General Terms & Conditions
1. Introduction
1.1 Microbes in Women’s Health regardless of whether organised onsite as an event with the requirement of physical presence or online on a digital/virtual environment with a remote presence, is organised and managed by I-Squared Communications Limited, a company registered in England and Wales with registration number 10120628 and registered office at 7175 Shelton Street, Covent Garden, London, England, WC2H 9JQ.
1.2 References to “us” means the I-Squared Communications Limited and references to “we” and “our” shall be construed accordingly. References to the “Event’’ means the event that you are registering for as a participant of any kind including but not limited to as a delegate, a sponsor, an exhibitor and/or a media partner. Reference to “you” means the entity wishing to register to the Event as a participant of any kind including but not limited to as a delegate, a sponsor, an exhibitor and/or a media partner and references to “your” shall be construed accordingly.
2. Acknowledgments and Data Protection
2.1 By agreeing to these Terms and Conditions you understand and acknowledge that the online registration form serves as a contract between us and you and that these Terms and Conditions serve as the contractual terms of this contract.
2.2. By agreeing to these Terms and Conditions you agree that all fees associated with your registration to the Event are payable in full as per our payment terms. You may register on behalf of others, however you are deemed to be liable for all associated fees for all the participants you register.
2.3 Unless we receive an explicit written request in advance from you confirming that you do not wish to share your contact information, you acknowledge and accept that we retain the right to publicly announce our business relationship with you which shall include but not be limited to announcements on social media. Such announcements shall not be derogatory or otherwise adverse to your business.
2.4 You acknowledge and accept that participation contact details will be kept on our database, which will be used exclusively by us or our authorized partners including but not limited to media partners, sponsors and exhibitors. We do not record or store credit card information.
2.5 We retain the right to modify the Terms and Conditions with or without notice.
3. Bookings
3.1 All applications to register for the event are subject to availability and you making full payment. If payment is not received prior to the Event we retain the right to refuse attendance.
3.2 Registration information shall be sent to you by email at least a week prior to the Event. If you have not received the registration information by that date you shall contact us by email.
4. Prices and Payment
4.1 All prices advertised on our site are quoted in euro and are subject to VAT and other local taxes that shall be applicable.
4.2 All prices advertised on our site are accurate as the date that they are published by us. We reserve the right to make changes to any of the advertised prices from time to time.
4.3 In order to qualify for any “early bird’’ rates, bookings and payments must be received before the deadline date listed on our site and/or other Event marketing material.
4.4 Bookings received less than two weeks before the Event can only be paid by card.
5. Changes to the Event, Substitutions and Cancellations
5.1 If you cannot attend the Event, we will be happy to accept a substitute colleague at any time. Requests for substitutions will only be accepted by e-mail indicating the name of the cancelled delegate as well as the name, job title and contact details of the substitute who must be from the same organisation. An administration fee of €50 will be applied for substitutions.
5.2 Should your circumstances change and you are unable to attend the Event, notification of cancellation must be made by email.
The rules that apply in case of cancellation are as follows:
a) If cancellation is notified 8 weeks or more prior to the commencement of the Event 50% refund shall be applied
b) If cancellation is notified less than 8 weeks prior to the commencement of the Event no refund shall be applied and the registration fee will remain due in full
Please note that an administration fee of €100 will be applied for all cancellations, amendments to your booking and/or irrespective of whether a refund shall be applied or not. In case of any refund the administration fee of €100 will be applied.
5.3 We reserve the right to alter the advertised content, program, timing, venue and/or advertised speakers and/or other participants of the Event. We shall not be liable for any refunds due to such changes.
5.4 Should the Event be jeopardised due to unforeseen circumstances or circumstances outside our control including but without limitation, acts of God, floods, lightning, storm, fire, explosion, war, military operations, acts of terrorism or threats of any such acts, any strike action, lock-outs or other industrial action and a pandemic, epidemic or other widespread illness we will make all reasonable endeavours to find an alternative venue, postpone or cancel the Event.
Should such a situation occur, your registration fee will be automatically transferred to the new date and/or venue of the Event (if any) unless you wish to cancel your participation in which case you are required to notify us by email and a full refund of your registration fee shall be applied.
In any instance, we shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses).
5.5 In case of an onsite Event which due to unforeseen circumstances or circumstances outside our control is being transferred to an online Event held virtually no refund of registration fees shall be applied.
5.6 In case any regulations imposed, travel bans, guidelines and/or protocols restrict you from travelling in order to participate in the Event, you are required to notify us by email and a full refund of your registration fee shall be applied. we shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses).
5.7 We reserve the right to cancel the Event at any time and at our sole discretion. In the event of such a cancellation, we will refund any registration fees paid and this refund shall be the full extent of our liability to you arising out of such cancellation. In the event of cancellation, we will use reasonable endeavours to alert those who have booked to attend the event and details of any cancellation will be posted on the appropriate event website. You are responsible for checking this information prior to the event. Should such a situation occur, we shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses).
6. Speakers
6.1 If you are speaker at the Event your papers must be objective and completely free of advertising and commercialism.
6.2 We retain the right to audio and/or video record your session and this recording may be reproduced and sold as part of the overall conference materials. We also retain the right to reproduce copies of your presentation including but not limited to PowerPoint slides and supporting handouts printed and/or electronically and these may be sold as part of the overall hand-out materials during and after the Event.
6.3 Any acknowledgement with regard to and/or in connection with Copyright or other Intellectual Property rights must be included at the end of your abstract/presentation.
7. Travel Arrangements and Visas
7.1 Registration fees do not include flights or accommodation. You are required to secure your own travel arrangements.
7.2 It is your sole responsibility to obtain an entry visa to visit a country if it is required. We are happy to send an invitation letter for the Event if required for visa purposes but in order for us to assist in the immigration process you must first register to the Event and pay the registration fee in full. You can then contact us by email to ask for the invitation letter. You will be solely responsible for all expenses incurred in relation to the visa.
8. General Provisions
8.1 You agree to carry with you at all times during the Event, government issued photo identification documents, such as a passport, driving license (with photo card where applicable) or a national ID card. You agree to produce such identification upon request.
8.2 Photography, recording and filming in the premises of the Event is only allowed for personal and non-commercial use unless we provide our express consent in writing.
8.3 For promotional purposes, there may be a professional photographer and video production taking place during the Event. Should you wish not to be filmed or recorded you must advise us accordingly prior to the Event by email.
8.4 If you are a speaker at the Event or you present or distribute or hand out material of any kind at the Event we retain the right to use your name and presentation materials for promoting attendance and/or participation at the Event or future events. Your presentations and papers including all associated artwork and illustrations used at the Event will not be returned unless specifically requested by you.
8.5 You are expected to behave professionally in the course of the Event. Excessive use of obscene language, abusive or threatening behaviour directed to any other participants is not conducive to a learning environment and we reserve the right to ask you to leave.
8.6 You should advise of any special access requirements at the time of registration.
9. Liability
9.1 It is the responsibility of participants to arrange appropriate insurance cover in connection with their attendance at the Event unless otherwise agreed. We accept no responsibility for any loss or damage to personal property. You are required to comply with the rules and regulations governing the applicable venue. You shall insure and keep insured any property you bring onto the venue and any such property is brought onto, or left, at the venue at your own risk.
9.2 We do not assume responsibility for any medical expenses for delegates. Please ensure that you have adequate insurance to cover health and travel for this period. Your insurance should also cover your inability to travel as we will not be liable in the Event that you have paid for travel you are unable to take.
9.3 Our website may link to other websites and networking tools provided for the convenience of the users. The contents of these websites are maintained by their owners, for which we take no responsibility neither can responsibility be taken for contents of any website linking to this website. Use of these sites is at your own risk and we do not assume responsibility.
9.4 Views expressed by speakers are their own. We do not accept liability for any advice given, or views expressed by any speaker or other participant at the Event or in any material provided.
9.5 We accept no responsibility for the quality or the quantity of the meetings you shall take part in. The number of the meetings you shall arrange as well as the purpose, the agenda and the outcome of these meeting is in your sole responsibility and discretion (and that of the other attendees).
9.6 We are not liable for any breach of our obligations resulting from causes beyond our reasonable control.
9.7 The information discussed during the Event is research and business-to-business information and is not intended for the final consumer. It is based on research and development work and is, to the best of our knowledge, reliable. We do not assume any liability resulting from the use of this information, as conditions of use are beyond our control. The research and business-to-business information provided should not be used as a substitute for any form of advice. In all instances, producers and marketers should check local regulatory requirements before use as different claims may be made depending on the regulations applicable in each country.
10. Non-Discrimination Policy
We will use our reasonable endeavours to comply with all UK and European laws applicable in relation to discrimination on any grounds. Accordingly, we are committed to providing equality of opportunity and fair treatment for all. We will not intentionally discriminate on the basis of gender, age, marital status, sexual orientation, ethnic origin, religion, culture or disability in dealing with all participants.
11. Governing Law
These terms and conditions are governed by English Law and the Courts of England and Wales shall have exclusive jurisdiction to determine any disputes which may arise under them. Should you have any questions or require further information about these Terms & Conditions please do not hesitate to contact I-Squared Communications Limited using the following details:
71-75 Shelton Street
Covent Garden
London
WC2H 9JQ, UK
☏ +44 (0) 20 3286 0167