Terms and Conditions

Terms and Conditions of Conference Registration

Before proceeding with your booking, please ensure you have read and understood our booking terms and conditions below. All registrations are made subject to these booking terms and conditions:

Fees Include:

Delegate fees include delegate pack, lunch, refreshments, access to the networking drinks reception and an electronic copy of the conference slides sent after the event.

Delegate Pack:

An A4 folder is provided at the event containing the programme, speaker biographies and delegate list. One copy is made available for each paying delegate. You may take this delegate pack away from the event with you however, please note that no part of this document may be reproduced in any way (both online or offline) or used for any form of mailing without prior written consent.

Speaker Presentations:

Following the conference, a unique conference passcode is emailed to delegates and the proceedings can then be accessed via the link therein. Please allow 5 working days for this to arrive. Due to reasons beyond the control of Waterfront, not all speaker presentations will be available post event and the provision of presentations is at the discretion of our speakers.

Event Accommodation:

Overnight accommodation is not included in the registration fee. However, reduced rates are usually arranged at several local hotels. Further details can be found on confirmation email you will receive once registered. On each occasion, it is necessary to contact the hotels directly with the booking reference specified in the relevant venue information. It is advisable to book early to secure these rates, as availability is not guaranteed.

Travel:
Travel is not included in the conference fee. It is the responsibility of the attendee to make their way to the conference venue in adequate time. Waterfront Conference Company is not liable for any delays or non-attendance resulting from delayed or suspended transportation. Directions to the conference venue can be found on the venue page of the conference for which you are registering

Terms of Payment:

Payment must be made in full prior to the conference date, a VAT receipt will be sent by post for all bookings.

Ways to pay:

Payment may only be made in Pounds Sterling.

By cheque: Please make cheques payable to “The Waterfront Conference Company”

By BACS:

Payments to Waterfront Conference Company Ltd
Natwest Bank
Newport South Wales Branch
High Street
Newport
NP20 1GG
Sort Code: 56-00-59
Account Number: 34740546
IBAN No: GB68NWBK56005934740546
SWIFT/BIC No: NWBKGB2L

By credit card: Payments may also be made via Visa, Visa Debit, Visa Electron, Mastercard (credit and debit cards) and American Express.

Please send all cheques and remittance advice, and any finance-related queries to:

Finance Department
Freshwater UK Ltd
Raglan House
Malthouse Avenue
Cardiff Gate Business Park
Cardiff
CF23 8RA

Tel: 02920 304050
Fax: 02920 545380

Email: ross.croci@freshwater-uk.com

Please quote your invoice number and you name as a reference on all forms of payment.

Cancellations and Substitutions:

Cancellations must be received by email to conference@thewaterfront.co.uk. Those received 15 days or more before the event date will be refunded in full, minus an administration charge of 10% of the invoice total. There will be no refunds for cancellations after this period, for whatever reason, and any outstanding invoices must be paid in full, however you will still receive the conference documentation. However, substitutions can be made at any time at no extra cost. Non-payment or non-attendance does not constitute a cancellation. 

Splitting Delegate Tickets:

Unfortunately we are unable to split a single delegate pass between 2 or more attendees. A separate ticket will need to be purchased for each attendee, however a 15% group booking discount will apply.

Discounts:

Unless otherwise stated, only one discount may be applied to a single booking (if you have more than one discount code, we will apply the highest percentage of discount) and you must provide the relevant code in order to receive this. Discounts may only be applied at the time of booking and cannot be claimed retrospectively.

Purchase Orders:

If your company requires you to have provide purchase order before confirming a spend, please do so before booking as the abovementioned 10% cancellation will apply should the booing be subsequently cancelled.

Speaker Cancellations/Programme Changes:

Although every effort is made to ensure our speakers appear as advertised; we are unable to guarantee any speaker’s attendance as unforeseen circumstances can arise which can prevent a speaker from being able to attend. In the event of a speaker being unable to attend we will make every effort to find a suitable replacement of the same calibre and level of expertise and to communicate this to all delegates.

It may consequently be necessary for Waterfront to make changes to the timings, content or venue for the event, and any such reasonable change to the conference format will not constitute a reason to refund the conference fees. To avoid disappointment, please visit our website regularly to keep up to date with the latest programme for each conference. Your understanding in this matter is appreciated.

Date Change:

If in the very unlikely event that we need to change the date of the event, we will notify you as soon as we are aware and will offer you a full refund should this mean you are unable to attend the event in question. We are not liable to pay any incurred costs resulting from any postponement or cancellation.

Data Protection:

  • What data we need:

In order to register you for an event we will need to record the following information about you:

  • A named, business email address (i.e. smith@company.com and not a generic email such as office@company.com)
  • Name, job title, company, contact number, company address, accounts/finance department contact details, how you found out about the event, PO number (if relevant), chosen dates of attendance (if it is a multiple day event)
  • Specific dietary or access requirements
  • Payment details (all card payments will be processed via SagePay)

The data you provide will be held on a secure database in accordance with the General Data Protection Regulation and in accordance with our Privacy and Cookie Policy which can be viewed here.

Following your registration we may also contact you about similar events, news, content, surveys and products which are relevant to the subject matter of the event you have registered for (i.e. only products or services which we deem to be of ‘legitimate interest’ to you in your current role. We may also get in touch to ask for your feedback on the event and for research purposes when we are developing new events. You can unsubscribe from these communications, or update or change your details at any time by clicking on the link in the footer of any of these messages, or visiting our preference centre here ________________________.

For further details please see our full Privacy and Cookie Policy.

Travel/Visas:

Please note that Waterfront Conference Company cannot assist you with applying for or obtaining visas. For information about visa requirements and application procedures please contact your local British Embassy or Consulate.

Photographs and filming:

From time to time we may have a photographer or cameraman at the events. Any footage captured may be published online (on our website but also external sites such as YouTube), on social media, and with our own database of contacts. Please email us on conference@thewaterfornt.co.uk or speak to a member of staff on the reception desk if you wish to be excluded from and published materials.