International Railway Summit 2017, Kuala Lumpur

The Contract

1.1 The following terms are the standard terms and conditions that shall apply between you, the Client (“the Client”, “you” and “your”) and IRITS Events Ltd (“IRITS Events”, “we”, “our” and “us”) governing the services, including sponsorship, meeting participation and exhibiting (“the Services”) at the event as specified in this contract (“the Event”).

1.2 These terms together with any documents referred to in them constitute the entire agreement between you and IRITS Events Ltd and supersede all prior agreements, understandings, negotiations and representations (save for fraudulent misrepresentation) whether oral or in writing, express or implied). Printed terms and conditions in any additional documents issued by you or your agent will not be recognised as binding.

1.3 No variations to these terms are effective unless made in writing and signed by IRITS Events Ltd.

Delegates

2.1 Where applicable, we will arrange a stipulated minimum number of meetings with delegates attending the Event from buyer companies (“buyer delegates”) from the final delegate list and provide you with a detailed schedule of appointments one week prior to the Event. The minimum number of meetings is fixed and will not vary according to the number of your delegates attending the Event. Your detailed schedule of appointments will not be released until the full payment has been made. We reserve the right to alter the meeting schedules due to unforeseen circumstances.

2.2 You may request appointments with specific buyer delegates, and whilst we will use our best endeavours to arrange such meetings, specific appointments cannot always be guaranteed, where, for example, the buyer delegate of your selection fails to arrive at the Event. No private functions may be organised by you involving any buyer delegates during the Event, other than those agreed in writing by us in advance of the Event.

2.3 You agree to supply us in writing the names and details of the delegate(s) attending from your company 8 weeks prior to the start of the Event, or immediately upon registration if the booking form is received within 8 weeks of the start of the Event. You may request changes to named delegates in writing at any time prior to the Event.

2.4 Only those delegates named by you and agreed with us may attend the Event. Non-appearance of any of the delegates will not affect your obligation to pay for the number of delegates stipulated by you as attending on the booking form or as agreed with us prior to the Event. No persons other than those officially registered or agreed with us may attend any part of the Event.

2.5 Delegates are responsible for their own flight, transfer, accommodation arrangements; insurance (including, but not limited to, travel insurance, personal effects and personal injury insurance); vaccinations and visas (where applicable); and all other costs associated with attendance at the Event.

2.6 The working language of the Event is English. Delegates requiring an interpretation service must make their own arrangement at their own expense.

Your Obligation to Us

3.1 You agree to supply us with a 100-word company profile for entry in the delegate pack and on the Event website by a copy date specified by us. Any booking received within 28 days of the start of the Event may not qualify for a delegate pack entry, in which event your company profile will be included in an addendum.

3.2 You warrant and represent to us that the delegate pack entry provided by you will not contain anything that is defamatory, obscene, false or misleading or which otherwise violates any intellectual property rights or rights of any person and the use of the delegate pack entry materials provided by you will not violate any applicable law or regulation.

3.3 You agree to indemnify and hold IRITS Events Ltd and any of our officers, employees and agents harmless from and against all and any claims, liabilities, expenses, losses, costs or damages incurred or suffered and any claims or legal proceedings, which are brought or threatened, in each case arising from any violation or infringement of third party rights, or any breach of any of these terms and conditions.

Payment

4.1 In consideration for us supplying the Services at the Event you agree to pay the total fees specified on the booking form together with any VAT or other applicable tax.

4.2 Payment must be received in full within 14 days of the date on the booking form and in the case of bookings received within 14 days from the start of the Event, must be paid by return and in any event before the date of the Event.

Cancellation

5.1 IRITS Events reserves the right to determine the theme, scope and content of presentations and workshops to be held during the Event and to vary the programme as deemed necessary.

5.2 IRITS Events reserves the right to cancel, alter the location or re-schedule the Event, for reasons beyond our control, upon written notice to you.

5.3 If you wish to cancel the booking to an Event you must notify us in writing and IRITS Events shall be entitled to charge a cancellation fee as follows: ​- Where written notice of cancellation is received less than three (3) months prior to the start of the Event – 100% of the total fees.

5.4 If we agree to your request to cancel, any cancellation fee is payable within 14 days of our agreement.

5.5 In the event that we cancel an Event you will be entitled to a refund which shall not exceed the total charge received by us from you. IRITS Events has and accepts no liability whatsoever for any loss or expense or damage including any loss of revenue or profit occasioned to or by you or any third party (other than personal injury or death) arising from the cancellation or re-scheduling of an Event.

5.6 In the event that IRITS Events, due to circumstances beyond our control, is required to hold the Event online-only, you will be offered the choice of the following participation options: (a) accepting an updated proposal for the online event, or (b) postponing your participation to the next physical edition of the Event at the same price or higher. In both cases, the payment due date will remain unchanged.

5.7 We will make every effort to accommodate any special requirements that have been notified to us. However where these relate to the accessibility of the venue, this is a matter for the owner or operator of the venue and whilst we will make every effort to inform them of your special requirements we cannot guarantee they will be able to accommodate these. Where that is the case we will inform you in advance of the Event and, if payment has been made and any failure to accommodate your requirements means you are unable to attend the Event we will provide you with a refund.

General

6.1 You the Client may not transfer or assign any of the rights or obligations under these terms (in whole or part) without our prior consent. Any attempt to resell, assign or transfer rights without our consent will entitle us to cancel the agreement without liability to you.

6.2 Each of these terms shall be separate and severable and should anycourt, competent tribunal or authority find any of these conditions unenforceable for any reason, the remaining provisions shall be enforceable.

6.3 IRITS Events is subject to the UK Data Protection Act 2018 (“the 2018 Act”), the UK's implementation of the General Data Protection Regulation (GDPR), and any personal information supplied to us as part of the registration process and/or any other interaction with us will be collected, stored and used by IRITS Events, its related companies and/or affiliates in accordance with the 2018 Act. Our primary goal in collecting personal information from you is to provide the Services to you. After the Event we may use this information to inform you of further events and/or services which we consider may be of interest to you. Further information on IRITS Events’ privacy policy is available at https://www.irits.org/privacy-policy/.If you do not want us to continue using this information, please notify us at unsubscribe@irits.org.

6.4 This Agreement shall be subject to the Laws of England and Wales and the exclusive jurisdiction of the Courts of England and Wales.

Please visit https://www.irits.org/privacy-policy/ to read the full privacy policy.