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General Event Terms & Conditions

These are the terms and conditions of attendance as a delegate.

1. Who can attend as a delegate

  1. Only employees and officers of associations, societies, federations, insititutes, insitutions, user groups and other not-for-profit membership organisations
  2. Employees of Supplier members of AAE
  3. AAE may refuse anyone at its sole discretion, without needing to provide a reason

2. Rates & Discounts

  1. The rates are published on event page(s) and provided on booking
  2. If you attend an event that is included in your membership/plan, and has a fee for non-members AND you do not complete the member requirements (shown here), then you will be charged the non-member fee after the event
  3. Any discounts offered may be withdrawn at any time.
  4. Only one discount may be applied to any booking.

3. Cancellations, Non-attendance & Postponement

  1. Cancellations of attendance
    1. If a delegate cancels in the 4 weeks prior to the event, a refund will not be given
    2. If a delegate fails to attend at least half the event, then this is considered a cancellation, and the cancellation fee will be charged
    3. If a non-paying delegate cancels in the 4 weeks prior to the event, or does not attend at least half the event, then they are required to pay the same cancellation fee as a paying delegate would
    4. The cancellation fee is the amount invoiced, or for non-paying delegates it would be the fee that applied to paying delegates at the time of their booking
    5. Delegates can transfer their booking to a colleague, if they match the delegate criteria, at any time, without attracting the cancellation fee
  2. 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 event, or online live or on-demand
    3. Adjust the programme and content and / or 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 may be provided by third-party sponsors (eg dinners, receptions) and do not form part of this agreement

5. Acknowledgements

  1. You will always be sent an email acknowledgement of your booking. If you do not receive this email, please follow up by emailing bookings@associationexecutives.org.

6. Data

  1. The personal information provided by you will be held on IT systems which may include those of the registration, website, mobile app, delegate engagement, onsite registration, badging companies, and others, and these are data processors, and under contract they are permitted only to use your data for the purpose of fulfiling the requirements of this event or your participation in the AAE Community
  2. Your Name, Position, and Organisation will be included in the event information provided to all registrants to an event
  3. Your email and telephone number will not be shared with other registrants unless you specifically request or approve them to be
  4. The organiser's Privacy Policy is available here.

7. Images, Video & Content

  1. The organisers may take photographs 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 us for any purpose. You acknowledge the organiser's right to crop, splice, treat and edit any photographs 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.
  2. The organisers record the sessions at this event and reproduce them in educational, news or promotional material, 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 any contribution in audio, video or transcriptions thereof, you make for such purposes. All contributions by delegates become the organiser's property. These 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 contribution 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 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 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 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 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 Community Services Ltd, the managers of the community "Association of Association Executives" and organisers of this event.
  2. This contract is subject to English Law.