THE 2019 CONCORDIA FORUM
TERMS AND CONDITIONS (Updated 17 September 2018)
PLEASE READ CAREFULLY
These Terms and Conditions (together with any documents referred to herein or required to be entered into pursuant to these Terms and Conditions) contain the entire agreement and understanding between us and supersede all prior agreements, understandings or arrangements (both oral and written) relating to the subject matter of these Terms and Conditions and any such document. You acknowledge that in registering a delegate place you have not relied on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in these Terms and Conditions.
Registration is by non-transferrable invitation only. Registration fees include all food, lodging, facilities, and conference materials once delegates have arrived at the 2019 Concordia Forum retreat venue (location TBD). All accommodation will include either shared double or single rooms and amenities. Standard accommodations will include hotel room with two single beds and bathroom for all delegates sharing a room unless specified otherwise. Concordia Forum staff will determine roommates by gender (except registered couples). Registration is not complete until all fees have been received. If you ask for any extra accommodation, meals, facilities, or other arrangements, the Concordia Forum will use all reasonable endeavours to provide them. We cannot guarantee that we will be able to meet your requests but will make every effort to do so. We shall have no liability whatsoever should we fail to do so.
Delegates are responsible for their own transportation to and from the international airport nearest the 2019 Concordia Forum venue (location TBD) unless making their own way to the retreat venue by ground transport. The Concordia Forum will provide ground transportation to the venue (details TBD) and for all scheduled non-airport excursions that form part of the retreat programme (dates and excursions TBD). It is also the responsibility of the delegate to ensure that he/she is in possession of all required and valid passports/travel documents and vaccination certificates that are valid for the country that they are travelling to or from. It is the sole responsibility of the delegate to ensure documentation required for any visas, if applicable, is communicated to the Concordia Forum as soon as possible. Although every effort will be made to assist, no guarantees can be made that information required from us for processing of visas will be sufficient. The Concordia Forum assumes no liability for exclusion upon arrival by border control authorities to the host country of the 2019 Concordia Forum.
4. INSURANCE AND LIABILITY
Delegates are responsible for arranging their own travel and/or medical insurance while attending the Concordia Forum. The Concordia Forum is not responsible for loss of private property (such as luggage), or for personal medical conditions while attending the retreat. Please consult your health insurance carrier about international travel and prepare all the necessary documents that would be needed in the event of an emergency. This should include but not be limited to the exact contact information for doctors, prescription details, etc. If failure to obtain any such insurance or documents results in fines, any consequences surcharge or financial penalty imposed upon the Concordia Forum, the delegate shall reimburse this accordingly. In some cases, certain liabilities may be assumed by the host venue itself. It is the delegate's responsibility to be made aware of all liability conditions and circumstances that may occur during travel to/from and during the Concordia Forum retreat.
5. RETREAT SCHEDULE
Bedrooms will be available from 3pm on the day you arrive, and must be vacated by 11:00am on the day you are leaving, unless you arrange otherwise in writing with the Concordia Forum. The retreat venue may charge you for extra costs incurred because of failure to leave rooms on time. Meeting and ancillary rooms are available only for the duration of the conference. The Concordia Forum cannot accommodate any cancellation, delay, or rescheduling of any flights to attend the conference if this causes the delegate to miss portions of the programme. It may be necessary for reasons beyond our reasonable control to alter the advertised content, timing and/or location of the conference or the advertised speakers. We reserve the right to do this at any time. Where we alter the time and/or location of the conference, we will provide you with notice of the same and will offer you the choice of either a credit for a future event of your choice (up to the value of sums paid by you in respect of the conference) or the opportunity to attend the conference as altered.
It is the responsibility of each delegate to provide the Concordia Forum with full and correct names, date of birth, and complete itinerary details before arrival. Due to the volume of delegates the Concordia Forum accommodates, you accept that the preferred communication between delegates and Concordia Forum staff may be electronic. We may contact you by e-mail or provide you with information by posting notices on our website or official social media platforms (Facebook, Twitter, WhatsApp etc.), which Concordia Forum delegates can participate in for a period of up to two years after attending a Concordia Forum event. You agree to this electronic means of communication and you acknowledge that all such communications that we provide to you electronically comply with any legal or contractual requirement that such communication be made in writing.
The Concordia Forum adheres to the European Union's General Data Protection Regulations (GDPR), which require that we provide safeguards to protect your personal data (for example, using pseudonymization or full anonymization where appropriate), and use the highest-possible privacy settings by default, so that the data is not available publicly without explicit, informed consent, and cannot be used to identify a subject without additional information stored separately. Where necessary, the Concordia Forum will seek to obtain your explicit "opt-in" consent to share your personal data related to online social media networking platforms. This may require the sharing of your phone number (i.e., for WhatsApp) or other information shared in your public Facebook profile (email addresses, etc.). Please consider the personal data needed to participate in these platforms before "opting-in."
All purchases are final. Any cancellation by the delegate will not result in a reimbursement of registration fees. The Concordia Forum has the right to alter or cancel any booking at any time for any reason, in which case a refund of registration fees will be offered. The Concordia Forum shall not be liable for travel, accommodation or other costs and expenses incurred by you (included wasted costs and expenses) in such an instance or if we are required to cancel or relocate the conference as a result of an event outside our control (including, without limitation, to acts of God, floods, lightning, storm, fire, explosion, war, military operations, acts of terrorism or threats of any such acts, any strike action, lock-outs or other industrial action and a pandemic, epidemic or other widespread illness).
8. SPECIAL REQUIREMENTS
If you have any special requirements, these should be requested at the time of booking. The Concordia Forum will consider all such requests but cannot guarantee that any special requests will be met and failure to do so will not be a breach of contract on our behalf. All arrangements made for any travel dates outside the official conference dates, including airport ground transportation, hotel accommodation, meals and schedule, are the delegate’s own responsibility.
This retreat operates strictly under the Chatham House Rule, which allows delegates to use the information received, but prohibits the identity and/or the affiliation of the speaker(s) any other delegate to be revealed. This policy exists at all times, including between Concordia Forum events and/or on communication on official or unofficial Concordia Forum social network platforms. Delegates are prohibited from using social or any other public media to reveal the location of the conference or identities of any other delegates for the conference duration unless authorized by Concordia Forum staff.
You must make sure that you behave in such a way that you do not cause a nuisance or unreasonable disruption to the conference venue, its members or employees, or to any other visitor to the venue. This includes drug or alcohol use around other delegates.The Concordia Forum reserves the right to remove any delegate from the conference premises who harasses, disparages, threatens, or assaults any other delegate, staff member, or volunteer at its own discretion at any time during the conference or between conferences as members of the Concordia Forum network.This may include a ban from participation in the Concordia Forum network. In such an event, conference fees will not be refunded.
All rights in all presentations, documentation and materials published or otherwise made available as part of the conference (including but not limited to any documentation packs or audio or audio-visual recording of the conference) ("Content") are owned by us or are included with the permission of the owner of the rights. No (i) photography, filming or recording; or (ii) republication, broadcast or other dissemination of the Content is permitted without express written consent. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content (save that use by the relevant delegate for internal business purposes shall be permitted), and in particular (but without limitation) you shall not (and shall procure that each of your delegates shall not) upload any Content into any shared system; include any Content in a database; include any Content in a website or on any intranet; transmit, re-circulate or otherwise make available any Content to anyone else; make any commercial use of the Content whatsoever; or use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute. The Content does not necessarily reflect our views or opinions.
Important: Completion of this registration form indicates that you have read, understood and agree to comply with the policies set forth in the application form. This also indicates that you have read and agreed to all the terms and conditions. By attending this conference, you accept that the Concordia Forum and other sponsors are not responsible for lost or damaged items, personal liability, or health related conditions. These Terms and Conditions and the rights and obligations of both parties shall be governed by, and construed in accordance with, the laws of England and Wales and both parties irrevocably agree to submit to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute which arises hereunder.