1. These Terms – Why you should read them.
1.1 Please read these terms carefully before you submit your response/acceptance to us as they will be legally binding upon you.
1.2 These terms tell you who we are, how we will provide the Event to you and what to do if there is a problem and other important information.
2 Information about us and how to contact us
2.1 Who we are. VF Media Limited (“VF Media”), a company registered in England with company number 09199621
2.2 How to contact us. You can contact us by telephoning our customer service team on 01633 386003 or by writing to us at [email protected]
2.3 How we may contact you. If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us on this form.
3 Our Commitment to You
3.1 VF Media will arrange a topical themed and focused virtual event. VF Media will work with you so that you shall have ample preparation for all discussion points and tailor the content to be most valuable for you.
3.2 We will provide full agenda and timing details for the Event closer to the date of the Event.
3.3 VF Media may need to alter the Event schedule but subject to any event beyond VF Media’s control, it shall attempt to give you a minimum of 48 hours’ notice before the time and date of the Event.
4 Your Commitment to Us
4.1 By signing and returning this form, you agree to participate in our virtual event, and you will make your best endeavours to attend the full duration of the Event.
4.2 Only pre-registered delegates may attend the Event unless agreed otherwise.
4.3 As a matter of importance, it is a material requirement that all delegates at the time of the Event are in the stated job role for the company specified as per the declaration below. If this is not the case, you must inform VF Media in advance, and may be excluded from attending.
5 Cost
5.1 No costs will be incurred by you for attendance of this Event subject to the cancellation charge in clause 7 below. Please ensure that you can attend before returning this form otherwise, you will be liable for the charge set out below.
6 Hosting
6.1 VF Media (or its supplier) will provide to you the Platform, log-in details and necessary link to access the Event. It will also provide any details in relation to the downloading of any applications prior to the Event. This information will be provided to you prior to the Event by VF Media.
6.2 VFM reserve the right to alter the Platform at any time prior to the Event.
7 Technical requirements
7.1 VF Media have selected the Platform in order to allow the greatest number of delegates to be able to attend with the minimum of technical knowledge or equipment.
7.2 You will only need an internet connection, an appropriate web browser or downloaded application and a computer or device with a microphone and camera capability.
7.3 VF Media would recommend to you to test your equipment and log-on to the Platform prior to the Event to ensure that you can access the Platform without problem or issue.
7.4 Whilst VF Media (or its supplier) will provide assistance to you if you are unable to access the Event via the Platform, any equipment, application and internet connection to access the Platform shall be your sole responsibility.
7.5 VF Media shall have no responsibility or liability to you for your inability to access the Platform and the Event due to:
7.5.1 Inadequate equipment;
7.5.2 No camera/microphone;
7.5.3 No internet connection and/or the inadequate quality or speed of their connection;
7.5.4 Where you have not taken the opportunity to log-in and test your equipment/configuration prior to the Event;
7.5.5 Failure to follow instructions in relation to the download of any application prior to the Event;
7.5.6 Access blocked due to firewall/malware/anti-virus configurations or where administrator permissions are required to install applications or access websites/links;
7.5.7 Failure of the Platform to work correctly on your device/computer;
7.5.8 Issues relating to your software or hardware configuration.
8 Acceptable use restrictions
8.1 You must:
8.2 not use the Platform in any unlawful manner, for any unlawful purpose, or in any manner inconsistent with these terms, or act fraudulently or maliciously, for example, by hacking into or inserting malicious code, such as viruses, or harmful data, into the Platform, VF Media or another delegate’s systems/devices;
8.3 not infringe any intellectual property rights or those of any third party in relation to its use of the Platform, including by the submission or presentation of any material;
8.4 not transmit any material that is defamatory, offensive or otherwise objectionable in relation to its use of the Platform;
8.5 not use the Platform in a way that could damage, disable, overburden, impair or compromise its systems or security or interfere with other users.
9 Cancellation and Substitution
9.1 This is an intimate, prestigious, topical virtual event, and any empty “seats” may hinder the quality of discussions. As there will be no cost incurred by you for attendance of this Event, a cancellation fee of £500 will apply should you cancel and not provide a suitable replacement to take your place. This is because you will have prevented another
delegate from attending this Event and benefiting from the discussion and content. In addition, VF Media will have incurred costs for unused user accounts on the Platform and may be subject to a reduction in their fee for non-attendance of delegates.
9.2 VF Media Limited must be informed of, and approve any replacement prior to the date and time of the Event. VF Media holds the right to reject any proposed replacement.
Cancellation on your part must be provided to
[email protected].
10 Data Protection
10.1 VF Media holds and processes any information that you provide to it in accordance with the provisions of the GDPR and Data Protection Act 2018. For specific details of how VF Media process and use your data, please see its privacy policy at https://vfmedia.co.uk/privacy-policy/.
10.2 Specifically in relation to the information on this form and by completing it and returning it, you accept that VF Media will:
10.2.1 Process your details for the purposes of providing the Event and contacting you regarding your attendance;
10.2.2 Providing your details to the Event sponsor who may contact you prior to the date of the Event with any marketing information and post the Event about their goods and/or services;
10.2.3 Retaining your details to contact you about any future events or for post-event follow up (feedback, reviews or to arrange one-to-one meetings)
11 Force Majeure
11.1 Whilst this is a virtual event, many of the below mentioned events may still impact on VF Media’s ability to provide the Event. For the purposes of these terms and conditions, Force Majeure Event means an event beyond the reasonable control of VF Media including but not limited to
11.1.1 strikes, lock-outs or other industrial disputes (whether involving the workforce of VF Media or any other party);
11.1.2 failure or interruption in electricity, water or other utility services or supplies;
11.1.3 failure or disruption of any transport network;
11.1.4 act of God, flood, snow, storm, earthquake or other natural disaster;
11.1.5 epidemic or pandemic;
11.1.6 Terrorist attack, civil war, war, riot, civil commotion or riots, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations
11.1.7 vandalism or malicious damage to any of the Services or Event Venue;
11.1.8 nuclear, chemical or biological contamination or sonic boom;
11.1.9 any law or any action taken by a government or public authority, including without limitation imposing any quarantine, lockdown or restriction on gatherings, quota or prohibition, or failing to grant a necessary licence or consent;
11.1.10 collapse of buildings, fire, explosion or accident;
11.1.11 non-performance by suppliers or subcontractors (other than by companies in the same group as the party seeking to rely on this clause).
11.2 If VF Media are prevented, hindered or delayed in or from performing any of its obligations under these terms and conditions by a Force Majeure Event, we shall not be in breach of this Agreement or otherwise liable for any such failure or delay in the performance of such obligations.
12 General
12.1 This agreement shall be governed by and construed in accordance with the laws of England and Wales and you hereby submit to the exclusive jurisdiction of the courts of England and Wales.
By signing below:
1) I agree to adhere to the terms and conditions stated above including the processing of my personal data; and
2) understand that if I do not attend and do not provide a suitable substitute then I shall be liable to pay a £500 cancellation charge to VF Media.
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