BASES Conference
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Welcome

Prof John Saxton FBASES (Chair of the Scientific Programme Committee)


john_saxton_photo_april_2017

"I am delighted to welcome you to BASES Conference 2018.

 We aim to provide 2 days of world-leading content across sport and exercise sciences and psychology. Whether you wish to present your own research or listen to others, I hope you will join us for what promises to be an outstanding event."

Early bird deleagate prices 

Available until Friday 14 September 2018

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Conference terms and conditions

Delegates

1.Introduction

1.The conference is organised and managed by KC Jones conference&events Ltd (KC Jones), a company registered in England and Wales with registration number 5028002 and registered office at 3 St George’s House, Vernon Gate, Derby, DE1 1UQ, on behalf of The British Association of Sport and Exercise Sciences (BASES).

2.References to “us” means KC Jones on behalf of BASES and references to “we” and “our” shall be construed accordingly. Reference to “you” means the entity completing a booking request and references to “your” shall be construed accordingly.

3.All applications to register for the conference are made subject to these Terms & Conditions (which shall apply to the exclusion of any terms imposed by you).

4.You acknowledge and accept that we have the right to publicly announce our business relationship with you which shall include but not be limited to announcements on social media. Such announcements shall not be disparaging or otherwise adverse to your business.

2.Bookings

1.All applications to register for the conference are subject to availability and you making full payment.

2.Confirmation (or rejection) of your booking will be sent to you by email within 24hrs (working days only) of your registration.

3.Delegate passes issued for use at the conference are valid for named attendee only and, subject to clause 4.2 below, cannot be transferred. You may be asked for photographic ID during the conference. If you are unable to provide identification which matches your delegate pass you may be asked to leave the conference.

3.Prices and payment

1.Our prices for attending the conference are set out on the relevant registration booking form or the relevant purchase order form or can otherwise be obtained from us upon request or from our website. Prices are subject to change at our own discretion.

2.Individual booking should be made over the website. Payment will be taken at the time of booking. Your reservation is not confirmed until relevant cleared funds are received.

3.When your booking has been confirmed an invoice will be sent to you within 24 hours (working days only) setting out the relevant payment instructions and terms. Payment is due immediately on receipt of this invoice (unless other stated). Your reservation is not confirmed until relevant cleared funds are received.

4.If you apply to register for the conference less than three weeks before the date of the conference we will only accept payment by a credit card, unless we expressly agree otherwise in writing. If for any reason we have not received payment in full by the date of the conference you (or the attending delegate) will be asked as a condition of being allowed to attend the conference to provide payment by credit card on the day of the conference. We reserve the right to cancel your booking at any time if payment is not made.

5.You acknowledge and accept that if payment is not made in accordance with this Clause 3, interest on the overdue balances (including any period after the date of any judgment or decree against the Customer), and late payment fees, fall due and payable and are calculated upon the basis set out in the Late Payment of Commercial Debts (Interest) Act 1998 (as amended).

6.You, as a conference delegate or party making a booking on behalf of a delegate(s) are responsible for ensuring eligibility for any discount. If a delegate has claimed a discount which they are ineligible for they must pay the difference on registration at the rate applicable at that time or be refused admittance to the conference or part thereof. There will be no refund in this circumstance.

7.We reserve the right to amend delegate fees subject to hotel bedroom availability at any time.

8.We do not store credit card details nor do we share customer details with any third parties.

4.Changes to the conference and cancellations

1.It may be necessary for reasons beyond our reasonable control to alter the advertised content, timing and/or location of the conference or the advertised speakers. We reserve the right to do this at any time. Where we alter the time and/or location of the conference, we will provide you with notice of the same and will offer you the choice of either a credit for a future event of your choice (up to the value of sums paid by you in respect of the conference) or the opportunity to attend the conference as varied.

2.If you are unable to attend the conference we welcome substitute delegates attending in your place at no extra cost provided that we have received payment in full. Please notify us of any substitutions by email at: bases@kc-jones.co.uk

3.No refunds will be given in respect of any cancellations or non-attendance.

4.We shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses) if we are required to cancel or relocate the conference as a result of an event outside our control (including, without limitation, to acts of God, floods, lightning, storm, fire, explosion, war, military operations, acts of terrorism or threats of any such acts, any strike action, lock-outs or other industrial action and a pandemic, epidemic or other widespread illness).

5.Content

1.All rights in all presentations, documentation and materials published or otherwise made available as part of the conference (including but not limited to any documentation packs or audio or audio-visual recording of the conference) (“Content”) are owned by us or are included with the permission of the owner of the rights. No (i) photography, filming or recording; or (ii) republication, broadcast or other dissemination of the Content is permitted without written consent from the organisers. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content (save that use by the relevant delegate for internal business purposes shall be permitted), and in particular (but without limitation) you shall not (and shall procure that each of your delegates shall not):

1.upload any Content into any shared system;

2.include any Content in a database;

3.include any Content in a website or on any intranet;

4.transmit, re-circulate or otherwise make available any Content to anyone else;

5.make any commercial use of the Content whatsoever; or

6.use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute.

2.The Content does not necessarily reflect our views or opinions.

3.Suggestions or advice contained in the Content should not be relied upon in place of professional or other advice. Whilst we take reasonable care to ensure that the Content created by us is accurate and complete, some of it is supplied by third parties and we are unable to check its accuracy or completeness. You should verify the accuracy of any information (whether supplied by us or third parties) before relying on it. The Content is provided on an “AS IS” basis without any warranties of any kind (express or implied). We hereby exclude to the fullest extent permitted by law all liabilities, costs, claims, damages, losses and/or expenses arising from any inaccuracy or omission in the Content or arising from any infringing, defamatory or otherwise unlawful material in the Content.

4.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.

6.Liability

1.Subject to Clause 6.4, 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 in connection with any booking (or requested booking) made by you or otherwise in relation to a conference, shall be limited to the price paid by you in respect of your booking to attend the conference.

2.Subject to Clause 6.4, we shall not be liable to you for

1.any loss of profit, loss of or damage to data, loss of anticipated savings or interest, loss of or damage to reputation or goodwill or;

2.any indirect, special or consequential damages, loss, costs, claims or expenses of any kind.

3.You agree to indemnify us, our staff and our affiliates and to hold us harmless to the fullest extent permitted by law, against all loss, costs, claims or expenses of any kind arising from any act or omission by you (including your delegates) during or otherwise in relation to a conference.

4.Nothing in this these Terms and Conditions shall limit or exclude either party’s liability for:

1.death or personal injury caused by that party’s negligence, or the negligence of that party’s employees, agents or subcontractors;

2.fraud or fraudulent misrepresentation; or

3.any other liability which cannot be limited or excluded by applicable law.

7.Anti-bribery

1.You warrant that you shall:

1.comply with all applicable laws, statutes and regulations relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010;

2.comply with such of our anti-bribery and anti-corruption policies as are notified to you from time to time; and

3.promptly report to us any request or demand for any undue influence or other advantage of any kind received by or on behalf of you in connection with the performance of these Terms and Conditions.

2.Breach of this clause 7 shall be deemed a material breach of these Terms and Conditions.

8.General

1.These Terms and Conditions (together with any documents referred to herein or required to be entered into pursuant to these Terms and Conditions) contain the entire agreement and understanding between us and supersede all prior agreements, understandings or arrangements (both oral and written) relating to the subject matter of these Terms and Conditions and any such document.

2.You acknowledge that in registering a delegate place you have not relied on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in these Terms and Conditions.

3.These Terms and Conditions shall not create, nor shall they be construed as creating, any partnership or agency relationship between us.

4.You accept that communication with us may be electronic. We may contact you by e-mail or provide you with information by posting notices on our website. You agree to this electronic means of communication and you acknowledge that all such communications that we provide to you electronically comply with any legal or contractual requirement that such communication be made in writing.

5.Save as set out in Clause 4.2 you are not permitted to re-sell, transfer, assign or otherwise dispose of any of your rights or obligations arising under these Terms and Conditions.

6.These Terms and Conditions and the rights and obligations of both parties shall be governed by, and construed in accordance with, the laws of England and Wales and both parties irrevocably agree to submit to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute which arises hereunder.

9.Privacy policy

We understand the importance of maintaining and protecting your privacy and will not sell or rent your personally identifiable information to anyone.

When you engage in certain activities on this site, such as registering for an event, subscribing to a newsletter, or downloading information we may ask you to provide certain information about yourself by filling in an online form.

The information you provide will be kept confidential and will be used to support your relationship with us. From time to time we may use this information to provide you with relevant information we think would be of particular interest. At a minimum we will always give you the opportunity to opt out of receiving such direct marketing. We will follow local requirements, such as allowing you to opt in before receiving unsolicited contact, where applicable.

We use information we hold about you to monitor the use of the site and to keep records of traffic flows to the site. This may be by using a “cookie” or small piece of information stored on your computer’s hard drive by your browser. The cookies that we use contain no personal information that could be used to identify you. It is possible to configure your browser so that cookies are not used automatically but this may prevent you from having the benefit of some of the site’s features.

We work closely with other organisations and individuals to perform functions on our behalf. Examples include processing credit card payments, sending postal mail and email, and customer service. They are provided with personal information necessary to perform the task and may not use it for any other purpose. Account and other personal information will be released by us when we believe it is necessary to comply with law.

This site includes links to other sites which we consider may be of interest to you. We cannot and have not reviewed all of the sites linked to this site and cannot be liable for their content. Users link to other sites at their own risk and use such sites according to the terms and conditions of use of such sites.

By using the website you consent to the collection and use of your information as described in this policy.


Exhibitors

1.Definitions

In these terms and conditions, “organisers” means “BASES”; “exhibitor” means any person, company or organisation, and the staff or agents of that company taking display space; “event” means the BASES Conference 2016, “venue” means East Midlands Conference Centre, Nottingham.

2.Contract

1.A completed contract must be submitted for all bookings. Completion of the booking contract is binding confirmation of your company’s commitment to take the space booked and of your acceptance of these booking terms and conditions including the cancellation policy.

2.Should the organisers agree to hold a provisional space booking, the organisers reserve the right to sell that space to another exhibitor should the first enquirer be unable to confirm their booking on request.

3.By submitting the exhibition space contract, the exhibitor accepts without reservation the following:

1.the terms of the exhibition space contract;

2.all regulations contained in these terms and conditions, the exhibitors’ manual and any reasonable instructions subsequently issued by the organisers;

3.all regulations laid down by the local authority applicable to the event;

4.all regulations laid down by the venue including but not limited to security, health and safety, fire and traffic;

5.all current Health & Safety regulations.

3.Exhibition floorplan

1.The organisers reserve the right to alter the layout of the exhibition at any time and in any respect.

2.Display space will be allocated to exhibitors by the organisers. Requests for location will be taken into account where possible but cannot be guaranteed.

3.Exhibition displays must stay within the allocated floorspace at all times.

4.Health & Safety

1.It is the responsibility of the exhibitor to ensure that his staff and any supplier/contractor working on his behalf, are familiar with and abide by all current UK and European health and safety regulations. The exhibitor is responsible for the health and safety of his stand during installation, use and dismantling. This includes provision of Risk Assessments, Method Statements and copies of public liability insurance where applicable

2.In order to create and maintain a safe environment at all times, all exhibitors and contractors must abide by reasonable instructions from the organisers and/or the venue.

5.Security/insurance

1.Each exhibitor is responsible for the security and insurance of his own display and its contents.

6.Breakdown

1.No items may be removed or display breakdown commenced before the official closing time of the exhibition.

2.Any exhibitor failing to be vacate the venue of his stand and all other items by the prescribed times will be held liable to pay any penalties that may be imposed by the venue.

7.Staff identification

1.All exhibitor staff must wear the identification badges issued by the organiser at all times. Additional staff will be permitted upon payment of the relevant registration fees.

8.Stand fittings

1.All materials and stand fittings must be non-flammable or impregnated with fire-proofing solution in a way as to comply with all current safety requirements.

9.Damage

1.Exhibitors shall not cause any damage to the venue and shall make good any such damage at their own expense.

10.Payment terms

1.Payment is due as per invoice terms, 30 days from date raised. Any exhibitor not having made payment by the time of the exhibition may not be permitted to exhibit.

11.Cancellation by the exhibitor

1.All cancellations must be submitted in writing to the Organisers to bases@kc-jones.co.uk

2.In the event that an exhibitor wishes to cancel his/her space booking, or fails to meet any of the payment obligations (whether as to the amount or dates of payments), then the organisers reserve the right to apply the following cancellation charges and to re-sell the space: Cancellation being received before October 28th 2016 - Cancellation charge = 50% of total stand cost. On or after October 28th 2016 – Cancellation charge = 100% of total stand cost.

3.Any payments already made to the organisers over and above the applicable cancellation charges will be refunded. Should monies not, at the time of cancellation, already have been paid to the organisers the cancellation fee will still apply.

12.Bankruptcy or liquidation

In the event of an exhibitor becoming bankrupt or insolvent or entering into liquidation or having a receiver, administrator, sequestrator or trustee appointed over any of its assets, the organisers shall be at liberty to terminate forthwith the contract with the exhibitor and the terms and conditions relating to cancellation of space set out in clause 11.2 shall apply.

13.Force majeure

1.If the event is abandoned, cancelled or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, the non-availability of the venue or any other cause not within the control of the organisers, the organisers may at their entire discretion, repay the space rental paid by the exhibitor, or part thereof, but shall be under no obligation to do so. The organisers shall be under no liability to the exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the exhibitor, as the result of the happening of such an event.

2.It is recommended that exhibitors take out appropriate insurance against cancellation.

14.General

1.Each exhibitor shall be deemed to have full knowledge of the Terms and Conditions and is bound by them in all respects.