CONFERENCE TERMS AND CONDITIONS

Transcription

1 CONFERENCE TERMS AND CONDITIONS INTERPRETATION AND DEFINITIONS REGISTRATION ACCOMMODATION GROUPS INTERPRETATION AND DEFINITIONS 1. Interpretation and Definitions In this Agreement: I. This Agreement means the registration application provided at the Conference Manager s official registration forms, group booking form or on-site registration (Registration Form) and these Conference Terms and Conditions. II. Event means the 27 th World Gas Conference to be held in Washington, DC from 25 June 2018 to 29 June 2018, inclusive of the conference and exhibition portions. III. Organizer means American Gas Association, a company incorporated in the state of Delaware, USA, with its place of business at Suite N. Capitol, Street, N.W., Washington, D.C , and each of its officers, directors, members, employees, agents, contractors, representatives and/or invitees, as applicable. IV. Conference Manager means CWC Group Limited (Regent House, Oyster Wharf, Lombard Road, London, SW11 3RB, UK), a representative of the Organizer to manage the conference portion of the Event and each of its officers, directors, shareholders, employees, agents, contractors, representatives and/or invitees, as applicable. V. Exhibition Manager means Exhibitions & Trade Fairs Pty Limited having its registered address at Unit 5/ 21 South Street Rydalmere NSW 2116, Australia, a representative of the Organizer to manage the exhibition portion of the Event and each of its officers, directors, shareholders, employees, agents, contractors, representatives and/or invitees, as applicable. VI. Venue means the Walter E. Washington Convention Center and any other venue where Event activities or Event related activities are held and each venue s officers, directors, shareholders, employees, agents, contractors, representatives and/or invitees, as applicable. VII. Registrant and Delegate. Registrant means any person registering to attend the conference portion of the Event, or any part thereof, or registering to attend the Young Professionals Program, whether online, Conference Manager s official registration form or on site. Once payment of all the agreed fees has been received, the Registrant will become a Delegate. VIII. Registration Form means the registration application provided at the Conference Manager s official registration forms, group booking form or on-site registration form. IX. Accompanying Person means any guest of a Delegate, for whom the relevant Accompanying Person s registration and payment has been made in full. X. Group means a group of 2 or more registrants belonging to the same organization, coordinated by one nominated contact person. 2. Agreement 2.1 By completing and submitting the Registration Form and checking I have read and agree to the Conference Terms and Conditions on the Registration Form, Delegate agrees to accept and abide by this Agreement and all amendments thereto and decisions of the Conference Manager and Organizer. The Registration Form becomes a binding agreement between Organizer and Registrant once the Registrant submits the Registration Form. The individual who accepts the terms of this Agreement on behalf of a Delegate or Accompanying Person warrants that he or she is authorized to enter into agreements that are binding on the Delegate(s) and Accompanying Person(s) 1 P a g e

2 3. Role of Conference Manager & Exhibition Manager 3.1 The Conference Manager is acting as authorized representative of and for the Organizer under this Agreement in managing all aspects of the conference portion of the Event. The Exhibition Manager is acting as the authorized representative of the Organizer in managing the exhibition portion of the Event. REGISTRATION 1. Registration Guidelines 1.1 Registration to attend the conference portion of the Event or the Young Professionals Program must be made via the Conference Manager's online registration page at or the Conference Manager's official registration form, which must be completed in full, signed and sent to the Conference Manager by electronic mail, or on-site. No alterations to these Conference Terms and Conditions can be accepted without the signed written consent of the Organizer. Submission of Registration Form shall not be deemed as automatic registration for the Event, conference portion of the event or Young Professionals Program. A confirmation of registration will be issued by the Conference Manager upon acceptance of the Registration Form and once receipt of payment has been verified. 1.2 Registrations must reach the Conference Manager no later than 11 June Registrations received by the Conference Manager after 11 June 2018 may not be processed and the Registrant should proceed with on-site registration during the Event's official registration opening hours. 1.3 On the receipt of the Registration Form by the Conference Manager, the Registrant shall be bound by these Conference Terms and Conditions. The Organizer shall have the full power to interpret and amend these Conference Terms and Conditions, provided that it provides notice of such amendments to any Registrants or Delegates who may be affected by the amendment(s). 2. Payment Terms 2.1 Any Registration Form received without payment in full will not be processed until payment is received. 2.2 Individual Registrants and groups of 6 or less registrants must pay online via credit card in order to confirm their booking. 3. Costs 3.1 The Delegate or Accompanying Person will be charged and will pay the directly for all other goods and services not included in the Delegate package. 3.2 The Delegate or Accompanying Person shall be responsible for paying for their own costs and expenses for attending the Event, including meals, travel and hotel accommodation. The Organizer will not accept any invoices or charges for any costs and expenses incurred by the Registrant, Delegate or Accompanying Person. 4. Withdrawal or Cancellation by Delegate 4.1 Should a Delegate wish to withdraw or cancel attendance, notice must be sent in writing by the Delegate to the Conference Manager on or before 27 April 2018 Cancellation will be deemed to have occurred when written notification has been received by the Conference Manager. 4.2 An administration fee of the amount set out below shall be payable by the Delegate and deducted from any refund for cancellation of attendance: Delegate: USD 350 Accompanying Person: USD 85 Young Professionals Program: USD 90 Training Course/Masterclass: USD 85 Keynote Luncheon Address: No refunds will be made for any cancellation or withdrawal Social and Technical Tours: USD No refunds will be made for any withdrawal or cancellation received after 27 April Delegate agrees that this is a genuine pre-estimate of the loss and damage incurred by Organizer. 4.4 Refunds, if any, will be reimbursed within 60 days of cancellation being approved. 2 P a g e

3 5. Prohibition of Transfer 5.1 The rights of the Delegate or Accompanying Person are not transferable or assignable to any other person without the prior written consent of the Conference Manager. Once written consent has been given, the registration may be transferred to another person within their company provided that person agrees to be bound by these Conference Terms and Conditions. 5.2 The Conference Manager reserves the right to refuse passage and attendance to the Event, or the conference or exhibition portions, to a replacement individual who is not the named Delegate or Accompanying Person where consent has not been given in accordance with the provisions of this clause. 5.3 No transfers will be accepted after 25 May Postponement, abandonment or speaker cancellation 6.1 None of the Organizer, Conference Manager, Exhibition Manager, nor Venue are responsible for any loss occurred due to cancellation, abandonment, postponement or curtailment in whole or in part of the Event. 6.2 If the Organizer, has to alter the content or timing of the Event, including the conference or exhibition portions, for any reason whatsoever, the Organizer is not liable to refund Registrant, Delegate or Accompanying Person fees or pay for additional costs incurred by them. 6.3 The Delegate or Accompanying Person shall not have any claim against the Organizer, Conference Manager, Exhibition Manager, or Venue in respect of any loss or damage consequent upon the failure for whatever reason to hold the Event or any portion of the Event, or of the Venue(s) at which the Event, or any portion of the Event, is scheduled to take place becoming wholly or partially unavailable for the holding of the Event. It shall be solely at the discretion of the Organizer, if, in its judgment by re-arrangement or postponement of the period of the Event, or any portion of the Event, or by substitution of another Venue(s) for the holding of the Event, or any other reasonable manner, the Event, or any portion of the Event, can take place. 7. Insurance 7.1 Registration fees do not include insurance of any kind. It is strongly recommended that all Delegates and Accompanying Persons take out an adequate insurance policy. The policy should include loss of fees through cancellation of participation in the Event, or through cancellation of the Event, or any portion of the Event, loss of international/domestic air fares through cancellation for any reason, loss of tour monies through cancellation for any reason including airline or related services strikes, failure to utilize tours or pre booked arrangements due to airline delay, Force Majeure or any other reason, medical expenses, loss or damage to personal property, additional expenses and repatriation should travel arrangements have to be altered. 7.2 None of the Organizer, Conference Manager, Exhibition Manager, nor Venue can take any responsibility for any Delegate or Accompanying Person failing to arrange its own adequate insurance. 8. Compliance, Consent & Copyright 8.1 The Delegate and Accompanying Person shall comply with all Venue regulations, health and safety and other regulatory requirements and any and all applicable Government rules and regulations. 8.2 The Delegate and Accompanying Person must comply with any reasonable instructions given by the Venue or any other authorized authority regarding fire or other emergency precautions. 8.3 The Delegate or Accompanying Person shall not do anything which in the Organizer's reasonable opinion is or may be prejudicial, defamatory, dangerous, harmful or otherwise in contravention of what was envisaged under this Agreement. 8.4 The Organizer, Conference Manager and Exhibitor Manager reserves the right to exclude or remove from the Event any person whose presence or action, in the opinion of the Organizer, Conference Manager and Exhibitor Manager, is or is likely to be undesirable or may put the safety and wellbeing of the other Delegates, Accompanying Persons, or Event sponsors or exhibitors or trade visitors or staff at risk. 8.5 The Organizer, Conference Manager and Exhibitor Manager reserve the right to exclude or remove the Delegate, Accompanying Person, or any other person from the whole or any part of the Event, without any liability to refund any fees, where their presence, conduct or action, in the opinion of the Organizer or any person acting with the authority of the Organizer, is or is likely to be undesirable or inappropriate or may put at risk the safety or wellbeing of any person or involves a contravention of this Agreement (but neither the Organizer, nor any other person, has any obligation to exclude or remove any person). 3 P a g e

4 8.6 The Delegate and Accompanying Person consent to being photographed, filed and/or recorded by attending the Event and consents to the Organizer, Conference Manager, Exhibition Manager, or Venue using the images and recordings of them for promotional purposes, without compensation or acknowledgment. 8.7 If the Delegate is a speaker or submits a paper at the Conference, the Delegate confirms that any papers, presentations, images or other works provided by or on behalf of the Delegate at or to the Conference are the original work of the Delegate and do not infringe the intellectual property rights of any other person or contain any content that is defamatory or otherwise infringes the right of any other person. 8.8 If the Delegate is a speaker or submits a paper at the Conference, the Delegate grants to the Organizer a royaltyfree, transferable, un-revocable world-wide license to copy, republish, site, quote from, or authorize others to do so, in any medium, electronic or otherwise, papers, presentations or other works presented by or on behalf of the Delegate at or to the Conference. In addition, the Delegate consents to the republication of those papers, presentations or other works in whole or in part, with or without modifications or attribution. 8.9 The Delegate acknowledges that speakers at the Conference are responsible for their own opinions, comments and views (whether communicated in written form in any paper or elsewhere or verbally during any presentation or otherwise). The Organizer assumes no responsibility to verify, edit or censor the opinions, comments or views of any speaker or accept any liability for any opinion, comment or view of any speaker. 9. Audio Visual Equipment 9.1 Audio Visual Equipment (including without limitation CD players, microphones, video/sound recorders and radios) or other sound devices operated in a manner objectionable to the Organizer, shall be prohibited, and the Delegate or Accompanying Person shall immediately cease using such equipment if so requested by the Conference Manager. 10. Accompanying Persons & Young Professionals Program 10.1 Accompanying Persons. Accompanying persons are defined as those who will join a spouse or partner to attend social activities. When registering online, Delegates will have the option to register and pay for an Accompanying Person. Accompanying person(s) must NOT be a professional of the gas or energy industry or use the conference as a business networking opportunity. The following items are included in the Accompanying Person s registration: Gift Bag Opening Ceremony on 26 June 2018 and Welcome Reception on 25 June 2018 Networking Function on 28 June 2018 & Closing Ceremony on 29 June 2018 Admission to the exhibition portion of the Event Washington City Tour Any complimentary shuttle bus service that may be provided between the official hotels and the venues for the Event. If the organizers of WGC 2018 believe the accompanying person is attending in a professional or business capacity, the WGC 2018 event organizers reserves the right to refuse or to cancel the registration of the accompanying person and request they register as a full delegate for the conference Young Professionals Program. When registering online, eligible Delegates will have the option to register and pay for the conference portion of the Event or register and pay for the Young Professionals Program (YPP). The YPP is separate and distinct from the conference portion of the event and designed for rising employees on an executive track. Eligibility for the YPP is limited to 200 Registrants: Under the age of forty, and Currently engaged in a business management, technical or legal role in the natural gas industry Young Professionals Program registrants are limited to receiving the following benefits: 2 ½ day workshop featuring timely topics and important industry speakers Evening reception and tour on 27 June P a g e

5 Admission to the exhibition portion of the Event Luncheon on both 28 and 29 June 2018 Networking function on 28 June 2018 and Closing Ceremony on 29 June 2018 Program Materials Complimentary shuttle bus service that may be provided between the official hotels and venues for the Event 11. Technical & Social Tours 11.1 All Event activities that are of a social nature are on a Seat on Coach (SIC) basis (non-private). Registration onto, and payment for, an activity allows the bearer one place only. Accompanying Persons may attend a tour, which they have purchased, without being accompanied by the Delegate Confirmation of activities is subject to availability and will not be confirmed until full payment is received. Activities are not exchangeable with other activities After 8 June 2018 registration for social and technical tours will no longer be accepted online. However registrants and delegates are welcome to contact the Conference Manager s registration department with their activity request. Requests will be fulfilled subject to availability Cancellations or amendment requests to social and technical activities must be made in writing to registration@wgc2018.com no later than 18 May Any approved refunds will be reimbursed within 60 days of cancellation being approved, less an administrative fee of USD 25, which will apply per canceled activity. Delegate agrees that this is a genuine pre-estimate of the loss and damage incurred by Organizer After 18 May 2018 no refunds will be made for cancellation of any activity. Delegate agrees that this is a genuine pre-estimate of the loss and damage incurred by Organizer Delegates and Accompanying Persons are to assemble at the pick-up point 15 minutes prior to the activities commencement/departure times. No refunds will be granted for no-shows and late comers. Delegate agrees that this is a genuine pre-estimate of the loss and damage incurred by Organizer The Conference Manager will make every effort to operate all activities and events according to the confirmed services. Deviation from a pre-agreed program is sometimes necessary depending on local factors, including weather, road conditions, flights or other factors beyond the Organizer s control. However, this will be done only if necessary and the Delegate will be informed in advance when possible. The Organizer and Conference Manager reserve the right to amend, modify, substitute, cancel or reschedule itineraries if deemed necessary Should the activity date selected not achieve the minimum number of participants required in order to run the activity, the Conference Manager will notify the Delegate in advance and suggest an alternative. If the alternative activity is not suitable to the Delegate, a refund will be made in full A City Tour is included in the Delegate and Accompanying Person fee for Delegates registering for the conference portion of the Event. Changes can be made to date and time of chosen tour up until 18 May After this date no changes can be made. 12. Limitation of Liability 12.1 The Delegate or Accompanying Person agrees that his/her participation in the Event is wholly at his/her own risk (including risk to property and persons). Subject to Clause 12.2, none of the Organizer, Conference Manager, Exhibition Manager, Venue nor any Event sponsor or exhibitor, warrant or guarantee and specifically exclude from any liability to the Delegate or Accompanying Person in relation to: i. any difference between estimated and actual number of visitors to the Event or any portion of the Event; ii. any difference between estimated and actual number of exhibitors or identity of exhibitors at the exhibition portion of the Event; iii. timeliness or quality of services, or failure or deficiency in provision of services, that are the responsibility of the providers and operators of a venue for the Event; iv. cancellation, postponement, part time opening or relation of the Event either as a whole or in part, subject to clause 12.2 below; v. cancellation or postponement of any speakers or other representatives scheduled to appear at the Event (or which the Delegate has been notified may appear the conference portion of the Event). The Organizer has the right to substitute speakers at the Event without any prior notice; and vi. any event or circumstance outside the Organizer s control, including, but without limitation, to any delay, failure or interruption resulting directly, or indirectly from industrial action, blackout, fire, war, explosion, 5 P a g e

6 terrorism, SARS or other virus, civil or military unrest, government sanction, pandemic, or ministerial action having the force of law, earthquake, flood, or other act of God, or labor dispute, which impacts upon, prevents or limits the operation of the Event, or any portion thereof, or performance of Organizer s obligations under this Agreement. In all such circumstances, the Organizer is entitled to retain all moneys paid by the Delegate or Accompanying Person. Delegate agrees that this is a genuine pre-estimate of the loss and damage incurred by Organizer The Organizer, Conference Manager, Exhibition Manager and Venue and Event sponsors and exhibitors: i. exclude from this Agreement all terms, warranties, conditions and guarantees implied or imposed by law, to the fullest extent permitted by the laws of the United States; ii. exclude all liability for injury to or death of the Delegate or Accompanying Person; and iii. exclude all liability for any indirect, special, economic or consequential loss or damage or loss of revenue, profits, goodwill, bargain or opportunities or loss of anticipated savings incurred or suffered by the Delegate or Accompanying Person To the extent of any liability to the Delegate or Accompanying Person which is not able to be excluded at law, the Organizer, Conference Manager and Exhibition Manager, Venue and Event sponsors and exhibitors limit their aggregate combined liability to an amount that does not exceed the fees paid under this Agreement, in respect of any liability under or in relation to this Agreement, the performance of this Agreement or any activity contemplated by this Agreement, whether for breach of contract, tort (including without limitation negligence) or under any statute or otherwise. 13. Indemnification 13.1 The Delegate or Accompanying Person indemnifies each of the Organizer, Conference Manager, Exhibition Manager, Venue and Event sponsors and exhibitors against all suits, claims, cost, loss, expense, damage and liability which they or any one of them may suffer or incur arising from any loss or damage to property and/or injury to or death of any person whatsoever (including any Delegate, Accompanying Person, Trade Visitor, member of the public, agent or contractor) however caused by any act, omission or default of the Delegate or Accompanying person and/or breach by the any of them of any obligation or warranty under this Agreement. 14. General 14.1 This Agreement is governed by the substantive laws of Washington, D.C., United States (without regard to its conflict of laws provisions) and the Organizer, Delegate and Accompanying Person submit to the exclusive jurisdiction of the courts of Washington, D.C., United States Waiver by Organizer of a breach of this Agreement, or of any rights created by or arising under this Agreement, must be in writing and signed by the Organizer and variation, and variation of any part of this Agreement must be in writing and signed by the Organizer to be effective Nothing in this Agreement will be construed to place the parties in the relationship of partners, joint ventures or fiduciaries, nor may either party act as agent for the other No statement or representation about the Event or otherwise concerning the subject matter of this Agreement may be relied upon by the Delegate unless expressly set out in this Agreement to the extent permitted at law The Delegate, Accompanying Person or Trade Visitor may not assign its rights or obligations under this Agreement The Conference Manager, Exhibition Manager, Venue and Event sponsors and exhibitors may rely on each of the covenants, agreements, exclusions, releases and indemnities given or made under this Agreement as if each were a party to this Agreement and each is an intended third party beneficiary of this Agreement This Agreement is subject to the provisions of any applicable law which cannot be excluded and any invalid, unenforceable, or void part will be severed to the extent invalid, unenforceable, or void and the remainder will remain in full force and effect The Delegate and Accompanying person consents under all applicable privacy laws, to the disclosure of all of the Delegate and Accompanying Person s contact information to contractors appointed by the Organizer to assist in the organization or management of the Event, and to use of such contact information by the Organizer for the purpose of informing the Delegate and Accompanying Person of other products services and events promoted by the Organizer, the Conference Manager or Exhibition Manager, or any of their respective related bodies corporate. The Delegate may obtain details of the information the Organizer holds about it, or request in writing that related contact information should not be used. 6 P a g e

7 ACCOMMODATION 1. Rates and Dates 1.1 The Organizer has negotiated preferential rates at selected hotels in downtown Washington, D.C. for Delegates, Accompanying Persons, exhibitors and sponsors of the Event. 1.2 Preferential rates and dates vary with each hotel. Should the guest require arrival and/or departure outside these dates, the hotel has the right to apply their standard rack rates. 1.3 These preferential rates only apply to fully registered Delegates, Accompanying Persons, exhibitors and sponsors of the Event. 1.4 All rates published are subject to applicable local taxes. 1.5 Meals are not included except where specified by the hotel. 1.6 The Organizer strongly recommends that interested persons register and request accommodation as soon as possible to increase their chance of securing their hotel preference. Should the selection no longer be available, a member of the Conference Manager s team will attempt to propose suitable available alternatives. 2. On Request Rooms 2.1 Hotel reservations are taken on a first-come, first-served basis and are allocated from the Event negotiated room blocks. If the negotiated room blocks or dates do not meet your needs or preferences, contact the Conference Manager s hotel department so they may assist you. 3. Conference Registration, Cancellation and Replacement 3.1 Cancellation of registration may result in revocation of any preferential rates received. 3.2 Should the Delegate wish to transfer the registration to a colleague, the Delegate must inform the hotel and Conference Manager s Hotel department. 4. Hotel Confirmations 4.1 Hotel preliminary confirmations will only be issued upon receipt of complete payment of Event registration fee. 5. Hotel Payment 5.1 All accommodation requests will require a credit card guarantee. Delegates must provide credit card details online in order to confirm the hotel reservation. Once the card is successfully verified, the hotel will confirm the reservation, directly to the Delegate. 5.2 Hotel reservations will not be fully confirmed until the hotel has been in contact with the delegate to confirm the reservation. All Delegates will be required to pay for their stay, meals, any extras and incidentals, directly to the hotel upon check-out. 6. Hotel Cancellations and Amendments 6.1 After 31 May 2018, hotel reservations will no longer be accepted online. However, Registrants and Delegates are welcome to contact the Conference Manager s hotel department with their hotel request. The Conference Manager s hotel department will endeavor to assist all Registrants and Delegates with their hotel bookings or to refer them to a suitable hotel. 6.2 After 31 May 2018, hotel cancellations or amendments will not be accepted online. Should any amendments or cancellation to the hotel reservation be needed after 31 May 2018, they must be communicated in writing to both the Conference Manager s hotel department and the hotel so the room(s) will be offered to other Delegates requiring accommodation for the released nights. 6.3 Event partner hotels each have different cancellation/shortening of stay policies (generally between 72 hours and 48 hours before scheduled check-in). These will be communicated to each Delegate upon confirmation by the hotel. 6.4 For further information on Event hotels and reservations contact the Conference Manager s Hotel Department either by calling or by ing hotels@wgc2018.com 7 P a g e

8 GROUPS 1. Payment Terms for Groups of 7 or more registrants 1.1Group bookings of 7 or more registrants will have the option to make payment by bank transfer. The group s coordinator shall request the group Registration From with bank transfer payment facilities by contacting the Conference Manager either by calling or by ing registration@wgc2018.com 1.3 Group registrations paying by bank transfer must reach the Conference Manager no later than 12 April Group registrations received by the Conference Manager after 12 April 2018 will not be processed and Group Registrant should pay online via credit card in order to confirm their booking. 1.4 Group Registrants paying by bank transfer will not be processed, added to the delegate list, nor be permitted to attend sessions or social functions at the Event until payment is received in full. Payments by way of bank transfer must be received by 11 May Groups paying by bank transfer must pay within 30 days of invoice date. If payment is not received within 30 days, the registration will be automatically cancelled. 8 P a g e