These Terms and Conditions (hereinafter the “Terms”) apply to all ticket reservations made by participants for conferences, conventions, events, exhibitions, forums, one-on-one meetings, seminars, trade shows, summits, and/or webinars (including virtual events) (each hereinafter referred to as an “Event”) organized by a member of the CloserStill Group. For the purposes of these Terms:
(a) The “CloserStill Group” means CloserStill Media Limited, a company registered under number 05816917, with its registered office at 3rd Floor, The Foundry, 77 Fulham Palace Rd, London W6 8JA (United Kingdom), its subsidiaries and parent companies, as well as the subsidiaries of each of its parent companies. The term “CloserStill Group member” refers to each of these companies; and
(b) The terms “CloserStill,” “we,” “our,” or “us” refer to the member of the CloserStill Group organizing the relevant Event.
These Terms and Conditions, along with any other terms and conditions provided during the booking process, apply to all events we organize in the United Kingdom and Europe. Please read the Terms and Conditions carefully before making a booking.
1 About the Terms and Conditions
1.1 These Terms and Conditions, along with any other terms and conditions provided during the booking process (including those listed on the booking form and/or your ticket) and any other terms and conditions specific to your Event, govern the agreement between CloserStill and the person making the booking and/or attending the Event (hereinafter “you”).
1.2 If you purchase tickets for an Event on behalf of other attendees (as part of a group or otherwise), those attendees are also bound by these Terms. By booking their tickets for the Event, you agree to provide these Terms to those attendees and to ensure that they comply with these Terms.
2 Reservation and Payment
2.1 You may purchase and/or request tickets for an Event on our main website or on the Event’s website, by contacting us using the contact information provided on our main website or on the Event’s website, or in person for certain Events. If you purchase and/or request tickets for an Event on behalf of other attendees, you may purchase and/or request these tickets on our main website, on the Event website, or by contacting us by phone.
2.2 Reservation requests for an Event do not guarantee your seats. Your seats are only secured once we have sent you a reservation confirmation via email to the address you provided during the reservation process.
2.3 If you are required to pay a fee for your Event ticket, payment can be made by credit card on our website or by bank transfer. All invoices for attending an Event must be paid within 14 days of the invoice date or before you attend the Event, if the Event takes place before that 14-day period.
2.4 Your ticket(s) for the Event will be sent to you by email no later than 2 weeks before the Event. If you have not received your ticket by then, please contact us using the contact information provided on our website or on the Event website. You also have the option to pick up your Event ticket on-site at the registration desk, provided you present your Event ticket code, which will be sent to you via email.
3 Cancellation by you
3.1 The price of your ticket to the Event (even if it is a virtual Event) is non-refundable. If you decide not to attend the Event, we will not refund any costs incurred in connection with the Event.
4. Transfer or Replacement of Tickets
4.1 Without our prior consent, you may not resell or transfer your ticket to the Event to another person, nor may you allow another person to attend the Event in place of the attendee named on the ticket.
4.2 If you are no longer able to attend an Event after purchasing a ticket for the Event, we may transfer the reservation to another attendee of your choice, subject to our prior approval and for a processing fee.
4.3 If the Event takes place:
(a) If attending in person, you must notify us of any changes before the start date indicated on your ticket for the Event; and
(b) For virtual events, you must notify us of any changes before the start date indicated on your ticket for the Event, and you may not share access to the virtual Event with another person without our prior consent.
5. Rescheduling, replacement, cancellation, and modification by us
5.1 We strive to offer Events in accordance with their descriptions, but we reserve the right to reschedule, replace, cancel, and/or modify an Event.
5.2 We reserve the right to reschedule or replace Events, at our sole discretion and for any reason whatsoever. If possible, we will notify you within a reasonable time of the rescheduling or replacement of an Event. However, it is ultimately your responsibility to verify whether an Event has been rescheduled or replaced. If we choose to reschedule or replace an Event, we reserve the right to make your ticket valid for the rescheduled Event or the replacement Event (including when it is postponed to a later year). In this case, your ticket for the Event and any associated fees will automatically apply to the rescheduled or replacement Event, and you will not be refunded. If we choose to reschedule or replace an Event, these Terms apply to the rescheduled Event or the replacement 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 all reasonable steps to notify you by email at least one month before the date of the Event. However, if we must cancel the Event on very short notice due to exceptional circumstances, we cannot guarantee that you will be notified of such cancellation before the Event date. It is your responsibility to check whether an Event has been canceled before its scheduled date. We will automatically refund the full price of your ticket, plus any booking fees. Please note that your refund will be processed within 90 business days. We shall not be liable for any other expenses, losses, or costs incurred by you 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. Any significant change to the program or content of an Event entitles you to cancel your Event reservation or receive a refund, in whole or in part, for your Event ticket.
6 Force Majeure
6.1 We shall not be liable for any loss or damage you may incur or suffer as a result, directly or indirectly, of our failure to fulfill our obligations in connection with an Event (to the extent that such failure is due to events, circumstances, or causes beyond our control).
7 Sequence of Events
7.1 When participating in an Event, you must behave respectfully toward other participants and Event staff. In addition, you must comply with:
(a) all applicable laws (including health and safety requirements);
(b) all instructions provided by CloserStill or by on-site staff; and
(c) the terms and conditions of the Event venue, the Event website, and/or the Event platform.
7.2 You are responsible for your own safety while participating in an Event. Subject to the provisions of REF _Ref66713060 \r \h 12.1 08D0C9EA79F9BACE118C8200AA004BA90B02000000080000000D0000005F00520065006600360036003700310033003000360030000000 and REF _Ref66713069 \r \h 12.2 08D0C9EA79F9BACE118C8200AA004BA90B02000000080000000D0000005F00520065006600360036003700310033003000360039000000 of these Terms, we shall not be liable for any loss or damage you may incur. You must also be covered by your own insurance to participate in the Event.
7.3 In order to gain access to certain Events, if applicable, you may be required to provide proof of your identity, employment, membership in a professional organization and/or your membership number, or your student ID in order to receive your Event access badge.
7.4 During an Event, you are not permitted to:
(a) photograph, film, record, or livestream any part of the Event without our prior consent;
(b) canvassing for votes or distributing advertising materials, handing out flyers or leaflets, demonstrating, engaging in misconduct, or engaging in any other disruptive or unauthorized activity;
(c) conduct your business or run a marketing campaign, unless you are registered with us as an exhibitor or sponsor for that specific Event (in which case, you must comply with our separate terms and conditions for exhibitors and sponsors);
(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); nor
(f) do anything that could harm other participants, Event staff, or the general public.
7.5 By participating in an Event, you acknowledge and agree that we (or other authorized persons, whether acting on our behalf or otherwise) may photograph, film, record, or livestream an Event. Furthermore, we reserve the right to use the photographs, images, videos, and audio recordings taken at the Event (as well as screenshots, chat content, and other online content from social media or similar environments, available or made available to us in connection with the Event) in future Events, other Events, all advertising materials, and all media (including social media). This includes (but is not limited to) your name, voice, and likeness.
7.6 Unless otherwise specified or agreed upon in advance with CloserStill, minors under the age of 18 are not permitted to attend 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 should not attend an in-person Event if, at the time of the Event:
(a) you are experiencing or have experienced in the past 14 days symptoms of COVID-19 (or any other infectious disease) (as defined by the government of the country where the Event is taking place, or of your country of residence);
(b) you 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) you have been instructed to self-isolate or quarantine (for example, based on a recommendation from public health authorities or a recognized testing and tracing app in the country where the Event is taking place or in your country of residence).
8.2 We reserve the right to impose conditions for admission to our Events when we deem it necessary to comply with government rules and guidelines related to COVID-19 and any other infectious diseases, pandemics, or epidemics. These conditions may include, for example, a health screening before entering an Event (such as a temperature check) or the requirement to wear personal protective equipment, such as masks or other face coverings (unless you are exempt).
8.3 By participating in our Events, you are required to comply at all times with all rules and guidelines issued by the government and the Event venue regarding COVID-19 and any other infectious diseases, pandemics, or epidemics. In particular, you must follow the recommended hygiene measures and observe social distancing rules. We reserve the right to update, without prior notice, the measures implemented at the Event venue. Furthermore, we reserve the right to remove any participant who fails to comply with the rules, or whose conduct we deem inappropriate for the safety of others attending the Event.
9 Virtual events
9.1 If you are participating in a virtual Event, you will receive the information needed to join it via the email address you provided to us at least 48 hours before the Event begins. Please check your spam folder to ensure the information hasn’t been filtered there. If you haven’t received this information within 48 hours of the Event, please contact us using the contact details provided on our website or on the Event website.
9.2 In connection with our Virtual Events, we do our utmost to provide consistent and uninterrupted access to the website and the relevant content, but we cannot guarantee that this will be the case for the entire duration of the Event. Furthermore, we shall not be held liable in any way for any delay or inability to present the content of the Virtual Event due to third parties (such as speakers).
9.3 It is your responsibility to ensure that you have the appropriate equipment, software, and network connections to participate in a virtual event.
10 Intellectual Property
10.1 We retain all intellectual property rights related to our Events, including those related to the content of our Events. We may, in our sole discretion, grant a license to third parties to use content from an Event.
10.2 You may use content related to an Event solely for personal use, and not for resale, distribution, or commercial purposes.
11 Data Protection
11.1 To facilitate your reservation, we will need to process your personal data, including your name and contact information.
11.2 Please note that if you attend an in-person Event and we scan your ticket or access badge during an Event session, you consent to our sharing your registration information with the session/room sponsors. If you attend a virtual Event, you consent to us sharing your registration information with the session/room sponsors for each session 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.
11.3 We will send you promotional materials about our Events. You can unsubscribe at any time by clicking the unsubscribe link or by contacting us via email at dataprotection@closerstillmedia.com.
11.4 For more information about how we handle your personal data, please see our privacy policy [here].
12 Limitation of Liability
12.3 Subject to clauses 12.1 and 12.2, we shall not be liable for:
(a) loss of profits;
(b) loss of sales and business;
(c) the loss of agreements or contracts;
(d) loss of anticipated savings;
(e) loss of use or corruption of data or software information;
(f) loss of reputation or damage to reputation; and
(g) indirect or consequential losses.
12.4 Subject to clauses 12.1 and 12.2, our maximum aggregate liability, whether in contract, tort, or otherwise (including any liability arising from negligence or omission), arising out of or in connection with the performance of our obligations under these Terms, shall be limited to the amount paid for the Event ticket.
12.5 The opinions and materials presented by speakers at Events are their own. We do not in any way recommend, endorse, or promote the opinions, actions, or omissions of any speaker or participant at our Events. Furthermore, we are in no way responsible for the information provided or disseminated during an Event, and such information should not be construed as advice or data upon which one might unduly rely.
13 Accuracy of the information provided
13.1 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.
14 Disclaimer and Liability
14.1 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.
15 Miscellaneous
15.1 In the event of any inconsistency between these Terms and the terms and conditions listed on your ticket and/or your booking form, these Terms shall prevail, unless separate terms and conditions specify that they take precedence, in whole or in part.
15.2 These Terms constitute the entire agreement between you and CloserStill. They supersede and replace any prior agreement, whether written or oral, between you and CloserStill regarding the subject matter hereof.
15.3 We reserve the right to update these Terms from time to time, without prior notice, to reflect legal changes, comply with regulatory requirements, or reflect new industry standards or codes of conduct. We recommend that you review these Terms regularly to stay informed of any changes. The Terms were last updated on July 28, 2021.
15.4 If you have any questions about these Terms or our Events, or if you have any other concerns, please contact us by email at info@closerstillmedia.com, by mail at Suite 17, Exhibition House, Addison Bridge Place, London W14 8XP (United Kingdom), or by phone at +44(0)207 348 5250.
16 Applicable law
16.1 These Terms (including any non-contractual matters arising out of or in connection with these Terms) are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including any non-contractual dispute or claim) that may arise out of or in connection with these Terms.
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