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Exhibitors Terms and Conditions

Here are the conditions of the agreement between your organisation or company, or, if an individual, yourself ("You") and Ibicus International Ltd (company registration no 4932435) and Ibicus UK Ltd (company registration no 5402516), and, as appropriate, Ibicus Europe Ltd (company registration no 9062787), hereafter referred to as Ibicus (or "We/us"). Ibicus runs educational courses and does not own schools, transportation or accommodation.

Our Intention

We are in business to provide the highest-quality teaching and training of IBDP-related subjects at competitive costs, at convenient times and locations. We invite exhibitors with products relevant to international school teachers and leaders to these events.

Our Agreement

This is legally binding and governed by English Law once signed and accepted by us with your payment or booking form and shall be binding on You and your organisation or company. If you apply electronically or by phone, it is binding in the same way. The completion of our online booking form, the raising of an invoice or pro-forma invoice indicates acceptance of your booking by Ibicus and your acceptance of these Terms and Conditions.

Enrolment

You agree to complete the online application form and arrange for full payment of our automatically generated invoice within 30 days of making the booking or sooner if the workshop commences before the 30 day deadline. We agree to provide you or your proposed exhibitor with exhibition space, assistance and refreshments as described by venue in our website.

Payment

Payment can be made immediately online via credit card for which you will receive an automatic acknowledgement and receipt. Our payment terms are stated on our pro-forma invoice, and due amounts (if not paying online at the time of booking) must be paid on time and in full, and within 30 days of making the booking or sooner if the event commences before the 30 day deadline. Late payments attract an additional fee of £50. Please make sure you pay the bank charges for transferring money, so we receive the full due amount. All payments received will be acknowledged via an emailed receipt.

Payment is available in GB Pounds Sterling for credit card bookings and bank transfers. On request payment may be made in Euros or US Dollars.

If you make changes to your booking

If you have made a booking but the event is not confirmed by us, you can cancel the booking for a full refund.

If we make changes to your booking

If we have to change or cancel an event, we shall inform you immediately and offer you an alternative event or a full refund of fees paid for that course.

Late Booking Conditions

In order to offer the maximum flexibility to our customers, we are prepared to accept bookings up to the start of a workshop, provided the workshop still has exhibitor places available. In the 15 days prior to a workshop, bookings will incur an additional £50 per exhibitor administration charge. Payment must be made immediately.

Cancellation by us

If we cancel, you are entitled to a full refund of all net payments received by us. You are therefore advised not to make non-refundable travel or accommodation arrangements until you have received our confirmation that the event is going ahead.

Cancellation by you

If you decide to cancel the booking or part of a booking for whatever reason, you must tell us in writing or by email toadmin@ibicus.org.uk. If you cancel after an event has been confirmed as going ahead, an administration fee of £100 will still be payable or you may nominate an alternative event.

Limit to Liability in the event of cancellation

We strongly recommend that you buy insurance to cover your attendance at an event. We are not responsible for any costs associated with flight or travel cancellations, so recommend that only refundable flights are booked prior to confirmation of an event. In the event that an event is cancelled, we offer a full refund of the relevant net fee received. If an event beyond our control occurs, such as the venue is not available for whatever reason, then we shall try to run the event at a substitute date or venue. If that is not practical, a full refund of the exhibitor fee will be due to you, but no reimbursement of travel costs and no direct , consequential or additional costs will be paid.

Copyright, Photography and Audiovisual and other Recording

Ibicus occasionally makes a photographic, digital, video or film record of its events on the basis that such records are only ever used for Ibicus' legitimate business purposes. So everyone who attends an Ibicus event may have their photograph taken or be recorded during the event and these photographs or recordings may be used by Ibicus in promotional material or as website images, unless an individual gives us written notice before the event of their wish not to be photographed or recorded. By entering into this agreement, you and your exhibitors agree that you/she/he may be included in any such recording and your/his/her photograph used as described above.

At no time will the identity of the person in a photograph be available without the prior consent of that individual.

Quite often, people ask us for copies of the photographs as souvenirs of their time with us and we are happy to provide them. However, should you or any participant nominated by you be of the view that any such recording or image of you/them is being used by Ibicus in a manner which you/they feel is inappropriate or objectionable, you/they may request Ibicus to cease to use that image in such a manner.

Behaviour

We strive to provide a safe, enjoyable and rewarding event and expect all attendees to be considerate to each other. It is therefore a condition of attendance that you agree that you and/or the exhibitor(s) attending the event from your organisation or company will behave responsibly throughout your/their attendance, paying due regard to the safety and well-being of other attendees, the workshop leaders, school venue property and staff and Ibicus personnel and that you/they will refrain from any violence or inebriation during the workshop and will observe the general rules and regulations of the host school, including in particular, but without limitation, any restrictions on smoking.

Ibicus reserves the right to exclude from attendance at the event any attendee, whose behaviour is perceived by Ibicus, in its absolute discretion, to be prejudicial to the safety of others or the proper and enjoyable running of the event. In the unlikely event of such an exclusion, no fees or other expenses will be reimbursed or refunded and any unpaid fees will remain due and payable to Ibicus.

Important information and terms relating to safety, property, health and liability

While Ibicus uses its reasonable endeavours to choose appropriate schools to host workshops and, in conjunction with the school, appropriate catering and refreshments, and may from time to time assist with arranging local transportation and accommodation, neither Ibicus nor its directors, officers or agents are responsible for the safety and property of you or your attendees or their companions in relation to return travel to and attendance at the venue or the workshop or any excursions related thereto or for any financial losses incurred if the event is cancelled due to reasons beyond Ibicus' control. Travelling to and from the venue of the workshop is the sole responsibility of you or your attendees.

Neither Ibicus nor its directors, officers or agents will have any liability in relation to you or your attendees for any damage to or loss of property or any financial loss arising therefrom.
Neither Ibicus nor its directors, officers or agents, will have any liability in respect of the death of or any personal injury to you or your attendees save where this results from the negligence of Ibicus.

Travel, Safety, Property and Health Insurance

In view of the above, you and/or your attendees are strongly advised, for your own protection, to take out adequate health and accident insurance cover appropriate to the venue together with cover for personal belongings and travel insurance which provides adequate reimbursement of costs and expenses should the workshop be cancelled or transport be subjected to any disruption or delay or should you or your attendee be required to return home for any reason before the conclusion of the event.

Collection and use of Personal Data

You and/or your attendees should be aware that Ibicus may be required to collate and pass on some information in relation to your attendance at an event to the IB. In addition, Ibicus may need to provide some of that personal information to the host school of an event, to tax authorities, and to process and use that information for its own internal accounting and administrative functions.

By entering into this Agreement, you and/or your attendees confirm to Ibicus that the personal data you and/or your attendees have voluntarily provided or will provide to Ibicus is correct. You and/or your attendees consent to Ibicus processing the following data for the purposes set out in the paragraph above and for event registration purposes, as detailed below, and understand that Ibicus may make such information available to third party processors, typically host schools and the IB, in countries where an adequate level of protection for the personal data cannot be guaranteed. The personal data may include: given name, initials or middle names, family name, e-mail addresses, contact details, photographs, tracking of all actions in the online registration or agreement.

You and/or your attendees shall be entitled:

  • On written request to Ibicus to see the personal data which Ibicus holds about you and/or your attendees;
  • To request that Ibicus correct any such data;
  • To request that Ibicus shall not use your or your attendees personal data for direct marketing purposes, on each occasion that Ibicus requests such data from you or your attendees;
  • To request that the processing of your and/or your attendees' personal data be discontinued and such data deleted.

Severability

The provisions of this agreement are severable. In the event that any provision or part of any provision of this agreement shall be held, in whole or in part, by any court of competent jurisdiction, to be 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 then such provision or part thereof shall be regarded as deleted. Any modification or deletion of a provision or part of a provision under this clause shall not affect the validity and enforceability of the remainder of this agreement which shall continue in full force and effect save for the modification or deletion aforesaid.

Governing Law and Jurisdiction

This agreement and any non-contractual obligations arising from or in connection with this agreement shall be governed by and construed in accordance with English law. Each party irrevocably agrees that the English courts shall have exclusive jurisdiction to settle any dispute or claim arising from or in connection with this agreement (including both contractual and non-contractual disputes or claims) and waives any objection to proceedings in such courts on the grounds of venue or on the grounds that proceedings have been brought in an inappropriate forum.