TERMS & CONDITIONS | Registration

BSAVA Congress 2023 | 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

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. 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 of congress 2023 registrations made on or before 16 December 2022 will receive a full refund minus a (£15 plus VAT) administration fee.

2.3 Cancellations made between 17 December 2022 and 24 February 2023 will receive a 50% refund.

2.4 Any cancellations received after 24 February 2023 will not receive a refund.

2.5 Name replacements can be made at any time before the start of the event.

2.6 Passes cannot be split between attendees.

2.7 Cancellations of the social event ‘CLUBVet’ made on or before 24 February 2023 will be fully refunded. After this date no refunds will be given.

2.8 Cancellations will be processed at our earliest convenience which could be 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 event we will offer a full 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 EVENT

5.1 Registration to the event via exhibition only passes will have access to the exhibition hall. Access to the main scientific programme is excluded.

5.2 You shall receive your e-ticket for the event no later than 1 week before the start of the event. This will be sent to the email you registered with.

5.3 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.

5.4 Children of 16 years and under are not permitted entry to the event. We permit babies for those parents that are breast feeding; 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 ON-DEMAND CONTENT

6.1 The majority of content included in the scientific programme will be recorded and made available to Congress 2023 attendees (excluding exhibition only tickets) shortly following the live event.

6.2 Those attendees purchasing one day passes will only have access to the content presented live on the day that their pass is valid.

6.3 You shall receive your login details for the on-demand content via email shortly following the event

6.4 Access to the on-demand content may be temporarily unavailable from time to time for essential updates and critical maintenance of the content 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 If during the registration process you have allowed us to share your contact details with our accommodation and travel specialists, MICE Concierge, you may receive information about staying in Manchester for Congress 2023 only. This service will only apply to BSAVA Congress 2023 with the intention of helping you plan your trip. Your data will be deleted by MICE following the event. Please note we have not partnered with any other accommodation / travel companies no matter what they state.

8.3 Once registered as a delegate for BSAVA Congress, individuals will be provided with an event badge. 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.

8.4 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 .

8.5 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.

8.6 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 Please be aware that most scientific sessions including Q&As are being filmed for future use on the BSAVA library.

9.3 Photography, filming/recording (video or audio) by attendees within sessions is not permitted without prior agreement.


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. 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.

10.2 You are responsible for your own safety whilst attending the event.

10.3 Do not post (online) or distribute 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 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.


11. PANDEMICS AND EPIDEMICS

11.1 We reserve the right to impose conditions of entry to the 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.

11.2 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 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.

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