Our contract with you

1.1 Submission of your booking is an offer which will be acknowledged in writing by BMA Conferences (‘Us, Our, We’). Acceptance of the booking will only take place if so agreed by Us and not until receipt of cleared funds (if applicable) for the Conference, and when We have specified this in writing. This will form the ‘Agreement’ between us.

Payment

2.1 If an invoice is required, payment of the Conference will be due 30 days from the date of the invoice or before the Conference date (including any streaming date), whichever is sooner. You and/or your organisation placing the booking shall be jointly and severally liable for any payment of Conference fee. Alternatively, payment is to be made by credit or debit card, immediately.

2.2 Once payment of the fee has been received in full, and We have approved the booking, an email containing your login details or joining instructions (as applicable) will be sent to you.

2.3 All prices quoted are exclusive of VAT (unless otherwise specified), which shall be payable on all bookings at the standard rate (or as amended) (VAT No 674 7384 91).

2.4 Please note that we may make a search with a credit reference agency, which will keep a record of that search and may share that information with other businesses. In the case of company bookings, we may also make enquiries about the principal directors with a credit reference agency.

Your Obligations in relation to Conferences

3.1 You agree not to post or publish any content or material during any Online Event which:

a) is threatening, libellous, defamatory or obscene

b) would constitute, or encourage conduct that would constitute and/or incite a criminal offence or otherwise violate any laws in any manner

c) would infringe the intellectual property, privacy, or other rights of any third parties

d) contains any computer viruses or any other destructive element

e) contains any advertising or

f) constitutes or contains false or misleading statements.
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3.2 We, in Our sole discretion, reserve the right to:

a) remove any post and the right to remove any information or submission during any Online Event, in whole or in part, for any reason and/or

b) remove or restrict your access to the Online Event due to unacceptable behaviour as set out in clause 3.1.

3.3 You agree that you will never divulge or share access or login credentials to your Online Event with any third party for any reason.

Liabilities and Indemnities

4.1 Due to its inherent nature, you acknowledge that We are not liable or responsible for any delay, disruption or disturbance in the operation of the internet. Similarly, you acknowledge that 24-hour access to the Online Event may be interrupted due to telecommunication failures which are beyond Our control and/or downtime for any repairs, maintenance or upgrading.

4.2 We do not represent or endorse the accuracy or reliability of any advice, opinion, statement, or other information displayed, uploaded, downloaded or distributed through any of the Conferences provided by Us. You acknowledge that any reliance which you place upon any advice, statement, opinion, memorandum or information shall be at your sole option, liability and risk.

4.3 It is your responsibility to ensure that your technology is compatible with our systems before booking onto an Online Event. We will not be liable for or responsible for any technical issues which may arise as a result of your failure to ensure compatibility, as above.

4.4 You agree and undertake to indemnify Us and hold us harmless from and against any liability, claim, action, demand, cost, loss, damage or expense including but not limited to court costs, including those from third parties or liabilities of any kind howsoever suffered, arising or incurred among others during and/or after the Conference as a consequence of:

a) any unauthorised use of website material or contents, in any manner, whatsoever, whether by negligence or wilful misconduct (either express or implied) or

b) any infringement or improper use of any intellectual property rights arising from the use or misuse of any intellectual property owned by Us or any third party or

c) any loss or damage which you cause at the Conference.

4.5 You will need to comply, at all times, with the rules and regulations imposed by any venue or hotel. You will also need to ensure that you have your own insurances against any loss to your property you may suffer, or any loss or damage you may cause at the Conference, event, venue or hotels. You shall remain fully responsible for such loss or damage, and you shall indemnify and hold Us harmless against any claims.

Intellectual Property

5.1 All intellectual property rights, including copyright, in any of the Conference material, including the Online Events, materials, logos, graphics and any platform (whether delivered face to face or online) remains vested in the Conference content creator (whether that is Us or a third party).

5.2 Any copying, reproduction, distribution, republishing, downloading, reposting, or transmitting in any form or by any means, including but, not limited to, electronic, mechanical, photocopying recording or otherwise, of any Conference material is strictly prohibited.

Data Protection and Cookies

6.1 We will only ever gather and process your personal data (including any special category personal data) provided on the registration form, in order to ensure that necessary arrangements are made for you in relation to the Conference and in accordance with the General Data Protection Regulation ((EU) 2016/679) and the Data Protection Act 2018). This may include passing such information to the operators of the venue and hotels, for the purposes required for the Conference. It remains your responsibility to advise Us of any dietary and/or access requirements that you may have. More information on how your information is processed can be found in our privacy policy.

6.2 In addition, read our policy on how we use cookies.

Events Outside of Our Control

7.1 It may be necessary for reasons beyond Our control to alter the content and timing of the Conference, the identity of the speaker or the date or the venue. In the unlikely event of the Conference being cancelled, we will refund you the registration fee, if applicable (except in circumstances as set out in clause 8.4 below), but we will not be liable to you for any other costs or losses, whether direct or indirect.

7.2 Should We be unable to perform any obligations under this Agreement due to causes or circumstances beyond Our reasonable control, including any Act of God, war or threatened war, terrorism or threatened terrorism, fire, epidemic or pandemic, flood, drought, strike, lock out or actions of the venue/hotels, We will not be liable to you for this.

Cancelling your booking and refunds

8.1 If you wish to cancel your booking, you must inform Us, in writing, immediately.

8.2 Cancellation charges, for accepted bookings, are as a percentage of the registration fee, and are as follows:

Written notice:

a) received up to 8 weeks before date of conference - 0%

b) received up to 3 weeks before date of conference - 20%

c) received up to 1 week before date of conference - 50%

d) received less than 1 week before date of conference - 100%.

8.3 Notwithstanding the provisions regarding the timing of the receipt of the cancellation (and any ensuing refund) in clause 8.2 cancellations of bookings shall only be effective on Our acknowledgement of receipt of such cancellation. In the absence of such acknowledgement, the bookings in question shall be deemed not to be cancelled and refunds shall not be payable.

8.4 No refund will be made to those registrants who have booked and paid for the Conference but who are unable to attend on the day, for whatever reason. However, substitutes may be made, provided that a name is sent in writing to Us prior to the Conference.

General

9.1 This Agreement is subject to the laws of England and it is agreed that the courts of competent jurisdiction shall be the English Courts.

Company information

Company registered in England and Wales with registration number 8848

Registered office: BMA House, Tavistock Square, London, WC1H 9JP

Listed as a Trade Union under the Trade Union and Labour Relations Act 1974