Terms & Conditions

Definitions

"Conference" – means the SEG3 - a business Conference with exhibition and networking.

"Organiser" – means SEG3 Ltd, a UK-based business based at 219 Burton Road, Derby, England, DE23 6AE.

"Exhibitor" – means the person or the company agreeing to take a Space Only Stand.

"Exhibitor's Fee" – means the fee paid by the Exhibitor to the Organiser, for the agreed space at the Exhibition.

"Delegate" – means the person attending the Conference.

"Delegate Fee" – means the fee payable by the Delegate to the Organiser to attend the Conference if the Conference is ticketed.

"Participant" – means any other participant of the Event, whether a speaker, partner, sponsor or other person admitted to the Conference.

"Contract" – means any agreement made between the Exhibitor or Delegate and the Organiser.

"Workshop" – means any additional Workshops operating at the Conference.

"Registration Form" – refers to any registration form on the official website for delegates, sponsors or exhibitors.

"Rules & Regulations" – rules & regulations that cover the Venue or the conference.

Delegates (and other Participants)

1. Regulations

1.1 Refunds

1.1.1 Refunds will be dealt with as follows and will be liable to a 10% administration fee to cover costs.

1.1.2 100% Refund - More than 90 days notice is required to receive a 100% refund. The Organiser must receive written requests no later than 90 days prior to the first day of the conference or event. All refund requests must be made in writing and sent to info@seg3.com. Telephone requests will not be honoured.

1.1.3 50% Refund - More than 30 days notice is required to receive a 50% refund. The Organiser must receive written requests no later than 30 days prior to the first day of the conference or event. All refund requests must be made in writing and sent to info@seg3.com. Telephone requests will not be honoured.

1.1.4 There will be no Refund with less than 30 days notice and this will result in the Delegate's obligation to pay 100% of the Delegate Fee.

1.2 Registrants may send a substitute in their place in lieu of requesting a refund. The Events Office must be notified of this at least 10 days prior to the start of the event or conference. Due to the nature of the event the substitute will have to be approved (not unreasonably) by SEG3 Ltd and their decision is final.

1.3 No Suitcasing Policy: Please note that while all conference attendees are welcome at the Conference, anyone observed soliciting business, not with the interest of the Conference or the Organiser, within the Venue will be asked to leave immediately.

1.4 Liability

1.4.1 The Delegate attends the Event entirely at their own risk. Save as set out in this clause 1.4, the Organiser accepts no liability, whether in contract, tort (including negligence) or otherwise, for any loss, damage, cost or expense suffered or incurred by the Delegate arising out of or in connection with the Event, including any loss of or damage to personal property, or any indirect or consequential loss (including loss of profit, business or opportunity).

1.4.2 The Organiser's total liability to the Delegate arising out of or in connection with the Event and these Terms & Conditions, whether in contract, tort (including negligence) or otherwise, shall not exceed the Delegate Fee paid by the Delegate to the Organiser.

1.4.3 Nothing in these Terms & Conditions excludes or limits the Organiser's liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, or for any other liability which cannot be excluded or limited under English law.

2. General

2.1 All Attendees are aware of the fact that the Organiser stores all data provided to them within the framework of the Contract fulfilment for the purpose of data processing. They expressly agree with such data storage and processing. The data that is collected will be used by the Organiser to plan and manage the event for which you registered, as well as email you relevant details about the event, and to fulfil all aspects of the event including onsite networking via our third party app.

2.2 Relations between the Organiser and any Attendee shall be governed by and interpreted in accordance with the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

2.3 The provisions of paragraphs 2.1 and 2.2 above shall apply to Conference Delegates, Exhibitors and other Participants respectively.

2.4 Any advertising or marketing indicating expected numbers regarding the Event (in particular Event attendance) shall be deemed as estimated; the Organiser cannot be responsible for any wrong numbers.

2.5 Should individual provisions of these Terms & Conditions be or become invalid, the validity of the Contract, or of the remaining provisions, shall not be affected. Invalid provisions will be replaced with provisions that come closest to fulfilling the purpose being pursued by the parties in question.

2.6 These Terms & Conditions may be subject to change at any time.

2.7 Photography and filming may take place at the Event for marketing and promotional purposes. By attending the Event, Delegates, Exhibitors and other Participants consent to being photographed and/or filmed, and to the Organiser using such images and footage (including your name, likeness and voice where captured) in our marketing materials, on our website and social media channels, and in future promotional communications, without further notice or payment. If you do not wish to be photographed or filmed, please inform a member of the SEG3 team on-site so that reasonable steps can be taken to accommodate this.

2.8 Intellectual Property

2.8.1 All intellectual property rights in the Event, including its name, branding, logos, format and content (including any recordings, photographs, presentations and materials produced by or on behalf of the Organiser), belong to the Organiser or its licensors.

2.8.2 No Delegate, Exhibitor or other Participant may use the SEG3 name, logo or branding in any marketing or promotional material without the Organiser's prior written consent.

2.8.3 Where a Participant's own content (such as speaker slides or presented materials) is filmed, photographed or recorded at the Event, the Organiser may use that recording for the marketing and promotional purposes described in clause 2.7, but ownership of the underlying content remains with the Participant.

2.9 Code of Conduct

2.9.1 SEG3 is committed to providing a safe, respectful and harassment-free environment for everyone attending our events, regardless of role, background or seniority. Harassment, discrimination, intimidating or disruptive behaviour, or any other conduct that creates an unsafe or unwelcoming environment will not be tolerated.

2.9.2 Any Delegate, Exhibitor or other Participant found to be in breach of this Code of Conduct may be removed from the Event without refund, at the Organiser's discretion, and may be refused admission to future SEG3 events.

2.9.3 If you experience or witness any behaviour that concerns you at an Event, please report it to a member of the SEG3 team on-site or by emailing info@seg3.com.

3. Cancellation / Postponement

3.1 If the Event or its part is abandoned, cancelled, suspended, postponed in date or changed to another Venue, in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lockout, civil disturbance, inevitable accident, disease or epidemic, or similar health-threatening situation, the non-availability of the Event premises, or any other cause not within the control of the Organiser, the Organiser shall be under no obligation to repay the whole or part of the Delegate Fee and shall be under no liability to the Delegate in respect of any such abandonment, cancellation or suspension. In such an event, the Organiser reserves the right to change the Venue and/or date of the Event or its part.

3.2 In case of postponement in date or change of the venue due to reasons as specified above, all registrations (whether fully paid or not) shall be automatically transferred to the Event being held at the new date/venue. No refunds will be due from the Organiser.

3.3 If the Organiser comes to believe at any time before the Event that holding of the Event or its part is not in the best interests of the Organiser or the industry concerned, the Organiser may cancel the Event or its part. In such a case, the Organiser shall promptly notify the Delegate about the cancellation and shall, within 30 days, refund to the Delegate such part of the Delegate Fee that may have been paid to the Organiser.

3.4 The Organiser shall be under no other liability whatsoever to the Delegate in respect of such cancellation or change of the venue and/or date.

3.5 The Organiser reserves the right to apply a cancellation charge of £150+VAT to cover food waste and administrative charges to any delegate given a complimentary pass that cancels with less than 2 weeks to go until the event, or who is a no-show. There will be no charge if over 2 weeks' notice is given.

4. TERMS AND CONDITIONS - EXHIBITORS

4.1 Insurance. It is the responsibility of the Exhibitor to ensure that it procures and maintains insurance to cover its losses or liabilities arising out of or in connection with the Exhibition, including: a) insurance of the Exhibitor's property; b) liability for injury sustained by employees or third parties; c) liability for loss or destruction of or damage to property of the Venue, of the Organiser and any third party; and d) insurance against losses arising out of the cancellation of the Exhibition due to causes beyond the control of the Organiser.

4.2 An official photographer will be appointed for Exhibitors who desire their Stands or goods to be photographed. No other photographer will be allowed to take photographs, draw, copy or reproduce any Stand or article of the Venue without the written permission of the Organiser.

4.3 Unless expressly agreed otherwise in writing, the Venue caterers have the exclusive right to provide catering within the Venue during the Exhibition. The Exhibitor is not allowed to consume, during the exhibition's opening hours, food purchased from third parties.

4.4 No Suitcasing Policy: Please note that while all conference attendees/exhibitors are welcome at the Conference, anyone observed soliciting business, not with the interest of the Conference or the Organiser, within the Venue will be asked to leave immediately.

4.5 The Exhibitor hereby agrees to comply with the requirements and regulations of these Terms & Conditions, as well as the Rules & Regulations and all other internal regulations of the Venue (if any), and with any local laws and regulations applicable to the specific Venue and city in which the relevant Event is held that are in force in relation to that Venue. This includes, among others but not limited to, any and all regulations related to exhibited items, products and installations, retail prices, cash and carry sales, labour legislation and working time, foreign staff and temporary workers, liabilities for damage, and other matters.

4.6 All Rules and Regulations shall apply to anyone employed by the Exhibitor or any Third Party they employ.

4.7 Refunds will be dealt with as follows and will be liable to a 10% administration fee to cover costs.

4.7.1 100% Refund - More than 90 days notice is required to receive a 100% refund. The Organiser must receive written requests no later than 90 days prior to the first day of the conference or event. All refund requests must be made in writing and sent to info@seg3.com. Telephone requests will not be honoured.

4.7.2 50% Refund - More than 30 days notice is required to receive a 50% refund. The Organiser must receive written requests no later than 30 days prior to the first day of the conference or event. All refund requests must be made in writing and sent to info@seg3.com. Telephone requests will not be honoured.

4.7.3 There will be no Refund with less than 30 days notice and this will result in the Exhibitor's obligation to pay 100% of the Exhibitor's Fee.

4.8 Exhibitor's Fees and Payment

4.8.1 The Exhibitor shall pay the Organiser the Exhibitor's Fee, in full or by instalments, by the dates agreed by the parties and reflected on the invoice(s) issued by the Organiser and sent to the Exhibitor.

4.8.2 If the Exhibitor fails to pay any instalment on the due date of payment, the Organiser may at any time thereafter either: a) by notice to the Exhibitor, declare the balance remaining unpaid of the Exhibitor's Fee immediately payable, whereupon the Exhibitor shall pay such balance to the Organiser forthwith on demand; or b) terminate the Contract forthwith by notice to the Exhibitor served at any time after the due date for payment.

4.9 Breach of Contract

4.9.1 Without prejudice to its rights specified herein, the Organiser may terminate the Contract forthwith by notice to the Exhibitor: a) if the Exhibitor shall, in the opinion of the Organiser, become or threaten to become insolvent or shall commence or suffer the commencement of proceedings against it by reason of insolvency; and/or b) if the Exhibitor shall fail to make payment of any instalment on or before the due date for payment; and/or c) if the Exhibitor shall be in breach of any other of its obligations under the Contract and, if the breach is capable of remedy, shall have failed to remedy the breach within 14 days after the service of notice upon it by the Organiser specifying the breach complained of and requiring it to be remedied.

4.9.2 If the Contract is terminated by the Organiser, the Organiser shall be entitled (without prejudice to its other rights) to: a) require the Exhibitor to remove forthwith from the Venue all property of the Exhibitor or its contractors at a time stated by the Organiser or, at the risk and cost of the Exhibitor, to remove such property and deliver or dispatch it to the address of the Exhibitor given in the Registration Form; and/or b) erect on the Stand a board or other device carrying the name, title and/or marks of the Exhibitor.

4.9.3 The Exhibitor shall reimburse the Organiser, on demand, all legal and other costs incurred by the Organiser in connection with the termination of the Contract or the enforcement of the Organiser's rights hereunder, and any costs incurred by the Organiser in the dressing, furnishing or alteration of the Stand vacated by the Exhibitor in order to maintain an orderly and visually pleasing Event.

4.9.4 The Exhibitor may cancel their participation in the Exhibition, in written form only.

4.10 Cancellation of the Event (or part of the Event)

4.10.1 If the Event or its part is abandoned, cancelled, suspended, postponed in date or changed to another Venue, in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lockout, civil disturbance, inevitable accident, disease or epidemic, or similar health-threatening situation, the non-availability of the Event premises, or any other cause not within the control of the Organiser, the Organiser shall be under no obligation to repay the whole or part of the Exhibitor's Fee and shall be under no liability to the Exhibitor in respect of any such abandonment, cancellation or suspension. In such an event, the Organiser reserves the right to change the Venue and/or date of the Event or its part.

4.10.2 If the Organiser comes to believe at any time before the Event that holding of the Event or its part is not in the best interests of the Organiser or the industry concerned, the Organiser may cancel the Event or its part. In such a case, the Organiser shall promptly notify the Exhibitor about the cancellation and shall, within 30 days, refund to the Exhibitor such part of the Exhibitor's Fee that may have been paid to the Organiser.

4.10.3 The Organiser shall be under no other liability whatsoever to the Exhibitor in respect of such cancellation or change of the venue and/or date.

4.10.4 In case of postponement in date or change of the venue due to reasons as specified above, all registrations (whether fully paid or not) shall be automatically transferred to the Event being held at the new date/venue. No refunds will be due from the Organiser.

4.11 Opening Hours

4.11.1 The Exhibition will be open to visitors daily for the period and during the opening hours notified to Exhibitors.

4.11.2 All dust covers must be removed and Stands ready for display purposes by the readiness time on each open day. No exhibits shall be removed from their positions until the close of the Exhibition without the Organiser's written permission, nor shall any Stand be covered up or closed during the Exhibition before the official closing time. Opening hours will be communicated to the Exhibitors.

4.11.3 The Organiser reserves the right to refuse to admit or to expel from the Exhibition premises any person at any time, notwithstanding that person's possession of an official ticket/pass.

4.11.4 The Organiser reserves the right to issue official tickets/passes of admission and no other forms of admission will be valid.

4.11.5 No Exhibitor will be admitted to the Exhibition without producing to the gate officials the Exhibitor's pass issued to them by the Organiser, who reserves the right, at its discretion, to withdraw the pass issued to any person if complaints have been received concerning that person's conduct.

5. Advertising

5.1 Exhibitors should only distribute advertising matter in relation to their own goods. The distribution of printed matter and usage of advertising material and media is only admissible on the Exhibitor's own Stand.

5.2 The execution of any advertising activities outside the confines of the given Stand is prohibited. The Organiser is entitled to expel such persons and confiscate and/or destroy their advertising materials, as well as demand a flat-rate compensation of £500 (plus VAT if applicable) for each individual case of such activity from the Exhibitor on whose behalf such advertising activities were being executed.

5.3 Technical Rules. For the delivery and removal of exhibits, the scheme for construction and furnishing of Stands, as well as for other technical and installation issues related to exhibiting at the Exhibition, please refer to the Rules & Regulations of the Venue. Should more detailed information be needed, the Organiser will also communicate it to all Exhibitors by mail or e-mail.

6. Exhibits

6.1 Exhibits must fall within the defined scope of the Exhibition and may represent all forms of materials, machinery, equipment and other related services to the Exhibition as approved by the Organiser. The Exhibitor may be asked to provide details on the types of products or services they intend to display.

6.2 The Organiser reserves the right to refuse accommodation for any exhibit the character of which, in the opinion of the Organiser, is unsuitable or unsafe for the site allocated to the Exhibitor or might constitute a health/safety hazard.

6.3 The Exhibitor shall ensure that no easily flammable or explosive substances, gases, petrol or other hazardous substances (including chemical pesticides and insecticides) or foul-smelling substances, radioactive sources, as well as naked lights, oil lamps and temporary gas and electrical fittings are present in the Exhibition Venue at any time. The Exhibitor shall also ensure that products presented and present in the Exhibition Venue are of sound quality and at all times meet the statutory and other applicable requirements and regulations. For more detailed information and regulations regarding materials allowed to be used at the Exhibition, please refer to the Rules & Regulations.

6.4 Conduct of Exhibition, Passages and Directional Signs

6.5 The Exhibitor shall ensure that the allotted Stand is open to view and staffed by competent representatives during the Exhibition hours. In the event of an Exhibitor failing to open the allotted Stand or uncover exhibits thereon, the Organiser may do so or arrange for the Stand and exhibits to be removed, and the Exhibitor shall be liable for any charges resulting therefrom. The Organiser will not be liable for any losses or damages sustained by the Exhibitor as a result of such actions.

6.6 Exhibitors and all persons for whom they may be considered responsible in any way whatsoever must conduct themselves in such a manner as shall not be objectionable to any other Exhibitor, its employees, visitors or the Organiser, and shall not create any disturbance or obstruction. Any person who does not comply with these requirements shall be liable, at the discretion of the Organiser, to be removed from the Exhibition buildings and refused re-admission during the period of the Exhibition.

6.7 Exhibitors must conduct their business only from their Stand and must not, under any circumstances, canvass visitors in the aisles or in any other areas.

6.8 All efforts to advertise, promote sales and operate exhibits must be conducted so as not to cause any danger, annoyance or inconvenience to other Exhibitors and visitors. Any practice resulting in a complaint from a fellow Exhibitor or visitor which, in the opinion of the Organiser, exposes them to annoyance or danger will be prohibited.

6.9 The Exhibitor is obliged to ensure that all passages in front of its allocated Stand are kept free from obstruction during the whole time the exhibition hall is open for the purpose of the Exhibition.

6.10 The Organiser reserves the right to affix all directional signs, Stand numbers and other Stand identification on any Stands and in any positions.

6.11 All Exhibitors who have "Space Only" Stands are required to have the floor carpeted or appropriately covered (e.g. wooden flooring). Should the Exhibitor fail to ensure the above, relevant charges will apply.

6.12 Every Exhibitor is responsible to the Organiser for their Stand being maintained in a clean state throughout the period of the Exhibition. Exhibitors are responsible for any and all environmental costs of their waste. Exhibitors may not carry out their own Stand cleaning; accordingly, such Stand cleaning will be carried out by the official Stand cleaning contractor. Cleaning of the Stand after the Exhibition has finished is compulsory.

6.13 Smoking is not permitted in any areas of the Exhibition Venue. Any infringements and fines remain the sole liability of the Exhibitor.

6.14 Liability

6.14.1 The Exhibitor exhibits entirely at its own risk, and the Organiser accepts no liability, whether in contract or in tort (including negligence), to the Exhibitor arising out of or in connection with the Exhibition or the acts or omissions of the Organiser or its officers, servants, subcontractors, agents or visitors in relation thereto, save as regards the contractual obligations of the Organiser hereunder. In particular (but without limitation), the Organiser does not accept responsibility for the performance by any Exhibition contractor in carrying out its obligations to the Exhibitor, or for any other act or omission of any such contractor, whether or not the contractor has been appointed as the exclusive provider of any class of goods or services to the Exhibitor.

6.14.2 The liability of the Organiser, whether in contract or in tort (including negligence), and any liability the Organiser may have for the acts and omissions of its officers or servants in relation to such contractual obligations, arising out of or in connection with the performance of its contractual obligations hereunder, shall not exceed 20% of the Fee actually paid by the Exhibitor to the Organiser under the Contract. The Organiser shall in no event be liable for any indirect or consequential loss of profit.

6.14.3 The Organiser has no liability to the Exhibitor for the performance by other persons at the Exhibition of their obligations to the Organiser.

6.14.4 The Exhibitor shall hold harmless and indemnify the Organiser from and against all actions, proceedings, losses, claims, demands and liabilities (including costs on an indemnity basis) suffered or incurred by the Organiser arising out of or in connection with any act or omission of the Exhibitor or its officers, servants, contractors, agents or visitors.

6.14.5 The Exhibitor is not allowed to sublet or sub-rent the Stand or any part of it to any other third party, without the prior written consent of the Organiser.

6.14.6 Nothing in this clause 6.14 excludes or limits the Organiser's liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, or for any other liability which cannot be excluded or limited under English law.