Terms & Conditions

Registration Terms and Conditions

BSAVA CONGRESS 2022 | BOOKING TERMS AND CONDITIONS

The booking form constitutes a legally binding contract between BSAVA and the person booking and/or attending the event. Our Terms and Conditions take precedence over those of any other organisation in every case. In completing the registration, you agree to the Congress booking Terms and Conditions set out below and the BSAVA privacy policy, available here: www.bsava.com/About-us/Privacy-Policy

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 congress@bsava.com 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 congress@bsava.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 congress@bsava.com.

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 administration@bsava.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.

8.7 From time to time we may share personal data with organisations we work with. Please refer to the BSAVA Privacy Policy for more information.


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 congress@bsava.com.

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. GOVERNANCE

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.

Exhibitor and Partner Terms and Conditions

TERMS OF CONTRACT | TO EXHIBIT AT BSAVA CONGRESS


1. INTERPRETATION

BSAVA: British Small Animal Veterinary Association incorporated in England and Wales with company number 02837793 whose registered office is at Woodrow House, 1 Telford Way, Waterwells Business Park, Quedgeley, Gloucester GL2 2AB.

BSAVA Code of Conduct : the BSAVA code of conduct which can be viewed at www.bsavaevents.com, as amended from time to time.

Conditions: these terms and conditions as amended from time to time in accordance with clause (clause 13.6)

Contract: the contract between BSAVA and the Customer for the supply of the Order in accordance with these Conditions.

Customer: the person or firm who purchases the right to access Exhibition Space from BSAVA.

Event : BSAVA Congress and Exhibition

Exhibition: the BSAVA Exhibition (including the in-person exhibition and virtual platform), details of which are in the Order Form.

Exhibition Space: means the hire of either a Space Only or a Shell Scheme and/or a virtual stand at the Exhibition.

Intellectual Property Rights : patents, rights to inventions, copyright and related rights, trade marks, business names and domain names, rights in get-up, goodwill and the right to sue for passing off, rights in designs, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how), and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.

Order : the Customer’s order for the supply of Exhibition Space (including the virtual event platform) and/or sponsorship, as set out in Clause 2.

Order Form: the document under which the Customer confirms the package of Exhibition Space (including the virtual event platform) and/or sponsorship which it would like to secure, and which incorporates these Conditions, as issued by BSAVA.

Platform : the product(s) used to host BSAVA Virtual Congress.

Price : the price payable by the Customer as detailed within the Order Form.

Shell Scheme: a stand within a designated walled space for the exclusive use by the Customer at the Exhibition as set out in the Order Form.

Space Only: the designated space for the exclusive use by the Customer to erect its own stand at the Exhibition as set out in the Contract.

Sponsorship: the sponsorship opportunities, details of which are in the Order Form

Virtual exhibition: the designated platform used to host the BSAVA Virtual Congress, Sponsorship and Exhibition.


2. BASIS OF CONTRACT

These conditions apply to the Contract to the exclusion of any other terms that the Customer seeks to impose or incorporate, or which are implied by trade, custom, practice or course of dealing. The Customer shall complete the Order Form specifying the Exhibition Space and/or sponsorship it would like to book. The Customer is responsible for ensuring that the terms of the Order Form are complete and accurate. BSAVA shall, upon receipt of the Order Form, check availability for the items requested by the Customer and confirm availability with the Customer. The Customer then has ten (10) working days to secure the available items and shall do so by confirming in writing that it wishes to proceed with the booking (the “ Order ”). The Order shall only be deemed to be accepted when BSAVA issues written acceptance of the Order at which point, and on which date the Contract shall come into existence. The Contract constitutes the entire agreement between the parties. The Customer acknowledges that it has not relied on any statement, promise, representation, assurance or warranty made or given by or on behalf of BSAVA which is not set out in the Contract. Any statements made by or on behalf of BSAVA as to audience projections, promotion or methods or timing of promotion shall constitute only general indications of BSAVA’s promotion and organisation strategy and shall not form part of the Contract. Any descriptive matter or advertising issued by BSAVA, and any illustrations or descriptions contained in BSAVA’s catalogues or brochures are issued or published for the sole purpose of giving an approximate idea of the various exhibition and sponsorship opportunities available. They shall not form part of the Contract. BSAVA does not warrant or guarantee & specifically excludes any liability to Sponsors in relation to cancellation or postponement of any speakers or other representatives or presentations that are scheduled to appear at the Event (or which the Sponsors have been notified may appear at the event). BSAVA has the right to substitute speakers or presentations at the Event without any prior notice.


3. EXHIBITION SPACE

3.1 The various exhibition spaces and stands (including the virtual platform), location and sizes are described in the Order Form.

3.2 BSAVA reserves the right to amend the exhibition and/or sponsorship packages including the location of the Exhibition Space (including the virtual platform) if required by any applicable statutory or regulatory requirements or the needs of the Exhibition or BSAVA by giving seven (7) days’ notice to the Customer.

3.3 The Customer may not display or exhibit any products or services prohibited by the BSAVA Code of Conduct or other policy statements issued by BSAVA to the Customer from time to time in writing.

3.4 If BSAVA’s performance of any of its obligations in respect of the exhibition and/or sponsorship packages is prevented or delayed by any act or omission by the Customer or failure by the Customer to perform any relevant obligation (“Customer Default”):

(a) BSAVA shall without limiting its other rights or remedies have the right to suspend provision of the items of the Order until the Customer remedies the Customer Default, and to rely on the Customer Default to relieve it from the performance of any of its obligations to the extent the Customer Default prevents or delays BSAVA’s performance of any of its obligations; BSAVA shall not be liable for any costs or losses sustained or incurred by the Customer arising directly or indirectly from BSAVA’s failure or delay to perform any of its obligations as set out in this clause 4; and

(b) the Customer shall reimburse BSAVA on written demand for any costs or losses sustained or incurred by BSAVA arising directly or indirectly from the Customer Default.


4. CUSTOMER’S OBLIGATIONS

4.1 The Customer shall:

(a) ensure that the terms of the Order are complete and accurate;

(b) co-operate with BSAVA in all matters relating to the Order and comply with the BSAVA Code of Conduct at all times;

(c) obtain and maintain all necessary licences, permissions and consents which may be required for any products or services to be promoted at the Event in accordance with the Order;

(d) ensure that your exhibition space (if applicable) is manned at all times by a person authorised by the Customer and that your virtual booth is either manned or has adequate assets available to delegates during the live event phase (if applicable);

(e) ensure that the maximum number of authorised persons per Exhibition Space, as detailed within the Contract is not at any time exceeded;

(f) arrange a comprehensive insurance policy at its own cost to insure themselves fully against all risks at the event and ensure that all such insurance is in force and valid throughout the term of the Contract. Proof of insurance will be required.

4.2 All products advertised, sold and displayed for use within the United Kingdom or EEA community must be compliant with all applicable EC Directives and have the CE mark on the product or equipment. If products advertised, sold and displayed for use within the United Kingdom or EEA community do not comply with the applicable EC Directives or do not bear a CE mark during the event, the Customer or his agents or contractors will be deemed to be in breach of this Contract. In such circumstances verbal notification will be given to the Customer or its agents or contractors to leave the Exhibition immediately and the Customer or its agents or contractors shall have no claim against BSAVA.

4.3 In order to ensure that all Customers receive the full benefit of attendance by delegates at the Event, the Customer undertakes both for itself and on behalf of all members of its group of companies that no such person shall during the opening hours of the Exhibition (as notified to the Exhibitor in writing prior to the Event), directly or indirectly conduct, hold or arrange any event at a venue or location within a two (2) mile radius of the location of the Exhibition which is external to the Event, and which may in the reasonable opinion of BSAVA lessen the footfall of delegates within the Exhibition during such opening hours, without the prior written consent of BSAVA. This clause shall survive termination of the contract.

4.4 In the event that any Customer shall breach the undertaking in clause 4.3, BSAVA reserves the right to request the Customer to cancel or change the format of any proposed event or procure such cancellation or change. In the event that the Customer shall refuse to comply with such request (and without prejudice to its other rights and remedies), BSAVA expressly reserves the right to impose one or more of the following sanctions upon the Customer:

(a) exclude the Customer and its group companies from exhibiting at future events held by BSAVA or its group companies; and/or

(b) terminate the Contract with the Customer with immediate effect and retain all monies paid in accordance with it but without prejudice to the right of BSAVA to claim the balance of monies outstanding from the Customer.


5. CHARGES AND PAYMENT

5.1 All amounts payable by the Customer under the Contract are exclusive of amounts in respect of value added tax chargeable from time to time (“VAT”).

5.2 Bookings received before 30th September 2021 will be issued a 25% deposit invoice upon written confirmation of the Order. Balance invoices will be issued after 30th September 2021. Bookings received after 30th September 2021 will be invoiced 100%.

5.3 The Customer shall pay the Price in full and in cleared funds by debit/ credit card or by bank transfer to a bank account nominated in writing by BSAVA. Time for payment shall be of the essence of the Contract.

5.4 No items of the Contract will be made available to the Customer until all monies owing to BSAVA are received in full prior to the first day of the Event. If the Customer fails to comply with this in any respect with the terms of the agreement, BSAVA have the right to prevent access to the exhibition space and to remove any content from the virtual platform. The Customer, however, will be liable for any loss suffered by the organisers as a result and all monies paid the Customer shall be forfeited to the organisers.

5.5 If the Customer fails to make any payment due to BSAVA under the Contract by the due date for payment, then the Customer shall pay interest on the overdue amount at the rate of 8% per annum above Barclays Bank base rate from time to time. Such interest shall accrue on a daily basis from the due date until actual payment of the overdue amount, whether before or after judgment. The Customer shall also pay the interest together with the overdue amount.


Amount Outstanding 
Charges applied*
Up to £999.99
£40
£1,000 to £9,999.99
£70
£10,000 or more
£100

*In accordance with the Late Payment of Commercial Debts (Interest) Act 1998 and Late Payment of Commercial Debts Regulations 2002 and 2013.

5.6 The Customer shall pay all amounts due under the Contract in full without any set-off, counterclaim, deduction or withholding except as required by law. BSAVA may, without limiting its other rights or remedies, set off any amount owing to it by the Customer against any amount payable by BSAVA to the Customer.


6. INTELLECTUAL PROPERTY RIGHTS

All Intellectual Property Rights in or arising out of or in connection with the Contract or the Event that originate from BSAVA shall be owned by BSAVA and all Intellectual Property Rights originating from BSAVA are and remain the exclusive property of BSAVA and the Customer has no rights to use these in connection with the Exhibition and/or Sponsorship or for any other purpose.


7. CONFIDENTIALITY

A party (“ receiving party ”) shall keep in strict confidence all technical or commercial know-how, specifications, inventions, processes or initiatives which are of a confidential nature and have been disclosed to the receiving party by the other party (“ disclosing party ”), its employees, agents or subcontractors, and any other confidential information concerning the disclosing party’s business, its products and services which the receiving party may obtain. The receiving party shall only disclose such confidential information to those of its employees, agents and subcontractors who need to know it for the purpose of discharging the receiving party’s obligations under the Contract, and shall ensure that such employees, agents and subcontractors comply with the obligations set out in this clause as though they were a party to the Contract. The receiving party may also disclose such of the disclosing party’s confidential information as is required to be disclosed by law, any governmental or regulatory authority or by a court of competent jurisdiction. This clause 7 shall survive termination of the Contract.


8. LIMITATION OF LIABILITY:

8.1 Nothing in these Conditions shall limit or exclude BSAVA’s liability for:

(a) death or personal injury caused by its negligence, or the negligence of its employees, agents or subcontractors;

(b) fraud or fraudulent misrepresentation.

8.2 Subject to clause 8.1:

(a) BSAVA shall under no circumstances whatever be liable to the Customer, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, loss of revenue, or any indirect or consequential loss arising under or in connection with the Contract; and

(b) BSAVA’s total liability to the Customer in respect of all other losses arising under or in connection with the Contract, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall in no circumstances exceed any amount paid to BSAVA by the Customer for the Order.

8.3 This clause 8 shall survive termination of the Contract.


9. CUSTOMER WARRANTIES AND INDEMNITIES

9.1 The Customer warrants that:

(a) all products promoted by it at the Exhibition shall comply with clause 4.2;

(b) any supply of samples of any kind whatsoever arising from the Customer, whether sold or given away free of charge at the Exhibition shall comply with clause 4.2;

(c) any structure erected or used by the Customer at the Exhibition will be erected safely, in accordance with manufacturer’s instructions, adequately secured and not present or cause any danger or damage to any persons or property at the Exhibition;

(d) the Customer shall defend, indemnify and hold harmless BSAVA against all claims, actions, proceedings, losses, damages, expenses and costs (including without limitation court costs and reasonable legal fees) arising out of or in connection with this clause 9.1 or the Customer’s hire of the Exhibition Space, including but not limited to damage caused to the Exhibition venue by the Customer, its employees, contractors or agents.

9.2 In agreeing the above terms the Customer acknowledges that damages alone may not be an adequate remedy for the breach of any of the provisions of these Conditions. Accordingly, without prejudice to any other rights and remedies it may have, BSAVA shall be entitled to the granting of equitable relief (including, without limitation, injunctive relief) concerning any threatened or actual breach of any of the provisions of these Conditions.


10. TERMINATION

10.1 Without limiting its other rights or remedies BSAVA may terminate the Contract:

(a) by giving the Customer not less than 7 (seven) days written notice in the event the Event does not take place; or

(b) with immediate effect by giving written notice to the Customer if the Customer fails to pay any amount due under this Contract on the due date for payment.

10.2 Without limiting its other rights or remedies, each party may terminate the Contract with immediate effect by giving written notice to the other party if the other party ceases to carry on business, become insolvent or, enter into or are subject to any form of winding up, administration, receivership, liquidation, bankruptcy, arrangement with creditors generally or any other insolvency procedure in respect of it or any of its assets, or suffer from enforcement of security or legal process or repossession or any event analogous to any of the above in the United Kingdom.

10.3 On termination of the Contract for any reason:

(a) the Customer shall immediately pay to BSAVA all of BSAVA’s outstanding unpaid invoices and interest and, in respect of the Contract items but for which no invoice has yet been submitted, BSAVA shall submit an invoice, which shall be payable by the Customer immediately on receipt;

(b) the accrued rights and remedies of the parties as at termination shall not be affected, including the right to claim damages in respect of any breach of the Contract which existed at or before the date of termination or expiry; and

(c) clauses which expressly or by implication have effect after termination shall continue in full force and effect.


11. CANCELLATION

11.1 In the event that the Customer wishes to cancel the Contract following acceptance by BSAVA in accordance with clause 2, or the Customer fails to meet any of the payment obligations (whether as to the amounts or dates of payment) detailed within the Order Form, BSAVA reserves the right (without prejudice) to apply the following cancellation charges:

(a) where cancellation takes place within a period falling between 26 weeks and 16 weeks before the first date of the Event, a cancellation charge of 25% of the Price;

(b) where cancellation takes place within the period falling between 16 weeks and 12 weeks before the first date of the Event, a cancellation charge of 50% of the Price;

(c) where cancellation takes place within the period falling within 12 weeks before the first date of the Event, a cancellation charge of 100% of the Price;

11.2 In the event that the Customer wishes to cancel the Contract, it must give notice to BSAVA in writing in accordance with clause 13.2.

11.3 Notwithstanding that BSAVA may resell or reallocate the cancelled Order after receipt of the cancellation charges detailed in clause 11.1, BSAVA shall be under no obligation to reimburse all or any part of such cancellation charges.

11.4 Where a Customer wishes to reduce the size of the Exhibition Space after the Contract has been formed, written notice of such variation to the Contract must be given to BSAVA in accordance with clause 13.2. In the event of such reduction to the size of the Exhibition Space, the Cancellation Charges detailed in clause 11.1 shall apply in respect of the difference between the Price payable under the Contract and the revised price due for the revised Exhibition Space.

11.5 In the event that BSAVA needs to alter the layout of the Exhibition and change the location of the Exhibition Space in accordance with clause 3.2 or for any other reason, then it may amend the Contract at any time, giving not less than 7 (seven) days’ written notice.

11.6 Notwithstanding that BSAVA may resell or reallocate the cancelled Exhibition Space or the space by which it is reduced pursuant to clause 11.4 after payment of the cancellation charges, BSAVA shall be under no obligation to reimburse all or any part of such cancellation charges.


12. FORCE MAJEURE

12.1 For the purposes of this Contract, “Force Majeure Event” means an event beyond the reasonable control of BSAVA including but not limited to strikes, lock-outs or other industrial disputes (whether involving the workforce of BSAVA or any other party), failure of a utility service or transport network, act of God, war, riot, acts of terrorism, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of suppliers or subcontractors, or any material health and safety issues or other events beyond the reasonable control of either party.

12.2 BSAVA shall not be liable to the Customer as a result of any delay or failure to perform its obligations under this Contract, or if the Event does not take place (in whole or in part) as a result of a Force Majeure Event.

12.3 If the Force Majeure Event prevents BSAVA from providing the Contract items, BSAVA shall, without limiting its other rights or remedies, have the right to terminate this Contract immediately by giving written notice to the Customer.

12.4 If the Force Majeure Event occurs during the Event, BSAVA may terminate this Contract immediately and require the Customer or its agents, employees or contractors to leave the Exhibition immediately. In such circumstances, the Customer, its agents, employees or contractors shall have no claim against BSAVA.


13. GENERAL

13.1 Assignment and other dealings. The Customer shall not, without the prior written consent of BSAVA, assign, transfer, charge, subcontract, declare a trust over or deal in any other manner with all or any of its rights or obligations under the Contract, or sub-let or grant licenses in respect of the whole or any part of the Exhibition Space.

13.2 Notices .

(a) Any notice or other communication given to a party under or in connection with this Contract shall be in writing, addressed to that party at its registered office (if it is a company) or its principal place of business (in any other case) or such other address as that party may have specified to the other party in writing in accordance with this clause, and shall be delivered personally or sent by prepaid first-class post or other next working day delivery service, or by commercial courier, fax or e-mail.

(b) A notice or other communication shall be deemed to have been received: if delivered personally, when left at the address referred to in clause 13.2(a); if sent by pre-paid first class post or other next working day delivery service, at 9.00 am on the second business day after posting; if delivered by commercial courier, on the date and at the time that the courier’s delivery receipt is signed; or, if sent by fax or e-mail, one business day after transmission.

(c) The provisions of this clause shall not apply to the service of any proceedings or other documents in any legal action.

13.3 Severance . If any provision of this Contract (or part of any provision) is or becomes illegal, invalid or unenforceable, the legality, validity and enforceability of any other provision of this Contract will not be affected.

13.4 Waiver . A waiver of any right under the Contract or law is only effective if it is in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by a party in exercising any right or remedy under the Contract or by law shall constitute a waiver of that or any other right or remedy, nor prevent or restrict its further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.

13.5 Third Parties . A person who is not a party to the Contract shall not have any rights to enforce its terms.

13.6 Variation . Except as set out in these Conditions, no variation of the Contract, including the introduction of any additional terms and conditions shall be effective unless it is agreed in writing and signed by BSAVA.

13.7 Governing Law and Jurisdiction . This Contract and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales and the parties irrevocably submit to the jurisdiction of the courts of England and Wales.

13.8 Sharing of information with event contractors . In order to ensure the correct services are provided to Exhibitors, BSAVA may share exhibition stand and contact information with:

• Shell scheme contractor

• Electrical contractor

• Accommodation supplier

• Health & Safety officer

• Exhibitor badge/Registration software supplier

• Venue

• Virtual platform supplier

13.9 Start-Up Package Terms & Conditions. To qualify for this Order, the Customer confirms they have been registered for less than 24 months from the date of the Event. Please note all new Customers will need to be approved by BSAVA prior to a Contract being provided.

13.10 Grant of Licence . The Customer grants BSAVA an unrestricted non-exclusive, royalty free licence to utilise their logo copyright, trademark and other intellectual property rights (IP) for the purposes of complying with BSAVA’s obligations under the contract. The Customer warrants that it has the rights to use and allow BSAVA to use their IP in accordance with the Contract. The Customer agrees to indemnify BSAVA from and against any claims, demands costs and expenses made by any person or other liability arising out of exercise of the Customer’s IP pursuant to clause 13.10 by BSAVA.

13.11 Access to the Online Event and Broadcast Transmission . BSAVA shall not be liable or responsible for any delay, disruption or disturbance in the connectivity or operation of the internet or any other problems caused by your internet service provider or for any electronic or telecommunications failures which are beyond its control during the period of the Virtual Congress. No refunds will be given in any such circumstances. Access to the virtual platform may be temporarily unavailable for required updates and critical maintenance of that platform and supporting systems by relevant providers to ensure optimal user experience. Any occurrence during this period will be kept to a minimum so far as is possible. BSAVA is unable to warrant or represent that the live broadcast 24th – 26th March 2022 will be uninterrupted. In the event of an interruption (however occurring) to the broadcast transmission, a refund will only be applicable in the event that less than 60% access based upon time availability of the platform has been achieved/available due to that interruption. The level of refund will be applied according to the length of the time of interruption and will be dealt with on a case-by-case basis. This is applicable for the entire duration of the Virtual congress, up to and including the 20th May 2022. Refunds will be processed as soon as reasonably practicable after 20th May 2022.


14. GOVERNMENT RESTRICTIONS

In the event that BSAVA are obliged due to specific Government restrictions, to cancel the ‘in-person’ BSAVA Congress 2022, taking place at Manchester Central, BSAVA will offer the Customer an alternative proposal for the agreed participation to be moved to the virtual platform. In the event, the Customer chooses not to accept the alternative proposal the agreed booking will be deemed as cancelled and any payment received will either be held in full as credit for BSAVA Congress 2023 or refunded in full

EXHIBITORS’ CODE OF CONDUCT

By agreeing to take part at BSAVA Congress 2022 as an exhibiting organisation you (and your stand representatives/members of staff) agree to abide to the following code of conduct.


1. STAND SHARING

Only the company contracted for the stand (including the virtual exhibition) may advertise from within it. Stand sharing with another external company is not allowed, unless by prior agreement with BSAVA.


2. EXHIBITOR ACCESS PASSES

Please ensure that these are used for bona fide company members only, as checks will be made. Badge sharing is not permitted unless previously agreed


3. USE OF DELEGATE DATA

The Exhibitor agrees to the appropriate use of delegate data, including contact details obtained via the virtual platform. The Exhibiting company’s privacy policy must be clearly available (via a link to their website) in their virtual exhibition booth if applicable or in any communications sent directly to delegates. Any request by delegates to opt out of communications with the Customer must be observed immediately. This data must not be passed on to a third party


4. DAYTIME HOSPITALITY

There is a clause within the exhibitors’ contract which is designed to ensure that no one exhibitor’s activities (or combination of multiple exhibitors’ activities) during the opening times of the exhibition impacts the footfall within Manchester Central to the detriment of the other exhibitors and so having a negative effect on their return on investment at BSAVA Congress. This is designed to prevent large scale hospitality which impacts on delegate traffic in the exhibition and by no means is intended to prevent you from entertaining your clients on a small scale during the day or outside of exhibition opening hours. This is for the benefit of all Exhibitors first and of course ultimately to BSAVA to retain a successful exhibition. If you have any concerns regarding plans for 2022 please discuss these with the Head of Partnerships and Events or the Exhibition Coordinator.


5. MANNING STANDS WHILST THE EXHIBITION IS OPEN

The Exhibition opening times are clearly laid out in the manuals. Stands are required to be manned at all times whilst the Exhibition is open to delegates.


6. LIVE ANIMALS

Live animals on exhibition stands are prohibited from the Congress, with the exception of personal assistance dogs. The BSAVA requests advance notice of this. BSAVA would actively discourage any exhibitor from undertaking any activities that could be misinterpreted as exploitation of animals for commercial reasons.


7. POSITION STATEMENTS

BSAVA has position statements on a number of issues. These statements have been carefully researched by our Scientific Committee and represent the views of the Association. Promotion of any product, service or distributor which, in the opinion of Congress Committee, runs contrary to the fact or spirit of these statements will not be permitted in the scientific programme, the Exhibition or any associated literature. We would specifically draw attention to the Position statement in relation to Aversive training methods. Promotion, distribution or sale at Congress of any device which can deliver an electric shock to an animal is prohibited.

The full list of statements can be found at: www.bsava.com/resources/veterinaryresources/position-statements