Conference Delegate Terms and Conditions

1. Definitions
In these Terms and Conditions:
The word 'DELEGATE' means the person, company, firm or other organization to whom a place at the Conference has been allocated by the Organiser and, in relation to any term or condition. The word 'Conference' means the Ground Handling International Conference. The word 'ORGANISER' means 'GROUND HANDLING INTERNATIONAL’ organised by MA Exhibitions Ltd. The word ‘EVENT’ refers to the GHI Conference.

2. Booking formsThe Organiser shall reserve the right to refuse any application. The booking form must list all firms being represented by the Delegate. By returning the booking form issued by the Organiser, the Organiser will send a Confirmation of Delegate place and a contract shall be made between the Organiser and the Delegate.

4. Admissions Policy
Admission is open to professional and business attendees and exhibitors who are involved in or have a direct connection or interest in the subject area of the event or associated industries or organisations. Visitors and exhibitors should be dressed in professional business attire. No one under the age of 18 will be able to attend the event without the prior written approval of the Organisers.

5. Delegate Badges
Delegate badges are unique to the individual and are not permitted to be shared with another colleague.

6. Charges
This delegate fee is as stated on the delegate booking form and invoice. The fee includes three days’ conference, conference guide, lunches, coffee breaks and One-to-One meetings (with meeting schedule pre-arranged with free room allocation by us). All networking events are included, namely the Welcome Party and an invitation to the Delegate Dinner.

7. Delegate information
By registering as a delegate you are agreeing to sharing your data (including name, job title, employer and personal photograph) with other attending delegates via our delegate personal page and conference archive. This is to facilitate networking, One-to-One Meetings and ensure you get the most out of the conference. All data will be collected and stored in accordance with the EU General Data Protection Regulation (GDPR).

8. Code of Conduct
All attendees, speakers, exhibitors, sponsors, and organisers at GHI Conferences are required to agree with the following code of conduct. Organisers will enforce this code throughout the event. We expect cooperation from all participants to help ensure a safe environment for everybody. The full code of conduct policy can be found on the event website.

9. Conference PhotographyThe organiser reserves all photographic rights for the conference and will appoint official photographers. The organiser reserves the right to use images in post conference reports and marketing both in GHI magazine and our social media channels.

10. Payment of Delegate Fee
The Delegate shall pay the total cost of the Delegate Fee allocated by the payment terms on the invoice issued by the Organiser. The Organiser shall have the right to refuse to permit the Delegate to attend the conference until all sums due to the Organiser from the Delegate have been paid. Payments must be made by bank transfer or by credit card. All the Organiser’s charges are exclusive of any applicable Value Added Tax, for which the Delegate shall be additionally liable.

11. Cancellation of Delegate Place
Notice of cancellation of the Delegate place must be given to the Organiser in writing at the address on the delegate booking form. Cancellation will incur the following charges:

More than 12 weeks prior to event:     10% of the delegate fee
6-12 weeks prior to event:                      50% of the delegate fee
Less than 6 weeks to the event:            100% of the delegate fee

Delegate replacement is acceptable and subject to these terms and conditions. Substitutions should be made prior to travel to the Conference with at least 24 hours notice of changes given to the Organiser in writing.

12. Obtaining a Visa
The Delegate/Exhibitor is responsible for obtaining any necessary visas to secure entry to the host country for the Event in advance of travel. Failure to obtain an entry visa is not an exemption to the Cancellation clauses set out in section 11. Obtaining a visa is not conditional to the booking fee/refund. It is an attendee’s responsibility to obtain a visa and doesn’t waive the cancellation terms. 

13. Conference Programme
The Company reserves the right to change the conference speakers in case of illness or other conditions beyond its control.

14. Bankruptcy or Liquidation 
In the event of the Delegate becoming bankrupt or (being a company) entering into liquidation other than for the purpose of reconstruction or amalgamation, or having a receiver, administrator, sequestrator or trustee appointed over any of its assets, or entering into any composition or compromise with its creditors, the Organiser shall be at liberty to terminate forthwith the contract with the delegate and all sums paid by the Delegate under the contract shall be forfeited.

15. CanvassingNo Delegate shall place signs or distribute promotional material in any area not designated for such purposes by the Organiser. Any such materials placed in non-designated areas shall be removed. No Delegate may conduct surveys or distribute print items, promotional samples or other materials unless agreed by the Organiser. Promotion of competitor events is strictly prohibited.

16. Private FunctionsOperation of separate rooms, areas or hotel suites for sales or entertainment purposes is strictly prohibited during the open hours of the Exhibition.Further, Exhibitor expressly agrees that it will not, nor will its employees or representatives, conduct official Exhibitor functions in hotel or private rooms during business hours of the Exhibition.

17. Damage to Buildings, Fixtures and FittingsShould any damage occur caused by the Delegate, the Delegate shall be liable for reparation charges incurred.

18. SecurityThe Organiser will provide a site security service during the period the Event permitting access to the Event but shall be under no liability for theft of or loss or damage to any property, equipment or materials brought to the event. For the purposes of security, badges will be supplied. Badges must be worn at all times by Delegates whilst within the venue.

19. Insurance
The Organiser do not accept responsibility for any theft, loss or damage from any cause whatsoever, in respect of any property brought to the Event. The delegate releases from and indemnifies the Organiser against any liabilities in respect of any loss or damage to the exhibits or any other property brought to the venue and the delegate shall effect insurance on a full 'All Risks' basis for a sum insured equivalent to the full value of all property brought to the Event. The delegate shall provide proof of adequate cover to meet the insurance requirements of the clauses concerning Postponement or Abandonment, and Failure to Vacate.

20. Postponement or Abandonment 
If the Event is postponed, cancelled or abandoned by reason of war, fire, storm, explosion, national emergency, labour dispute, strike, lock-out, civil disturbance, actual or threatened violence by any terrorist group, the non-availability, either wholly or partially, of the Event premises, communicable disease, or any other cause not within the control of the Organiser, the Organiser shall be under no liability to the Delegate for non-performance or delay in performance of its obligations under this contract or otherwise in respect of any actions, claims, losses (including consequential losses) costs or expenses whatsoever which may be brought against or suffered or incurred by the Delegate, as the result of the happening of any such events. The organiser is under no obligation to refund or transfer fees that have been paid. If, by re-arrangement or postponement of the period of the Event, or by substitution of other premises, or in any other reasonable manner, the Conference can be carried through, (save that in those circumstances the Organiser shall not be obliged to take any of such actions) the contracts shall be binding upon all parties, as to which any modification, substitution or rearrangements considered necessary by the Organiser shall be determined.

Governing Law. This contract shall be governed by and construed in accordance with English Law. Version 8, January 2023