TERMS AND CONDITIONS FOR THOMSON REUTERS EVENTS
These terms and conditions apply between the person, firm, company or other entity specified on your booking form ("you") and Thomson Reuters Professional UK Limited (Company No. 1679046), registered in England and Wales with registered office 5 Canada Square, Canary Wharf, London E14 5AQ ("TRPUKL", "we", "us") for delegate registration for the event specified on your booking form ("Event"). Please read them carefully, as they contain important information. By submitting your delegate registration to attend the Event ("registration") you agree to be bound by these terms. If you do not agree to be bound by these terms, we will be unable to accept your registration.
If you are submitting a registration on behalf of multiple delegates, you should ensure that each person attending is aware of these terms, and understands and accepts them.
1. Registration and confirmation
1.1 Registration. Your registration, by completing a booking form, is an offer to us to attend the Event. On receipt of your registration you will be sent an automated email confirming receipt.
1.2 How we will accept your registration. Our acceptance of your registration will take place when we email you to accept it, at which point a binding contract will come into existence between you and us. We will use the contact details you provided at the time of registration. Please contact us if you have not received a confirmation email from us within 5 days of your registration.
1.3 If we cannot accept your registration. We reserve the right not to accept your registration, and it we cannot do so, we will inform you of this in writing.
2. Fees and Payment
2.1 Fee. You will pay us a fee for the Event, calculated in accordance with the prices specified in your booking form and any agreed discount (the "Fee").
2.2 Invoice. We will send an invoice for the Fee to you following our acceptance of your registration (the “Invoice”). Payment of your Fee must be received by us in full and in cleared funds within 30 days of the date of the Invoice but in any event not later than 48 hours before the Event.
2.3 Remedies for non-payment. If payment of the Fee is not received before the Event, we may (at our sole discretion) either require such payment as a condition of your entry to the Event or refuse you entry to the Event. No refunds of any proportion of your Fee already paid will be made and any balance of your Fee will remain due and payable where entry to an Event is refused under this Clause 2.
2.4 Our right to change prices. Prices for the Event are correct at the time of publication. We reserve the right to change the prices at any time, but changes will not affect the Fee for registrations which have already been accepted.
2.5. Taxes. Prices for the Event are exclusive of amounts in respect of value added tax (VAT). On receipt of a valid VAT invoice from us, you will pay the additional amounts in respect of VAT that are chargeable in relation the Event.
3.1 Eligibility for discounts. If you are eligible for a discount, you must state your discount arrangement on your booking form. If you register for an Event under a discount arrangement you must provide evidence of eligibility for the discount when requested or be liable to pay the full fee.
3.2 Discounts subject to approval. Discounts can only be applied at the time of registration and discounts cannot be combined. All discounts are subject to our approval.
3.3 Group discounts. Discounts for group registrations are only valid for the number of delegates specified on your booking form. If the number of delegates that attends the Event is less than the number specified in your booking form, then we may (at our sole discretion) change the Fee to reflect the number of delegates that attend the Event in line with our published prices then in force. Any additional sums payable as a result will be invoiced and paid on the terms of Clause 2.
4. Cancellation by you
4.1 Your right to cancel. You may cancel your registration at any time. Cancellation will incur the following cancellation fees:
(i) if you cancel your registration 28 days or more before the Event, 20 % of the Fee is payable plus VAT; or
(ii) if you cancel your registration less than 28 days, but more than 14 days before the Event, 50 % of the Fee is payable plus VAT; or
(iii) if you cancel your registration less than 14 days before the Event or if you fail to attend the Event, the Fee plus VAT remains payable in full.
4.2 Refunds. We will refund any portion of the Fee you have paid which is due to you within  days of receipt of your cancellation. You acknowledge that the refund of the Fee in accordance with this Clause 4 is your sole remedy in respect of any cancellation of your registration by you and that we expressly exclude all other liability.
4.3 Notification of cancellation. All cancellations must be sent by email to firstname.lastname@example.org and must be received by us (telephone cancellations are not accepted).
5. Delegate substitution
5.1 Substitution by a colleague. If you are unable to attend the Event for any reason, you may email us at email@example.com, prior to the date of the Event, with the name of a colleague from your organisation who will attend on your behalf. On receipt of your email we will make the substitution. Telephone notice of substitution will not be accepted.
5.2 Registration is for personal use. Apart from substitution under 5.1 above, In all other respects delegate registrations are issued for your personal use only and cannot be shared with any person during the Event. You may not purchase registrations as agent for any third party or sell or otherwise transfer your registration to others, or exploit the registration commercially or non-commercially in any way.
6. Conference changes
6.1 Changes to the Event specifics: We may (at our sole discretion) change any aspect of the Event (including, but not limited to, the format, speakers, participants, content, venue location and programme) for any reason, including a Force Majeure Event, without liability.
"Force Majeure Event" means any event that is beyond our reasonable control including (without limitation) speaker or participant cancellation or withdrawal, supplier or contractor failure, venue damage or cancellation, health scares, industrial dispute, governmental regulations or action, military action, fire, flood, disaster, civil riot, acts of terrorism or war.
6.2 Change of date or cancellation: We may (at our sole discretion) change the date of an Event or cancel an Event at any time for any reason. Your remedies are set out in 6.2.1. and 6.2.2. below.
6.2.1 Changes due to Force Majeure Events. Where a Force Majeure Event has or may have (in our sole discretion) an adverse impact on: (i) our ability to hold the Event at the planned venue or on the planned date; or (ii) the Event generally, then we will be entitled, but not obliged (a) to provide alternative facilities or venue for the Event; and/or (b) to reschedule the Event.
The Fee will remain payable and will be applied to any rearranged or rescheduled Event (the “New Event”) and you will not be entitled to object to the New Event or have any right to claim any compensation in respect of it. These terms and conditions will apply to any New Event.
If we are unable to, or elect not to, rearrange or reschedule the Event, then as your sole remedy you will be entitled to either a refund or credit note for a future event (at your option) in respect of the Fee you have paid.
6.2.1 Changes for reasons within our control. Where we change the date of, or cancel, the Event for any reason other than a Force Majeure Event, we will offer you the option of attending any replacement Event that we choose to organise. If you promptly notify us in writing before the date of the Event that you do not wish to attend the replacement Event, or if we elect not to organise a replacement Event, then as your sole remedy you will) be entitled to receive either a credit note or a refund (at your option) in respect of the Fee you have paid.
6.2.3 No other liability. You acknowledge and agree that the provisions of Clauses 6.2.1 and 6.2.2 set out your sole remedy should there be a change of date or cancellation of the Event and that we expressly exclude all other liability.
7. Conduct of delegates
7.1 Your obligations at the Event. You agree to comply with all reasonable instructions issued by us or the venue owners at the Event. We may refuse admission to, or eject from the Event, any person who fails to comply with these terms and conditions or who in our opinion represents a security risk, nuisance or annoyance to the running of the Event. If this happens, we will not be liable to refund your Fee or any part of it.
7.2 Damage to the venue. You will not cause any damage to any part of the Event venue (including the interior, exterior, fixtures and fittings). You are solely liable for any damage caused by you, your employees, contractors and agents, to any such area of the venue and will reimburse us fully for any damage so caused.
7.3 Your belongings. Please keep your personal belongings with you at all times during the Event. We accept no liability for any damage to, or loss or theft of any of your belongings or other items brought to the Event by you.
8. Photography, filming and sound recording
8.1 Unauthorised media: unauthorised photography of the Event and the recording or transmitting of audio or visual material from the Event is expressly prohibited.
8.2 Our filming, recording and photography. We may wish to film or photograph the Event and reserve the right to do so for our own internal use and future promotional use. If we are filming or taking photographs, we will notify you on the day of the conference and you should tell us if you do not consent to being filmed or photographed.
9. Personal information
9.1 How we use your personal information. By submitting your details on the booking form, you agree that we will use your personal information for the purpose of communicating with you in preparation for, and follow up from, the Event. We may also pass your personal information to our third-party partners who need to have it for the purposes of delivering the Event. Your booking form will give you the option to receive other communication from us if you so wish.
9.2 Privacy Statement. We will use your personal information in accordance with the Thomson Reuters Privacy Statement available at https://www.thomsonreuters.com/en/privacy-statement.html. As our group of companies operates globally, the personal information that you provide may be available outside your country, including in countries where data protection laws may be different. Regardless of its location, the information will be handled in line with the Thomson Reuters Privacy Statement.
9.3 Amending your personal information. You may amend, update or delete your personal information at any time, as explained in the Thomson Reuters Privacy Statement.
9.4 Who to contact. If you have any questions or concerns about the personal information we hold about you in relation to the Event, please contact firstname.lastname@example.org. If you have problems with the preference centre, or if you have any additional questions or concerns related to the information held about you, please contact email@example.com
10. Our liability to you
To the fullest extent permitted by applicable law, we exclude: (a) all liability for loss, injury or damage to persons or property at the Event; (b) all indemnities, warranties, representations, terms and conditions (whether express or implied); and (c) any actual or alleged indirect loss or consequential loss suffered by you, or any loss of profits, anticipated profits, savings, loss of business revenue, loss of business, loss of opportunity, loss of goodwill, or any other type of economic loss (whether direct or indirect). If we are liable to you for any reason, our total liability to you in relation to the Event (whether under these terms or conditions or otherwise) is limited to the amount of the Fee you have paid.
You accept and acknowledge that neither we nor the venue maintain insurance covering any delegate property or delegate liability and these remain the responsibility of delegates.
11. Force Majeure
If, due to any Force Majeure Event, we are delayed in or prevented from performing any of our obligations under this Agreement, then such delay or non-performance will not be deemed to be a breach of this Agreement and no loss or damage may be claimed by you as a result. Our obligations will be suspended during the period of the delay or non-performance and we and you will each use reasonable endeavours to mitigate the effect of the Force Majeure Event. The provisions of this Clause 11 are subject to the provisions of Clause 6.2.
12. Amendment by us
We reserve the right to amend these terms and conditions from time to time. The terms and conditions applying to you will be those in force at the time you submit your registration.
13. Rights of third parties
No person other than you and we will have the right (whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise) to enforce these terms and conditions between us.
14. Governing law and jurisdiction
This Agreement is governed by English law and you submit to the exclusive jurisdiction of the English courts. Nothing in this Clause 14 will prevent or restrict us from pursuing any action against you in any court of competent jurisdiction.
Version 5 (25 February 2019)