Booking Terms & Conditions

These Terms and Conditions are between the Association of Safety & Compliance Professionals “ASCP” and the person who completes the relevant booking form (“You”) for the ASCP Safety & Compliance Conference, Exhibition & Awards event as described in the booking form (“Event”).

Confirmation of Bookings

1. All bookings are subject to availability and acceptance by the ASCP, which will be confirmed in writing (including by e-mail) after the ASCP has received the completed booking form, the related fee (the “Fee”), and anything else that the ASCP may require.
2. Upon the ASCP’s written confirmation to You of its acceptance of your booking for a place at the Event, there shall be a legally binding contract between the ASCP and You to which these terms and conditions apply.
3. The ASCP reserves the right to refuse to accept any booking at its absolute discretion.

Fees

4. Fees for the Event are correct at the time of publication, as stated on the Event booking form.
5. The ASCP reserves the right to change the Fees at any time, but changes will not affect registrations which have already been confirmed.
6. Payment of all Fees must be received at least 21 days before the event. The ASCP reserve the right to cancel any ticket reservations not paid for by this time. Bookings may be paid by credit card at the time of booking; otherwise we will invoice you. Invoice payments must be received by the ASCP within 30 days of the invoice date or by close of business 30 calendar days before the Event, whichever is the earlier. For bookings made within 28 days of the Event, a credit card payment or immediate bank transfer will be required.
7. Expired membership must be renewed before discounted member tickets can be issued.
8. You acknowledge that the ASCP cannot guarantee places held on a provisional basis and that places may sell out.
9. Cancellations made on or less than 10 weeks prior to the start of the Event will be subject to the full booking fee. A substitute delegate can be named at any time free of charge.
10. The Fees do not include travel to or from the Event or any accommodation costs incurred. Delegates are responsible for making their own travel arrangements and also for booking their own accommodation, which can be done directly with the venue or another accommodation provider. The ASCP will take no responsibility for the provision, or lack of, travel and accommodation of any delegate.
11. Under VAT Excise regulations delegates from all countries are required to pay VAT @ 20% on all Events taking place in the United Kingdom.
12. If booking at the AGSM/AESM or ASCP member rate, you will be required to provide the membership number for each delegate. If you are unsure whether your delegates are valid members or if you don’t have the number, please call 01256 548 040 or email enquiries@ascp.org.uk before returning your booking form to the ASCP. Membership discounts will only be honoured if the member holds a valid membership at the time of the Event.
13. Delegates cannot book for part of a day or a specific session.
14. Please provide personal email details of all delegates so they can be directly informed of any conference programme changes, updates and news to help them plan their visit.
15. If not known at the time of booking, delegate names and dates of attendance must be provided to the ASCP at least 30 days prior to the Event.
16. Delegate substitutions / name changes can be made at any time up until the Event at no extra charge.
17. Delegates must be registered at least 48 hours in advance of the start of the Event – there is no onsite registration for this Event. Delegate passes issued for use at the conference are valid for the named attendee only and cannot be shared.
18. If you require a purchase order number to be quoted on your invoice, please provide this in advance or at time of booking.
19. Group booking discounts are for 6 or more delegates from a single organisation and are only available if paid as a single transaction.
20. Fees will be invoiced and should be paid in full prior to the start of the conference as non-payment may affect your admission into the conference. Payment terms are 30 days for bookings received before the month the Event takes place in. If you are unable to meet the payment terms, please contact the Conference team.
21. Registered delegates who do not attend the Event will still be liable for the full delegate fee and will not receive any refund if payment has already been made regardless of time of booking.
22. Fees are non-transferrable (between events) in the case of cancellation or non-attendance.
23. The ASCP reserves the right to offer discounts at its absolute discretion. The ASCP also reserves the right, without any liability, to withdraw such discounts.
24. Please note that you need to provide the correct association membership details to enable us to apply the relevant discounts. If the correct membership details are not provided then the ASCP reserve the right to use discretion, or to quote and / or invoice accordingly. The ASCP shall be the sole arbiter in deciding what constitutes a breach. No refunds are given in such a situation.
25. Please note that the ASCP Group requires you to provide, if required, the correct PO number and details of Accounts Payable. Payment must be made in full before the Event.

Changes, Cancellations and Postponements

27. Whilst our programmes are correct at the time of going to press, in certain circumstances it may be necessary for the ASCP to alter the content, format, venue, or timing of an Event. All delegates will be notified of such changes prior to the Event.
28. If You cannot attend the Event for which You have registered, please contact the ASCP as soon as possible (and in any event no later than 24 hours before the Event) at enquiries@ascp.org.uk. The ASCP may at our absolute discretion allow You to send a substitute in your place (provided that the ASCP has received the details of such substitute). Delegate passes cannot be shared.
29. If You notify us that you wish to cancel your attendance at an Event for which a Fee is payable, then cancellation charges shall apply as follows: Cancellations received earlier than 21 days before the Event will be refunded in full if required. Cancellations received on or with fewer than 21 days prior to the event with be liable for the full delegate Fees. A substitute delegate can be named at any time.
30. The ASCP may in exceptional circumstances need to postpone or cancel an Event, and we will notify You as soon as reasonably practicable of any such postponement or cancellation. If an Event is cancelled, or if an Event is postponed and You cannot attend the rearranged date, we will refund any Fees You have paid in advance. You agree that the ASCP’s liability to You will be limited to the amount of the Fees You have paid and the ASCP will not be liable to You for any expenditure, damage, or loss incurred by You as a result of the cancellation or postponement.

Your attendance at the Event

31. Please advise us of any special access requirements at the time of making your booking.
32. The ASCP reserves the right, without any liability, to refuse You admission or eject You from the Event for failure to comply with these Terms; or if in the ASCP’s opinion You represent a security risk, nuisance, or annoyance to the running of the Event.
33. You are permitted to make reasonable video or audio recordings and to take photographs at the Event, in each case for your own personal use. You must not make video or audio recordings of the whole (or substantially the whole) of the Event or of any session within the Event, or use any recordings or photographs for commercial purposes, unless expressly permitted by the ASCP.
34. You acknowledge that the Event or part of it may be filmed by audio, visual, audio-visual or electronic means or photographed, including photographs of individuals or groups of delegates. You agree to permit the ASCP, or any third party licensed by the ASCP, to use and distribute such footage and photographs, which may feature images of You, in all or any media (including social media) whether now known or hereafter to be invented throughout the world in perpetuity for the purposes of advertising, publicity, reporting and otherwise in relation to the exploitation of such recordings and photographs. Please inform the photographer if You do not wish to be included in any individual or group photographs.
35. Materials distributed by or on behalf of the ASCP at an Event may not be reproduced without the ASCP’s permission.
36. You acknowledge and accept that we have 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 disparaging or otherwise adverse to your business.

The ASCP’s Liability

37. Views expressed by speakers are their own and the ASCP disclaims all liability for advice given or views expressed during an Event. Materials distributed at an Event are intended for information only and should not be relied upon.
38. To the maximum extent permitted by law, the ASCP shall not be liable to You for any direct, indirect, economic or consequential loss or any loss of business, use, profit, anticipated profit, contracts, revenues, goodwill or anticipated savings arising in connection with this Agreement, even if You have been advised of the possibility of such loss or damage.

 Your details

39. By submitting registration details, You agree to allow the ASCP to contact You as required for the organisation and administration of the Event. The ASCP will comply with our privacy policy in respect of your registration details and other information we hold about You.
40. The names, job titles and organisations of all registered delegates will be placed on the delegate list for the Event. This list will be provided to sponsoring companies and made available to delegates. If You do not wish to be included on this list, please email enquiries@ascp.org.uk at the time of making your booking.
41. The ASCP and its partner organisations, CORGI Technical Services, the Association of Gas Safety Managers (AGSM) and the Association of Electrical Safety Managers, will only contact you for marketing purposes if you are an existing member of their marketing programme or have expressly consented to this (for example, by opting in during the registration process). Details of our Group privacy policy can be found here

 Other

42. These terms contain the entire agreement between You and the ASCP.
43. If any provision of these terms is held to be invalid, illegal or unenforceable for any reason by any court of competent jurisdiction, such provision shall be severed, and the remainder of the provisions will continue in full force and effect as if the terms had been executed with the invalid, illegal or unenforceable provision omitted.
44. Any express or implied waiver to perform any obligations under these terms will not prevent the subsequent enforcement of them.
45. A person who is not a party to these terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of these terms.
46. These terms shall be governed by English Law and You hereby irrevocably submit to the exclusive jurisdiction of the English courts. Nothing in this clause shall limit the ASCP’s right to take proceedings against You in any other court of competent jurisdiction.
47. If You have any questions about these Terms & Conditions, please contact enquiries@ascp.org.uk
48. These terms and conditions apply to all bookings placed from the launch of the event in October 2018 until these terms and conditions are superseded by a new version.
49. Upon the ASCP’s written confirmation to You of its acceptance of your booking for a place at the Event, there shall be a legally binding contract between the ASCP and You to which these terms and conditions apply.