Event; or (b) switch the Event from a physical Event to an Online Event, in each case to take place within two months of the original Event Date.
3. If we are unable to reschedule the Event in accordance with clause 14.2, we shall refund the Participant Fees paid by you as soon as reasonably practicable and in any event within 60 days from the date of notice of cancellation.
4. Without prejudice to our obligation to refund any Participant Fees to Participants, we accept no liability and shall pay no compensation or Losses where the performance of our obligations is made impracticable, illegal or impossible by or as a result of Force Majeure.
Limitation of liability
1. Nothing in these Terms shall limit or exclude our liability for:
  1. death or personal injury;
  2. fraud or fraudulent misrepresentation; or
  3. any other liability which cannot be limited or excluded by applicable law.
2. You agree that your access to any Event and your use of any of the Content is at your sole risk and responsibility, and you acknowledge that all Content is provided "as is" and "as available". The Content is made available for your general information and any advice, opinion, statement or other information forming part of the Content is not intended for trading or to address your particular requirements. The Content does not constitute any form of advice, recommendation or arrangement by us (including, without limitation, investment advice or an offer or solicitation to buy or sell any security, financial product or other investment) and is not intended to be relied upon by users in making (or refraining from making) any specific investment or other decisions. Appropriate independent advice should be obtained before making any such decision.
3. Except as expressly stated in these Terms, neither we nor any Event Sponsor or Event Venue manager makes any express or implied warranty or representation in connection with the Event.
4. Subject to clause 15.1, we shall not be liable, whether based on a claim in contract, tort (including negligence), breach of statutory duty or otherwise arising out of or in relation to these Terms, for any indirect or consequential losses.
5. Subject to clause 15.1, our total liability to you, whether based on an action or claim in contract, tort (including negligence), breach of statutory duty or otherwise arising out of, or in relation to these Terms shall not exceed the total amount of the Participant Fees paid or payable under these Terms.
Compliance with laws
1. Both you and we undertake not to violate, and at all times to comply with, any applicable laws and regulations to which you or we are ordinarily subject, including those relating to anti-corruption, anti-bribery, sanctions and modern slavery. Furthermore, both you and we shall comply with the requirements of the US Foreign Corrupt Practices Act 1977 and UK Bribery Act 2010.
2. Without prejudice to any other rights or remedies available to us, we reserve the right to recover from you any Losses incurred or suffered by us or any Event Sponsor, other Participant, Event Venue manager or the Online Event Platform, as a result of your acts or omissions, including any inappropriate conduct at or during the Event, or failure to comply with these Terms.
3. We have the right to terminate the Terms with immediate effect should we have reason to believe that you are in breach of your obligations under clause 16.1.
General
1. Assignment. We may at any time assign, subcontract, delegate, or deal in any other manner with any or all of our rights and obligations under these Terms. Except where clause 12.2 applies, you may not assign, subcontract, delegate or deal in any other manner with any of your rights and obligations under these Terms without our prior written consent.
2. Amendment. We may make amendments to these Terms from time to time. Amendments will be effective immediately on the amended Terms being posted on the Event website, and you will be deemed to have accepted them if you continue to attend the Event. If you do not wish to accept them, you must cancel your attendance in accordance with clause 12 of these Terms.
3. Entire Agreement. These Terms, together with the Privacy Policy, any Ancillary Event terms, and any application or registration form (where relevant) comprise the entire agreement and understanding between you and us relating to your attendance at the Event, and supersedes all previous terms, communications and discussions whether written or oral relating to that subject matter.
Governing Law and Dispute Resolution
1. These Terms shall be governed by and construed in accordance with the laws of England and Wales and the English courts shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms.

Ancillary Event: any excursion or event which is arranged by us for Participants at an Event but does not form part of the Event itself, for example a field trip, networking event, tour of production facilities, site visit, boat trip, aircraft ride, or any other excursion.

Ancillary Terms: any supplementary terms and conditions which may apply to an Ancillary Event.

Business Day: a day, not including a Saturday or Sunday, when ordinary banks are open for normal business in London.

Content: materials, data, information and products provided by us or our Event Sponsors or partners at, relating to or forming part of the Event.

Data Protection Laws: any laws and regulations relating to the processing, privacy and use of personal data in connection with or pursuant to this agreement to the extent applicable to the Parties including, without limitation: (a) to the extent the UK GDPR applies, the law of the United Kingdom or of part of the United Kingdom which relates to the protection of personal data; or (b) to the extent the EU GDPR applies, the law of the European Union or any member state of the European Union to which the parties is subject, which relates to the protection of personal data.

Event(s): an event operated by us or on our behalf, including a conference, exhibition, convention, congress, summit, seminar, webinar, meeting, workshop, award dinner, public training, private or bespoke training, Ancillary Events and Online Events.

Event Confirmation: our written (including digital) confirmation of your registration for a place at that Event.

Event Date(s): the dates that the Event will take place, as specified in the Event Details or as rescheduled in accordance with these Terms.

Event Hosting Platform(s): the platform(s) or website(s) used by us to host the online elements of an Event.

Event Marks: the trademarks and service marks relating to the Event.

Event Materials: content or materials in any medium which relates or refers to the Event, whether created before, during or after the Event, and made available to Participants.

Event Sponsor: a person or company which has entered into a sponsorship agreement with us or our partners in relation to an Event.

Event Venue: the venue at which an Event is held.

EU GDPR: Regulation 2016/679 of the European Parliament and of the Council of April 27, 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC.

Participant Fees: the fee payable by you, or payable on your behalf by your employer, Event Sponsor or other business or company who has invited you to attend the Event, in order to attend an Event.

Force Majeure: has the meaning given in clause 14.1.

Insider, we, us or our: Insider International Limited, a company incorporated in England and Wales (company number 15236286), having its registered office at 4 Bouverie Street, London, UK, EC4Y 8AX.

Intellectual Property Rights: patents, rights to inventions, copyright and neighbouring and related rights, moral rights, trade marks and service marks, business names and domain names, goodwill and the right to sue for passing off or unfair competition, rights in designs, rights in computer software, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how and trade secrets), and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights.

Interactive Areas: as defined in clause 9.4.

Losses: any actions, damages, claims, liabilities, costs, losses and expenses (including without limitation reasonable legal fees).

Online Event: an online, virtual or non-physical Event.

Online Event Platform: a website, platform, forum or other online environment used by us for the purposes of hosting an Online Event.

Online Event Platform Terms: any additional terms and conditions applicable when using an Online Event Platform.

Participant, you or your: an individual who attends, participates in or joins an Event in any capacity, including without limitation as an attendee, awards entrant, guest, judge, moderator, delegate or speaker.

Registration Details: any data required to be provided by Participants upon registering for an Event which may include the name, address, date of birth, contact details and other personal data.

Software: the online software applications made available for access or download from our or our supplier’s or event partner’s website(s) in relation to any Event or Content.

Sponsor Delegate: a Participant who attends an Event on behalf of, or using an invite provided by, an Event Sponsor using a delegate pass issued to the Event Sponsor as part of the agreed sponsorship package. Any reference in these Terms to Participant shall include Sponsor Delegates unless expressly stated otherwise.

Tax: value added tax or any similar goods or sales tax applicable in any jurisdiction.

Term: from the date that we issue an Event Confirmation until each Party’s obligations are complete (including any post-Event actions), as may be extended from time to time in accordance with these Terms.

UK GDPR: the EU GDPR as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act of 2018.

User-Generated Content: as defined in clause 9.4.

Event participant terms and conditions