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IFEAT 2024 BANGKOK Conference

Terms & Conditions

+ Delegate Ticket Registration Terms & Conditions

1. Scope of these Conference Delegate Terms and Conditions

a. These Conference Delegate Terms and Conditions govern your booking for the IFEAT 2024 Bangkok Conference.
b. The Conference is organised and managed by the International Federation of Essential Oils & Aroma Trades (IFEAT).
c. You may make a booking for yourself for the Conference and you may make bookings on behalf of others. Where you make bookings on behalf of other individuals you will ensure that each such individual is aware of, agrees to be bound by and complies with these Conference Delegate Terms and Conditions. You will be liable for the failure by any such other individual to comply with these Conference Delegate Terms and Conditions as if it had been your failure.
d. IFEAT is not responsible for accommodation bookings made directly with hotels for the Conference. Any cancellation policy should be checked with the hotel when a reservation is made, and claims should be made directly to the hotel.

2. Prices and Payment

a. Prices quoted are in USD ($).
b. Bookings must be made by credit card where possible.
c. Your booking for the Conference is subject to availability and to you making full payment. Full payment must be received before the start of the Conference. If payment has not been received Conference access will not be permitted.

3. Changes and Cancellations

a. Your delegate place is valid for you as the named attendee only.
b. If you wish to cancel your Delegate Ticket, your cancellation must be sent in writing to IFEAT via email to [email protected].
c. If you are unable to attend the Conference, we welcome substitute delegates from the same company, at no extra cost, provided that we have at least fourteen (14) days’ prior notice of the name of the proposed substitute and we have received payment in full. Please notify us of any substitutions by email at: [email protected]
d. Alternatively a 50% refund will be issued upon receiving your cancellation request ONLY if it is received no later than 60 days prior to the Conference date taking place (15 September 2024). Cancellation instructions which are received after this time will not be refunded, no matter what the circumstance including inability to obtain a visa.
e. It is recommended that the individual participant takes out insurance to cover the risk of not being able to participate because of sickness or for any other reason whatsoever.
f. IFEAT will have no obligation to refund any amounts paid in respect of non-attendance.
g. Should circumstances arise that could materially affect the hosting of the Conference, the organisers may cancel or postpone the Conference. In such event, neither the organisers (IFEAT) nor IFEAT Committee Members or representatives shall be liable for any loss, liability, damage or expense suffered or incurred by any person attending the IFEAT Conference. If IFEAT cancels or postpones an event, registrants will be offered a full refund. With regard to venue location or any other published particulars, organisers will have absolute discretion to change or amend these particulars and will provide notice at the time the changes are made. IFEAT will not be held liable for any compensation or resulting consequential loss incurred.

4. Conference Content: Ownership and Use

a. All rights in all presentations, documentation and materials published or otherwise made available as part of or compiled or created as a result of the Conference (including documentation packs or audio or audio-visual recording of the Conference) (“Content”) are owned by IFEAT or are included with the permission of the owner of the rights. You may not photograph, film, record, republish or broadcast any of the Content.
b. Nothing in these Conference Delegate Terms and Conditions permits you to, and you agree that you will not:

i. upload any Content into any shared system;
ii. include any Content in a database;
iii. include any Content in a website or on any intranet;
iv. transmit, re-circulate or otherwise make available any Content to anyone else;
v. make any commercial use of the Content whatsoever; or
vi. use Content in any way that might infringe third party rights or that may bring IFEAT or any of our affiliates into disrepute.

5. Content Disclaimers

a. You acknowledge that the Content does not necessarily reflect IFEAT’s views or opinions.
b. You should not rely on suggestions or advice contained in the Content in place of professional or other advice.
c. Whilst IFEAT takes reasonable care to ensure that Content which is created by us is accurate and complete, some Content is supplied by third parties, and we are unable to check its accuracy or completeness. You should verify the accuracy of any information (whether created by us or third parties) before relying on it.
d. The Content is provided on an ‘as is’ basis without any warranties of any kind, express or implied.
e. To the extent that any Content is made available by us online, we reserve the right to suspend or remove access to such Content at any time.
f. IFEAT excludes to the fullest extent permitted by law all liabilities costs, claims, damages, losses and expenses arising from any inaccuracy or omission in the Content or arising from any infringing, defamatory or otherwise unlawful material in the Content.

6. Data protection

a. By booking a delegate place at an IFEAT event, whether virtual or otherwise, you authorise IFEAT to share your information with sponsors and other delegates at the same event. These organisations are acting as data controllers in their own right and you should refer to their own privacy policies if you have any questions or concerns over their use of such information. IFEAT is not responsible for and shall not be liable in any way in respect of, such third parties’ use of personal data.
b. For more information about how IFEAT stores and uses your information please visit the IFEAT website to read the Privacy Policy: https://ifeat.org/privacy-policy/
c. General: IFEAT agrees that it will take appropriate technical and organisational measures against the accidental, unlawful, or unauthorised processing, destruction, loss, damage or disclosure of personal data received or used in fulfilling its obligations under these terms and conditions. In these terms and conditions personal data is as defined by all laws and regulations (as updated, amended, or replaced from time to time) applicable to such data.
d. Communications: We will use email addresses provided to us to send delegates important Conference information, including but not limited to, speaker announcements, programme updates and invitations to special Conference events, that we believe will enhance their Conference experience. All delegates will have the option to opt out of communications.
e. IFEAT delegate listing: To further enable networking among delegates at the Conference, we will share your name, job title, company name, and country or city with other delegates, exhibitors, and sponsors via our secure networking service – the official IFEAT Conference mobile application (“Whova App”).
f. You are in control: Delegates’ email address and telephone numbers will not be made public through the delegate listing or otherwise. If a delegate chooses to message another delegate, the message will be sent from the delegate’s profile. If a delegate chooses to reply, further communication will continue through the delegates’ chat function. All delegates can opt out of networking on the Whova App: (a) during the registration process; (b) by emailing [email protected] or (c) by logging into the Whova App and opting out through the app settings, once the app has gone live. If a delegate opts out, this will disable contact from other delegates and deny access to the delegate listing. Their delegate Information will no longer be visible on the delegate listing. After the Conference, the delegate listing will be discontinued, and all Delegate Information will be removed from the Whova App.
g. Reservation of rights: IFEAT reserves the right to deny access and remove any delegates from the delegate listing for inappropriate use. You agree to use the delegate listing respectfully and solely to network, exchange ideas and contact details where appropriate.

7. Delegate Code of Conduct

a. Delegates must agree not to undertake activities that could reflect badly on IFEAT e.g. non-payment of individual expenses accrued with the tour agent or hotels, smoking in non-smoking hotel rooms, drunk and/or disorderly behaviour in a public place. This type of activity will not be tolerated, and the consequences thereof are the sole responsibility of the offender. Any such behaviour may result in refusal to attend future IFEAT events.
b. All IFEAT Bangkok Conference Delegates (Members and Non-Members) must be registered to attend this Conference. IFEAT encourages all its IFEAT Berlin Conference Delegates (Members and Non-Members) to ensure that all colleagues they meet with during the Conference are registered Delegates for this Conference.
c. Members or Non-Members attending the Conference must identify themselves as registered Delegates by wearing their official IFEAT Conference badge, showing their photo and company name at all times. Delegate badges issued for use at the Conference are valid for the named attendee only and cannot be transferred. You may be asked for photographic ID during the Conference. If you are unable to provide identification which matches your delegate badge you may be asked to leave the Conference.
d. We encourage all Delegates to approach IFEAT Staff to make sure they have their badges.

8. Photo, Video and Audio Copyright Release for Conference Delegates

a. When making a delegate registration booking for the Conference, delegates must agree to the following photo, video and audio copyright release.
b. IFEAT will engage an official photographer and videographer for the duration of the Conference. By agreeing to this, you:

i. Give IFEAT your permission to capture your image in video, photographic or audio format during the Conference
ii. Acknowledge that IFEAT, in capturing your image and/or voice will become the copyright owner of the video/audio recording and that you assign all your rights, title and interests in and to the photo/video/audio recording to IFEAT
iii. Understand that IFEAT may use the photo/video/audio recording on the IFEAT website and may also create a CD or DVD copy
iv. Acknowledge that this copyright release is governed by UK law and is a legally binding agreement
v. Confirm that you have authority to enter into this agreement and that you will be bound by the terms of this agreement

9. IFEAT Liability
IFEAT shall not be liable for any personal injury, loss, damage or injury however caused or arising (not due to IFEAT’s negligence) from a defect in, failure in, or unsuitability for any purpose of any aspect of the IFEAT Annual Conference, or other events arranged and/or hosted by IFEAT or by its agents, suppliers or contractors, and IFEAT shall not in any event be liable for any direct, indirect or consequential loss such as loss of profit whatsoever and howsoever caused. IFEAT does not exclude or limit in any way its liability to you where it would be unlawful to do so.

+ Meeting Room Terms & Conditions
  1. DEFINITIONS: In these standard Terms and Conditions the words ‘Meeting Room Booker’ means any company, organisation or person who has applied for a meeting room, or their agent, contractor or employee. The ‘organiser’ refers to IFEAT.
  2. BOOKINGS & PAYMENT: Meeting Room Bookers must complete and submit the booking form. An invoice will be issued on receipt of the booking form with 14 days payment terms. Bookings will be held provisionally for 14 days; however, no application will be considered valid until full payment is received by the Organiser. Where the invoice amount is not paid within the prescribed time, Meeting Rooms may be reallocated and any loss incurred by the Organiser by such non-payment may be claimed from the defaulting Meeting Room Booker. The Organiser reserves the right to refuse any bookings at any time, without stating a reason. A booking is only confirmed when accepted by the Organiser in writing.
  3. CANCELLATION: All cancellations must be sent in writing to IFEAT via email to [email protected]. Cancellations made within 90 days of the event will be liable to a 50% cancellation fee. Cancellations made less than 90 days before the event will be liable for a 100%, full payment fee of the total invoice amount for the original booking. IFEAT will have no obligation to refund any amounts paid in respect of non-attendance.
  4. CHANGES, POSTPONEMENT OR ABANDONMENT: Should circumstances arise that could materially affect the hosting of the Conference, the organisers may cancel or postpone the Conference. In such event, neither the organisers (IFEAT) nor IFEAT Committee Members or representatives shall be liable for any loss, liability, damage or expense suffered or incurred by any person or company attending the IFEAT Conference in any format. If IFEAT cancels or postpones an event due to circumstances beyond their control, Meeting Room Bookers will be offered a full refund. With regard to venue location, meeting room allocation, exhibition floorplan, conference programme or any other published particulars, organisers will have absolute discretion to change or amend these particulars and will provide notice at the time the changes are made. IFEAT will not be held liable for any compensation or resulting consequential loss incurred.
  5. LIMITATION OF LIABILITY: Our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of or in connection with this Agreement or otherwise in connection with the Event, shall be limited to the Meeting Room Booker Fee paid by you.
  6. DELEGATE NUMBERS: Whilst the organiser will make every effort to secure a high level of attendance of delegates, there can be no guarantee of delegate numbers and no discounts or refunds are available if delegate numbers do not reach the projected or expected levels.
  7. YOUR OBLIGATIONS: You shall, upon receiving from IFEAT written confirmation of your meeting room allocation, supply us with examples of the meeting room companies logo/trademark in a suitable format. Prior to distribution, you shall provide us with copies of any promotional materials that carry the IFEAT logo/Event Mark for approval.
  8. OUR OBLIGATIONS:  We shall provide the Meeting Room Booker Benefits and organise the Event using reasonable skill and care and will consult with the Meeting Room Booker Representative (as set out on the Booking form) on use of the meeting room companies logo/trademark where we deem it appropriate to do so. 
  9. GRANT OF RIGHTS: We grant to you, the Meeting Room Booker, a non-transferable, non-exclusive licence to use the IFEAT logos and Event Marks provided to you solely to promote your participation at the Event during the Term of this Agreement.  
    1. You grant to us a worldwide, non-exclusive, licence to use your logos and trademarks provided to us during the Term of the Agreement to promote and exploit the Event and for a period of 12 months following the Event in any report produced about the Event. In the event that you change the Meeting Room Booker companies logo/Trademark at any time during the Term, you agree that we shall not be obliged to make any changes to materials that include them (including, but not limited to, reprinting promotional literature or publicity materials).
    2. If for any reason, we are unable to deliver any of the Meeting Room Booker Benefits, we will inform you as soon as reasonably practicable. We may substitute alternative benefits in respect of the same Event to an equivalent value of the relevant Meeting Room Bookers Benefits without any liability to you.
  10. INTELLECTUAL PROPERTY RIGHTS: The parties acknowledge all intellectual property rights (including, but not limited to, copyright, trademarks and design rights) in the Meeting Room Bookers Marks shall be solely and exclusively owned by the Meeting Room Booker, and all intellectual property rights (including, but not limited to, copyright, trademarks and design rights) in the Event Marks shall be solely and exclusively owned by IFEAT.
  11. MEETING ROOM PARAMETERS, PROMOTION AND SUBLETTING/SHARING OF MEETING ROOMS:  Meeting room bookings do not include delegate tickets and so at least one full delegate ticket must be booked separately in the Meeting Room Booker’s company name. Meeting Room Bookers are not permitted to erect or distribute any promotional material outside of the parameter of their meeting room. Prior to distribution or arrival you shall provide IFEAT with copies of any literature that carries the IFEAT logo/Event Mark for approval. The Meeting Room Booker shall neither share with, nor part with possession of, the whole or any part of the booth allocated to it, to another organisation, company or person without the written consent of the organiser. Only one company logo per meeting room can be provided to IFEAT for promotional purposes. 
  12. SAFEGUARD OF FITTINGS AND FACILITIES: The Meeting Room Booker may not interfere with the meeting room infrastructure in any way whatsoever, including posting on, tacking, nailing, screwing, or otherwise attaching to the columns, walls, floors, or other parts of the Conference Venue and any damage caused by their acts of negligence shall require them to indemnify and/or recompense the organiser and its contractors against any claim arising from such damage. Nothing shall be without permission from the proper building authority. Distribution of promotional gummed stickers or labels is strictly prohibited. Fluids, caustic or staining, must not be used where they may damage floor coverings. 
  13. ACCESS: Access to your allocated meeting room is 08:00 – 17:00 Monday 9th October to Thursday 12th October, ALL meeting rooms MUST be vacated by 17:00 Thursday 12th October.  All meeting rooms will receive a light clean at 12pm every day to remove used crockery and rubbish. A full clean, including bathrooms, will be done from 17:00 every day, during both times the room must be vacated. Meeting hosts in converted bedrooms can use the “DO NOT DISTURB” sign if they wish to decline the cleaning service during these designated times. 
  14. SERVICE PROVIDER: Unless otherwise agreed in writing, the official IFEAT contractor shall be responsible for the provision of all ancillary services such as catering and additional furniture. Arrangements for these services and payments are to be made between Meeting Room Bookers and official Contractors. The organiser assumes no responsibility or liability for any of the services performed or materials delivered by the foregoing persons, parties and organisations. 
  15. INSURANCE: To the fullest extent permitted by the applicable law, The organiser excludes: All liability for loss, injury or damage to persons or property at the Conference. Meeting Room Bookers shall ensure they have insurance cover concerning insurance of belongings, postponement or abandonment, and failure to vacate, as well as full public liability and employee liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity of not less than five million pounds sterling (£5,000,000) or its equivalent, and the organiser shall be entitled to inspect such insurance policies upon request. Nothing in these Terms shall exclude or restrict either party’s liability for death or personal injury resulting from the negligence of that party or its employees while acting in the course of their employment.
  16. USE OF CLIENT INFORMATION: By booking a meeting room at an IFEAT event, whether virtual or otherwise, you authorise IFEAT to share your information with delegates and other attendees at the same event. These organisations are acting as data controllers in their own right and you should refer to their own privacy policies if you have any questions or concerns over their use of such information. IFEAT is not responsible for and shall not be liable in any way in respect of, such third parties’ use of personal data. For more information about how IFEAT stores and uses your information please visit the IFEAT website to read the Privacy Policy: https://ifeat.org/privacy-policy/
  17. AGREEMENT: These standard Terms and Conditions, together with the booking form, sales material, letter of confirmation and any subsequent agreed variations in writing and signed by the organiser shall represent the entire Agreement between the organiser and the Meeting Room Booker and shall supersede any previous agreements or representations whether written or oral.
+ Advertising Package Terms & Conditions
  1. DEFINITIONS: In these standard Terms and Conditions the words ‘Advertiser’ means any company, organisation or person who has applied for advertising, or their agent, contractor or employee. The ‘organiser’ refers to IFEAT.
  2. BOOKINGS & PAYMENT: Advertisers must complete and submit the booking form. An invoice will be issued on receipt of the booking form with 14 days payment terms. Bookings will be held provisionally for 14 days; however, no application will be considered valid until full payment is received by the Organiser. Where the invoice amount is not paid within the prescribed time, advertising packages may be reallocated and any loss incurred by the Organiser by such non-payment may be claimed from the defaulting Advertiser. The Organiser reserves the right to refuse any bookings at any time, without stating a reason. A booking is only confirmed when accepted by the Organiser in writing.
  3. CANCELLATION: All cancellations must be sent in writing to IFEAT via email to [email protected]. Cancellations made within 90 days of the event will be liable to a 50% cancellation fee. Cancellations made less than 90 days before the event will be liable for a 100%, full payment fee of the total invoice amount for the original booking. IFEAT will have no obligation to refund any amounts paid in respect of not receiving artwork in time.
  4. CHANGES, POSTPONEMENT OR ABANDONMENT: Should circumstances arise that could materially affect the hosting of the Conference, the organisers may cancel or postpone the Conference. In such event, neither the organisers (IFEAT) nor IFEAT Committee Members or representatives shall be liable for any loss, liability, damage or expense suffered or incurred by any person or company attending/supporting the IFEAT Conference in any format. If IFEAT cancels or postpones an event due to circumstances beyond their control, advertisers will be offered a full refund. With regard to venue location, exhibition floorplan, conference programme, printed materials or any other published particulars, organisers will have absolute discretion to change or amend these particulars and will provide notice at the time the changes are made. IFEAT will not be held liable for any compensation or resulting consequential loss incurred.
  5. LIMITATION OF LIABILITY: Our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of or in connection with this Agreement or otherwise in connection with the Event, shall be limited to the Advertiser Fee paid by you.
  6. DELEGATE NUMBERS: Whilst the organiser will make every effort to secure a high level of attendance of delegates, there can be no guarantee of delegate numbers and no discounts or refunds are available if delegate numbers do not reach the projected or expected levels.
  7. YOUR OBLIGATIONS: You shall, upon receiving from IFEAT written confirmation of your advert, supply us with the necessary artwork by the deadline provided.
  8. OUR OBLIGATIONS: We shall provide the Advertiser Benefits and organise the Event using reasonable skill and care and will consult with the Advertiser Representative (as set out on the Booking form) on use of the Advert where we deem it appropriate to do so.
  9. TERM OF AGREEMENT: Upon expiry or termination of this Agreement, the parties agree that our obligations to provide any further Advertiser Benefits shall cease; any licenses granted pursuant to this Agreement shall immediately cease.
  10. SHARING OF PACKAGES: The Advertiser shall neither share with, nor part with possession of, the whole or any part of the advertising package allocated to it, to another organisation, company or person without the written consent of the organiser.
  11. INSURANCE: Advertisers shall ensure they have insurance cover concerning postponement or abandonment.
  12. USE OF CLIENT INFORMATION: By booking advertising at an IFEAT event, whether virtual or otherwise, you authorise IFEAT to share your information with delegates and other attendees at the same event. These organisations are acting as data controllers in their own right and you should refer to their own privacy policies if you have any questions or concerns over their use of such information. IFEAT is not responsible for and shall not be liable in any way in respect of, such third parties’ use of personal data. For more information about how IFEAT stores and uses your information please visit the IFEAT website to read the Privacy Policy: https://ifeat.org/privacy-policy/
  13. AGREEMENT: These standard Terms and Conditions, together with the booking form, sales material, letter of confirmation and any subsequent agreed variations in writing and signed by the organiser shall represent the entire Agreement between the organiser and the Advertiser and shall supersede any previous agreements or representations whether written or oral.

 

IFEAT

Registered Office:
6th Floor, King’s House
9-10 Haymarket
London SW1Y 4BP
United Kingdom
Telephone Number: +44 (0) 1707 245826
VAT Registration No. GB 524 7879 10

 

 

 

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