BSAVA CONGRESS 2022 | BOOKING TERMS AND CONDITIONS
Please note the email address you submit during the registration process is the email address that we shall use to contact you about the event. It shall also be the email address linked to your account on the virtual platform. Please make sure it is correct.
1. BOOKING AND PAYMENT
1.1 All payments must be in pounds sterling.
1.2 Submitting a booking request does not automatically guarantee your place at Congress. Payment where applicable must be received in full before your registration is confirmed. If an outstanding payment is not received before the start of the event your registration / part of your registration may be cancelled. Onsite registrations will need to be paid at the time of booking.
1.3 Where a fee for registration is required, this may be paid by credit/debit card or via bank transfer. All invoices for registrations will need to be paid within 30 days or before the start of the event (whichever is sooner).
1.4 Where the attendee has selected the wrong registration rate BSAVA reserves the right to cancel/amend the booking following communication/attempted communication to the attendee.
1.5 BSAVA reserves the right to refuse access for incorrect payment of registration fees.
2. CANCELLATION BY THE ATTENDEE
2.1 All cancellations must be made in writing and will be acknowledged in writing.
2.2 Cancellations made before 11 March 2022 will receive a 50% refund.
2.3 Any cancellations received on or after 11 March 2022 will not receive a refund.
2.4 Name replacements can be made at any time before the start of the event.
2.5 Passes can not be split between attendees.
2.6 Cancellations of the social event ‘CLUBVet’ for 2022 made on or before 25 February 2022 will be fully refunded. After this date no refunds will be given.
2.7 If attendees are unable to attend the face-to face event due to Covid-19 related restrictions (such as local/national travel restrictions) we will transfer you to the virtual event and issue a partial refund. If this is not suitable, we will be able to provide a full refund upon request. All cancellations need to be received in writing with proof of the restriction before the start of the event.
2.8 Cancellations will be processed following the live event.
3. CANCELLATION/AMENDMENT BY US
3.1 We aim to provide the event as described but we reserve the right to cancel/amend the event as required and where possible, we shall provide you with reasonable notice, however it is ultimately your responsibility to ascertain if the event has been cancelled/amended.
3.2 Whilst the programme is correct at the time of publishing, the BSAVA reserves the right to change details of the event without notice. All best endeavors will be made to present the programme as publicised, however, alterations may occasionally be necessary due to circumstances beyond our control.
3.3 In the case that we must cancel the face-to-face and/or virtual events we will offer full (or partial if an alternative is available and agreed) refund. Please allow 90 days for your refund to be processed. We will not otherwise be liable to you for any expenses, losses or costs that you incur in relation to the event.
4. FORCE MAJEURE
4.1 We will not be liable to you for any loss or damage caused to or suffered by you as a direct or indirect result of a failure by us to perform any of our obligations in relation to an event to the extent that the failure is caused by events, circumstances or causes beyond our control.
5. ACCESS TO THE FACE-TO-FACE EVENT
5.1 Registration to the face-to-face event (excluding exhibition only tickets) will have access to both the face-to-face and virtual elements of Congress 2022.
5.2 Registration to the face-to-face event exhibition only passes will have access to both the face-to-face and virtual exhibition halls. Access to the main scientific programme is excluded.
5.3 You shall receive your e-ticket for the face-to-face event no later than 1 week before the start of the event. This will be sent to the email you registered with.
5.4 Tickets are non-transferable. We do accept name changes if made before the start of the event, you will need to contact firstname.lastname@example.org to action this. Your ticket will then become void, and a new ticket will be issued to the name replacement.
5.5 Children of 16 years and under are not permitted entry to the event. Breast feeding parents wishing to take a baby into lectures should sit at the rear of the theatres and be considerate to other attendees and the speakers.
6. ACCESS TO THE VIRTUAL EVENT
6.1 Registration to the virtual event (excluding exhibition only tickets) allows access to the virtual platform for 60 days.
6.2 Registration to the virtual event (excluding exhibition only tickets) allows access to the virtual exhibition on the platform for 60 days.
6.3 You shall receive your login details for the virtual event no later than 48 hours before the start of the event. This will be sent to the email you registered with.
6.4 In the event of internet or other telecommunications disruptions affecting the live transmission of the Congress, delegates will have the opportunity to watch the recorded sessions on-demand on the platform for 60 days. No refunds will be given in such cases.
6.5 BSAVA is not liable or responsible for any delay, disruption, or disturbance in the operation of the internet or problems caused by your internet service provider or for any telecommunications failures which are beyond our control.
6.6 Access to the online content may be temporarily unavailable during the virtual event for essential updates and critical maintenance of the virtual platform and systems to ensure optimal user experience. In any occurrence these times will be kept to a minimum.
7. LIMITATION OF LIABILITY
7.1 Where circumstances force the BSAVA to cancel the Congress or any part thereof, the liability of the BSAVA shall be limited to a refund of any fees paid.
7.2 The BSAVA shall not be liable to you for any loss of profit or anticipated revenue/sales/business, loss of management time, loss of agreements or contracts, loss of anticipated savings, loss of opportunity, loss of use or corruption of software data or information, loss or damage to goodwill or for any indirect or consequential loss, however arising, and BSAVA’s total liability to you in respect of all other losses shall not exceed the booking fee actually paid by you (provided that nothing in these conditions shall limit or exclude BSAVA’s liability for death or personal injury caused by its negligence).
7.3 Views expressed by speakers are their own. The BSAVA disclaims any liability for any advice given, or views expressed, by any speaker at the event or in any documentation provided to delegates.
7.4 The BSAVA cannot guarantee entry into any lecture. All seats in the theatres are allocated on a first come first served basis.
8. DATA PROTECTION
8.1 Personal data collected by BSAVA during the registration process is used to fulfil delegate attendance at Congress and for delegates who qualify for BSAVA membership to fulfil their membership. BSAVA will use the contact information collected leading up to the Congress to notify delegates of congress-related activities. The registration system used to collect and maintain attendee details is powered by EventsAir.
8.2 Once registered as a delegate for BSAVA Congress, individuals will be provided with an event badge (face-to-face only). This badge will contain your Name, Role, Town & Country, account number and whether you’re a member of BSAVA. There will also be a bar code which can be scanned by us or exhibitors. If you agreed to be scanned for a sponsored session / at an exhibition stand you are giving consent to us sharing your registration details (email, marketing preferences, preferred address, job role and organisation) with the session / theatre sponsor or exhibitor. BSAVA is not responsible for any data processing that is performed by the exhibitors with regards to your information once you have agreed to be scanned. We would advise that you check with the exhibitor, the purposes for which your information is being processed beforehand. You can refuse to have your badge scanned. You can withdraw your consent at any time, by visiting the registration desks if at the event, or by contacting us at email@example.com. Once issued, you are solely responsible for the safety and security of your badge. In order to allow entry your badge must be visible to members of staff at all times when present at an event venue.
8.3 Once registered as a delegate for BSAVA Congress, individuals will be provided with a vFairs virtual platform user account (virtual) using the email address provided during the registration process. A user profile will be set up to include the delegate’s full name, position, company, and country submitted during your registration. Profiles will be made public (visible to all other attendees within the platform). Profile information will also be visible via a platform delegate list, again available to those present within the platform - no contact details will be shared within the profile or delegate list. Individuals, exhibiting/sponsoring companies may be able to private message delegates within the platform (again no contact details are shared for this to occur).
8.4 If attending the virtual event and if consent has been given in the registration journey. BSAVA will share delegate contact details with event sponsors and exhibitors so that they may make contact regarding competitions, social events, news and information about their products and services. Access to an individual’s data will be controlled by BSAVA and all sponsors and exhibitors are required to sign up to a code of conduct. You can withdraw your consent at any time, by contacting us at firstname.lastname@example.org.
8.5 If you register for BSAVA Congress, you will be sent information about future BSAVA Congress’s and other BSAVA services that may be of interest for three years following your last attendance. You can opt out of receiving this at anytime by using the unsubscribe link or by emailing email@example.com.
8.6 Attendees are able to opt in / out of having contact details visible in the Attendee App. Opting out allows attendees to use the event app but not have their contact details shared - some facilities of the app may not be functional in this case. An attendee can change their mind about opting in / out by clicking their status on the ‘visibility’ option in the app. If changed to opt out it may take as long as 30 mins for contact details to be removed from some views.
9. PHOTOGRAPHY AND FILMING
9.1 BSAVA may take screenshot images, videos and photographs during Congress. By participating in BSAVA Congress and/or other related activities, you grant BSAVA the right to use these images/film for purposes including, but not limited to, posting or publishing news or promotional material, whether in print, electronic or other media, including BSAVA and BSAVA event websites and social media channels. All images become the property of BSAVA. Images may be displayed, distributed and used by BSAVA for any purpose. It is forbidden for attendees to replicate and share any content within the platform without prior permission. If you have any questions or concerns, please contact BSAVA at the please email firstname.lastname@example.org.
9.2 Photography, filming/recording (video or audio) by attendees within sessions is not permitted.
10. EVENT CODE OF CONDUCT
10.1 BSAVA is committed to providing a professional, friendly, safe and welcoming environment for all participants at our meetings and events whether face-to-face or virtual. We ask all attendees to behave in a respectful manner towards fellow attendees and event staff and comply with the following:
10.1.1 all applicable law (including health and safety requirements);
10.1.2 any instructions given by BSAVA or venue/event staff; 10.1.3 the terms and conditions of the venue, platform.
10.2 You are responsible for your own safety whilst attending the event.
10.3 Do not post (either online or in person) promotional materials, including but not limited to advertisements, product announcements or solicitation for services, aside from those permitted to event sponsors/exhibitors/partners.
10.4 Keep in mind that online interaction can be easily misconstrued, and debate can quickly become heated, we ask all users to be mindful of the tone of their messages and avoid offensive or derogatory language. Where users disagree, offer your perspective constructively, and avoid comments about personality, individual approach, or any specific organisation’s problems.
10.5 All engagements through the various channels should be polite and respectful. Harassing, intimidating or discriminatory verbal, physical or visual conduct in any form or posting (either online or in person) inappropriate, graphic, or profane images, to include wearing clothing with graphic, inappropriate or profane images or slogans.
10.6 Disruption of presentations or verbal abuse of any other attendees, including speakers, staff and sponsors will not be tolerated.
10.7 Use caution when discussing products. Information posted (either online or in person) is available for all to see, and comments are subject to libel, slander, and antitrust laws.
10.8 Data Protection regulations must be followed for any personal data you may obtain from the event and consent must be obtained from the data subject to process, store, use or share this data
10.9 To protect the security of the virtual event, attendees must not share login credentials with unregistered individuals.
10.10 Unacceptable behaviour will not be tolerated during any portion of the event regardless of the platform. BSAVA reserves the right to remove messages that violate the BSAVA Virtual Congress Code of Conduct. Individuals who violate the the Code of Conduct may be removed & blocked from the event without warning or refund. They may also be prohibited from attending any future BSAVA events.
11. PANDEMICS AND EPIDEMICS
11.1 You should not attend the face-to-face event if at the time of the event you:
11.1.1 are experiencing or have experienced any Covid-19 (or any other infectious disease) symptoms (as published by the government of England and Wales or in the country in which you have resided for the last 14 days);
11.1.2 have come into contact with another individual who has Covid-19 (or any other infectious disease) or is experiencing Covid-19 (or any other infectious disease) symptoms; or
11.1.3 have been told to self-isolate or quarantine (for example, through the NHS or another approved test and trace app in the country in which the Event is held or the country in which you reside).
11.2 We reserve the right to impose conditions of entry to the face-to-face event, where we consider these to be necessary to comply with government rules and guidance in relation to Covid-19 and any other infectious diseases, pandemics or epidemics.
11.3 You must follow all government and venue rules and guidance in relation to Covid-19 and any other infectious diseases, pandemics or epidemics when attending the face-to-face event. You should follow the recommended hygiene measures and observe social distancing guidelines. We reserve the right to update the measures in place without prior notice to you. We also reserve the right to remove any delegates that do not comply with the rules or where we otherwise consider it appropriate in the interest of safety for other attendees.
12.1 Participants and BSAVA agree that these terms and conditions shall be governed by and construed in accordance with the laws of the England and Wales. Participants and BSAVA further agree that all disputes arising out of or in connection with this agreement shall be submitted to the exclusive jurisdiction of the English Courts.