Terms & Conditions
Booking and Attendance Confirmation for UK Supplier Events
DP Events Management Ltd will treat any completed booking form, email confirmation or verbal confirmation to attend as a confirmed booking and we will proceed on this basis and confirm the Suppliers place on the event. DP Events Management Ltd will make the necessary bookings with regards to any accommodation or marketing costs associated with the forum. At this point, the Supplier is fully liable to meet all attendance fees in full and payment must be made within the agreed time frame. Upon confirmation a deposit of £500 is required. The remaining balance is due no later than 8 weeks prior to the date of the forum. Payments must be made in full prior to the forum date. If a deposit has been paid but full payment is not made then no attendance will be permitted and the deposit will not be refundable or transferrable. All Suppliers who confirm their attendance within 8 weeks of the forum date will be required to pay their attendance fee in full. In the event of cancellation or non-attendance, no costs paid by the delegate are refundable or transferrable by DP Events Management Ltd.
Should cancellation be made within 10 weeks of the event date the following costs will apply:
Within 10 weeks of the event date, 50% of the total fee will be paid to DP Events Management Ltd by the way of a cancellation fee.
Within 7 weeks or less of the event date, 100% of the total fee will be paid to DP Events Management Ltd by way of a cancellation fee.
Name changes can be made as follows
If a name change is made within 2 weeks of the forum date, we cannot guarantee the forum literature can be changed to the new name.
Our cancellation policy and fees stated will not be affected by any circumstances of cancellation including where health, personal reasons or force majeure may be involved. DP Events Management Ltd cannot be liable for any changes in the identity of the Buyer delegates or the organisations attending the forum but the company will provide a business meeting schedule for the suppliers with the agreed number of attending purchasers shown within the agreed terms of attendance. DP Events Management Ltd will not be held responsible for any delegate who arrives late or misses the forum.
Transferring forum booking and attendance from one forum to another
It is our policy that confirmed bookings to attend a forum cannot be cancelled and no refunds will be given. The full cost of the attendance must be paid once the place is confirmed and booked by the Supplier.
A Supplier can request to transfer their forum booking to another forum as follows:
Between 6 – 4 weeks of the forum date a booking may be transferred to another forum and an administration and re-booking fee of £300.00 + vat will be charged in addition to the forum attendance fee for the agreed booking.
Payment terms must remain as the invoice terms for the original booking.
Between 4 – 3 weeks of the forum date as above i) and a £500 + vat charge will be applied.
From 3 weeks of the forum date as above i) and ii). No supplier place will be transferred to another forum and the supplier must pay for their attendance in full regardless of if they attend.
The above changes are in place to cover the costs we incur for process changes in bookings. Within 3 weeks of the forum, we will not be able to resell the booking so 100% of the booking fee will be due payable.
Delegates are responsible for their own travel/transport arrangements to and from the forum venue. DP Events Management Ltd will not be responsible for delegates parking arrangements at the forum venue. DP Events Management Ltd will not be responsible for any travel, parking, loading/unloading restrictions to, from, or at the venue.
Hotel / Accommodation
Accommodation within our standard packages is provided on a Bed and Breakfast basis (unless otherwise agreed in writing by DP Events Management Ltd) and is 1 nights’ accommodation only as specified on the date of the forum. Rooms are allocated to the delegates by the Hotel and not DP Events Management Ltd. DP Events Management Ltd take no responsibility whatsoever in the allocation of bedrooms to delegates. Upgraded rooms must be requested by the delegate directly with the Hotel/Venue and paid for directly by the delegate. All extras/room service costs incurred by the delegate and any items that are not included within our standard forum packages must be paid for directly to the Hotel/Venue by the delegate. DP Events Management Ltd will not be held responsible for any costs or items that are not included in our standard forum package. Any injury, damage, loss or theft must be dealt with directly between the Hotel/Venue and the delegate and DP Events Management Ltd will not be held responsible for any matter or incident that may occur. Up to 1 week prior to the forum date, name changes in bedrooms can be accommodated without charge. If the Venue / Hotel raises a charge within 1 week of the forum date to change any names or reservations these costs will be passed directly onto the delegate. Should any delegate wish to stay at the Hotel/Venue before or after the forum period, all costs must be settled directly between the delegate and the Venue/Hotel. DP Events Management Ltd will not accept any responsibility whatsoever for delegates well-being or any incidents that may occur during a delegate’s stay before, during or after the forum. For any delegate that brings a private guest to the forum, all costs and what is included in the guest’s attendance must firstly be agreed and approved by DP Events Management Ltd. Unless we have given our written approval, no guests are permitted to participate in any business sessions during the forum including lunch and dinner functions. No guests must be brought to the forum without our knowledge and consent and all costs incurred for guests must be paid in full to DP Events Management Ltd at the Hotel/Venue.
Meeting and Business Sessions
Leading up to the forum we will issue provisional lists showing Buyers who have expressed interest to attend. These lists may be subject to change up until the forum date. On this basis, we reserve the right to change the attendance of Buyer delegates up until the forum date. Any company who confirms their attendance based upon receiving a provisional Buyers list must agree not to hold DP Events Management Ltd liable for any change that may be made to the list leading up to the event date. Around or within approximately 2 weeks before the forum date, the final list of Buyers will be issued and Supplier delegates will be asked to choose their preferred Buyers to meet with from this list. Meeting requests will only be considered when chosen from the final Buyers list. If a Supplier fails to confirm their list of preferred Buyer meetings choices by the specified date DP Events Management Ltd reserves the right to arrange meetings on the Suppliers behalf. Once DP Events Management Ltd has completed the meetings process no changes in the schedule can be made. Meeting schedules will be made up from the requests of Suppliers who want to meet with Buyers, Buyers who want to meet with Suppliers and any other meetings that DP Events Management Ltd arrange for delegates. DP Events Management Ltd will not be held responsible for the outcome of any meetings, conversations or discussions held between any delegates before, during or after the forum. DP Events Management Ltd will not be held responsible for the suitability of any meetings or introductions arranged. Once we have finalised the delegate’s meetings schedules we will send these by email to each delegate up to 2 days before the forum date. Delegate schedules will be confirmed and presented to each delegate when they attend the welcome reception at the forum. Whilst every effort will be made by DP Events Management Ltd to accommodate every meeting request we receive from delegates, we cannot guarantee that all meetings requests will be made as scheduled timings and the number of meetings allocated may simply not allow this. However, during networking times, social times and meal functions, delegates have the opportunity to meet more and all attending delegates. All meetings are prompt and will be held at the Buyers meeting desk at the forum. DP Events Management Ltd will not be held responsible if a Buyer delegate is late or does not show. DP Events Management Ltd will endeavour to help and assist in re-arranging any appointments or alternate appointments if there is a circumstance that arises due to lateness or a no show subject to delegate schedules and timescales being suitable to manage the change in arrangements. At the forum, delegates will work to their schedules of meetings and to the exact times shown on the schedules. DP Events Management Ltd cannot be held responsible if Buyers do not meet the exact requirements of the Supplier such as product category suitability / requirements or existing agreements in place etc.
All Suppliers wishing to display goods must pre-book this option prior to attending the forum and any suppliers wishing to display products who have not received written confirmation of this will not be able to display their products. A maximum display area of 3m x 2m or a table top display area will be provided and any materials including product stands, equipment or literature etc. must be cleared from the site by 18.00pm on the final day of the forum. Failure to do so will result in a £250 charge directly to you from the Hotel. The Hotel reserves the right to clear or dispose of any materials that are not removed from site within the time scale set. They may also charge for removal and disposal costs. These will be passed directly onto the company concerned. DP Events Management Ltd will not accept any responsibility in these circumstances. All goods displayed must comply with Hotel Health & Safety policies. DP Events Management Ltd and the Hotel reserve the right to withdraw the option to display products without notice or penalty. All Suppliers are responsible for the transportation of all goods to and from the forum venue. All delegates are responsible for their own setup costs, dismantling costs and any other costs associated with the Suppliers Showcase Area which they incur. All delegates who are exhibiting or bringing products or samples to the Hotel must liaise directly with the hotel regarding all delivery and storage arrangements. DP Events Management Ltd will not be held responsible for any materials, samples or products that go missing or get damaged whilst in transit or at the Hotel. Any issues must be dealt with by the delegate and the hotel/transport provider directly.
Any damage incurred to the supplier delegate’s goods/stand/property at the Hotel will be dealt with directly by the delegate and the Hotel and DP Events Management Ltd will not accept any responsibility or liability but may try to assist in the dispute. Security agreements will be provided by the Hotel / Venue and any loss to the delegate’s property must be dealt with directly by the delegate and the Hotel. All delegates who must install their showcase area in the specific area allocated to them by DP Events Management Ltd and we reserve the right to request showcase areas are moved during the forum. No costs incurred for any moves will be passed to DP Events Management Ltd. All delegates must comply with any requests, policies or restrictions set by the Hotel / Venue with regards to setting up showcase/exhibition stands.
Companies and delegates must provide us with a detailed profile of the services they provide and details of the delegate(s) attending the forum. This information will be forwarded to Buyer delegates when they are requested to select their preferred meetings with suppliers and also will be used as a company profile page in the official forum literature and booklet that is given to all attendees. DP Events Management Ltd will not be held responsible for any text, spelling, grammar, description terminology, phrase or layout errors. The information must be provided in the format we specify and the company/delegate who provides this will be responsible for ensuring all the information stated is correct. DP Events Management Ltd will not be held responsible for any issue that may arise from the profile not being correct or accurate.
DP Events Management Ltd will not accept responsibility for loss of time, money or inconvenience caused as a result of the event being cancelled due to reasons beyond the company’s control. DP Events Management Ltd accepts no responsibility for interruption, cancellation and/or curtailment of travel arrangements. DP Events Management Ltd will not be held responsible for any damage caused to or loss of any items or property during the period of the event. Any such damages must be dealt with by the delegate and the other party involved. DP Events Management Ltd will not be held responsible for any injury or accident sustained by any delegate during the period of the event. DP Events Management Ltd will not be held responsible for any incidents that may arise as a result of consumption of excessive amounts of alcohol or drug consumption. If the event is cancelled by DP Events Management Ltd, full refunds will be made of any sums paid by delegates, but DP Events Management accepts no liability for any consequential loss to the delegate or the delegate’s employer/s. If the event date is re-scheduled, but not cancelled, your attendance will be transferred to the new date and no refunds will be given. DP Events Management Ltd will not be held responsible for the loss of any appointments, business time or networking time as a result of any delegate who arrives at the forum/venue late. All delegates must respect and work to the Hotel / Venues policies, rules and regulations and terms and conditions.
Any delegate with special dietary requirements must make DP Events Management aware of this at the time of booking. This includes providing us with a detailed brief of your specific allergies. Whilst DP Events Management Ltd and the venue can do all they can to accommodate requests, there will be surcharges incurred and these will be discussed and charged to the delegate. DP Events Management Ltd will not accept any responsibility for any incident that may arise (including medical conditions) at the forum.
These terms and conditions are governed by the law of England and Wales.DP Events Management Ltd is a limited company registered in England and Wales. Registered number: 5999870 Registered office: The Old Dairy Farm, Upper Stowe, Northamptonshire, NN74SH, United Kingdom
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