Terms & Conditions
Event Terms and Conditions for International Jing Fang Conference 2018
The following terms and conditions apply to Delegates that book onto the conference and CPD courses delivered by the Phoenix Academy of Acupuncture & Herbal Medicine.
1. Non attendance
1.1 If you are unable to attend, you must state in writing via email or letter your reason for cancellation prior to the event.
1.2 If you fail to notify us prior to the event, you will not be eligible for a refund.
1.3 In the event of non-attendance you will be liable for the full cost of the place.
2. Cancellation charges will apply
2.1 If you cancel within 14 calendar days of booking, you can receive a full refund.
2.2 After the 14 day period, a 15% cancellation fee is applicable.
2.3 After the 31st August 2018, all tickets are non-refundable.
3. Payment Terms
3.1 Payment terms are stated on your invoice. Where payment has not been made by the time of the event, the place will be cancelled.
4.1 Phoenix Academy may arrange for photographs and/or video footage to be taken at the event and used for promotional purposes. This may include printed documents or media, editorial coverage, advertising press and use on the internet.
4.2 Delegates who do not wish for their image to be used in this manner must notify us prior to the event.
5. Data Protection
5.1 By submitting registration details, Delegates agree to allow Phoenix Academy and companies associated with the event to contact you as required for the organisation and administration of the event.
5.2 The contact details of registered Delegates will be placed on the attendee list.
6. Events beyond our control
6.1 If the event is cancelled due to circumstances beyond our control, the full cost of the place will be refunded.
6.2 However, Phoenix Academy will not be liable for any other costs incurred by delegates.
Any questions or notifications should be directed to the Jing Fang Conference event’s team: email@example.com
Terms and Conditions for Jing Fang Conference Exhibition Stand/Space Bookings
In these Terms and Conditions,
a) “Organisers” shall mean by any company that is part of the International Jing Fang Conference 2018. This event is organised by Phoenix Medical Ltd and its subsidiary companies which includes Phoenix Academy of Acupuncture and Herbal Medicine.
b) “Exhibitor” shall mean any person, company or organisation, and the staff or agents of that company taking display space, exhibition/ event space.
c) “Venue” shall mean the location of the Exhibition/Event as per the Booking Confirmation.
2.1 A completed contract must be submitted for all bookings. Completion of the booking contract is binding confirmation of your company’s commitment to take the space booked and of your acceptance of these booking terms and conditions including the cancellation policy.
2.1.1 Bookings will not be accepted from agents or third parties.
2.1.2 The Organisers reserves the right to reject any application.
2.2 Should the Organisers agree to hold a provisional booking space they reserve the right to sell that space to another Exhibitor should the first enquirer be unable to confirm their booking with a completed form on request.
2.3 By submitting the exhibition space contract, the Exhibitor accepts without reservation the following:
2.3.1 the terms of the exhibition space contract;
2.3.2 all regulations contained in these terms and conditions, the Exhibitors’ Manual and any reasonable instructions subsequently issued by the Organisers;
2.3.3 all regulations laid down by the venue including, but not limited to, security, health and safety, fire and traffic;
2.3.4 all current Health & Safety regulations.
3. Exhibition floor plan
3.1 The Organisers reserve the right to alter the layout of the exhibition at any time and in any respect. We will always endeavour to contact affected Exhibitors should this be required.
3.2 The Organisers will allocate display space to Exhibitors; requests for location will be taken into account where possible but cannot be guaranteed.
3.3 Exhibition displays and furniture must stay within the allocated floor space at all times.
4. Health & Safety
4.1 It is the responsibility of the Exhibitor to ensure that his staff and any supplier/contractor working on his behalf are familiar with and abide by all current UK and European Health and Safety regulations. The Exhibitor is responsible for the health and safety of his stand and personnel during installation, use and dismantling.
4.2 In order to create and maintain a safe environment at all times, all Exhibitors and contractors must abide by reasonable instructions from the Organisers and/or the venue.
4.3 All deliveries of exhibition stands and material to the venue and to the exhibition space must be handled by the Exhibitor and/ or their delivery personnel.
5. Security and Insurance
5.1 Each Exhibitor is responsible for the security and insurance of his own display and its contents.
5.2. Exhibitors must hold their own public liability insurance and, if applicable, employers liability insurance. Certificates should be available for inspection if required.
5.3 Under no circumstance may exhibition equipment and material be delivered prior to the exhibition set up time, without the express permission of the Organisers.
5.4. All exhibition materials must be removed immediately following the event. Failure to comply may result in fees being levied. Exhibitors may arrange for a courier to pick up exhibition materials the following day. The venue does not provide storage facilities for more than 2 days.
6.1 Any Exhibitor failing to remove their stand and all other items from the venue by the prescribed times will be held liable to pay any penalties that may be imposed by the venue.
7. Staff identification
7.1 All Exhibitor staff should wear the identification badges issued by the Organiser.
8. Stand fittings
8.1 All materials and stand fittings must be non-flammable or impregnated with fire-proofing solution in a way as to comply with all current safety requirements.
8.2 It is the responsibility of the Exhibitor to ensure all electrical equipment is safe and PAT tested.
9.1 Phoenix Academy may arrange for photographs and/or video footage to be taken at events and used for promotional purposes. This may include printed documents or media, editorial coverage, advertising press and use on the internet.
9.2 Exhibitors who do not wish for their image to be used in this manner must notify us prior to the event.
10.1 Any damage caused to the venue by Exhibitors must be made good at their own expense.
11. Payment Terms
11.1 Payment is due on receipt of invoice. Any Exhibitor not having made payment by the time of the exhibition may not be permitted to exhibit.
12. Cancellation by the Exhibitor
12.1 All cancellations must be submitted in writing to Phoenix Academy via email or by letter.
12.2 In the event that an Exhibitor wishes to cancel their booking space, or fails to meet any of the payment obligations (either the amount or dates of payments), then the Organisers reserve the right to apply the following cancellation charges and to re-sell the space:
12.2.1 Up until 2 months prior to the event, 25% of total stand cost.
12.2.2 Within 2 months prior to the event, 100% of total stand cost.
12.3 The Organisers operate a ‘cooling off’ period:
12.3.1 with the exception of bookings received within 2 months prior to the event, cancellations must be received in writing within 14 calendar days of the booking being confirmed for a full refund.
12.3.2 where the booking is received within 5 working days prior to the event, full charges will be payable.
12.4 Any payments already made to the Organisers over and above the applicable cancellation charges will be refunded. Should monies not, at the time of cancellation, already have been paid to the Organisers the cancellation fee will still apply.
13. Bankruptcy or Liquidation
13.1 In the event of an Exhibitor becoming bankrupt or insolvent, on entering into liquidation or having a receiver, administrator or trustee appointed over any of its assets, the Organisers shall be at liberty to terminate forthwith the contract with the Exhibitor and the terms and conditions relating to cancellation of space set out in clause 11.2 shall apply.
14. Force majeure
14.1 If the event is abandoned, cancelled or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, the non-availability of the venue or any other cause not within the control of the Organisers, the Organisers may at their entire discretion, repay the space rental paid by the Exhibitor, or part thereof, but shall be under no obligation to do so. The Organisers shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as the result of the happening of such an event.
14.2 It is recommended that Exhibitors take out appropriate insurance against cancellation.
15. Data Protection
15.1 By submitting registration details, Exhibitors agree to allow Phoenix Academy and companies associated with the event to contact you as required for the organisation and administration of the event.
15.2 The contact details of registered Exhibitors will be placed on the Exhibitor list. This list will be provided to sponsoring companies and may be provided to all Exhibitors and Delegates for them to see who is at the event for the purpose of networking and meetings. Exhibitors who do not wish to be included on this list should advise at the time of booking.
16.1 The Exhibitor shall during and after termination or expiry of the Contract keep confidential all information acquired from the Organisers, which is not in the public domain, which becomes known to the Exhibitor in connection with the Contract.
17.1 Each Exhibitor shall be deemed to have full knowledge of the Terms and Conditions and is bound by them in all respects.
Any questions or notifications should be directed to the Phoenix Academy event’s team: firstname.lastname@example.org