These terms and conditions apply to all reservations of visitor tickets for conferences, conventions, events, exhibitions, forums, meetings, seminars, shows, summits, and/or webinars (including virtual events) (hereinafter the “Event”) organized by a member of the CloserStill Group (hereinafter the “Terms”), and for the purposes of these Terms:
(a) “CloserStill Group” means CloserStill Media Limited, registered under number 05816917 and having its registered office at 3rd Floor, The Foundry, 77 Fulham Palace Rd, London, W6 8JA, and its subsidiaries and parent companies and the subsidiaries of each parent company, and a member of the CloserStill Group means any one of them; and
(b) References in this document to “CloserStill,” “we,” “our,” and “us” refer to the member of the CloserStill Group organizing the relevant Event.
These Terms and Conditions, along with any other terms provided during the booking process, apply to all events organized by us in the United Kingdom and Europe. Please read the Terms and Conditions carefully before making a booking.
1 About the Terms
1.1 These Terms and Conditions, along with any other terms provided during the booking process (including on the booking form and/or your ticket) and any other terms specific to your Event, govern the agreement between CloserStill and the person making the booking and/or attending the Event (“you”).
1.2 If you purchase tickets for an Event on behalf of other attendees (as part of a group or otherwise), those attendees will also be bound by these Terms, and by booking their tickets for an Event, you agree to provide these Terms to those attendees and to ensure that they comply with these Terms.
2. Booking and Payment
2.1 You may purchase and/or request tickets for an Event on our main website or on the website of the relevant Event, by contacting us using the contact information provided on our main website or on the website of the relevant Event, or on the website of certain Events. If you are purchasing and/or requesting tickets for an Event on behalf of visitors, you may purchase and/or request tickets for an Event on our main website, the website of the relevant Event, or by contacting us by phone.
2.2 Submitting a reservation request for an Event does not guarantee your spot at the Event. Your spot will only be guaranteed once we send you a reservation confirmation via email to the email address you provided during the reservation process.
2.3 If a fee is charged for your Event ticket, this fee may be paid by credit or debit card on our website or by bank transfer. All invoices for participation in an Event must be paid within 14 days of the invoice date or, if earlier, before you attend the Event.
2.4 Your ticket(s) for the Event(s) will be emailed to you no later than two weeks before the Event. If you have not received your ticket by that time, please contact us using the contact information on our website or the website for the relevant Event. You may also pick up your ticket for the Event at the registration desk at the event venue, subject to presentation of your Event ticket code, which will be sent to you by email.
3. Cancellation by you
3.1 Your ticket is non-refundable (including for virtual events), and if you decide you can no longer attend the event, any costs incurred in connection with that event will not be refunded.
4 Transfer or Replacement of Tickets
4.1 You may not resell or transfer your ticket to an Event to another person, or allow another person to attend in place of the designated attendee, without our prior authorization.
4.2 If you are no longer able to attend an Event after purchasing a ticket for that Event, the reservation may be transferred to another guest of your choice, subject to our prior approval and the payment of an administrative fee.
4.3 If the Event is to be held:
(a) In person, you must notify us of any changes before the start time indicated on your ticket for the Event; and
(b) For virtual events, you must notify us of any changes before the start time indicated on your ticket for the Event, and you may not share your access to the virtual Event with anyone else without our prior authorization.
5. Rescheduling, replacement, cancellation, and modification by us
5.1 We aim to organize the Events as described, but we reserve the right to reschedule, replace, cancel, and/or modify an Event.
5.3 If we are unable to reschedule or replace an Event in accordance with Section 5.2, we will cancel the Event and take reasonable steps to notify you by email at least one month before the Event date. However, if we must cancel the Event on short notice due to exceptional circumstances, we cannot guarantee that you will be notified of such cancellation prior to the Event date. It is your responsibility to check whether an Event has been canceled before the date of said Event. We will automatically refund the total price of your tickets to the original booking card, along with any booking fees you incurred. Please allow 90 business days for your refund to be processed. We will not otherwise be liable to you for any expenses, losses, or costs you may have incurred in connection with the Event.
5.4 We reserve the right, in our sole discretion, to modify any aspect of an Event, including, but not limited to, the Event’s name, program, content, format, speakers, venue, and schedule on the scheduled date. Such changes do not entitle you to cancel your reservation or receive a refund for any portion of your ticket reservation for the Event.
6 Force majeure
6.1 We shall not be liable to you for any loss or damage caused to or suffered by you as a direct or indirect result of our failure to fulfill any of our obligations in connection with an Event, to the extent that such failure is caused by events, circumstances, or causes beyond our control.
7 Event Management
7.1 When attending an Event, you must behave respectfully toward other visitors and Event staff and comply with:
(a) all applicable laws (including health and safety requirements);
(b) any instructions given by CloserStill or the venue staff; and
(c) the terms and conditions of the venue, website, and/or platform in question.
7.2 You are responsible for your own safety while participating in an Event. Subject to Sections 13.1 and 13.2 of these Terms, we will not be liable for any loss or damage you may incur. You must also arrange your own insurance coverage to attend the Event.
7.3 To participate in certain Events, you may be required to provide proof of identity, proof of employment, proof of membership in a professional organization, and/or a membership number or student ID in order to receive your Event pass.
7.4 If you participate in an Event, you must not:
(a) photograph, film, record, or broadcast any part of an Event without our prior authorization;
(b) engage in canvassing, solicitation, leafleting, demonstrations, or any other disruptive or unauthorized activity while attending an Event;
(c) engage in any commercial or marketing activity while attending an Event, unless you are registered with us as an exhibitor or sponsor for that particular Event, in which case you must comply with our separate exhibitor and sponsor terms and conditions;
(d) discredit the Event or CloserStill (including any member of the CloserStill Group);
(e) damage the image and/or reputation of the Event or CloserStill (including any member of the CloserStill Group); and
(f) do anything that could or is likely to endanger other visitors, Event staff, or the general public.
7.5 By participating in an Event, you acknowledge and agree that we or persons authorized by us (acting on our behalf or otherwise) may photograph, film, record, or livestream an Event, and we reserve the right to use photographs, images, audio recordings, and video footage taken during the Event, as well as screenshots, chat room content, and other content from virtual social networks or similar environments made available by us or on our behalf in connection with the Event in the future or for other Events, and in any marketing or media materials, including on social media, which may include, but are not limited to, your name, voice, or likeness.
7.6 Unless otherwise specified or agreed upon in advance with CloserStill, children under the age of 18 are not permitted to attend any of our Events.
7.7 If you fail to comply with these Terms, we reserve the right to deny you entry and/or remove you from an Event.
8 Pandemics or epidemics
8.1 You must not attend an Event in person if, at the time of the Event, you:
(a) are experiencing or have experienced symptoms of COVID-19 (or any other infectious disease) (as defined by the government of the country where the Event is being held or the country where you reside) within the past 14 days;
(b) have been in contact with another person who has Covid-19 (or any other infectious disease) or is showing symptoms of Covid-19 (or any other infectious disease); or
(c) have been asked to self-isolate or quarantine (for example, via the NHS or another approved test-and-trace app in the country where the Event is taking place or in the country where you reside).
8.2 We reserve the right to impose conditions for admission to our Events when we deem such conditions necessary to comply with government rules and guidelines regarding COVID-19 and any other infectious disease, pandemic, or epidemic. To the extent permitted by the law applicable to the event, this may include, among other things, the requirement to wear personal protective equipment such as masks or other face coverings (unless you are exempt).
8.3 You must comply with all government and local rules and guidelines regarding COVID-19 and any other infectious disease, pandemic, or epidemic at all times while participating in our Events. In particular, you must follow recommended hygiene measures and adhere to social distancing guidelines. We reserve the right to update the measures in effect during an Event without prior notice to you, and we also reserve the right to remove any visitor who fails to comply with the rules or if we deem it appropriate in the interest of the safety of other Event participants.
9 Virtual events
9.1 If you are participating in a Virtual Event, you will receive your registration information via the email address you provided at least 48 hours before the Event begins. Please check your junk and spam folders for the registration details. If you have not received the registration details 48 hours in advance, please contact us using the contact information on our website or the website of the relevant Event.
9.2 For our Virtual Events, we strive to provide consistent and uninterrupted access to the relevant website and content, but we cannot guarantee that it will be available for the entire duration of the Event. Nor are we liable for any delay or failure to deliver the content of the Virtual Event caused by third parties (such as speakers).
9.3 It is your responsibility to ensure that you have the appropriate equipment, software, and sufficient network access to participate in a virtual event.
10 Intellectual Property Rights
10.1 We retain all intellectual property rights relating to our Events, including any content related to our Events. We may, in our sole discretion, grant third parties a license to use the content of an Event.
10.2 You may use content related to an Event solely for your own personal use and not for resale, distribution, or commercial purposes.
11 Data Protection
11.1 In order to facilitate your reservation, we will need to process your personal data, including your name and contact information.
11.2 For more information on how we process your personal data, please see our privacy policy
12 Commercial communications
12.1 We will send you communications about our Events and other information we believe is relevant to you. This may also include communications on behalf of third parties (such as our exhibitors, sponsors, and partners) regarding third-party products, events, and services similar to the Event you attended, provided you have chosen to receive such information. You may opt out of receiving these communications from us at any time by clicking the unsubscribe link in our emails or by contacting us via email at dataprotection@closerstillmedia.com.
12.2 If you attend an Event and your badge is scanned by sponsoring companies or exhibitors in the exhibition hall, you agree that these companies may contact you regarding their products, events, and services. You can opt out of receiving messages from these companies by clicking the unsubscribe link in their emails or by contacting them directly. You may also contact them to request that they delete your personal data.
12.3 If you participate in a session as part of an in-person Event, and you agree to allow us to scan your event ticket or badge, or if you register to attend a specific session via our Events app, you consent to our sharing your registration information with the sponsors of the session or theater. If you participate in a Virtual Event, you consent to us sharing your registration details with the session/venue sponsors of the sessions you attend. You may withdraw your consent at any time by visiting the registration desks if you are attending an in-person Event, or by contacting us at dataprotection@closerstillmedia.com. If you choose to withdraw your consent after attending an Event, your registration data may already have been shared with the session/venue sponsors, and you will need to opt out of receiving marketing materials from them or request that they delete your personal data in accordance with Section 12.4 below.
12.5 When we have shared your registration information with session/conference sponsors or other third parties, they may contact you regarding their products, events, and services. You may opt out of receiving their marketing communications at any time by clicking the unsubscribe link in their emails. You may also contact them directly to request that they delete your personal data.
13 Limitation of Liability
13.3 Subject to Sections 13.1 and 13.2, we are not liable for:
(a) loss of earnings;
(b) loss of sales or business;
(c) the loss of agreements or contracts;
(d) the loss of anticipated savings;
(e) loss of use or corruption of data or software information;
(f) loss of or damage to goodwill; and
(g) indirect or consequential damages.
13.4 Subject to Sections 13.1 and 13.2, our total liability (including any liability for negligence or omission), regardless of the cause, arising out of or in connection with the performance of our obligations under these Terms shall be limited to the amount paid for the ticket to the Event.
13.5 The views and materials presented by speakers at Events are their own, and we do not endorse, approve, or promote the views, actions, or omissions of any speakers or other participants in our Events. We are also not responsible for any information provided or distributed in connection with an Event, and such information does not constitute advice, nor should you rely on it.
14 Accuracy of the information provided
14.1 In the event of an inaccurate or misleading statement made during registration, resulting in the application of a rate that does not reflect the participant’s actual circumstances, the organization reserves the right to suspend the registration and to require proof of the participant’s employment status. If a valid document is not provided, the organization reserves the right to cancel the registration or to claim the difference in fees. No refund will be issued in this case.
15 Disclaimer and Liability
15.1 Please note that visa applications are non-refundable. We cannot guarantee that your visa will be granted under any circumstances; you must apply directly to the French authorities in your country. PharmagoraPlus accepts no liability if your visa is not granted, and no refunds will be issued for visa letters.
16.Miscellaneous Provisions
16.1 In the event of any inconsistency between these Terms and the terms and conditions set forth on your ticket and/or booking form, these Terms shall prevail, unless separate terms and conditions specify that they prevail in whole or in part.
16.2 These Terms constitute the entire agreement between CloserStill and you and supersede all prior agreements between CloserStill and you, whether written or oral, relating to the subject matter hereof.
16.3 We reserve the right to update these Terms from time to time to reflect changes in the law, to meet regulatory requirements, or to reflect new industry guidelines and codes of practice, and, to the extent possible, will notify you of such changes. You are advised to review these Terms regularly to ensure that they have not been modified. These Terms were last updated on June 8, 2023.
16.4 If you have any questions regarding these Terms, our Events, or any other issues, please contact us by email at info@closerstillmedia.com, by mail at CloserStill Media, 3rd Floor, The Foundry, 77 Fulham Palace Rd, London W6 8JA, or by phone at +44(0)207 348 5250.
17 Applicable Law
17.1 These Terms (including any non-contractual matter arising out of or in connection with these Terms) are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including any non-contractual dispute or claim) arising out of or in connection with these Terms. If you are a consumer and your habitual residence is in a country within the European Union, you also benefit from the mandatory regulations applicable in your country of residence and have the right to bring legal action in that country.
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