Terms & Conditions

VICTORIA BARRETT EVENT MANAGEMENT (VBEM) LTD

STANDARD TERMS AND CONDITIONS

These conditions supersede all other terms and conditions and shall be deemed incorporated into all contracts made between Victoria Barrett Event Management (VBEM) Ltd (hereafter referred to as the Organiser) and the Client, Exhibitor, Sponsor, or Delegate. No alterations of these terms will be effective unless made in writing and accepted by the Organiser. A legally binding contract is only formed when the Organiser issues a formal written booking confirmation or invoice to the Client.

 

PART A: TERMS & CONDITIONS FOR EXHIBITORS & SPONSORS

  1. Event Facilities & Delivery

1.1. Face-to-Face Events: The Organiser shall use all reasonable endeavours to provide the Client with the minimum space or stand type as detailed on the VBEM Booking Form.

1.2. Unless stated otherwise in a bespoke package, the Organiser shall provide a suitable clothed display table and access to a standard 13-amp power source.

1.3. All prices quoted are exclusive of VAT, which will be charged at the prevailing UK rate.

  1. Venue & Scheduling

2.1. Suitability: The Organiser shall use all reasonable endeavours to provide facilities conducive to the nature of the business being conducted at an event. The Organiser, however, cannot be held responsible for venues proving to be unsuitable or for a venue’s state of repair.

2.2. Changes to Venue: The Organiser reserves the right to change venues or facilities without prior notice to the Client and undertakes to advise the Client of such changes as soon as is reasonably practicable.

2.3. Timings & Format: The Organiser reserves the right to alter the start and finishing times of any event, or initiate late changes to the event format, from those previously advertised or communicated, at its absolute discretion.

2.4. Information Accuracy: The Organiser undertakes to provide appropriate information to the Client relating to access times, location, and parking details for an event. The Organiser cannot be held responsible for any errors or omissions in the information provided and does not guarantee parking arrangements.

  1. Client Obligations, Insurance, & Safety

3.1. Health & Safety: The Client undertakes to adhere strictly to the Health and Safety guidelines and instructions laid down by the Organiser or representatives from the designated Venue. The Client must provide the Organiser with a current Risk Assessment if requested to do so.

3.2. Insurance: The Client must maintain a valid policy of Public Liability Insurance in line with current legislation and their own risk assessment covering their presence, equipment, and operations at the event. Proof of insurance must be provided to the Organiser upon request.

3.3. Indemnity: The Client agrees to indemnify and hold harmless the Organiser against all claims, liabilities, damages, costs, and expenses arising out of any injury to persons or damage to property caused by the actions, negligence, or exhibits of the Client’s staff or contractors.

  1. Promotion and Attendance

4.1. Marketing: The Organiser and/or Host shall advertise and promote each event in the form and manner it considers most appropriate.

4.2. Delegate Attendance: The Organiser does not undertake to guarantee specific numbers or job title ratios of attendees on any day of an event.

  1. Terms of Payment

5.1. Invoice: Invoices are payable within 14 days of the date of VBEM’s invoice. If a booking is taken less than 14 days prior to an event, then payment will be required upon receipt of invoice. 

5.2. Non-Payment Remedies: If payment is not received by the specified due date, the Organiser reserves the right, without prejudice to any other right or remedy, to cancel the contract, deny venue access, and reallocate the exhibition space.

In addition, pursuant to the Late Payment of Commercial Debts (Interest) Act 1998, the Organiser shall be entitled to:

  • Charge statutory interest on the unpaid amount at a rate of 8% per annum above the Bank of England base rate, calculated daily from the invoice due date until payment is made in full.
  • Claim a fixed statutory compensation fee per overdue invoice (£40 for debts under £1,000; £70 for debts under £10,000; and £100 for debts of £10,000 or more).
  • Recover all reasonable third-party debt collection costs, legal fees, and administrative expenses incurred in pursuing the outstanding debt.

5.3. Correspondence: All invoice numbers must be quoted on payment correspondence. Payments must be made in pounds sterling (£) and drawn on a mainland British clearing bank.

  1. Cancellation by the Client

Should a booking be cancelled by the Client, the following tiered cancellation charges apply. All cancellations must be received in writing from the Client and will be deemed to take effect strictly from the date of receipt by the Organiser:

  • 12 weeks prior to the event date: 50% of the total booking cost applies.
  • 8 weeks prior to the event date: 75% of the total booking cost applies.
  • 6 weeks prior to the event date: 100% of the total booking cost applies.

 

PART B: TERMS & CONDITIONS FOR DELEGATES

  1. Delegate Registrations

1.1. Admission to the event is strictly subject to a valid delegate registration and full payment of the designated ticket fee.

1.2. All delegate registration fees prices quoted are exclusive of VAT, which will be charged at the prevailing UK rate.

1.3. Payment for all delegate places is due immediately upon receipt of invoice. Full payment must be cleared prior to gaining entry to the event.

  1. Substitutions & Non-Attendance

2.1. Substitutions: If you are unable to attend, you may send a substitute colleague from your organisation at no extra cost, provided that you notify the Organiser of the change in writing at least 3 working days prior to the event.

2.2. Failure to Notify: If you fail to notify the Organiser of a substitute attendee within the specified 3 working days window, the Organiser reserves the right to charge for an additional place.

2.3. Non-Attendance: In the event of non-attendance without prior written notice, the Client remains liable for 100% of the full cost of the place, and no refunds or credits will be granted.

  1. Cancellation Policy

Should a delegate booking need to be cancelled entirely, the following charges apply. All cancellations must be received in writing and take effect from the date of receipt:

  • Up until 14 working days prior to the event date: No cancellation charges will apply, and a full refund will be issued.
  • Within 14 working days prior to the event date: 100% of the booking cost will apply, and no refunds or credits will be granted.
  1. Event Programme and Guest Speakers

4.1. The Organiser and/or Host curates the event programme in good faith. However, the Organiser and/or Host reserves the right to make changes to the speaker lineup, agenda timings, or session topics without prior notice due to speaker illness or unexpected logistical challenges. No refunds will be issued due to minor programme alterations.

  1. Code of Conduct and Right of Refusal

5.1. Professional Environment: The Organiser is dedicated to providing a professional, respectful environment for all attendees. The Organiser reserves the absolute right to refuse admission to, or eject from the venue, any delegate whose behaviour is deemed disruptive, offensive, or inappropriate, without any liability for a refund or compensation.

  1. Media, Photography, and Filming

6.1. Media Capture: Professional photography, video filming, and recording may take place across our events. These images and recordings may be used by the Organiser and/or Host for future promotional materials, websites, and social media marketing.

6.2. Opt-Out Procedure: The Organiser relies on its Legitimate Interests to capture the general atmosphere of the event. If you do not wish to be photographed or filmed, you must notify the event staff at the registration desk upon arrival, so we can provide you with a visual identifier (e.g., a specific lanyard or badge) to ensure our media team avoids capturing your image.

 

PART C: GENERAL TERMS & COMPLIANCE

  1. Advanced Data Protection & UK GDPR Compliance

1.1. Compliance Framework: VBEM processes all personal and corporate data in strict accordance with the UK GDPR and the Data Protection Act 2018, as detailed in our official website Privacy Policy.

1.2. Event Communications: By registering for an event, the Organiser will process your contact details to deliver core event administrative updates, billing, venue access logistics, and essential agendas necessary for the execution of your contract.

1.3.  Networking & B2B Matchmaking: To facilitate commercial matchmaking, the Organiser relies on its Legitimate Interests to share restricted delegate profile summaries (consisting strictly of Job Titles and Organisation Names) with confirmed event sponsors and exhibitors. No direct contact details (personal or organisation emails, phone numbers) will ever be shared without your explicit, separate opt-in consent. Delegates maintain an absolute right to opt out of this matchmaking index at the point of registration or by emailing events@vbem.co.uk

1.4. Public Delegates Protection: Notwithstanding clause 1.3, where a delegate registers as an individual member of the public (B2C consumer) rather than on behalf of an organisation, their personal data and attendance details will remain strictly confidential. The Organiser will not share their information with any third party, sponsor, or exhibitor, with the sole exception of the designated event venue where necessary for health, safety, security, or catering purposes.

Force Majeure

2.1. Liability Limitation: The Organiser shall not be liable for any delay or failure in performing any of its obligations under these terms if such delay is caused by circumstances beyond its reasonable control.

2.2. Refund Exclusions:  The Organiser shall not be liable to issue any cash refunds of payments made should circumstances such as Terrorism, War, Outbreaks of Communicable Diseases, Infectious Diseases or similar public health outbreaks, national mourning, adverse weather, structural venue damage, or restricted venue access cause any event cancellation, postponement, or delay. In the event of postponement, all bookings, will be automatically transferred to the revised date or format.

  1. Notices & Waivers

3.1. Notices: Any notice to be given by either party to the other under these terms shall be in writing addressed to that other party at its normal place of business or via official corporate email.

3.2. Waiver: Any failure by the Organiser to exercise or enforce any of its rights under these terms shall not constitute or be deemed to be a waiver or forfeiture of such rights.

  1. Limitation of Liability

4.1. Non-Excludable Loss: Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

4.2. Financial Cap: Subject to clause 4.1, the Organiser’s total aggregate liability to any Client, Exhibitor, Sponsor, or Delegate in respect of all losses arising under or in connection with the contract shall be strictly limited to the total fees actually paid by that specific individual or organisation for the event.

4.3. Consequential Loss: The Organiser shall not be liable to the Client, Exhibitor, Sponsor, or Delegate for any indirect or consequential loss, including but not limited to loss of profit, loss of business, lost promotional opportunities, or wasted travel and accommodation expenses.

  1. Severability

5.1. Severance: If any provision or part-provision of these terms becomes invalid, illegal, or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable.

5.2. Deletion: If modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification or deletion under this clause shall not affect the validity and enforceability of the rest of these terms.

  1. Governing Law

6.1. Jurisdiction: These Terms and Conditions, and any dispute or claim arising out of or in connection with them, shall be governed by and construed in accordance with the laws of England and Wales.

6.2. Dispute Resolution: Both parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising under this contract.