Table Booking Terms and Conditions
The Insurance Times Tech & Innovation Awards 2024 [hereafter “the Event”] will take place at the Royal Lancaster Hotel in London on 19th September 2024. By booking a table(s) or seat(s) for the Event you or your company, or any individual on whose behalf a place is booked, is entering into a contract with Newsquest Media Group ["Newsquest”, “us”, “our”, “we"]. Newsquest is the owner of the Insurance Times brand.
1. BOOKING TERMS
1.1. Under these terms and conditions a booking is solely for a number of table(s) and seat (s) at the Event.
1.2. Your table/seat booking for the Event is confirmed once you have received written confirmation from us, either by email or automated website response. Please contact us if you have not received this within a week of completing the online booking form.
1.3. The confirmation will include the table(s) and/or seat(s) booked and the amount payable.
1.4. All prices are subject to VAT at the relevant applicable rate.
1.5. Non-trade account invoices (those paying by credit card or on proforma invoice) must be paid in full within 30 days of receipt or before the date of the Event, whichever is sooner. If no payment is received entrance to the event will be denied.
2. GUEST LISTS
2.1. We will require guests' names and dietary requirements no later than three weeks before the Event. It is your responsibility to provide this information to us via the online booking system.
2.2. It is your responsibility to make sure that your guests are aware and agree to their names being published in connection with the Event. Unless we are made aware that a name should not be published, it is implied that we have the consent of each of your guest(s) once you have provided their name(s).
3. SECURITY
In the interests of security:
3.1. We may also request the contact details of all your guests prior to the Event.
3.2. We may, at our absolute discretion, refuse entry, ask to leave or remove any guest at the Event whom we perceive to be a risk or threat to the venue, the Event, staff, other guests or any property within the venue, and in such circumstances no refund will be given.
3.3. Guests are required at all times to conduct themselves in an orderly manner throughout the Event and to respect other guests, the staff and organisations providing the service to them on the night. Failure to comply with this could result in guests being refused entry or being asked to leave the Event without refund.
3.4. Smoking is only allowed in designated areas.
3.5. You and your guests are required to follow any security or safety instructions or advice given prior to or during the Event.
3.6. Anyone found in possession of illegal substances will be ejected from the Event without refund, and may face further prosecution in accordance with the law.
3.7. You and your guests are responsible for any personal property brought onto the premises for the entire duration of the event. Neither the Company nor the Venue can accept responsibility for any loss of items, costs or damages incurred to individual property during the Event.
4. CANCELLATION CHARGES
All cancellations must be notified to us in writing. Any refund will be subject to the following timescales:
4.1. For any cancellation of more than 90 days prior to the date of the Event a full refund of any monies will be paid less a 10% admin fee for non-refundable deposits made by Newsquest on your behalf to our third party suppliers. Parties agree this fee is a genuine pre-estimate of our damages as a result of cancellation.
4.2. Between 90 and 60 days prior to the Event a refund of 50% of the ticket price will be given less a 10% admin fee for non-refundable deposits made by Newsquest on your behalf to our third party suppliers. Parties agree this fee is a genuine pre-estimate of our damages as a result of cancellation.
4.3. Fewer than 60 days before the Event no refund will be given.
4.4. In the event of cancellation of the Event for reasons beyond Newsquest’s control including but not limited to: cancellation by a third party such as venue owners, any contractor, sub-contractor or lease holder to the Event to which the invoice relates; force majeure (acts of war, pandemic, terrorism, death); we will refund your payment subtracting all reasonably-incurred non-refundable costs pertaining to the Event. We shall not however be responsible for any other costs you may have incurred as a result of cancellation.
4.5. Whilst we publish details of the Event in advance we reserve the right to amend any aspect or element of the Event programme including, but not limited to, date, venue, timings, order of proceedings, entertainment and catering.
5. GENERAL
5.1. We reserve the right to amend these terms and conditions at any time and you are advised to read the terms regularly to check any updates or changes that may be made from time to time.
5.2. These terms and conditions constitute the entire agreement between you and us and supersede all and any other arrangements and understandings whether written, oral or otherwise.
5.3. You agree that you shall have no remedies in respect of any representation (whether made innocently or negligently) that is not set out in these terms and conditions.
These terms and conditions and any dispute or claim arising out of or in connection with them or their subject matter shall be governed by and construed in accordance with the law of England and Wales.