Terms and conditions

Event Management

This Contract sets out the terms and conditions under which we will provide the Service to you.

By “you” or “your” we mean the “Client” as defined below.

By “us” and “we” we mean our management, being the trading name of PlannerAddict

Meaning of Terms

In this Contract, The following words shall have the following meanings:

BOOKING – means the request and confirmation of the Service.

BOOKING Contract – means the Booking Contract signed by the parties which sets out specific details of the booking of Service by the Client

CLIENT - means any natural person, corporate or unincorporated body (whether or not having separate legal personality) contracting for the use of the Service.

Commencement Date – The Contract shall come into effect upon receipt by PlannerAddict of a signed contract from the Client or on the first date on which PlannerAddict provides The Service, whichever is the Earlier.

CONDITIONS- means these terms and conditions, as amended from time to time by PlannerAddict.

CONTRACT – means these Conditions and the Booking Contract.

DELEGATE- means any person including speakers, exhibitors or partners attending all or part of the Event for which this Service is being provided.

EVENT- means the occasion for which the Service is required.

Price means the price specified in the Booking Contract.

Revenue means the Revenue anticipated by PlannerAddict in respect of the Delegate fees.

Service means the services as provided by PlannerAddict as set out in the Booking Contract.

1. In this Contract the following rules apply:

a) A reference to a statute or statutory provision is a reference to such statute or provision as amended or re-enacted. A reference to a statute or statutory provision

b) Any phrase introduced by the terms “including”, “include”, “in particular” or any similar expression shall be construed as illustrative and shall not limit the sense of the words preceding those terms;

c) A reference to “writing” or “written” includes faxes and emails.

Booking

2. The Booking constitutes an offer by the Client to purchase the Service in accordance with these Conditions. The Client shall ensure that the terms and specifications in the Booking are complete and accurate.

3. For the avoidance of doubt, the Client’s standard terms and conditions (if any) attached to, enclosed with, or referred to in the Booking shall not govern the Contract and these Conditions shall prevail over any other conditions previously published by PlannerAddict in respect of the Service and these Conditions apply to the Contract to the exclusion Of any other terms that the Client seeks to impose or incorporate or which are implied by trade, custom, practice or course of dealing.

4. The Contract shall come into effect upon receipt by PlannerAddict of a signed contract from the Client or on the first date on which PlannerAddict provides the Service, Whichever is the earlier (the Commencement Date). Notwithstanding the foregoing, PlannerAddict reserves the right to refuse to supply the Service until such time as it has received a signed contract from the Client.

Service

5. PlannerAddict shall use reasonable endeavours to supply the Service from the Commencement Date

6. The Service shall be directed by the event manager or such other suitably qualified person appointed by PlannerAddict

7. PlannerAddict reserves the right to make changes to the Service which are necessary to comply with any applicable laws or safety requirements. PlannerAddict will notify The Client of any changes to the Service.

8. PlannerAddict will provide administrative assistance with the management of the Event budget and shall provide the client with profit and loss reports. However, Not with standing the foregoing, the Client will be solely responsible for the overall management of the budget associated with the Event and shall be solely responsible for any Loss incurred.

9. If PlannerAddict is required to provide a Website under this Contract, the Website will remain live for a period of six months after the date of the Event. The Client will be Solely responsible for the content of the Website and the Abstract uploaded by the Client and/or Delegates (the “Abstract”) and any postings on or use of the Website by the Client and or any third parties.

Delegate number

10. The Client shall confirm the Minimum Guaranteed Number at the Commencement Date. If the number of Delegates is less than the Minimum Guaranteed Number then a cancellation charge will apply as set out in clause 27. If the final number of Delegates increases over those previously communicated to the event manager, the Client will be charged accordingly.

11. The Minimum Guaranteed Number may be adjusted by the Client provided that such adjustment is communicated to and accepted by PlannerAddict in writing. However, any reduction in numbers will remain subject to PlannerAddict cancellation policy as set out in clauses 24 to 28, subject only to the provisions of clause 27. Any increase in Delegate numbers may result in an increase in the Price.

Client’s obligations

12. The Client shall:

a) co-operate with PlannerAddict in all matters relating to the Service;

b) provide, in a timely manner, such data and other information as PlannerAddict may require for the provision of the Service, and ensure that it is accurate in all material aspects;

c) provide content and materials for inclusion on the Website and in the Abstract as requested by PlannerAddict and ensure that PlannerAddict and the Client have the right to use all intellectual property rights associated with the relevant content and materials

13. The Client shall not use the names, logos or any details of PlannerAddict.

Charges

14. In consideration of the provision of the Service, the Client hereby agrees to pay the Price to PlannerAddict together with any VAT eligible in respect thereof at the prevailing

15. PlannerAddict has the right to adjust the Price in the case that any additional services are requested by the Client after the Commencement Date, including but not limited to An increase in Delegates

16. Written notification of any Price changes will be made by PlannerAddict to the Client as soon as possible.

Additional Charges and Payments to Third Parties

17. The Price is a service and management charge and expressly excludes any postage charges and any other ancillary expenses reasonably and properly incurred by PlannerAddict in connection with the Service.

18. PlannerAddict shall obtain the Client’s written approval before incurring any expenses, material or services exceeding an amount specified by the Client and included in the Booking Contract.

19. If PlannerAddict requires to sub-contract the provision of any part of the Service, it shall issue a written confirmation to the Client for the Client’s approval and PlannerAddict Shall have the right, acting as an agent of the Client, to bind the Client contractually to all approved sub-contractors.

20. As PlannerAddict is acting as an agent in relation to the provision of the Service, it will not be liable to any third party suppliers for payment.

21. Any expenses incurred under clause 17 or 18 shall be invoiced by PlannerAddict.

22. Notwithstanding the terms of clause 21, PlannerAddict can make payments to third party suppliers and/or sub-contractors on behalf of the Client. PlannerAddict can, at its Sole discretion, set off the Revenue against any payments made by it to third parties. In the event that the Revenue actually received by PlannerAddict does not exceed the Sums paid by it to third parties, PlannerAddict shall invoice the client for any sums not covered in accordance with clause 21.

23. If for any reason, the Event is cancelled or postponed, the Client shall be liable for all payments made or due to third parties under the terms of this Contract and shall Indemnify PlannerAddict in relation to the same, provided that PlannerAddict uses reasonable endeavors to mitigate any such costs.

Cancellation / reduction

By PlannerAddict:

24. PlannerAddict reserves the right to cancel the Service (or any part thereof) if:

a) the Client breaches any of its duties or obligations under the Contract;

b) in the opinion of PlannerAddict, the Client has requested a significant change of the Contract or Service; including but not limited to a request to reduce the Minimum Guaranteed Numbers;

c) an administrator is appointed to the Client or in the event of the liquidation or receivership of the Client;

d) PlannerAddict is not satisfied with the Client’s credit status;

e) in the opinion of PlannerAddict, the Event might prejudice the reputation of PlannerAddict

f) PlannerAddictis requested to cancel the Event by order of any government or other public authority.

By the Client:

25. The Booking will be considered ‘cancelled’ by PlannerAddict when a Client, by written notification to the event manager, cancels or postpones the entire Booking.

26. In the event of termination of the Contract for any reason, PlannerAddict shall have the right to impose a cancellation charge which shall be calculated as detailed in clause 27 below.

27. In the event of cancellation, PlannerAddict shall have the right to impose a cancellation charge which shall be calculated as detailed below:

a) if cancelled 70 days prior to the first day of the Event, the cancellation charge shall be 10% of the Price;

b) if cancelled 55 days prior to the first day of the Event, the cancellation charge shall be 25% of the Price;

c) if cancelled 40 days prior to the first day of the Event, the cancellation charge shall be 50% of the Price;

Deposit

28. A non-refundable deposit of 20% of the Price is payable upon the Commencement Date.

29. Further deposits may be required depending on the number of Delegates and/or the value of any additional services the Client requests PlannerAddict to book and/or Contract on their behalf.

Payment terms for the Service

31. For all bookings by Clients who are part of the PlannerAddict:

a) the Client shall, within 14 days of the date of the relevant invoice or request for payment, pass for payment, in pounds sterling, all monies due under the Contract.

b) the Client shall notify PlannerAddict of any disputed amounts within 5 working days of the date of the invoice or request for payment and the Client shall pay the undisputed amount within 14 days of the date of the invoice. The disputed amount alone may be withheld until the dispute is resolved.

c) all payments by the Client to PlannerAddict shall be made without deduction or set off.

32. For all other bookings:

a) the Client shall make all payments due under the Contract in pounds sterling and within 14 days of the date of the relevant invoice or request for payment.

b) the Client shall notify PlannerAddict of any disputed amounts within 5 working days of the date of the invoice or request for payment and the Client shall pay the

undisputed amount within 14 days of the date of the invoice; the disputed amount alone may be withheld until the dispute is resolved.

c) all payments by the Client to PlannerAddict shall be made without deduction or set off.

Information/Data

33. Information and data belonging to the Client and used by PlannerAddict for Event purposes will remain the sole property of the Client. Except with the express Written permission of the Client or if required by law or regulation, PlannerAddict will not disclose or use this information for any purpose other than those associated with the Service.

34. PlannerAddict undertakes to maintain database management procedures in compliance with the Data Protection Act 2018 (the “DPA”).

35. The Client warrants that it has notified with the Information Commissioner as a data controller (as defined in the DPA) if it is legally required to do so and shall ensure that it is Compliant with the terms of the DPA and has sufficient authority to pass any data to PlannerAddict.

Intellectual Property Rights

36. As between the Client and PlannerAddict, all intellectual property rights and all other rights in and/or resulting from the provision of the Service shall be owned by PlannerAddict. PlannerAddict licenses all such rights to the Client on a non-exclusive, worldwide basis to such extent as is necessary to enable the Client to make reasonable use of The Service. If this Contract is terminated, this licence will automatically terminate.

37. Any intellectual property rights developed prior to or out with the scope of this Contract shall remain the property of the party that introduced the same and they will grant to the Other party, a non-exclusive, royalty free licence to use the same for the purpose of fulfilling their obligations under the Contract.

38. If the Client provides any logos, trade marks, copyright or any materials (“Client IP”) to PlannerAddict for the Website the Abstract or for the purpose of delivering the Service, PlannerAddict shall have a licence to use the intellectual property rights in any such Client IP for the purpose of delivering the Service only.

39. The Client warrants that it has sufficient rights in the Client IP to licence it to PlannerAddict under this Contract and will indemnity PlannerAddict against any and all loss Incurred as a result of the use of such Client IP.

Confidentiality

40. The Client shall keep in strict confidence all technical or commercial know-how, specifications, inventions, processes or initiatives which are of a confidential nature and have Been disclosed to the Client by PlannerAddict, its employees, agents, consultants or subcontractors and any other confidential information concerning PlannerAddict Business or its products which the Client may obtain.

41. The Client may disclose such information:

a) to its employees, officers, representatives, advisers, agents or subcontractors who need to know such information for the purposes of carrying out the Client’s obligations under this Contract; and

b) as may be required by law, court order or any governmental or regulatory authority.

42. The Client shall ensure that its employees, officers, representatives, advisers, agents or subcontractors to whom it discloses such information comply with clauses 40 to 43.

43. The Client shall not use any such information for any purpose other than to perform its obligations under this Contract.

Liability – please read carefully

44. Subject to clause 46, the entire liability of PlannerAddict in connection with the Contract whether for negligence, breach of contract, misrepresentation or otherwise, is limited

To an amount equal to the Price.

45. Subject to clause 46, the liability of PlannerAddict in connection with the Contract whether for negligence, breach of contract, misrepresentation or otherwise, will not extend To any special, indirect or consequential damages or losses, or any loss of profits, loss of revenue, loss of data, loss of contracts or opportunity, whether direct or indirect, even

If the Client has advised PlannerAddict of the possibility of those losses, or if they were within PlannerAddict contemplation.

46. Nothing in these conditions shall operate to exclude or restrict either party’s liability for:

a) death or personal injury resulting from negligence.

b) fraud or deceit.

47. The Client shall indemnify, keep indemnified and hold PlannerAddict harmless from and against all claims, actions, damages, liabilities and costs (including professional fees)

Which may be brought against or incurred or suffered by PlannerAddict, its employees or agents in connection with the Service which arise as a result of or due to the actions, Omissions, or negligence of the Client, its employees or agents or others whom it is responsible, or any Delegate.

48. PlannerAddict will have no liability to the Client and/or the Delegate when they are not at PlannerAddict premises, even if any such liability is incurred at a location which PlannerAddict has organised an alternative venue for delivery of the Event and/or organised as part of the relevant social programme as part of the delivery of the Service as Specified in the Booking Contract.

49. PlannerAddict gives notice that all arrangements for transport and conveyance, or for any other services, are made by them as agents, upon the express condition that they Shall not be liable for any injury, damage, loss, accident, delay or irregularity howsoever caused which might occur due to the act, omission fault or negligence of any suppliers Or subcontractors engaged in carrying out contracted arrangements for the Client.

50. The Client shall effect and maintain adequate insurance cover (including professional indemnity insurance and event and public liability insurance) to cover all liabilities under The Contract, with a reputable insurer approved by PlannerAddict and shall, on PlannerAddict request, produce both the insurance certificate giving details of cover and the Receipt for the current year’s premium in respect of each insurance.

General

51. The Client shall comply with all applicable laws, statutes, regulations relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010.

52. ‘Force Majeure’ means any circumstance beyond the control of PlannerAddict including, but not limited to acts of God, fire, explosion, adverse weather conditions, flood, Earthquake, failure of energy sources or transport network, terrorism, riot, civil commotion, war, hostilities, strikes, work stoppages, slow-downs, or other industrial disputes, Accidents, riots or civil disturbances, acts of government, lack of power, non-performance or delays by suppliers or materials shortages.

53. PlannerAddict shall not be liable to the other of loss or damages arising from prevention or delay in performance of this Contract where same is a result of Force Majeure. For the avoidance of doubt, nothing shall excuse the Client from any payment obligations under the Contract.

54. If PlannerAddict is prevented or hindered from hosting the event by a Force Majeure event, PlannerAddict may, at its sole option and without being liable for any loss or Damage suffered by the Client or Delegates, relocate the event to another location or terminate the Contract forthwith by giving notice to that effect to the Client.

55. The benefit of this Contract may not be assigned by the Client without the prior written consent of PlannerAddict.

56. This Contract and any document referred to herein represent the whole understanding of the parties with regard to the subject matter here of Each and every provision in this Contract shall be read (where possible) as entirely independent and severable from the other or others. In all cases where a provision of this Contract is reducible, invalid or unenforceable in terms of any legislation or other legal authority, such provision shall not affect the validity of the remaining portion of this Contract which shall remain in force And effect.

57. No variation or alteration of any of these Terms and Conditions shall be effective unless it is in writing and signed by or on behalf of each party

58. Indian law shall govern this Contract and the parties to this Contract submit to the exclusive jurisdiction of the indian courts.

* These are General terms & conditions and varies for each and every service which is chosen by the client for more information please contact us *