Terms and Conditions of Attendance and Participation
1. The Conference
1.1 GCVA Conference 2023 (the “Conference”) is an event created and run by the Gift Card and Voucher Association (“GCVA”, “we”, “us”, or “our”).
1.2 As a registered attendee or participant of the Conference (“attendee”, “participant”, “you”, or “your”), you agree to these terms and conditions which constitutes the agreement between the GCVA and you (“Agreement”). If you are completing the registration on behalf of another individual, you warrant that you have made the attendee aware of this Agreement and that he or she has accepted the terms in it.
2. Attendee Requirements
2.1 Admittance. Your registration entitles you only to admittance to the Conference. All other costs associated with your attendance e.g., travel and accommodation expenses, shall be borne solely by you, and GCVA shall have no liability for such costs.
2.2 Visa Requirements. It is solely your responsibility to comply with all government visa requirements and failure to do so does not constitute a basis for a refund.
2.3 Your details. You, or, the person registering you, is responsible for ensuring the correct name, job title and company is registered, and that all the spellings are correct. The GCVA will endeavour to ensure all details are correct before publishing or printing any material, but ultimately the responsibility lies with you to ensure all details are accurate.
2.4 Use of Likeness. By attending the Conference you grant GCVA the right at the Conference to record, film, photograph, or capture your likeness in any media and to distribute, broadcast, use, or otherwise disseminate, in perpetuity, such media without any further approval from or any payment to you.
2.5 Marketing Purposes. Registered attendees agree that their details may be used by the GCVA for marketing purposes or for the GCVA to contact you in the future to advise of further events and activities operated or supported by the GCVA.
2.6 Event Content. GCVA, in its sole discretion, reserves the right to change any and all aspects of the Conference including but not limited to, the Conference name, themes, content, program, speakers, moderators, venue and timings.
2.7 The GCVA reserves the right to limit entry, despite registered status, for sessions for specific audience groups i.e. to retailer, issuers, intermediary and / or service provider only.
2.8 Identification. At time of check in to the Conference, you must provide your Eventbrite ticket either printed or on your mobile device. The same applies for any related events at the Conference if required.
2.9 Attendee Badge Usage. You must register and collect your badge on arrival at the indicated registration point. Badges must be worn at all times in Conference areas. If you fail to display a badge you may be challenged by a member of the GCVA conference team.
2.10 Dietary requirements. The GCVA will do everything to accommodate dietary requirements and allergies but it is the responsibility of the attendee or his / her registrant to inform the GCVA at the time of booking. The GCVA regrets it may be unable to accommodate dietary restrictions advised on the day of the Conference.
3. Prohibited Conduct
3.1 Limitations on Use. By registering, you agree not to share, transfer, sell or trade your Conference ticket or attendee badge to any other person, including another person in your company or organisation. If you violate this policy, GCVA may cancel your attendance (including requiring you or the individual to whom you have given your place to leave the Conference). In such circumstance neither you nor the person holding the ticket will be eligible for a refund of your Conference ticket.
3.2 Photography, Recording, and Videotaping. You may not record audio or video of sessions at the Conference – GCVA allows cameras on the show floor. You may take pictures within the Conference for purposes of company or annual reports, company media pieces, marketing materials, etc. Absolutely no sharing of video content is permitted at any time via delegates channels or social media.
3.3 Denial of Admission. GCVA reserves the right to refuse entry to any individual or group at its discretion.
4.1 Payment. Applicable fees are due upon registration and must be received before the event, to ensure access to the Conference. If payment is insufficient or declined for any reason, GCVA may refuse to admit you and shall have no resulting liability.
4.2 All payments should be made through Eventbrite. Any requests for your company or organisation to be invoiced will be subject to an admin fee of £30 ex VAT per attendee and payment must be received in full in order to register such place(s).
4.3 Discount and Special Rates. If you register using a special rate that is not applicable to you and GCVA becomes aware of this, you hereby give GCVA the right to request the difference between the special rate and the correct rate upon notice from the GCVA. All determinations of special rates are at the sole discretion of GCVA.
4.4 You (or the person registering on your behalf) is responsible for ensuring the appropriate rate is paid at the time of booking e.g. members rate. The GCVA cannot be held responsible for anyone paying an incorrect rate, once payment has been made. The GCVA has the right to refuse to refund any difference, if the GCVA subsequently is made aware that a special rate could have applied to you. From 2nd February 2023 onwards no refunds will be issued by the GCVA in part or full for any tickets including incorrect rate paid at the time of booking. (see below)
5. Cancellation, Substitution and Lost Badge Policy
5.1 Attendee Fees. Cancellations for tickets to the Conference will be accepted and monies refunded less £30 ex VAT administration charge up to 5:00pm on Wednesday 1st February 2023. No refunds will be made after this date. Refunds must be requested through the Eventbrite system.
5.2 No Carry Over Fees. Save as set out below (see Postponement of Conference), there will be no carry-over of registrations or fees to subsequent events.
5.3 Postponement of Conference. In the unlikely event of the Conference being postponed due to circumstances out of the GCVA’s control ie: COVID or other pandemic lockdown. The Conference will be rescheduled and all tickets to the Conference will be automatically transferred to the rescheduled date – no ticket refunds will be available in any circumstance. The GCVA shall have no liability for any other costs you incur that are associated with your attendance to the Conference e.g., travel and accommodation expenses.
5.4 Badge Issuance. Once you have received your Conference badge on site, it cannot be changed, substituted or reissued to a different person. Lost badges will not be reissued.
5.5 Correcting or amending registered details. If you wish to change an attendee name, or make any corrections to the information provided, this should be done before 18th February 2023 via the Eventbrite system (no fee will be charged for updates on the Eventbrite system). Any changes made by the GCVA office are subject to the admin fee of £25 ex VAT per person.
6. Intellectual Property
6.1 GCVA Intellectual Property Rights. All intellectual property rights in and to the Conference, the Conference content, and all materials distributed at or published in connection with the Conference are owned by GCVA, the Conference sponsors or speakers at the Conference. You may not use or reproduce or allow anyone to use or reproduce any trade marks (including without limitation “GCVA” or “GCVA Conference 2023″) or other trade names appearing at the Conference, any Conference content or any materials distributed at or in connection with the Conference for any reason without the prior written permission of GCVA.
6.2 For the avoidance of doubt, nothing in this Agreement shall be deemed to vest in you any legal or beneficial right in or to any trademarks or other intellectual property rights owned or used under license by GCVA; nor does this Agreement grant to you any right or license to any other intellectual property rights of GCVA, all of which shall at all times remain the exclusive property of GCVA.
7. Disclaimer of Warranties, Limitation of Liability
7.1 No warranties. GCVA gives no warranties in respect of any aspect of the Conference or any materials related thereto or offered at the Conference and, to the fullest extent possible under the laws governing this Agreement, disclaims all implied warranties, including but not limited to warranties of fitness for a particular purpose, accuracy, timeliness, and merchantability. The Conference is provided on an “as-is” basis. GCVA does not accept any responsibility or liability for reliance by you or any person on any aspect of the Conference or any information provided at the Conference.
7.2 Exclusion Liability. Except as required by law, GCVA shall not be liable for any direct, indirect, special, incidental, or consequential costs, damages or losses arising directly or indirectly from the Conference or other aspect related thereto or in connection with this Agreement.
7.3 The maximum aggregate liability of GCVA Conference 2023 for any claim in any way connected with, or arising from, the Conference or this Agreement, whether in contract, tort, or otherwise (including any negligent act or omission), shall be limited to the amount paid by you to GCVA under this Agreement.
7.4 The Conference is a key industry event of the year. A considerable amount of time and expense goes into the preparation and delivery of the Conference. The GCVA actively encourages all delegates to network throughout the Conference to use the time to meet customers and prospects and build relationships, but it will not permit any member, delegate or other third party to run a separate event, meeting or promotion at Hilton London Bankside, on the same days or evenings as the Conference unless such activity is with the express written permission of the GCVA.
© GCVA 2023