Terms & Conditions
T&C’s conference registration/delegates terms and conditions
Submission of an online registration is regarded as a firm booking (subject to availability) and acceptance of these terms and conditions. Cancellation charges will apply for all bookings.
Please note that payment of all fees must be made in full and in cleared funds within 30 days of the submission of your registration. If you submit your registration less than 30 days prior to the first day of an event, then payment of all fees must be made in full and in cleared funds prior to attending the event. Quintessential 4Media (Q F M Management Consultancy) (the “Organizer”) reserves the right to cancel any registration without warning at any time prior to the start of the event if all fees due have not been paid by the relevant time. In the event that the Institute does not exercise its rights of cancellation prior to the event, delegates whose fees have not been paid by the start of the event shall be required to pay on-site.
In the event of cancellation by the organiser for non-payment, the cancellation charges set out in the Cancellation Policy below shall apply.
Payment can be made using one of the following methods:
Bank transfer : Please contact us for bank details.
Credit or debit card via the secure payment site (Visa, MasterCard, AMEX, Solo and Maestro).
Paypal – www.paypal.com
Cash – in special circumstances and with the prior written agreement of Quintessential 4Media (Q F M Management Consultancy), by cash on arrival at the event.
All registration details, including payment details, shall be sent via a secure WorldPay server.
Substitutions may be made at any time. If you wish to substitute a delegate, please contact the Conference Department at the earliest opportunity.
All cancellations, by individuals or groups, must be given in writing to Quintessential 4Media (Q F M Management Consultancy) Email shall not be sufficient for these purposes.
For events that are held over multiple days, the following cancellation charges shall apply (unless otherwise indicated on the event website):
- if the written cancellation is received by Quintessential 4Media at least six weeks prior to the first day of the event, a full credit/refund will be issued
- if the written cancellation is received by Quintessential 4Media less than six weeks, but at least three weeks, prior to the first day of the event, a full credit/refund minus a 20% administrative charge will be issued
- if the written cancellation is received by Quintessential 4Media less than three weeks prior to the first day of the event, or you do not attend the event, no refund will be issued
For events held on one day, the following cancellation charges shall apply (unless otherwise indicated on the event website):
- if the written cancellation is received by Quintessential 4Media at least ten days prior to the first day of the event,a full credit/refund will be issued
- if the written cancellation is received by Quintessential 4Media less than ten days, but at least five days, prior to the first day of the event, a full credit/refund minus a 20% administrative charge will be issued
- if the written cancellation is received by Quintessential 4Media less than five days prior to the first day of the event, or you do not attend the event, no refund will be issued
Quintessential 4Media reserves the right to cancel any event at any time and at its sole discretion. In the event of such a cancellation,Quintessential 4Media will refund any registration fees paid, direct to the delegate upon proof of purchase, and this refund shall be the full extent of the Quintessential 4Media’s liability to the delegate arising out of such cancellation.
In the event of cancellation,Quintessential 4Media will use reasonable endeavours to alert those who have booked to attend an event or purchased tickets and details of any cancellation will be posted on the appropriate event website.
Delegates are responsible for checking this information prior to the event.
Quintessential 4Media reserves the right to make alterations to the programme, date and/or venue at any time without prior notice.
Delegates are required to comply with the rules and regulations governing the applicable venue and/or accommodation. The delegates shall insure and keep insured any property they bring onto the venue and/or the accommodation, and any such property is brought onto, or left, at the venue and/or the accommodation at their own risk.
Subject to the other provisions of this section (Liability), Quintessential 4Media shall only be liable to delegates for proven direct losses suffered due to the negligent acts or omissions of Quintessential 4Media and the Quintessential 4Media’s liability for these proven direct losses is limited in total to the amount paid by the delegate to Quintessential 4Media for the relevant event. Quintessential 4Media expressly excludes any liability for any property damage or loss incurred at any time during the event. Quintessential 4Media shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any direct losses or damages not stated above or for any indirect or consequential losses or damages howsoever arising. This shall include, but not be limited to, (and whether direct, indirect or consequential) loss of use or any profit, business, or data or any loss of use or damage suffered by any delegate as a result of an action brought by a third party, even if such loss was reasonably foreseeable or Quintessential 4Media had been advised of the possibility of the delegate incurring the same.
Nothing in these terms and conditions is intended to limit or exclude any liability which Quintessential 4Media is not able to limit or exclude by law including, but not limited to, liability for any fraudulent misrepresentation and/or for any death or personal injury caused by its negligence.
The delegates shall indemnify Quintessential 4Media, and keep Quintessential 4Media indemnified, for any costs, losses, or damages that the Institute pays to the venue, accommodation or any other supplier connected to the event following (i) any breach by the any of the delegates of the relevant rules and regulations relating to the venue or accommodation; (ii) any damage done to that venue or accommodation or any equipment thereon by any of the delegates, including, but not limited to, any equipment provided for the event; and (iii) any injury suffered by any person, animal or item caused by or in consequence of any act or omission of any of the delegates.
Delegates must put in place appropriate insurance to cover any costs, liabilities or other losses that they may suffer or incur arising out of these terms and conditions (including the indemnity above), any cancellation of any event for any reason or arising out of their inability to attend the event for any reason (including any reason beyond their control). Delegates acknowledge that Quintessential 4Media shall not be liable for any costs or losses arising due to such cancellation or inability to attend, save to the extent expressly set out in these terms and conditions, and therefore it is their responsibility to ensure they have appropriate insurance.
T&C’s Exhibitor/ Sponsors terms and conditions
Applications for Sponsorship or Exhibition space at Quintessential 4Media should be made on the official booking form. Both are allocated on a strictly ‘first-come, first-served’ basis
An invoice will be issued on receipt of the booking form and payment should be made in accordance with the terms thereon. If the event is within 30 days of the stand or sponsorship package being booked, full payment will be required with the booking.
Exhibitors wishing to cancel a booking must do so in writing to Quintessential 4Media via email firstname.lastname@example.org. Receipt of such will be confirmed in writing by return. Quintessential 4Media incurs considerable costs prior to the conference including marketing, promotion and administration expenses, so the following charges for cancellations will apply: a) 25% of total cost if cancelled up to 16 weeks prior to the event; b) 60% of total cost if cancelled between 16 and 8 weeks prior to the event; c) The full cost of the booking is payable for cancellations within 8 weeks of the event.
In the event of a Exhibitor or Sponsor becoming bankrupt, or going into liquidation, or having an administrator or receiver appointed, or entering into a voluntary arrangement, the contract with him may be terminated at the option of Quintessential 4Media and the full contract price will be due and payable with immediate effect.
Sub–Letting or Shared Stands
An exhibitor may only sub–let or share a stand with the prior written consent of Quintessential 4Media
Prohibition of transfer
Sponsors may not assign or share or grant licences of any part of the Sponsorship. Nor may any cards, advert, or printed matter of firms who are not bona fide Sponsors be exhibited in or distributed from, any area of the Conference.
Registration of Staff
Staff from Sponsors and Exhibitors who wish to attend the conference sessions must register as full conference delegates, unless a specific prior arrangement has been made withQuintessential 4Media.
Amendment of Site Plan
Every endeavour is made to preserve the published layout of the conference area and exhibitions. Should it be necessary to revise the layout for any purpose, Quintessential 4Media reserves the right to transfer an Exhibitor to an alternative suitable site.
Standard exhibition sites for conferences are 3m width x 2m depth, unless otherwise stated. Included with the space is a table with 2 chairs. Electrical supply and additional furniture may be hired at additional cost to the Exhibitor. Exhibitors must abide by the set-up and breakdown times as stated by the Organiser. Exhibition stands should be manned during all refreshment breaks and events scheduled in the Exhibition area. Under no circumstances can a stand be broken down until after the close of the conference.
While Quintessential 4Media shall endeavour to protect property at the Conference, it must be understood that the management of the Venue, Quintessential 4Media and any Official Contractor cannot accept liability for loss or damage sustained, occasioned by any cause whatsoever. Exhibitors and Sponsors agree to indemnify and hold Quintessential 4Media harmless against any and all loss, liability, damage, costs, expense, claims, proceedings and actions arising out of any negligent act or omission of Exhibitor or Exhibitor’s Employees; including any breach of these terms and conditions by Exhibitor or Exhibitor’s Employees. Quintessential 4Media’s maximum liability shall not exceed the amount paid by the Exhibitor or Sponsor in connection with the Contract.
Exhibitors and sponsors are responsible for arranging appropriate insurance cover in connection with their attendance at the conference, including prevention, postponement or abandonment. Quintessential 4Media can not be held liable for any loss, liability or damage to personal property.
Fire & Safety
Exhibitors and Sponsors must comply with any reasonable instructions given by any authority regarding fire precautions and safety. All decorations, displays and exhibits, together with incidental fittings, must conform fully to the regulations and requirements of local authorities, and must be non-flammable or treated for fire prevention by an approved method.
Alterations & Disclaimer
Quintessential 4Media reserves the right to make alterations to the conference programme, venue and timings at any time. In the unlikely event of the programme being cancelled by Quintessential 4Media, a full refund will be made. Liability will be limited to the amount of the fee paid by the sponsor or exhibitor. Whilst Quintessential 4Media will make every effort to secure a high level of attendance of delegates to the conference, no guarantee of delegate numbers can be given and no discounts or refunds are available if delegate numbers do not reach the projected levels.
Cancellation of the Conference
In the event of it being found necessary for whatever reason that the Conference and Exhibition shall be postponed, abandoned or altered in any way in whole or in part, or if Quintessential 4Media find it necessary to change the dates of the Event, the Organisers shall not be liable for any expenditure, damage or loss incurred by the Sponsor. In the event of cancellation the Sponsor will be refunded any monies paid. If by re-arrangement or postponement of the period of the Event, or any other reasonable manner, the event can take place, the contract between Quintessential 4Media and the Sponsors shall remain in force.
The Sponsor and/or exhibitor warrant to comply with all applicable laws, statutes and regulations relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010 and promptly report to us any request or demand for any undue financial or other advantage of any kind received by or on behalf of you in connection with the performance of this Agreement.
Breach of this clause shall be deemed a material breach of this Agreement.
Information and Copyright
Information supplied by Quintessential 4Media (Q F M Management Consultancy) in relation to any conference is accurate to the best of their knowledge and belief, but shall not constitute any warranty or representation. Any inaccuracy, mistakes or omission in such information shall not entitle the Sponsor or Exhibitor to cancel his contract. All information and data relating to the event is the copyright of Quintessential 4Media and cannot be passed on to any third party for any purpose. Lists and information relating to participants may only be used in relation to the Sponsor’s presence at the event
Nothing in these Terms & Conditions of Use shall restrict or exclude any liability that we have to any party which cannot be excluded by law and in particular, and notwithstanding any term of these Terms & Conditions of Use, our liability for death or personal injury caused by our negligence shall not be limited or excluded in any way.
This Agreement shall be governed by and construed in accordance with the laws of U.A.E. The parties have required that these Terms and Conditions and all related documents be drawn up in Arabic & English.