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Your booking is made with The NHS Confederation (Services) Company Limited, whose registered office is 2nd Floor, 18 Smith Square, Westminster, London, SW1P 3HZ (company no. 05252407) (the “Organisers”) for delegates to register and book places to attend your selected event (the “Event”).
Please read these terms and conditions carefully before making a booking.
1. Registration and Bookings
1.1 When registering for the Event, the party making the booking will be asked to provide information about the delegate(s) attending the Event.
1.2 Rates and packages available to delegates will be determined based on the information provided, including but not limited to the organisation’s membership status.
1.3 To be eligible for any member rates (discounted or otherwise) organisations must be live members of The NHS Confederation at the time of booking and at the time of the Event. If your organisations membership status changes prior to the Event your booking may be updated to the relevant non-member rate and a new/additional invoice will be issued to you.
1.4 All delegates must confirm their name, job title and organisation two weeks prior to the event if they are not provided at the time of booking.
1.5 Due to limited space priority may be given to NHS Confederation members.
1.6 Joining details will be sent two weeks before the event.
1.7 Programme details are correct at time of going to press. We reserve the right to make changes where necessary.
1.8 Rates indicated are per individual delegate and will allow one delegate to be admitted per pass.
1.b Third party and group bookings
1.9 When registering for the event, it is possible to add additional places to your booking. This is classified as a ‘Group Booking’.
1.10 Group bookings can be created either by a person attending the event who adds attendees to their order, or by a third party booking for a group of delegates, but who does not plan to attend themselves – in both cases referred to as ‘The Booker’.
1.11 When registering on behalf of another individual (for example, as a group coordinator or assistant), "The Booker" confirms they are authorised to accept these Booking Terms and Conditions and acknowledge the Privacy Policy on behalf of the attendee(s) in order to secure the registration.
1.12 The Booker may not, however, provide specific marketing consent on behalf of the individual attendee. Specific data and networking preferences (such as opting into sponsored communications or opting out of the delegate list) remain the right of the individual attendee.
1.13 Each attendee will receive an email confirming that they have been registered for the event, including the name and organization of the person that registered them. Attendees are provided a link within this email to update any details within their booking, including providing their individual consent to the Terms and Conditions and Privacy Policy. Attendees can leave these boxes unticked, but consent will still be considered granted as per clauses 1.9 – 1.12 of the Terms and Conditions.
1.14 Attendees may unsubscribe or request their details are not shared at any time by emailing confedexpo@nhsconfed.org. Please detail in the email what consent is being revoked.
2. Cancellation
2.1 For any cancellations made up to 4 weeks prior to the date of the Event, you shall be entitled to a full refund of the booking fee (where paid in advance).
2.2 If you provide less than 4 weeks notice of cancellation prior to the date of the Event, you will be charged the full booking fee.
2.3 All cancellations must be submitted in writing and sent to confedexpo@nhsconfed.org.
3. Payment
3.1 Please note that we require full payment in advance of the Event.
3.2 Payment can be made by debit and credit card or by requesting an invoice, which will incur a £20+VAT administrative charge on top of the conference fees. Please note: we do not accept American Express, but all other debit, credit and purchasing cards are accepted.
3.3 If you request an invoice, please ensure that you include your purchase order number or departmental code in your delegate booking information. If you do not have a purchase order number or departmental code, please provide your email address. If you are unsure, please check with your finance or purchasing teams as failure to provide a valid purchase order number or departmental code can delay your invoice from being processed.
3.4 All invoices must be paid within 30 days of date of invoice. If your invoice date is less than 30 days before the conference, please refer to the conference terms that payment must be made in advance of the conference and pay accordingly.
3.5 Should you wish to pay by BACS, CHAPS or cheque, all banking and address details are provided within your invoice. Please quote the invoice number in all payments made.
3.6 We encourage all delegates to register in advance of the Event. It may be possible for you to register on the day of the Event. If this is the case you will be required to make full payment via credit or debit card at the time of booking.
3.7 Should you fail to make payment in advance of the Event we reserve the right to not send you joining instructions giving you access to the event, until any outstanding balance has been paid.
3.8 The event organisers will use the information you have provided on your delegate booking form to ensure you get the most preferential conference rate. We reserve the right to change the rate that delegates are booked onto, to ensure they are using the appropriate rate.
4. Data protection
4.1 To facilitate networking, a basic Delegate List (Name, Job Title, Organisation only) is made available on the event app and shared securely with official Event Sponsors. No contact details are included. You may opt-out of appearing on this list during registration or by updating your preferences in the attendee portal.
4.2 During registration, delegates will be asked if they consent to receive occasional emails sent by the Organisers on behalf of official Event Sponsors. The Organisers will not hand over delegate email addresses to sponsors for this purpose. Consent can be withdrawn at any time.
4.3 Your badge will be scanned at the main entrance for health and safety purposes (no data shared). If you voluntarily allow an exhibitor to scan your badge at their stand, or if you voluntarily allow your badge to be scanned when entering a specifically sponsored or Organiser-led theatre session, you consent to your contact details being shared with that specific exhibitor, session sponsor, or the Organisers for post-event follow-up. You may decline these scans without penalty.
4.4 We find it helpful to have a note of your mobile phone number so that we can contact you during the event with news or changes to the programme.
4.5 The Organisers may contact you regarding similar services and future events based on our legitimate business interests. You will be given the opportunity to opt-out of these communications, and you may unsubscribe at any time using the link provided in any marketing email.
5. Liability
5.1 Views expressed by speakers are their own. The Organisers assume no responsibility for the content of presentations or materials provided by speakers at the Event and the Organisers cannot give any warranty that the information will be accurate or up to date.
5.2 Subject to the paragraph below, the Organisers do not accept liability for any error or omission and excludes all liability for any action you may take or loss or injury you may suffer (whether direct or indirect, or any indirect, consequential or special loss) howsoever arising for advice given, or views expressed, by any speaker at the Event or in any material provided to delegates or as a result of you relying on the same.
5.3 We do not attempt to exclude or restrict liability for death or personal injury caused by the Organiser’s own negligence or any other liability the exclusion and restriction that cannot be excluded or restricted by English law.
6. Photography & Filming
6.1 There may be a professional photographer and video production taking place during the Event which may be used at a later date for promotional uses around the event and its topics. Delegates who do not want their photograph to be taken or used in this way should notify a member of staff or the photographer onsite. Images and film will be processed in a way that is compliant with UK GDPR and UK Data Protection Act 2018 and in accordance with our privacy statement.
7. Insurance
7.1 It is the responsibility of the delegate to arrange appropriate insurance cover in connection with their attendance at the Event. The NHS Confederation cannot be held liable for any loss, liability or damage to personal property.
8. Conduct
8.1 NHS ConfedExpo is committed to providing a friendly, safe and welcoming environment for all and we ask all exhibitors, attendees and contractors to help us make the conference a positive experience for everyone. Any inappropriate behaviour at the conference will not be tolerated and anyone asked to stop unacceptable behaviour of any kind is expected to comply immediately. The Organisers’ decision is final and they may take any action they deem appropriate up to and including requesting the attendee in question leaves the venue. If you are concerned about any behaviour please notify the Organisers’ as soon as possible in the Organisers’ Office in Central Foyer. We expect all our attendees to be considerate of each other.
8.2 By attending the event, you agree to abide by the rules set out in the Participant code of conduct.
9. General
9.1 The Organisers reserve the right to change these Terms and Conditions. We will do this by altering these Terms and Conditions on the site and this alteration will then be of immediate effect.
9.2 These Terms and Conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by English law. We both agree to the exclusive jurisdiction of the courts of England and Wales.
9.3 Each and every provision of these Terms and Conditions is separate and severable. If any part of these Terms and Conditions is determined to be invalid or unenforceable pursuant to applicable law, then the validity and enforceability of the remainder of these Terms and Conditions shall not be affected.
For information on the venue's security procedures, you can find information here.