CIMSPA Conference Terms and Conditions

CIMSPA Conference 2027 Terms and Conditions

These terms and conditions apply to the registration and purchase of tickets for the conference set out in the Booking Form hosted by CIMSPA. Please read these terms and conditions carefully before you purchase any tickets.

1. Your Agreement With Us

1.1 The definitions set out in Appendix 1 will apply to these Terms.

1.2 Who we are: The Chartered Institute for the Management of Sport and Physical Activity (CIMSPA) is a registered charity (number 1144545) and is incorporated by Royal Charter (England/Wales), with company number RC000849. CIMSPA’s registered company address is: 3 Oakwood Drive, SportPark, Loughborough University, Loughborough, LE11 3QF.

1.3 These Terms apply to the purchase of Tickets for the Conference and by submitting a Booking Form, you agree to be bound by these Terms. No other terms will apply. To book Tickets, the Booking Form must be completed in full and contain all information we require, including the Delegate Data.

1.4 The Booking is only confirmed once the Total Fee has been paid and a confirmation is emailed to you. Please see clause 4 for details of how to pay.

1.5 We process all Bookings on a first-come, first-served basis depending on the date and time in which Booking requests are made. We therefore cannot guarantee that your Booking will be accepted. We also reserve the right to accept or refuse your Booking at our sole discretion.

1.6 Any advertising we produce and any illustrations contained in our brochures for the Conference are produced for the sole purpose of giving a general overview of the nature of the Conference. The actual Conference may differ in some ways to what is advertised.

2. Our Obligations To You

2.1 We will:

(a) organise the Conference with reasonable skill and care, to a high standard, and to the best of our ability;

(b) provide Delegates with the Delegate Material;

(c) ensure that Delegates benefit from all features of the Conference as set out in the Delegate Pack;

(d) provide Delegates access to the Venue to attend the Conference; and

(e) provide the Catering Services and, as far as reasonably practicable, cater to specific dietary requests made in accordance with clause 3.3, although this cannot be guaranteed.

3. Your Obligations

3.1 You are responsible for the actions of the Delegate(s) attending the Conference.

3.2 Delegates attending the Conference must:

(a) comply with any Conference specific obligations which will be set out in the Delegate Material;

(b) comply with any health and safety obligations or policies issued by the Venue and CIMSPA;

(c) comply with these Terms at all times; and

(d) not provoke, disrupt or make derogatory remarks to the speakers, fellow delegates,  representatives of the exhibitors, CIMSPA staff members and employees of the Venue.

3.3 If a Delegate has any food allergies, intolerances or other dietary preferences, this must be clearly indicated on the Booking Form so we can make the necessary arrangements with the Catering Services provider. Although we will take all reasonable steps necessary to ensure that any food consumed during the Conference is suitable, our liability to you is limited in this regard. Please see section 8.5 for further details.

4. Charges and payment

4.1 If you are an organisation:

(a) For individual or group booking of tickets to be paid via BACS: you may request an individual invoice or group booking invoice by contacting CIMSPA. Once all the relevant information has been provided, CIMSPA will issue the invoice with its individual payment terms.

For invoice payments:

• Invoices must be paid at least 30 days before the event.
• Invoices issued within 30 days of the event must be settled immediately.

(b) your Booking is not guaranteed until we are in receipt of the Total Fee.

4.2 Individual Ticket Fees will be as advertised on the Website and will depend on whether you are member or partner of CIMSPA. Payment for your selected tickets must be carried out before the booking is completed.

4.3 Any UK value added tax (VAT) and admin fees payable will be confirmed on the online pay portal and the invoice.

4.4 We can charge interest if you pay late. If you do not make any payment to us by the due date, we may charge interest to you on the overdue amount at the rate of 4% above the base lending rate of the Bank of England from time to time. This interest will be applied on a daily basis from the due date until the date of actual payment of the overdue amount and before or after any court order we may obtain to confirm the overdue amount and order you to pay us. You must pay us interest together with any overdue amount.

5. Cancellation By You

5.1 If you wish to cancel either a Ticket, or Tickets, ahead of the Conference, you must notify us in writing by email to conference@cimspa.co.uk.

5.2 On receiving a cancellation request, we will then refund you a percentage of each Ticket that has been cancelled, as follows:

(a) if you cancel within 14 working days from the date of the original booking, the face value of each Ticket will be refunded less the Admin Fees (5% of the cost of the ticket);

(b) if you cancel after 14 working days of the original booking and more than 8 weeks before the Conference Start Date, 50% of the face value of each Ticket will be refunded; and

(c) All refund requests will be processed within 10 working days from the date of the written refund request received by CIMSPA. The refund will be made to the original method of payment. No amendments will be accepted to the method of payment.

5.3 If you cancel within 8 weeks of the Conference Start Date, no refunds will be given.

6. Cancellation By Us

6.1 We may reject your Booking, or, if a Booking has already been accepted, cancel it before the Conference takes place, if you do not, within a reasonable time of us asking for it, provide us with information that is necessary for us to provide you with the Tickets, for example, the Delegate Data.

6.2 Purchased tickets cannot be resold, but they can be passed on to another person. The attendee who wishes to pass on his/her/their ticket must let CIMSPA know in writing of their intention and CIMSPA will have the final say in this decision.

6.3 We may also cancel your Booking and remove Delegates at any stage during the Conference without any refund if they:

(a) act in any way which, in our reasonable opinion, is likely to affect the enjoyment of the Conference by other delegates. This includes, without limitation, being under the influence of alcohol or drugs, and using threatening, foul, or abusive language; or

(b) are, in our reasonable opinion, in breach of clause 7 (Intellectual Property Rights).

6.4 We may also cancel your Booking or reschedule the Conference, if we are unable to host the Conference on the Conference Dates as planned, however we will provide as much notice as reasonably possible. This includes, but is not limited to:

(a) events outside our control, such as: acts of God, war, fire or severe disturbances affecting us, the Venue, or our suppliers;

(b) restrictions on events imposed a result of public health emergencies; and

(c) insufficient Tickets having been sold for the Conference.

6.5 If we are required to reschedule the Conference, Tickets will be automatically transferred and will be valid on the rescheduled date, if the Conference goes ahead in the same format as initially planned. For Delegates who cannot make the rescheduled date, a refund for each Ticket will be provided to the original payment method. Allow for 10 working days for the refund to occur.

6.6 If we cancel the Booking and do not reschedule the Conference, a refund for each Ticket will be provided to the original payment method. Allow for 10 working days for the refund to occur.

7. Intellectual Property Rights

7.1 All Intellectual Property Rights contained in any materials provided by us during or in connection to the Conference in any form or media, including presentations, brochures, slides, maps, diagrams, designs, pictures, computer programs, data, specifications and reports (CIMSPA Materials) are owned by us.

7.2 You may use, and will ensure that the Delegates use, the CIMSPA Materials only in connection with their attendance at the Conference and for your and their own private use following the Conference.

7.3 If you are a Delegate, you may use the CIMSPA Materials only in connection with your attendance at the Conference and for your own private use following the Conference.

7.4 You must not supply the CIMSPA Materials to any third party or use them to provide a service to any third party.

7.5 If we have reason to believe that you, or the Delegates, infringe any of the Intellectual Property Rights contained in the CIMSPA Materials, we have the right to:

(a) take action to stop the infringing activity, which result in legal proceedings being brought against you or the relevant Delegates; and/or

(b) cancel your Booking (please see clause 6.2 for further information).

7.6 If you wish to use the CIMSPA logo, or any other logos which are affiliated with CIMSPA you must have permission to do so.

8. Our Responsibility For Loss Or Damage Suffered By You

8.1 If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of us breaking this contract, or if we fail to use reasonable care and skill in organising and hosting the Conference. However, we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time we confirm your Booking, both we and you knew it might happen.

8.2 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for:

(a) death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; and

(b) for fraud or fraudulent misrepresentation.

8.3 We are not liable for the following:

(a) Business losses: although the Conference does provide networking opportunities, which may help you in a business capacity, this is entirely incidental to the primary focus of the Conference. As such, we will have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity as a result of your attendance at the Conference;

(b) loss, damage, or theft to Delegates’ personal property (unless this results from our negligence); and

(c) save for the Ticket Fee (which will be refunded in accordance with clause 6.4 or clause 6.5), any losses incurred due to cancellation of the Conference for the reasons specified in clause 6.4 including, but not limited to: travel costs and accommodation costs,

8.4 It is the Delegates’ responsibility to arrange suitable insurance cover in connection with their attendance at the Conference.

Food safety

8.5 While CIMSPA will take every effort to ensure that food intolerances are catered for the individual declaring, the attendee bears sole responsibility to check with the caterer/catering staff on the day of the event about their special dietary requirements.

8.6 CIMSPA cannot guarantee an allergen free event.

9. Recording

9.1 During the Conference, we may take photographs, video recordings, audio recordings, or livestream recordings (“Recordings”).

9.2 By making a Booking, you confirm that the Delegates grant us permission to take such Recordings.

9.3 Any Recordings taken will be used solely for the following purposes:

(a) for our internal purposes;

(b) for advertising and promotional materials for the Website and for future conferences;

(c) for distribution to attendees.

9.4 If a Delegate does not wish to have Recording taken of them, they must let us know on arrival to the Conference.

9.5 Any Recordings will be processed strictly in accordance with our Data Protection Notice.

9.6 If you are making a Booking on behalf of Delegates, it is your responsibility to inform them of this section.

10. Data Protection

10.1 Each party must comply with its obligations under Data Protection Laws in respect of all Personal Data processed under this agreement.

10.2 By making a Booking on behalf of Delegates, you confirm that you have, and will maintain throughout the term of this agreement, all appropriate consents, permissions, authorisations, processing grounds, lawful bases and licences to use the Delegate Data, including ensuring the provision of appropriate privacy notices to such Delegates, covering the processing of the Delegate Data by us for the purpose of the Booking.

10.3 By providing us with the Delegate Data on the Booking Form, Delegates allow us to process their Personal Data in accordance with our Data Protection Notice, and as necessary to do so in connection with the Conference. This may include, but is not limited to:

(a) processing the Booking and issuing Tickets;

(b) communicating key information and updates about the Conference to Delegates prior to the Conference;

(c) confirming attendance of Delegates at the Conference;

(d) taking Recordings of the Conference, in accordance with clause 9;

(e) inserting the Delegates’ names and organisations in a delegate list, which will be circulated to all other attendees of the Conference (“Delegate List”);

(f) contacting Delegates following the Conference to provide them with information about future conferences or events we may host; and

(g) contacting our catering supplier(s) in the event that a Delegate has any food allergies, intolerances or other dietary preferences.

10.4 If a Delegate does not wish to be included on the Delegate List or contacted following the Conference, you should CIMSPA know by contacting CIMSPA at conference@cimspa.co.uk.

10.5 We will only provide Delegate Data to third parties where Data Protection Laws either requires or allows us to do so.

10.6 We will notify you without undue delay if we become aware of a breach of our obligations around Personal Data.

Appendix 1 – DEFINITIONS