In-Person Delegate Ticket Registration Cancellation Policy

1. Scope of these Conference Delegate Terms and Conditions

a. These Conference Delegate Terms and Conditions govern your booking for the IFEAT 2022 Vancouver 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. A transfer, with no refund of the difference, to an Online Delegate Ticket will also be permitted. Please notify us of any transfer by email at: [email protected]
e. 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 (10th August 2022). Cancellation instructions which are received after this time will not be refunded, no matter what the circumstance including inability to obtain a visa.
f. 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.
g. IFEAT will have no obligation to refund any amounts paid in respect of non-attendance.
h. 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. Use of client information

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/

7. Delegate Code of Conduct

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.

All IFEAT Vancouver Conference Delegates (Members and Non-Members) must be registered to attend this Conference. IFEAT encourages all its IFEAT Vancouver Conference Delegates (Members and Non-Members) to ensure that all colleagues they meet with during the Conference are registered Delegates for this Conference.

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.

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

When making an in-person delegate registration booking for the Conference, delegates must agree to the following photo, video and audio copyright release.

IFEAT will engage an official photographer and videographer for the duration of the Conference. We would like to ensure that you and IFEAT have the necessary rights and protections with regard to copyright. IFEAT will hold the copyright of its photography, audio and video recordings and would like to have the option to continue to use these materials and to create an archive copy. This may include, but is not limited to, use on the IFEAT website, the creation of CD and/or DVD copies and in articles. By agreeing to this, you:

a. Give IFEAT your permission to capture your image in video, photographic or audio format during the Conference
b. 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
c. Understand that IFEAT may use the photo/video/audio recording on the IFEAT website and may also create a CD or DVD copy
d. Acknowledge that this copyright release is governed by UK law and is a legally binding agreement
e. 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.

Online Delegate Ticket Registration Cancellation Policy

1. Scope of these Conference Delegate Terms and Conditions

a. These Conference Delegate Terms and Conditions govern your booking for the IFEAT 2022 Vancouver 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 for the Conference 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.

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 two (2) weeks 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 full refund will be issued upon receiving your cancellation request ONLY if it is received no later than 30 days prior to the conference date taking place (8th September 2022). 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. Use of client information

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/

7. 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.

 

IFEAT

Registered Office:
c/o TC Group
Level 1, Devonshire House
One Mayfair Place
London, W1J 8AJ
United Kingdom
Telephone Number: +44 (0) 1707 245826
VAT Registration No. GB 524 7879 10