Terms and Conditions
SERPINS 2019 CONFERENCE
BOOKING TERMS & CONDITIONS OF SJ EVENTS CONSULTANCY LTD
The SERPINS 2019 CONFERENCE (the “Conference”) is organised by a committee consisting of Marie-Christine Boulton, Javier Corral, James Huntington, James Whistock and Lakshmi Wijeyewickrema (together, the “Committee”) and managed and hosted by SJ Events Consultancy Ltd, a company registered in England with company number 05270640 whose registered office is at North Wing, Swithland Hall, Main Street, Swithland, LE12 8TJ (“SJ Events”).
Any queries, comments or requests relating to the organisation and agenda of the Conference should be directed to firstname.lastname@example.org on behalf of the Committee.
Any queries, comments, requests or complaints relating to the management of the Conference (including accommodation and catering), your booking or these Terms should be directed to SJ Events at email@example.com or on +44 (0)116 230 2040.
The venue of the Conference and the accommodation is Mélia Sevilla, Calle Dr. Pedro de Castro, 1, Seville, Spain (“Venue”).
The terms and conditions below (“Terms”) apply to bookings (each a “booking”) for both attendees and guest speakers at the Conference to be held from 19th to 22nd September 2019 (the “Event”). By ticking the box below you confirm your acceptance of and agree to comply with and be bound by these Terms. They will form the legal basis of a contract between you and SJ Events. We strongly recommend that you read the Terms before accepting as you will be legally bound to comply with them once accepted.
In these Terms, the person making the booking is referred to as “you” or “your”. All bookings are to be made through the Conference website www.serpins2019.co.uk (“Website”).
1. Making Your Booking
1.1 Bookings must be made through the Website only. You may make a booking for yourself or on behalf of someone else. In the event that you make a booking for someone else, you are responsible for ensuring that they comply with these Terms as if they had made the booking.
1.2 You warrant that the information provided by you on your booking form is true and accurate. You must notify SJ Events promptly in writing of any changes to such information.
1.3 You undertake to notify SJ Events in writing if the person named in the booking form is disabled or incapacitated or of limited mobility, or has any special dietary or medical requirements, or requires special assistance for any reason, or if wheelchair or other mobility assistance is required.
1.4 You may change the name(s) on your booking. Where possible, all requests for changes are to be made in writing (via email) to SJ Events at serpinsjevents.co.uk subject to the provisions of Section 5 (Change requests) below.
2.1 Payment must be made at the time of your booking via the Website.
2.2 The price (“Price”) applicable to your booking will depend upon the accommodation option(s) you select and will be displayed on the online booking form at the time of booking, prior to payment. SJ Events will take payment for the Price.
2.3 SJ Events accepts payment by Visa, Mastercard and American Express.
2.4 If you require a VAT invoice for your booking, please email firstname.lastname@example.org with full name, institution and any payment reference that needs to be shown on the invoice. SJ Events will send the invoice to you within 10 working days of your booking to the email address provided by you.
2.5 Any additional costs incurred during the Event for which you are liable (and which may include, but are not limited to, unpaid room extras, dinner charges, late check-out etc.) will be invoiced and sent to you after the Event to the email address you have provided. Payment of such invoice must be made within 14 days of the invoice date.
2.6 Costs incurred during the Event and at the Venue will be in the local currency relevant the location (Euros). Exchange rates used for the purposes of calculating invoice costs will be stated in any invoice to you. You accept and agree that currency exchange rates fluctuate.
3. Hotel Terms
3.1 You are solely responsible to comply at all times with the hotel’s policies and guidelines which are available on the hotel’s website. You shall be solely liable for any damages or costs resulting from your non-compliance with such policies and guidelines.
3.2 You are responsible for paying all room extras directly to the hotel. If payment is not made at check-out and SJ Events are required to make the payment on your behalf, SJ Events reserves the right to charge you an administration fee equivalent to 10% of the costs payable to the hotel.
4. Cancellation or transfer of booking
4.1 If you wish to cancel your booking prior to the Event, written cancellation must be received by SJ Events by no later than 12h00 on the dates outlined in the cancellation table below, and the corresponding cancellation fees will apply. The cancellation fees are calculated in accordance with the hotel’s cancellation policy.
Date of cancellation
40% of total cost of your booking
From 20.07.19 until 28.08.19
60% of total cost of your booking
After 28.08.19 (cancellation deadline)
100% of total cost of your booking
4.2 Cancellation of your booking by you will not release you from your liability to pay any outstanding payments in connection with your booking.
4.3 Where you transfer your booking in accordance with Section 5 (Change requests) you will remain liable to us for payment of the Price and any other charges, and for any additional costs arising from such transfer.
5. Change Requests
5.1 A change to your booking may include, but is not limited to, change of dates, duration of stay, number of people attending, additional accommodation required etc.
5.2 Any requests for change of your booking must be made in writing to SJ Events at email@example.com . Any change to your booking shall be subject to availability, and therefore SJ Events is not obliged to honour any particular request.
5.3 SJ Events will notify you in writing (to the email address provided by you) of the cost of making the change(s) requested (“Change Costs”), such notice to be accompanied by an invoice for those Change Costs.
5.4 If payment of the Change Costs is not received by SJ Events by the date stated on the relevant invoice, SJ Events reserves the right to cancel your booking without prejudice to our right to claim costs, compensation for loss and damage incurred and interest.
5.5 SJ Events reserves the right to charge any additional costs, which may include, but is not limited to, change of dates, duration of stay, number of people attending, additional accommodation required, post event and payment should be made within 14 days
6.1 In the unlikely event that the Venue or any part of it becomes unavailable, SJ Events reserves the right to:
6.1.1 arrange suitable alternative venue and/or accommodation; or
6.1.2 if there is no suitable alternative venue and/or accommodation available, cancel your booking and refund you the Price and any additional charges paid for the unavailable room(s).
7.1 As the organisers, SJ Events will manage the event in good faith and in conformance with industry standards.
7.2 SJ Events reserves the right to change these Terms from time to time.
7.3 SJ Events reserves the right to amend the agenda for the Event without prior notice to you.
If any term or provision in these Terms shall in whole or in part be held to any extent to be illegal or unenforceable under any enactment or rule of law, that term or provision or part shall to that extent be deemed not to form part of these Terms and the enforceability of the remainder of these Terms shall not be affected.
9.Communication of information and notices
9.1 Unless otherwise agreed by SJ Events, all communications by SJ Events will be sent to you using the address and email information provided in your booking form. You must notify SJ Events in writing if you require SJ Events to communicate with any other person.
9.2 All correspondence to SJ Events must be sent to SJ Events at the registered office and email address stated at the beginning of these Terms.
10. Confidentiality and data protection
10.1 Except where otherwise required by law or specifically authorised in writing, you and SJ Events agree not to disclose, use or copy any information of a confidential or proprietary nature relating to the other to any person (other than, in the case of SJ Events, to its suppliers or employees, agents or representatives and those of the Committee, in order to perform its obligations under these Terms and to deliver the Event).
10.2 In order to perform its obligations under these Terms and to deliver the Event, SJ Events will collect and store your personal data (including but not limited to the information you provide in your booking form), subject always to SJ Events meeting the requirements under applicable data protection law including but not limited to the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).
10.3 SJ Events will transfer your data to various third parties (including but not limited to the Venue and any catering provider(s)) for the purposes of arranging the Event, making reservations on your behalf and facilitating any special requirements.
11. Liability and insurance – your attention is drawn to this clause as it limits SJ Events’ liability to you
11.1 SJ Events will not be liable to you for any loss incurred by you arising as a result (either directly or indirectly) of your failure to provide SJ Events with correct or complete information or instructions.
11.2 SJ Events shall not be liable for any loss or damage to any tangible items belonging to you unless such items are expressly accepted by a representative of SJ Events for safe keeping.
11.3 SJ Events maintains public (general) liability insurance which is valid in respect of the Event. It is your responsibility to arrange suitable travel insurance for your own benefit.
11.4 The total liability of SJ Events to you in contract, tort (including negligence other that in respect of death or personal liability or breach of statutory duty or any other liability which cannot be limited or excluded by law), misrepresentation, restitution or otherwise arising in connection with your booking shall be limited to the aggregate of the Price and any additional payments made by you to SJ Events under these Terms.
11.5 SJ Events shall not be liable to you for any:
11.5.1 losses that were not foreseeable to both you and SJ Events when the Contract was formed;
11.5.2 losses that were not caused by any breach on the part of SJ Events or by SJ Events’ failure to perform, or SJ Events’ improper performance of, any of its obligations under these Terms; or
11.5.3 business losses and/or losses to non-consumers.
11.6 SJ Events will not be liable for cancellation or rescheduling of the Event for any reason other than as specifically stated in these Terms.
11.7 SJ Events shall not be liable to you for any claims, damages, losses, expenses, costs or liabilities whatsoever arising (directly or indirectly) from any failure by SJ Events to perform, or SJ Events’ improper performance of, any of its obligations under these Terms or otherwise which is due to (a) your gross negligence; (b) the fault of a third party unconnected with the Event which is unforeseeable or unavoidable; or (c) events beyond SJ Events’ control (including but not limited to any case of unlawful mass protest, riots, theft, natural disasters, flood, earthquake, extreme adverse weather conditions, other acts of God, acts of terrorism and further unforeseen circumstances or adverse event, act, omission or accident which occurs and which are beyond its reasonable control).
12. Entire agreement
12.1 These Terms, together with your online booking form, set out the entire agreement between you and SJ Events (the “Contract”) and supersede and prevail over all other documents, understandings, terms or arrangements.
12.2 Save as agreed pursuant to Section 5 (Change requests) or any change arising pursuant to Section 6 (Relocation), no amendment or variation to the Contract shall be effective unless in writing and signed by each of you and SJ Events.
13. Exclusive benefit
A person who is not a party to the Contract has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of the Contract but this does not affect any right or remedy of a third party which exists or is available apart from that Act.
14. Governing law and jurisdiction
14.1 These Terms and the Contract shall be construed in accordance with, and are governed by, the laws of England and Wales.
14.2 In the event of a dispute arising out of or in connection with these Terms or the Contract as a whole, each of you and SJ Events agree to submit to the exclusive jurisdiction of the Courts of England and Wales.