SBH Scotland Event Booking Terms and Conditions

These event terms and conditions apply to all bookings of any event organised by Spina Bifida Hydrocephalus (SBH) Scotland.

About these Terms

1. These terms and conditions (“Terms”) explain the terms and conditions applicable to event booking requests made by you with Spina Bifida Hydrocephalus (SBH) Scotland, registered Scottish charity no. SC013328. SBH Scotland is a trading name of the Scottish Spina Bifida Association. Registered Office: The Dan Young Building, 6 Craighalbert Way, Dullatur, G68 0LS. A company limited by guarantee. Registered in Scotland Number 213050.

2. These terms and conditions apply to SBH SCOTLAND Events (including virtual events).

3. Making a booking request for an Event constitutes your acceptance of these Terms and your agreement to comply with them. Where you are making a booking on our website, these Terms should be read in conjunction with our website Terms of Use and Cookies and Privacy Statement. We reserve the right to amend these Terms from time to time.

4. If you think there is a mistake in these terms or require any changes, please contact us to discuss. Our contact details are:

Email: fundraising@sbhscotland.org.uk

Telephone: 03455 211 600

If we need to contact you about your booking request we will do so using the contact details submitted by you during the booking process.

Type of Events we Offer

In these terms and conditions:

5. “SBH SCOTLAND Events” mean conferences, courses, workshops and events which are available to SBH SCOTLAND members, non-members and stakeholders.

6. “Event” means the event that you are making a booking request for at the time of acceptance of these terms and conditions.

Your Booking

7. Your place at the Event is not guaranteed until (a) payment of the Event Fee (if applicable) is received or (b) you receive an email from us confirming your place is booked. Payment of the Event Fee must be made at least 4 weeks before the Event. If booking is made within 4 weeks of event, payment must be made immediately.

8. SBH Scotland reserve the right to refuse your booking. If we cannot accept your booking, we will let you know by email and refund any payment made.

9. It is your responsibility to ensure that the information you provide to us during the booking process is complete and accurate.

Payment of the Event Fee (where applicable)

10. The Fee for the Event will be shown on our website or downloadable order form on the webpage for the Event.

11. Payment of the Fee should be made by

a) electronic payment on our website at the time of making the booking request. If you experience difficulties with making payment, please contact our events team to arrange an alternative method of payment.

b) an invoice can be requested.

12. Payment of the Event Fee must be made at least 4 weeks before the Event. If booking is made within 4 weeks of event, payment must be made immediately.

If payment of the Fee is not received we reserve the right to offer your booked spaces to another customer.

13. Your receipt of our invoice and/or confirmation completes our contract with you. Non-payment of invoices are subject to debt collection activity.

Deposit (where applicable)

14. We reserve the right to collect a deposit at the time of your SBH SCOTLAND Event booking. The amount of deposit required, if any, will be listed in the Event registration details. This deposit will be released back onto the form of payment used within seven (7) days of your attending the event.

15. If you do not attend the event or cancel outside the cancellation window, your deposit will not be refunded since SBH SCOTLAND will have incurred costs and losses associated with allocating you a place at the event. Please see the ‘Cancellation by You’ section below for full details.

The Event

16. We will use reasonable endeavors to describe event content in the event descriptions on our website accurately, but these are intended only to give an approximate idea of the Event.

17. We reserve the right to amend the programme of the Event or to cancel the event and any booking.

18. SBH SCOTLAND does not have control over any content or links shared during an Event and does not accept any liability for the content being viewed.

19. We ask all guests to respect other people’s privacy at events and ask that you do not to share any illegal, infringing, defamatory or improper content or content that in any way does not meet the standards expected by SBH SCOTLAND during an Event.

20. It is your responsibility to comply with all instructions given at the Event and to comply with all applicable laws, including health and safety laws, fire regulations and any codes of conduct for wi-fi access.

21. Participation in the event. If you or your guests participate in an auction (‘silent’ or ‘live’), or similar, where money is pledged then you or your guest are liable for the amount bid/pledged, should your bid/pledge be accepted. Payment for bids/pledges will be required within thirty (30) days.

22. Special dietary requirements must be notified to us in writing, either during the booking process or by contacting us by email before the Event.

Data Protection

23. Our Privacy Policy and Cookie Policy set out the terms on which we process any personal data we collect from you, or that you provide to us. By making a booking for the Event, you consent to such processing by us and you warrant that all data provided by you is accurate. We may authorise a third party to process such data for the purposes of delivering the Event on terms which are substantially similar to those set out in these Terms. We will only ever give your personal data to other third parties where the law either requires us or allows us to do so, or where you have given consent.

24. By making a booking for the Event you consent to the personal data (as defined in the Data Protection Act 2018 as amended) submitted through our booking system being used:

For all necessary purposes for the administration of the Event including event registration, delegate badges (if applicable) and catering;

To contact you about the Event; and

To provide delegate/guest lists in hard copy and electronic form to other attendees at the Event including delegates, guests, speakers and third-party sponsors or funders of the Event.

To share your details with any other organisation involved in co-running the event or where your membership of such organisation is relevant to your eligibility for the event.

25. By attending the Event, you agree that we may use, reproduce and/or publish in any way whatsoever (without any payment being due to you) any photographs and/or video/audio that may pertain to you (including your image, likeness and/or your voice) and that we may licence others to do the same. You agree that such material may be used in our publications, media releases, broadcast material, social media and on our website, or for other related purposes. This agreement will continue until you notify us in writing that permission is withdrawn.

26. Where you are attending a Webinar, SBH SCOTLAND may record that Webinar and publish that Webinar on our website for other users to watch. Where you elect to participate in that Webinar, you will be informed prior to participate that you are being recorded. By consenting to participate, you also agree that SBH SCOTLAND may use, reproduce and/or publish in any way whatsoever (without any payment being due to you) any photographs and/or video/audio that may pertain to you (including your image, likeness and/or your voice) and that we may licence others to do the same. You agree that such material may be used in our publications, public affairs releases, broadcast material and on our website, or for other related purposes. This agreement will continue until you notify us in writing that permission is withdrawn.

Cancellation by You

27. This cancellation policy applies to all Event bookings once you have received confirmation of receipt of your order including, for example, a confirmation email or an invoice. Please note that when you submit an Event booking application for an event on a specified date and time that you are not entitled to a ‘cooling off period’ under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

If you have paid an Event Fee

If we receive your written notification of cancellation up to sixty days (60) days before the Event, we will refund the Fee in full.

If we receive your written notification of cancellation less than sixty (60) days but up to 30 (30) days before the Event, we will refund 50% of the Fee.

No refund will be available if we receive your written notification of cancellation less than thirty (30) days prior to the Event or if you do not notify us of cancellation but fail to attend the Event.

If you have not paid an Event Fee, and (a) we receive your written notification of cancellation less than sixty (60) days prior to the Event or (b) you do not notify us of cancellation but fail to attend the Event, SBH SCOTLAND will charge you the Full Fee to reflect our liabilities (including pre-booked hospitality costs) associated with your booking and the fact we may not be able to allocate your space(s) to another attendee.

Summary of Cancellation Policy for Refundable Events

Notice of Cancellation	Refund of Fee	Full Fee still applicable
Over 60 days before event	Full Fee	No
Between 30 and 60 days before event	50% of Fee	No
Less than 30 days before event	No refund available	Yes if no Event Fee paid
None given - no show	No refund available	Yes if no Event Fee paid

28. No refund will be made if we do not receive and acknowledge your written notification of cancellation. Under no circumstances will we reimburse you for any expenses incurred in making arrangements to attend the Event.

Cancellation by Us

29. We shall use all reasonable endeavours to provide the events described on our website, but we reserve the right to cancel or change the Event for any reason including, but not limited to, situations where the Event is under-subscribed, it becomes difficult for us to deliver the intended content, or for other reasons resulting from events, circumstances or causes beyond our reasonable control.

30. If the Event is cancelled for reasons outside our reasonable control we will discuss moving your reservation to a future event or offering a refund. If the Event is cancelled for reasons within our control, such as the Event being under-subscribed, we will refund the Fee but will not be liable for any expenses incurred by you in making arrangements to attend the Event.

Limitation of Liability

31. To the extent permitted by law, we exclude all conditions, warranties, representations or other terms which may apply to the description of the Event, or event bookings generally, whether express or implied.

32. We will not be liable to you, or any other person making a booking or attending an Event in your place, for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:

Cancellation, including any expenses incurred by you in arranging attendance at an Event;

Change;

Loss of profits, sales, business or revenue;

Loss of anticipated savings;

Loss of use or corruption of software, data or information;

Business interruption;

Loss of business opportunity, goodwill or reputation;

Any indirect or consequential loss or damage

 

33. Nothing in these Terms shall limit or exclude our liability for:

Death or personal injury caused by our negligence, or the negligence of our employees, agents or subcontractors (as applicable);

Fraud or fraudulent misrepresentation;

Any matter for which it would be unlawful to exclude or restrict liability

34. Subject to the other provisions in this clause, our total liability to you, whether in contract, tort (including negligence), breach of statutory duty or otherwise, arising under or in connection with these Terms shall be limited to the total fee paid by you to book the Event.

Miscellaneous

35. We may transfer our rights and obligations under these Terms to another organisation.

36. You need our consent to transfer your rights under these Terms to someone else.

37. Unless it expressly states otherwise, these Terms do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of these Terms.

38. Any written communication to us required under these Terms should be addressed to fundraising@sbhscotland.org.uk in the first instance. You can also contact our Events Team using the following details:

Telephone: 03455 211 600

These Terms constitutes the entire agreement between you and us and supersedes and extinguishes all previous agreement, promises, assurances, warranties, representations and understandings between you and us, whether written or oral, relating to its subject matter.

49. Except as set out in these Terms, no variation of the Terms shall be effective unless it is in writing and signed by the parties.

50. A waiver of any right or remedy under these Terms or by law is only effective if given in writing and shall not be deemed a waiver of any subsequent breach or default. A failure or delay by a party to exercise any right or remedy provided under these Terms of by law shall not constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict any further exercise of that or any other right or remedy. No single or partial exercise of any right or remedy provided under these Terms or by law shall prevent or restrict the further exercise of that or any other right or remedy. If any provision or part-provision of these Terms is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of these Terms.

Governing Law

 

51. These Terms are governed by and construed in accordance with the laws of Scotland and you agree to accept the exclusive jurisdiction of the Scottish courts in relation to any dispute that may arise in connection with these Terms.