Associations UK Congress 2024

1. Who can attend as a delegate

1. Only Employees of associations, societies, federations, insititutes, insitutions, user groups and other not-for-profit membership organisations
2. Who meets the above criteria is solely the decision of the AAE
3. AAE may refuse anyone at its sole discretion, without needing to provide a reason

2. Rates & Discounts

1. The rates are published on the Participation of the Congress website and may be changed at any time at the discretion of the organisers.
2. Any discounts offered may be withdrawn at any time.
3. Only one discount may be applied to any booking.

3. Cancellations & Postponement

1. Cancellations of attendance
   1. If a delegate cancels attendance 8 weeks or more before the congress, they will receive a full refund, subject to a GBP 80.00 handling fee
   2. If a delegate cancels attendance after 8 weeks prior to the congress a refund will not be given, however an alternative colleague may take your place instead
   3. If a guest delegate (not charged a fee) cancels attendance after 4 weeks prior to the congress the delegate will be charged a canellation fee equivalent to the Early booker fee
2. If a Force Majeure situation occurs or in the reasonable judgement of the organiser the event is not going to be effective, the organisers may:
   1. Provide the event online, either live or on-demand
   2. Postpone the event to a later date, to be a physical event, or online live or on-demand
   3. Adjust the programme and content and / or speakers

4. Programme & Services

1. The organisers may alter the content, timing or speakers of the programme, after publication, without notice
2. Some parts of the event are provided by third-party partners to promote their services, and are subject to variation and supply beyond the organiser's control

5. Acknowledgements

1. You will always be sent an email acknowledgement of your booking. If you do not receive this email, please email bookings@associationexecutives.org.

6. Data

1. The personal information provided by you will be held on IT systems including those of the registration, website, mobile app, delegate engagement, onsite registration, and badging companies, who are data processors, and under contract they are permitted only to use your data for the purpose of fulfiling the requirements of this even or your membership of the AAE Community
2. Your Name, Position, and Organisation will be included in the event information provided to all registrants to the event
3. Your email and telephone number will not be shared with other registrants unless you specifically request or approve it to be at a later date
4. If you opt to attend a sponsored welcome reception or dinner, then your contact details with email will be provided to the sponsors
5. Your organisation may be listed on the event website under a section indicating a delegate is attending from it, and this may be grouped by roles
6. The organiser's Privacy Policy is available here.

7. Images, Video & Content

1. The organisers plan to take photographs and video material at this event and reproduce them in educational, news or promotional material, whether in print, electronic or other media, including the website and social media. By participating in this event, you grant the organiser the right to use your name, photograph and biography for such purposes. All postings become the organiser's property. Postings may be displayed, distributed or used by us for any purpose. You acknowledge the organiser's right to crop, splice, treat and edit any photographs or video taken of you at its sole discretion. You waive your right to inspect or approve the finished product, now and in the future, whether that use is known or unknown to you.
2. The organisers record the sessions at this event and reproduce them in educational, news or promotional material, in print, electronic or other media, including the website and social media. By participating in this event, you grant the organiser the right to use any contribution in audio, video or transcriptions thereof, you make for such purposes. All contributions by delegates become the organiser's property. These may be displayed, distributed or used by the organiser for any purpose. You acknowledge the organiser's right to crop, splice, treat and edit any contribution at its sole discretion. You waive your right to inspect or approve the finished product, now and in the future, whether that use is known or unknown to you.

8. Force Majeure

1. The organiser will not be liable for any delay in performing or failure to perform any of its obligations under this agreement caused by events beyond its reasonable control (‘Force  Majeure Event’). However any delay or failure by a sub-contractor or supplier of the party will not relieve the party from liability for delay or failures except where that delay or failure is also beyond the reasonable control of the sub-contractor or supplier concerned. 
2. The organiser will promptly notify the delegate of the reasons for the delay or stoppage (and the likely duration) and will take all reasonable steps to overcome the delay or stoppage. 
3. If the organiser has complied with clause 8.2 its performance under this Agreement will be suspended for the period that the Force Majeure Event continues and the party will have an extension of time for performance which is reasonable and in any event equal to the period of delay or stoppage.  As regards such delay or stoppage: 
   1. Any costs arising from the delay or stoppage will be borne by the party incurring those costs; 
   2. The organiser may, if the delay or stoppage continues for more than 20 continuous days, terminate this agreement with immediate effect on giving written notice to the delegate and neither party will be liable to the other for such termination; and 
   3. The organiser will take all necessary steps to bring that Force Majeure event to a close or to find a solution by which this agreement may be performed despite the Force Majeure Event
4. ‘Force Majeure Event’ means: 
   1. An act of God including but not limited to fire, flood, earthquake, pandemic, major outbreak of disease, windstorm or other natural disaster; 
   2. Act of any sovereign state, including but not limited to war, invasion, act of foreign enemies, hostilities (whether war be declared or not), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation; 
   3. Nationalisation, requisition, destruction or damage to property by or under the order of any government or public or local authority or imposition of government sanction embargo or similar action; 
   4. Law, judgment, order, decree, embargo, blockade, labour dispute including but not limited to strike, lockout or boycott; interruption or failure of utility service including but not limited to electric power, gas, water, internet or telephone service; 
   5. Failure of the transportation of any personnel, equipment, machinery, supply or material required by the Organiser or any suppliers for the proper performance of the contract without the fault or negligence of the party claiming force majeure; 
   6. Any other matter or cause beyond the control of the parties.

9. Legal & Jurisdiction

1. This contract is between you and Professional Community Services Ltd, the managers of the community "Association of Association Executives" and organisers of this event.
2. This contract is subject to English Law.