1. These Terms – Why you should read them.
1.1 Please read these terms carefully before you submit your response/acceptance to us as they will be legally binding upon you.
1.2 These terms tell you who we are, how we will provide the Event to you and what to do if there is a problem and other important information.
2. Information about us and how to contact us
2.1 Who we are. VF Media Limited (“VF Media”), a company registered in England with company number 09199621.
2.2 How to contact us. You can contact us by telephoning our customer service team on 01633 386003 or by writing to us at info@vfmedia.co.uk.
2.3 How we may contact you. If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us on this form.
3. Our Commitment to You
3.1 VF Media will arrange a topical themed and focused dinner event. VF Media will work with you so that you shall have ample preparation for all discussion points and tailor the content to be most valuable for you.
3.2 We will provide full agenda and timing details for the Event closer to the date of the Event.
3.3 VF Media may need to alter the Event schedule but subject to any event beyond VF Media’s control, it shall attempt to give you a minimum of 48 hours’ notice before the time and date of the Event.
4. Your Commitment to Us
4.1 By signing and returning this form, you agree to participate in our networking and dinner event, and you will make your best endeavours to attend the full duration of the Event.
4.2 Only pre-registered delegates may attend the Event unless agreed otherwise.
4.3 As a matter of importance, it is a material requirement that all delegates at the time of the Event are in the stated job role for the company specified as per the declaration below. If this is not the case, you must inform VF Media in advance, and may be excluded from attending.
4.4 VF Media might opt to have a film and camera crew at the event to take photos and video footage in order to capture the value of an Executive Roundtable. Photos and film footage will be used for marketing and promotional purposes post event so that other professionals understand why they should also attend an event organised by VF Media. By signing and returning this form you agree to being a part of the video footage and to be in photos and have no objections to VF Media using the materials for promotional and marketing purposes.
5. Cost
5.1 No costs will be incurred by you for attendance of this Event subject to the cancellation charge in clause 7 below. Please ensure that you can attend before returning this form otherwise, you will be liable for the charge set out below.
6. Food and Beverage
6.1 VF Media will provide food and beverage throughout the official dinner hours and receptions at the Event at no cost to you. Any additional costs incurred by the delegate will be his/her responsibility, such as accommodation and transportation fees.
7. Cancellation and Substitution
7.1 This is an intimate, prestigious, topical dinner event, and any empty seats may hinder the quality of discussions. As there will be no cost incurred by you for attendance of this Event, a cancellation fee of £500 will apply should you cancel and not provide a suitable replacement to take your place. This is because the venue will charge VF Media for your seat even if it is not filled and may be liable for a fee reduction to the sponsor of the event for a reduction in the number of attendees.
7.2 VF Media Limited must be informed of, and approve any replacement prior to the date and time of the Event. VF Media holds the right to reject any proposed replacement. Cancellation on your part must be provided to info@vfmedia.co.uk.
8. Data Protection
8.1 VF Media holds and processes any information that you provide to it in accordance with the provisions of the GDPR and Data Protection Act 2018. For specific details of how VF Media process and use your data, please see its privacy policy at https://vfmedia.co.uk/privacy-policy/.
8.2 Specifically in relation to the information on this form and by completing it and returning it, you accept that VF Media will:
8.2.1 Process your details for the purposes of providing the Event and contacting you regarding your attendance;
8.2.2 Passing any dietary requirements to the venue for the purposes of catering;
8.2.3 Providing your details to the Event sponsor who may contact you prior to the date of the Event with any marketing information and post the Event about their goods and/or services;
8.2.4 Retaining your details to contact you about any future events or for post-event follow up (feedback, reviews or to arrange one-to-one meetings)
9. Force Majeure
9.1 For the purposes of these terms and conditions, Force Majeure Event means an event beyond the reasonable control of VF Media including but not limited to:
9.1.1 strikes, lock-outs or other industrial disputes (whether involving the workforce of VF Media or any other party);
9.1.2 failure or interruption in electricity, water or other utility services or supplies;
9.1.3 failure or disruption of any transport network;
9.1.4 act of God, flood, snow, storm, earthquake or other natural disaster;
9.1.5 epidemic or pandemic;
9.1.6 Terrorist attack, civil war, war, riot, civil commotion or riots, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
9.1.7 vandalism or malicious damage to any of the Services or Event Venue;
9.1.8 nuclear, chemical or biological contamination or sonic boom;
9.1.9 any law or any action taken by a government or public authority, including without limitation imposing any quarantine, lockdown or restriction on gatherings, quota or prohibition, or failing to grant a necessary licence or consent;
9.1.10 collapse of buildings, fire, explosion or accident;
9.1.11 non-performance by suppliers or subcontractors (other than by companies in the same group as the party seeking to rely on this clause).
9.2 If VF Media are prevented, hindered or delayed in or from performing any of its obligations under these terms and conditions by a Force Majeure Event, we shall not be in breach of this Agreement or otherwise liable for any such failure or delay in the performance of such obligations.
10. General
10.1 This agreement shall be governed by and construed in accordance with the laws of England and Wales and you hereby submit to the exclusive jurisdiction of the courts of England and Wales.