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Eventsforce event registration terms and conditions

Terms and conditions covering your use of the ‘Eventsforce’ event booking website and the supply of any related services or event by the University.

These terms

These are the terms and conditions which govern your use of this ‘Eventsforce’ event booking website (the Event Booking Website) and any booking made by you and the supply of any services or event by the University.

Please read these terms carefully before you submit your online Booking Form to us. Please note that by making a booking you agree to be bound by these terms. These terms tell you how you and we may change or end the contract, what to do if there is a problem and other important information.


If you are booking University owned accommodation with us additional terms also apply. View these additional terms.

1. Definitions

In these terms and conditions the following words and phrases shall have the following meanings unless the context requires a different meaning:

  • ‘The University’ means The University of Bath
  • ‘Booking Form’ means the online form you submit to the University when you seek to Register on an Event
  • ‘Customer’ means the person, firm or company identified as enrolling a Delegate
  • ‘Delegate’ means a person attending the Event and may include a Customer
  • ‘Event’ means the conference, dinner, or other Event specified in the relevant Booking Form together with accommodation and/or any other service provided by the University
  • ‘Materials’ means any documentation in either machine readable or printed form provided by the University at the Event
  • ‘Content’ means all presentations, speeches, papers presented and other content provided as part of an Event
  • ‘Venue’ means the location at which an Event is held
  • ‘Working Day’ means any day from Monday to Friday (inclusive) which is not a statutory bank holiday in England

2. Information about The University

2.1 We are The University of Bath of
Claverton Down

You can contact us by telephone on 01225 388388.

3. Bookings

3.1 Upon receipt of a your Booking Form The University will confirm availability of the requested Event and an email booking confirmation will be issued.

3.2 Bookings are not confirmed, and no contract between The University and the Customer exists, until an email booking confirmation has been issued.

3.3 The University reserves the right to cancel bookings where the booking confirmation is returned as a failed email.

3.4 It is the Customer’s responsibility to update The University in respect of any change to their contact details, so that The University is able to contact the Customer regarding the Event.

4. Fees

4.1 The price for an Event is per Delegate and will vary according to the options selected by the Customer on the Booking Form.

4.2 The price includes all entrance fees for the Event and fees for all Materials supplied. Refreshments and meals will be provided if stipulated on the Event programme. All other items will incur an extra fee, which will be indicated on the Booking Form or communicated separately to the Customer.

5. Payments

5.1 Payment in full must be received and cleared before the start of the Event. The University accepts payment by selected credit/debit cards as indicated on the Event Booking Website.

5.2 The University reserves the right to refuse admission for any failure by a Customer to pay fees for the Event prior to the start of the Event.

5.3 Online payments will be taken and managed by the University in partnership with our merchant banks. Online payments are taken via a secure payment system.

6. Venue and content of Event

6.1 The University shall endeavour to ensure that the published programme of an Event is provided. However, on accession it may be necessary for reasons beyond the University’s reasonable control to alter the advertised content, timing and or location of the Event or the advertised speakers. The University therefore reserves the right to make such changes when it deems it necessary to do so. If this is the case The University will inform the Customer as soon as possible and provide all necessary information about the changes or revised Venue, and the Customer shall not normally be entitled to any refund in such circumstances, nor shall the University be liable to the Customer in respect of such changes.

6.2 Any opinions expressed by speakers at any Event are their own and not necessarily those of The University.

7. Your right to request changes

7.1 If you wish to make a change to your booking/accommodation you can do so yourself online through the Event Booking Website, until shortly before the Event date, when the details held on the system have been downloaded for use by the organiser. After that time The Event Booking Website will display details about how to contact the organiser and all requests for changes to a booking should be made by email. In such a case we will let you know if the change is possible.

8. Cancellations

8.1 The University reserves the right to cancel an Event for any reason prior to the start of the Event. In the Event of cancellation by the University Customers will be notified and a full refund of all fees will be made.

8.2 If the Customer wishes to cancel a booking they must notify the University in writing of their wish to do so and the following shall apply:

  • 8.2.1 If the Customer wishes to cancel a booking within 14 days of receipt by them of the email booking confirmation, and they notify the University in writing of their wish to cancel, they will be entitled to a full refund of all monies paid, (unless the Event has started within this period, or costs have already been incurred in relation thereto such as when materials have been produced for the Event or cancellation charges incurred from third party providers for meals, transport, social programme activities and accommodation in which case they will be entitled to a pro rata refund to take into account that part of the programme that has already taken place or the costs already incurred).
  • 8.2.2 If the Customer wishes to cancel a booking they may do this themselves online through the Event Booking Website up to and including 12 working days before the start of the Event and will be entitled to a full refund. The Customer will not be entitled to a refund for cancellation within 11 or fewer days working days of the start date of the Event (although refunds may be provided in exceptional circumstances at the University’s discretion).

8.3 If the Delegate fails to attend the Event the Customer is not entitled to a refund unless the booking has been cancelled in accordance with 8.2.1 above.

9. Substitutions

9.1 Substitute Delegates will be accepted, subject to prior notification to the University. Where possible, The University asks the Customer to inform it of the alternative Delegate’s name at least three Working Days before the date of the Event. The substitute must be ‘like for like’, so a customer may not arrange for two or more people to attend different parts of an Event which was booked for one Delegate.

10. Personal belongings

10.1 Personal belongings and items belonging to or in the possession of the Delegate brought onto the Venue are the sole responsibility of the owner/Delegate. The University accepts no responsibility for such items and shall not be liable for any claims arising from loss or damage to such items, unless such loss or damage is caused as a result of its negligence.

11. Insurance

11.1 It is the responsibility of the Delegate to arrange appropriate insurance cover in connection with their attendance at the Event.

12. Force majeure

12.1 The University will not be liable for any failure or delay in the delivery of the Event which is caused by circumstances beyond its reasonable control. Where such an Event occurs The University’s obligations will be suspended for so long as such circumstances continue or the Event may be cancelled in which case the provisions of clause 8 will apply.

13. Copyrights

13.1 The University reserves all rights in the content of all Events and Materials. By completing the Booking the Customer acknowledges that all rights in the content of Events and Materials shall be owned by The University (or the consultant/academic responsible for developing or delivering the Event and Materials) and that in attending an Event neither Delegates nor the Customer will obtain any rights whatsoever in such content or Materials.

13.2 The Customer agrees not to reproduce, sell, hire or copy Materials (in whole or part) and not to use such Materials except for the purpose of post Event references and shall ensure that the Delegate does likewise.

13.3 No photography, filming or recording of any content of an Event by any Delegate is permitted. No Delegate shall share or transmit or distribute any Materials or Content to any third party. No Delegate shall make any commercial use of the Content whatsoever.

14. Data protection and recording

14.1 We will use your personal information that you provide to us:

(a) to provide the Event/accommodation/other service purchased to you; and

(b) to process your payment for the Event/accommodation/other service; and

(c) to inform you about similar Events that we provide in the future, (but you may stop receiving such information at any time by contacting us). If you do not wish to receive any further information from us please notify us.

14.2 Photo and video footage may be taken at the Event for promotional and education purposes. In agreeing to these terms and conditions the Customer and Delegates hereby consent to being recorded at the Event and to the use of the resulting material by the University. If you do not want to be photographed/recorded please indicate this to the photographer during the Event.

15. Limitation of liability

15.1 Except in respect of liability for death or personal injury caused by The University’s negligence (for which no limit or exclusions of liability apply), The University’s aggregate liability, whether for damages or compensation of any nature arising from the contract for the Event (including as a result of negligence) shall be limited to the total sum or sums paid by the Customer in relation to the chosen Event.

15.2 Except in respect of death or personal injury caused by The University negligence (for which no limitation applies), The University shall not be liable to the Customer in respect of the matters described in clause 15.3 or in respect of any act, omission or breach of contract by the Customer’s employees, agents or sub-contractors.

15.3 The matters specified in this clause are: any loss of profit, loss of business, loss of revenue, loss of anticipated savings or loss of use or value or any indirect, special or consequential loss however arising by reason of: any representation (unless fraudulent); or any implied warranty, condition or other term; or any duty at common law; or any express term of these terms and conditions or the online Booking.

15.4 The University will not be liable for any travel, accommodation or other costs or expenses incurred (including wasted costs and expenses) by Delegates attending Events even if the University is required to cancel or relocate the Event as a result of an Event outside its control (including without limitation to acts of God, floods, fire, lighting. storm, adverse weather conditions, explosion, war, acts or threatened acts of terrorism, strikes or industrial action, and pandemic, epidemic or other widespread illness).

16. Miscellaneous

16.1 If a Delegate has any additional requirements due to a disability or for other reasons, they must please notify The University as soon as possible to discuss the requirements.

16.2 Delegates agree to comply with both The University and the Venue’s policies and procedures at all times during the Event. Where the Delegate does not complete the Booking Form for an Event, the Customer completing the Booking Form shall procure that the Delegate is bound by these terms. In particular all Delegates must ensure that they do not cause a nuisance or unreasonable disruption to the University, its members or other Delegates.

16.3 The University reserves the right to refuse admission to any person whom it considers in its absolute discretion to be unsuitable for admission to the Event or to remove any such person after the commencement of the Event.

16.4 No animals or pets of any kind are allowed onto the University’s premises (other than assistance dogs).

17. Legal points

17.1 This contract is between The University and the Customer. No other person shall have any rights to enforce any of its terms. Neither party will need to get the agreement of any other person in order to end the contract or make any changes to these terms.

17.2 If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

17.3 Even if the University delays in enforcing this contract, they can still enforce it later. If they do not insist immediately that the Customer or Delegate do anything they are required to do under these terms, or if they delay in taking steps against them in respect of them breaking this contract, that will not mean that they do not have to do those things and it will not prevent the University from taking steps at a later date. For example, if the Customer misses a payment and we do not chase them we can still require them to make the payment at a later date.

17.4 These terms are governed by English law and either party may bring legal proceedings in respect thereof in the English courts.