Terms and Conditions

These terms and conditions apply to all visitor ticket bookings for conferences, congresses, events, exhibitions, forums, meetings, seminars, shows, summits and/or webinars (including virtual events) (hereinafter the " Event ") organized by a member of the CloserStill group (hereinafter the " Conditions ") and for the purposes of these Conditions:

(a) " CloserStill Group " means CloserStill Media Limited, registered number 05816917 and having its registered office at 3rd Floor, The Foundry, 77 Fulham Palace Rd, London W6 8JA and its subsidiaries and parent companies and the subsidiaries of each parent company, and a member of the CloserStill Group means any one of them; and 

(b) references in these terms to " CloserStill ", " we ", " us ", " our " shall mean the member of the CloserStill Group organising the relevant Event.

These Conditions, together with any other conditions communicated as part of the booking process, apply to all events organized by us in the UK and Europe. Please read the Conditions carefully before booking. 

1 About the Conditions

1.1 These Terms, and any other terms communicated as part of the booking process (including on the booking form and/or your ticket) as well as any other terms relating to your specific Event, govern the agreement between CloserStill and the person making the booking and/or participating in the Event (" you "). 

1.2 If you purchase tickets for an Event on behalf of other visitors (as part of a group or otherwise), those visitors will also be bound by the Terms and by booking their tickets for an Event, you agree to provide the Terms to those visitors and to ensure that they comply with these Terms. 

2 Booking and payment 

2.1 You may purchase and/or request tickets for an Event on our main website or the relevant Event website, by contacting us using the contact details on our main website or the relevant Event website or on the website of certain Events. If you purchase and/or request tickets for an Event on behalf of visitors, you may purchase and/or request tickets for an Event on our main website, the relevant Event website or by contacting us by telephone. 

2.2 Submitting a booking request for an Event does not guarantee your place at an Event. Your place will only be guaranteed when we send your booking confirmation by email to the email address you provided as part of the booking. 

2.3 Where a fee is charged for your ticket to the Event, such fee may be paid by credit or debit card on our website or by bank transfer. All invoices for participation in an Event must be paid within 14 days of the invoice date or, if earlier, prior to your attendance at the Event. 

2.4 Your ticket(s) for the Event(s) will be emailed to you no later than two weeks before the Event. If you have not received your ticket within this period, please contact us using the contact details on our website or the relevant Event website. You can also pick up your Event ticket at the registration desk at the venue, subject to production of your Event ticket code, which will be sent to you by e-mail. 

3 Cancellation by you 

3.1 Your ticket is non-refundable (including for Virtual Events) and if you decide that you are no longer able to attend the Event, you will not be reimbursed for any costs incurred in relation to that Event. 

4 Assignment or replacement of bills

4.1 You may not resell or transfer your ticket for an Event to another person, or allow another person to attend in place of the designated visitor, without our prior permission. 

4.2 If you are no longer able to attend an Event after purchasing a ticket for that Event, the reservation may be transferred to another visitor of your choice, subject to our prior approval and payment of an administrative fee. 

4.3 If the Event is to be held : 

(a) in person, you must inform us of any changes before the start time shown on your ticket for the Event; and 

(b) virtually, you must inform us of any changes before the start time shown on your ticket for the Event and you must not share your access to the Virtual Event with any other person without our prior permission. 

5 Reprogramming, replacement, cancellation and modification on our part 

5.1 We aim to organise Events as described, but reserve the right to reschedule, replace, cancel and/or modify any Event. 

5.2 We reserve the right to reschedule or replace Events for any reason at our discretion. Whenever possible, we will provide you with reasonable notice regarding the rescheduling or replacement of an Event, but it is ultimately your responsibility to verify whether an Event has been rescheduled or replaced. If we decide to reschedule or replace an Event, we reserve the right to assign your ticket to the rescheduled or replacement Event (including where this is the version of the Event to be held in a future year) and your ticket for the Event and associated fees will automatically apply to the rescheduled or replacement Event and you will not receive a refund. If we decide to reschedule or replace an Event, these Terms will apply to the rescheduled or replacement Event.

5.3 If we are unable to reschedule or replace an Event in accordance with clause 5.2, we will cancel the Event and take reasonable steps to notify you by email at least one month before the date of the Event. However, if we have to cancel the Event at short notice due to exceptional circumstances, we cannot guarantee that you will be informed of such cancellation prior to the date of the Event. It is your responsibility to check whether an Event has been cancelled prior to the date of the Event. We will automatically refund the full price of your tickets to the original reservation card, as well as any reservation fees you have incurred. Please allow 90 working days for your refund to be processed. We will not otherwise be liable to you for any expenses, losses or costs incurred by you in connection with the Event. 

5.4 We reserve the right, at our sole discretion, to change any aspect of an Event, including, but not limited to, the Event name, program, content, format, speakers, location and times on the scheduled day. Such changes do not entitle you to cancel your reservation or to a refund of any portion of your ticket reservation for the Event. 

6 Force majeure

6.1 We will not be liable to you for any loss or damage caused or suffered by you as a direct or indirect result of any breach by us of any of our obligations in connection with an Event to the extent that such breach is caused by events, circumstances or causes beyond our control. 

7 Event management

7.1 When participating in an Event, you must behave respectfully towards other visitors and Event staff and comply with :

(a) all applicable laws (including health and safety requirements) ; 

(b) any instructions given by CloserStill or the venue staff; and 

(c) the general terms and conditions of the location, website and/or platform concerned. 

7.2 You are responsible for your own safety while participating in an Event. Subject to clauses 13.1 and 13.2 of these Conditions, we will not be liable for any loss or damage suffered by you. You must also arrange your own insurance cover to attend the Event. 

7.3 To participate in certain Events, and where applicable, you may be required to provide proof of identity, proof of occupation, proof of membership of a professional body and/or membership number or your student card to receive your entry pass to the Event. 

7.4 If you take part in an Event, you must not : 

(a) photograph, film, record or broadcast any part of an Event without our prior authorization;

(b) engage in any canvassing, pursuit, solicitation, leafleting, demonstration, objectionable behavior or other disruptive or unauthorized activity while participating in an Event; 

(c) conduct any commercial or marketing activity while participating in an Event, unless you are registered with us as an exhibitor or sponsor for that particular Event, in which case you must act in accordance with our separate exhibitor and sponsor terms and conditions; 

(d) discredit the Event or CloserStill (including any member of the CloserStill Group);

(e) damage the image and/or reputation of the Event or CloserStill (including any member of the CloserStill Group); and

(f) do anything that could or is likely to endanger other visitors, Event staff or the general public.

7.5 By participating in an Event, you acknowledge and agree that we or persons authorized by us (acting on our behalf or otherwise) may photograph, film, record or live stream an Event and we reserve the right to use photographs, images, sound recordings and video images taken at the Event and screen captures, chat room content and other content from virtual social networks or similar environments made available by us or on our behalf in connection with the Event in the future or for other Events and in any marketing or media material, including in social networks, which may include, but is not limited to, your name, voice or image. 

7.6 Unless otherwise specified or agreed in advance with CloserStill, children under the age of 18 are not permitted to attend any of our Events. 

7.7 If you fail to comply with these Terms, we reserve the right to refuse you entry and/or withdraw you from an Event. 

8 Pandemics or epidemics 

8.1 You must not attend an Event in person if, at the time of the Event, you : 

(a) are experiencing or have experienced symptoms of Covid-19 (or any other infectious disease) (as published by the government of the country in which the Event is taking place or in the country in which you reside) within the last 14 days;

(b) come into contact with another person suffering from Covid-19 (or any other infectious disease) or showing symptoms of Covid-19 (or any other infectious disease); or

(c) have been asked to self-isolate or quarantine (for example, through the NHS or other testing and monitoring application approved in the country in which the Event is being held or in the country in which you reside). 

8.2 We reserve the right to impose conditions on access to our Events, where we consider that these are necessary to comply with government rules and guidelines relating to Covid-19 and any other infectious disease, pandemic or epidemic. To the extent permitted by the law applicable to the event, this may include the requirement to wear personal protective equipment such as masks or other face coverings (unless you are exempt). 

8.3 You must comply with all governmental and local rules and guidelines regarding Covid-19 and any other infectious disease, pandemic or epidemic at all times while participating in our Events. In particular, you must follow recommended hygiene measures and respect social distancing guidelines. We reserve the right to update the measures in effect at an Event without prior notice to you, and we also reserve the right to revoke any visitor who fails to comply with the rules, or if we deem it appropriate in the interests of the safety of other Event participants. 

9 Virtual events 

9.1 If you participate in a Virtual Event, you will receive membership information via the e-mail address you provided at least 48 hours before the start of the Event. Please check your junk mail and spam for membership details. If you have not received membership details 48 hours in advance, please contact us using the contact details on our website or the relevant Event website. 

9.2 For our Virtual Events, we endeavour to provide constant and uninterrupted access to the relevant site and content, but we cannot guarantee that it will be available throughout the duration of the Event. Nor are we responsible for any delay or failure to deliver Virtual Event content caused by third parties (such as stakeholders). 

9.3 It is your responsibility to ensure that you have sufficient equipment, software and network access to attend a Virtual Event. 

10 Intellectual property rights 

10.1 We retain all intellectual property rights relating to our Events, including any content relating to our Events. We may, at our sole discretion, grant third parties a license to use the content of an Event. 

10.2 You may use content relating to an Event solely for your own personal use and not for resale, distribution or commercial purposes. 

11 Data protection 

11.1 In order to facilitate your booking, we will be required to process your personal data, including your name and contact details. 

11.2 For more information on how we process your personal data, please see our privacy policy[here].

12 Sales communications

12.1 We will send you communications about our Events and other information that we consider relevant to you. This may also include communications on behalf of third parties (such as our exhibitors, sponsors and partners) about third party products, events and services similar to the Event you have attended where you have opted in to receive such information. You may opt-out of receiving these communications from us at any time by clicking on the unsubscribe link in our emails or by contacting us by email at dataprotection@closerstillmedia.com.

12.2 If you participate in an Event and your badge is scanned by sponsoring or exhibiting companies in the showroom, you agree that these companies may contact you about their products, events and services. You can opt out of receiving messages from these companies by clicking on the unsubscribe link in their e-mails or by contacting them directly. You can also contact them to ask them to delete your personal data. 

12.3 If you attend a session as part of an Event in person, and you agree to us scanning your event ticket or badge or if you register to attend a specific session via our Events app, you consent to us sharing your registration details with the session/theatre sponsors. If you attend a Virtual Event, you consent to us sharing your registration details with the session/theater sponsors of the sessions you attend. You may withdraw your consent at any time, by visiting the registration desks if you are attending an Event in person, or by contacting us at dataprotection@closerstillmedia.com. If you choose to withdraw your consent after attending an Event, your registration data may already have been shared with the session/venue sponsors and you will need to opt-out of receiving marketing material from them or request them to delete your personal data in accordance with clause 12.4 below. 

12.4 If we have shared your registration data with session / venue sponsors or other third parties, they may contact you about their products, events and services. You may opt out of receiving marketing material from them at any time by clicking on the unsubscribe link in their emails. You can also contact them to ask them to delete your personal data. 

13 Limitation of liability 

13.1 Except as expressly provided in these Terms and if permitted by law, all warranties, conditions and other terms implied by law or statute are excluded. 

13.2 Nothing in these Conditions excludes or limits our liability, including liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation and any matter for which it would be unlawful to exclude or limit liability. 

13.3 Subject to Articles 13.1 and 13.2, we are not liable for:

(a) loss of earnings ;

(b) loss of sales or business ; 

(c) loss of agreements or contracts ;

(d) loss of anticipated savings ;

(e) loss of use or corruption of data or software information;

(f) loss of or damage to goodwill; and 

(g) indirect or consequential damages. 

13.4 Subject to clauses 13.1 and 13.2, our maximum total liability (including any liability for any negligent act or omission) howsoever arising out of or in connection with the performance of our obligations under these Conditions shall be limited to the amount paid for the ticket to the Event. 

13.5 The views and materials produced by speakers at Events are their own and we do not recommend, endorse or promote the views, acts or omissions of any speakers or any other participants in our Events. Nor are we responsible for any information provided or distributed as part of an Event, nor does it constitute advice, nor should you rely on it. 

14 Miscellaneous provisions

14.1 In the event of any inconsistency between these Conditions and the terms and conditions set out on your ticket and/or booking form, these Conditions shall prevail, unless separate terms and conditions indicate that they prevail in whole or in part. 

14.2 These Terms constitute the entire agreement between CloserStill and yourself and supersede all previous agreements between CloserStill and yourself, whether written or oral, relating to their subject matter. 

14.3 We reserve the right to update these Terms from time to time to reflect changes in the law, to meet regulatory requirements or to reflect new industry guidelines and codes of practice and where possible will notify you of such changes. You are advised to review these Terms regularly to ensure that they have not changed. These Terms were last updated on June 8, 2023. 

14.4 If you have any questions about these Terms, our Events or any other matter, please contact us by email at info@closerstillmedia.com, by post at CloserStill Media, 3rd Floor, The Foundry, 77 Fulham Palace Rd, London W6 8JA and by telephone on +44(0)207 348 5250. 

15 Applicable law 

15.1 These Terms (including any non-contractual matter arising out of or in connection with these Terms) are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including any non-contractual dispute or claim) arising out of or in connection with these Terms. If you are a consumer and your habitual residence is in a country of the European Union, you are also entitled to the protection afforded by the mandatory regulations applicable in your country of residence and have the right to bring legal action in that country.