Educational Grants and Sponsored Delegate Registrations Terms and Conditions

These terms and conditions apply to all Educational Grants and Sponsored Delegate Registrations for conferences (each an Event) organised by Informa Markets (as defined in Condition 20). Please read them carefully as they contain important information. By signing this Contract, Client agrees to be bound by these terms and conditions. If Client does not agree to be bound by these terms and conditions, then Informa Markets will be unable to process the relevant Educational Grant/Sponsored Delegate Registration.

1. These terms and conditions and the booking form/proposal/invoice to which these terms and conditions are attached together constitute a contract between Informa Markets and Client for an agreed number of delegates to attend an Event (the Contract). All incoming delegate registrations under this Contract are subject to acceptance by Informa Markets, which will be confirmed in writing (including, but not limited to, by email). Informa Markets reserves the right to refuse to accept any delegate registration.

2. A complete delegate participant list must be emailed by Client to Informa Markets, in an Excel format provided by Informa Markets, by no later than seven (7) days prior to the opening date of the Event. No changes will be permitted after this time.

3. Informa Markets will issue initial grant letter notifications to relevant healthcare organisations, along with group booking forms, on behalf of Client based on an agreed letter template. In order to assist Informa Markets with this Condition 3, Client will provide Informa Markets with a complete document containing an overview of grant recipients, contact details (including email addresses and phone numbers), the number of delegates covered and any agreed travel before such date as is requested by Informa Markets. Client agrees to not issue grant awards above the agreed number of registrations and hotel nights. If discrepancies occur outside of this Contract that cannot be reconciled directly by Client, then any impact on cost caused by additional registration fees or room night costs will be payable by Client.

4. Delegate registration confirmations will be sent by Informa Markets containing all relevant Event details. This will only be done after the complete delegate participant list has been received by Informa Markets and Client has paid the total price in full.

5. Payment of the total price must be received in full by Informa Markets in accordance with the payment terms noted on this Contract (in any event, payment must be received by no later than seven (7) days prior to the opening date of the Event). If payment in full is not duly received, delegate registrations will not be considered as confirmed and Informa Markets reserves the right at its sole discretion and without liability either to require payment as a condition of entry to the Event, to refuse entry to the Event and/or to restrict access to the Event Platform (as defined in Condition 18), as applicable. Even if entry to the Event is refused and/or access to the Event Platform is restricted, no refunds of any proportion of the total price already paid by Client will be made, and any balance of the total price will remain due and payable. It is the intent of the parties that Informa Markets shall receive the total price in full and that any: (i) banking and other transfer of payment charges, and (ii) applicable VAT, GST, sales and/or service taxes shall be paid solely by Client (in addition to the total price). Client acknowledges and agrees that any change to the format of the Event shall not change the tax treatment of the original supply. If and to the extent that any withholding taxes are payable in connection with the whole or any portion of the registration fees, Client shall pay such withholding taxes directly to the relevant tax authority and furnish Informa Markets with a valid certificate evidencing payment. To the extent that a valid certificate is not provided, or to the extent that Informa Markets is unable to recover the withholding taxes, the amount of the total price shall be increased by an amount necessary to compensate for the withholding taxes (including, without limitation, any amount necessary to “gross up” for withholding taxes levied on the increase itself).

6. Discounts for group registrations are only valid if specifically agreed with Informa Markets and are only applicable for the number of delegates specified. If the number of delegates attending the Event is less than the number specified in the group booking (either as a result of cancellations prior to the Event or as a result of delegates failing to attend the Event), Informa Markets reserves the right to revise the registration fees in line with the number of delegates actually attending the Event in accordance with Informa Markets’ published prices then in force and require payment of such revised registration fees in accordance with Condition 5.

7. Client shall be permitted to add additional delegates or Events (e.g. upgrading from one track to two tracks or 1 day to 2 days) to the Educational Grant/Sponsored Delegate Registration by agreement in writing with Informa Markets (Conditions 2, 3, 4 and 6 will be followed in relation to such additional delegates). Informa Markets will invoice Client for the additional registration fees due and payment must be made in accordance with Condition 5. Client shall not be permitted to reduce the number of delegates or Events stated in the Educational Grant/Sponsored Delegate Registration at any time.

8. Prices for each Event are correct at the time of publication. Informa Markets reserves the right to change prices at any time, but changes will not affect delegate registrations that have already been confirmed by Informa Markets under this Contract.

9. Once a registration is confirmed by Informa Markets, no refunds will be given. If Client wishes to cancel any registration, the following cancellation policy will apply: (i) if a cancellation notice is received by Informa Markets at least two (2) weeks prior to the originally scheduled opening date of the Event, Client shall receive a credit note of twenty-five per cent (25%) of the applicable registration fees, (ii) if a cancellation notice is received by Informa Markets at least one (1) week prior to the originally scheduled opening date of the Event, Client shall receive a credit note of ten per cent (10%) of the applicable registration fees, and (iii) if a cancellation notice is received by Informa Markets less than one (1) week prior to the originally scheduled opening date of the Event, no credit note will be provided. Credit notes can be used in respect of the next edition of the Event only. If a registration is confirmed and not cancelled, but the delegate is a no-show, that delegate will still be counted in the total number of delegates to be paid for under the Educational Grant/Sponsored Delegate Registration. Informa Markets reserves the right to cancel any registration after confirmation, in which case (subject to Condition 14) the applicable registration fee will, at Client’s election, either be refunded or applied towards future spend with Informa Markets, which shall be contracted separately (such future spend to relate to products and/or services to be delivered within twelve (12) months of the originally scheduled opening date of the Event, otherwise Client’s entitlement shall lapse and no refunds will be provided). Client acknowledges that there will be no other remedy in the event of cancellation of a delegate registration by Informa Markets and all other liability is expressly excluded.

10. Delegate substitutions can be made only where the substitution is equal to the same value or higher (if higher, the difference in price will be invoiced to Client). Substitutions must be made by no later than seven (7) days prior to the opening date of the Event. No changes will be permitted after this time. Client may not purchase registrations as agent for any third party or sell or otherwise transfer its delegate registrations to others, or exploit its delegate registrations commercially or non-commercially in any way.

11.  If and to the extent that any travel and/or transfers are included as part of the Educational Grant/Sponsored Delegate Registration, the provisions of this Condition 11 shall apply. Travel related costs set out in this Contract, including, without limitation, flights, visas, transfers and related travel agent fees, constitute an estimated proposal for Client’s budgeting purposes. Actual travel related costs incurred will be regularly invoiced to Client and each such invoice must be paid within thirty (30) days of Client’s receipt of the invoice (alleged discrepancies should be notified to Informa Markets within fifteen (15) days of Client’s receipt of the invoice). For the avoidance of doubt, actual travel related costs may be higher than the estimated proposal set out in this Contract, including, without limitation, if delegate substitutions are made that result in change fees. Delegates requiring a UAE visa must submit any required items (such as their passport) to Informa Markets’ travel agent no later than fourteen (14) working days prior to their date of travel to the Event. Although efforts will be made to facilitate late requests, neither Informa Markets nor its travel agent shall be responsible where this deadline is missed, even if this results in the relevant delegate being unable to travel. Neither Informa Markets not its travel agent shall be responsible in the event that any visa application(s) is rejected by UAE immigration and no refunds will be provided. Informa Markets’ travel agent may manage certain services and changes directly with delegates if these changes are required within the Event dates (all such changes must comply with The Mecomed Code of Ethical Business Practice). Client agrees to include its travel policy within all Educational Grant/Sponsored Delegate Registration notifications provided outside of Dubai, UAE, as stipulated by Mecomed, in consultation with Informa Markets to help aid smooth organisation between delegates and Informa Markets. Informa Markets reserves the right to impose a finance charge on any balance of travel related costs unpaid after the due date for payment. Client acknowledges and agrees that if payments are not made on time, Informa Markets reserves the right not to extend further credit and/or to cancel any relevant arrangements (any cancellation fees shall be payable by Client). All travel related changes, cancellations and eligibility for refunds are subject to the terms and conditions of the relevant airlines and other concerned vendors and travel agent service charges may also apply. Client agrees to cover any cancellation fees, change fees and service fees arising. Informa Markets shall not be responsible if airlines or other concerned vendors cannot accommodate changes or if changes are made directly by delegates. Upon acceptance of this Contract, neither Client nor any delegate is permitted to reduce the number of flights, or downgrade or cancel tickets, at any time, whether in return for refunds, money, extra registrations or otherwise. Client will not receive a refund in the event of no shows for transfers where a delegate has requested flight changes directly and delegates will be required to pay themselves if an additional transfer is arranged as a result of these changes. Client understands that the airline fares quoted are those applicable at the time of the ticket issuance and Client agrees to pay for any change/increase in tariff as stipulated by airlines after ticket issuance. All revenue documents (e.g. paper/e-tickets, vouchers, etc.) forwarded for refund to Informa Markets’ travel agent will carry the proper acknowledgment of the person to whom the document has been handed over and must be produced in case of dispute. If a delegate is a no show for any flight and/or transfer, the full travel related costs remain payable and no refunds will be given. Delegates are provided with one return economy ticket from the airport in the city nearest to their place of residence to Dubai, UAE. Business class will not be provided unless for medical reasons (or other equally important justification, in Informa Markets’ sole opinion) validated by documentation signed by Client and the relevant delegate. Such documentation must be provided to Informa Markets for its prior approval in writing. According to Mecomed regulations, flights (outbound and return) and transfers must only be booked in line with the Event agenda. Flight and transfer requests outside of the relevant dates must be settled directly by delegates. Using the return leg of the journey only without using the outbound leg will not be permitted (and vice versa) and the full flight fees are deductible and non-refundable to Client. Refunds or credits cannot be issued against any downgrades made in flight tickets under Mecomed regulations, for example changing from a direct route to an indirect route, a flexi ticket to saver ticket or business class to economy class. Fixed transfers will be provided from the delegate’s hotel to the Event venue only – both ways daily (group transfer pick-up in the morning and in the afternoon). Standard individual airport transfers will be provided both ways. If the Event is cancelled or postponed, Informa Markets will use reasonable endeavours to minimise and reduce the amount of any travel related costs due to airlines and other concerned vendors, but any amounts not waived or eliminated remain payable by Client.

12. If and to the extent that any hotel room nights are included as part of the Educational Grant/Sponsored Delegate Registration, the provisions of this Condition 12 shall apply. Upon acceptance of this Contract, neither Client nor any delegate is permitted to reduce the number of hotel room nights stipulated in the Educational Grant/Sponsored Delegate Registration at any time, whether in return for refunds, money, extra registrations or otherwise. If a delegate fails to attend an Event, the full hotel reservation remains, and no refunds or credit notes will be given. If a registration is confirmed, but the delegate is a no-show, the full hotel reservation will still be counted in the total number of hotel room nights included in the Educational Grant/Sponsored Delegate Registration. Hotels will be selected and organised by Informa Markets or its travel agent. No hotels in the top luxury or resort category are permitted and the offering consists of a single room with bed and breakfast. Full payment pertaining to hotel room nights and hotel service fees must be received in full by Informa Markets in accordance with the payment terms noted on this Contract (in any event, payment must be received by no later than seven (7) days prior to the opening date of the Event). If payment in full is not duly received, Informa Markets reserves the right at its sole discretion and without liability either to require payment as a condition of entry to the hotel or to refuse entry to the hotel. Hotel room nights are applicable only to the eligible delegate and are reserved based on the number of Event days to be attended and not beyond. The hotel’s own policies apply to delegates, including with respect to check-in/check-out times, late check-out fees and holding deposits for extras. Any upgrades, extensions, additions or extras must be settled by delegates directly with the hotel. The maximum number of hotel room nights provided pursuant to an Educational Grant/Sponsored Delegate Registration shall be in line with the following Event attendance – 1 day’s attendance is eligible for 2 room nights, 2 days’ attendance for 3 room nights, 3 days’ attendance for 4 room nights and 5 days’ attendance for 5 nights (up to a maximum of 5 room nights per person). According to Mecomed regulations, hotel room nights must only be booked in line with the Event agenda. Hotel room night requests outside of the relevant dates must be settled by delegates directly with the hotel. Informa Markets reserves the right to cancel any hotel reservation after confirmation and replace it with an alternative. If no alternative is provided, the relevant room nights will not be charged (and neither Client nor any delegates shall be entitled to any other remedy in the event such cancellation). If the Event is cancelled or postponed, Informa Markets will use reasonable endeavours to minimise and reduce the amount of any room night and associated costs due to hotels and/or agents, but any amounts not waived or eliminated remain payable by Client.

13. Informa Markets reserves the right at any time to change the format, participants, content, location, venue, opening hours, duration, dates, timings or any other aspect of the Event (including, without limitation, changing all or any aspect of the Event from a ‘live’ Event to a ‘virtual’ Event and vice versa), in each case without liability. Without limitation to the foregoing, if a delegate is registered to attend the Event in-person (i.e. ‘live’) onsite at a physical venue and circumstances occur that Informa Markets considers makes it illegal, impossible, inadvisable or impracticable for the Event to be held in-person (i.e. ‘live’), such delegate registration for the Event shall automatically convert into an online (i.e. ‘virtual’) registration and the Event shall be presented to the delegate by way of an Event Platform rather than onsite at a physical venue. Informa Markets shall retain (or be paid, as applicable) the advertised early bird online event registration fees amount in consideration of each delegate’s online (i.e. ‘virtual’) registration and, to the extent that any additional registration fees have already been paid by Client, they shall, at Client’s election, either be: (a) refunded, or (b) applied towards future spend with Informa Markets, which shall be contracted separately (such future spend to relate to products and/or services to be delivered within twelve (12) months of the originally scheduled opening date of the Event, otherwise Client’s entitlement shall lapse and no refunds will be provided).

14. Informa Markets reserves the right to postpone or cancel the entire Event (i.e. both ‘live’ and ‘virtual’) without liability at any time for any reason, whether or not due to causes beyond its reasonable control. Where the Event is postponed, delegate registrations will be valid for the rescheduled Event dates. Where the entire Event is cancelled, without prejudice to Conditions 11 and 12, any portion of the registration fees that have already been paid by Client shall, at Client’s election, either be: (a) refunded, or (b) applied towards future spend with Informa Markets, which shall be contracted separately (such future spend to relate to products and/or services to be delivered within twelve (12) months of the originally scheduled opening date of the Event, otherwise Client’s entitlement shall lapse and no refunds will be provided).

15. Informa Markets reserves the right without liability to refuse admission to, or to eject from, the Event any person in its absolute discretion, including (without limitation) any person who fails to comply with these terms and conditions or who in the opinion of Informa Markets represents a security risk, nuisance or annoyance to the running of the Event. Client agrees, and shall procure that its delegates agree, to comply with all reasonable instructions issued by Informa Markets or the venue owners at the Event.

16. Al l unauthorised filming, sound recording and photography, and the transmitting of audio or visual material, data or information, at the Event is expressly prohibited. Client consents, and shall procure that its delegates consent, to filming, sound recording and photography of the Event (which may include any delegate’s image and/or contributions) and to the use by Informa Markets of any such film, sound recording or photography anywhere in the world for promotional, marketing and other purposes, without any payment or compensation to Client or its delegates. If Client and/or any of its delegates has any objection to the inclusion of their image and/or contributions in any filming, sound recording and/or photography of the Event, Client must notify Informa Markets in writing.

17. The personal information which Client and/or its delegates provide to Informa Markets will be held by us on a database and, where we have appropriate authorisation/justification (which may include, without limitation, express/implied consent or legitimate interests), may be shared with other entities within the Informa Group and selected third parties internationally for promotional and other purposes. Personal information may also be shared with government entities and regulatory authorities as required by law. At some Events, sponsors and exhibitors may use lead capture applications or barcode scanner devices. If a delegate chooses to allow their badge (whether physical or digital) to be scanned by third parties at the Event, we may pass such delegate’s personal information to such third parties. Further, there may be certain areas of the Event at which a delegate’s attendance is conditional on such delegate’s personal information being provided to third parties that have sponsored or are managing such areas. The use that any third parties make of personal information is outside of Informa Markets' control and, to the extent permitted by applicable law, we do not accept any liability in this regard. For more information about how we may use the personal information provided to us please see our Privacy Policy at: https://www.informa.com/privacy-policy/.

18. To the extent that any aspect of the Event is delivered online (i.e. ‘virtually’): (a) Client and its delegates undertake to be responsible for any technical requirements needed to enable them to access the Event website, app or other platform (the Event Platform) made available by Informa Markets to facilitate participation in the Event. We do not guarantee that the Event Platform will operate continuously, securely or without errors or interruption, and we do not accept any liability for its temporary unavailability. We do not guarantee that the Event Platform and/or any content thereon (including, without limitation, any content available for download) will be free from viruses, infections, Trojan horses, worms and/or any other code that has contaminating or destructive properties. Client and its delegates must not attempt to interfere with the proper working of the Event Platform (for example, by attempting to circumvent security or tamper with, hack into or otherwise disrupt any computer system, server, website, router or any other internet connected device). Client and its delegates agree to comply with any website terms of use and/or fair or acceptable use policies indicated on any website on which the Event Platform is hosted; (b) we do not endorse or accept any responsibility for the content, or the use of, any goods or services that may be identified or described on the Event Platform and we shall not be liable for any loss or damage caused or alleged to be caused by or in connection with use of, or reliance on, any content, goods or services available on or through the Event Platform or any website or other resource referenced therein; (c) Informa Markets may issue Client and its delegates with a username and password. Usernames and passwords are confidential and remain the property of Informa Markets at all times and may not be sold, assigned or transferred to any third party without our permission. Usernames and passwords are personal. Client and its delegates hereby agree that they will not permit others to use their username or password and Client will be and remain liable for the acts of any person using Client and/or its any of its delegates’ username and password; (d) any posts, messages or other materials, information or data Client and its delegates supply or upload to the Event Platform (collectively, “Materials”) will be considered non-confidential and non-proprietary, and we have the right to use, copy, distribute and disclose to third parties any such Materials for any purpose. Client and its delegates hereby waive any moral rights in any Materials to the extent permitted by applicable law. We reserve the right, at our sole discretion, to edit or remove postings to any message boards on the Event Platform and delete or use electronic methods to block or filter any Materials at our discretion, but we do not have any obligation to do so. Client and its delegates shall not make libellous postings or any postings that are illegal or infringe the intellectual property rights of any third party. Informa Markets will not be responsible for monitoring Materials for compliance with law; (e) Client and its delegates may use the Event Platform solely for access to the Event. Without limitation, Client and its delegates must not (i) download, store, reproduce, transmit, display, copy, distribute, exploit or use the Event Platform and/or any content thereon for their own commercial gain, (ii) use the Event Platform and/or any content thereon in any manner other than in compliance with law and these terms and conditions, (iii) infringe Informa Markets’ intellectual property rights or those of any third party in relation to their use of the Event Platform and/or any content thereon, (iv) transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation, and/or (iv) knowingly transmit, send or upload any data that contains viruses, infections, Trojan horses, worms and/or any other code that has contaminating or destructive properties; and (f) we are under no obligation to oversee, monitor or moderate any interactive service we provide on the Event Platform and, without limitation, we expressly exclude all liability for any loss, injury or damage whatsoever arising from the use of any interactive service by any user, whether the service is moderated or not.

19. Informa Markets excludes all liability for loss (or theft) of, injury to, illness of or damage to persons, property and effects at the Event. Save as set out in these terms and conditions, all indemnities, warranties, terms and conditions (whether express or implied) are excluded. Informa Markets accepts no liability for any loss or damage whatsoever that Client or its delegates may suffer in connection with or arising from the Event, whether direct, indirect or consequential (including but not limited to loss of profit, loss of business or any other type of economic loss) or otherwise. If Informa Markets is liable to Client or its delegates for any reason, Informa Markets’ total liability to Client and its delegates in relation to the Event (whether under this Contract or otherwise) is limited to the amount of the registration fees paid by Client to Informa Markets (and in relation to each individual delegate is limited to the amount of the registration fees paid by Client to Informa Markets for that specific delegate only). Client and its delegates expressly assume all risks associated with, resulting from or arising in connection with their participation in and/or presence at the Event. The limitations and exclusions in this Condition 19 only apply to the extent permitted by applicable law.

20. Informa Markets is a trading name of Informa Middle East Limited (Dubai Branch), Informa Egypt LLC, Informa Life Sciences Exhibitions, Inc. and IIR South Africa BV (South Africa Branch).  In the context of these terms and conditions, Informa Markets shall mean whichever of the aforesaid entities owns/organises the Event.

21. The Contract will be governed by the laws of the territory in which the entity that owns/organises the Event is based, and disputes under or in connection with the Contract shall be subject to the exclusive jurisdiction of the courts of the territory in which the entity that owns/organises the Event is based.