Delegate Terms and Conditions

1. Who can attend as a delegate

  1. Registrants of AAE, as either Subscriber or Member (depending on what is specificed on the event website), acceptance for which is required by AAE and is at their sole discretion.
  2. Employees, officers and executives of professional, business, scientific, research and medical membership organisations.
  3. Attendance is not open to employees or representatives of suppliers to membership organisations or associations of suppliers, unless specifically stated on the event website page(s) 

2. Rates & Discounts

  1. Rates advertised are specific to employees/officers of specified types of organisations, and must be taken up accordingly. The organisers will make the final decision of the type of registration and the fee that applies. Any registration type and fee may be adjusted by the organisers after registration at their discretion
  2. Any discounts offered are not transferable from the original recipient(s) of the offer, unless confirmed in writing by the organiser
  3. Discounts may not be combined nor applied retrospectively

3. Cancellations & Postponement

  1. Cancellation by the delegate
    1. Cancellations must be made in writing at least 30 working days before the event and for paying delegate places will be subject to an administration charge of GBP85.00
    2. No refunds will be made for cancellations within 30 days of an event and after this time and the full fee will be payable / retained
    3. You should obtain confirmation of your cancellation from the organisers for verification purposes
    4. Substituting one delegate with a colleague may be made up to 2 working days prior to an event
    5. A refund may be available at the discretion of the organisers for exceptional situations
  2. Event postponement or cancellation 
    1. If a Force Majeure situation occurs or in the reasonable judgement of the organiser the event is not going to be effective, the organisers may:
      1. Provide the event online, either live or on-demand
      2. Postpone the event to a later date, to be a physical or online-live or online on-demand
      3. Adjust the programme and speakers

4. Programme & Services

  1. The organisers may alter the content, timing or speakers of the programme, after publication, without notice
  2. Some parts of the event are provided by third-party partners to promote their services, and are therefore subject to variation and supply beyond the control of the organisers

5. Acknowledgements

  1. You will always be sent an email acknowledgement of your booking. If you do not receive this email, please check your spam filters, and if you do not find the email, please contact registrations@associationexecutives.org.

6. Data

  1. The personal information provided by you will be held on IT systems which may include those provided by partners and contractors for: membership, registration, website, mobile app, delegate engagement, onsite registration and badging, and networking, who are all data processors, and under contract permitted only to use your data for the purpose of fulfiling the requirements of this event and the contract between you and the organiser.
  2. Your Name, Position, and Organisation will be included in the event information for all attendees and registrants to the event.
  3. Your email and telephone number will not be shared with other registrants unless you specifically request or approve it to be, or it is made a condition of attendance at which point it will be made clear how
  4. Our Privacy Policy is available here.

7. Images & Video

  1. The organisers may take photographs, screenshots, audio and video material at this event and reproduce them in educational, news or promotional material, whether in print, electronic or other media, including the website and social media. By participating in this event, you grant the organiser the right to use your name, photograph and biography for such purposes. All postings become the organiser's property. Postings may be displayed, distributed or used by the organiser for any purpose. You acknowledge the organiser's right to crop, splice, treat and edit any photographs, screenshots, audio or video taken of you at its sole discretion. You waive your right to inspect or approve the finished product, now and in the future, whether that use is known or unknown to you.

8. Force Majeure

  1. The organiser will not be liable for any delay in performing or failure to perform any of its obligations under this agreement caused by events beyond its reasonable control (‘Force  Majeure Event’). However any delay or failure by a sub-contractor, partner or supplier of the party will not relieve the party from liability for delay or failures except where that delay or failure is also beyond the reasonable control of the sub-contractor, partner or supplier concerned. 
  2. The organiser will promptly notify the delegate of the reasons for the delay or stoppage (and the likely duration) and will take all reasonable steps to overcome the delay or stoppage. 
  3. If the organiser has complied with clause 8.2 its performance under this Agreement will be suspended for the period that the Force Majeure Event continues and the party will have an extension of time for performance which is reasonable and in any event equal to or more than the period of delay or stoppage.  As regards such delay or stoppage: 
    1. Any costs arising from the delay or stoppage will be borne by the party incurring those costs; 
    2. The organiser may, if the delay or stoppage continues for more than 20 continuous days, terminate this agreement with immediate effect on giving written notice to the delegate and neither party will be liable to the other for such termination; and 
    3. The organiser will take all necessary steps to bring that Force Majeure event to a close or to find a solution by which this agreement may be performed despite the Force Majeure Event
  4. ‘Force Majeure Event’ means: 
    1. An act of God including but not limited to fire, flood, earthquake, pandemic, major outbreak of disease, windstorm or other natural disaster; 
    2. Act of any sovereign state, including but not limited to war, invasion, act of foreign enemies, hostilities (whether war be declared or not), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation; 
    3. Nationalisation, requisition, destruction or damage to property by or under the order of any government or public or local authority or imposition of government sanction embargo or similar action; 
    4. Law, judgment, order, decree, embargo, blockade, labour dispute including but not limited to strike, lockout or boycott; interruption or failure of utility service including but not limited to electric power, gas, water, internet or telephone service; 
    5. Failure of the transportation of any personnel, equipment, machinery, supply or material required by the Organiser or any suppliers, partners for the proper performance of the contract without the fault or negligence of the party claiming force majeure; 
    6. Any other matter or cause beyond the control of the parties.

9. Legal & Jurisdiction

  1. This contract is between you and Professional Communities Ltd, the managers of the community "Association of Association Executives" and organisers of this event.
  2. This contract is subject to the laws of England and Wales