Terms and Conditions of Booking

This page (together with our Privacy Policy, Terms of Website Use and Website Acceptable Use Policy) tells you information about us and the legal Terms and conditions (Terms) on which you place a Booking (a Booking) with us through our website (our site).

These Terms will apply to any contract between us in relation to a Booking (Contract). Please read these Terms carefully and make sure that you understand them, before making a Booking through our site. Please note that by making a Booking through our site you agree to be bound by these Terms and the other documents expressly referred to in it.

If you refuse to accept these Terms, you will not be able to order any Products from our site.

You should print a copy of these Terms or save them to your computer for future reference.

Please note that we amend these Terms from time to time. Every time you wish to make a Booking, please check these Terms to ensure you understand the Terms which will apply at that time. These Terms were most recently updated on 12 June 2019.

These Terms, and any Contract between us, are only in the English language.

1. INFORMATION ABOUT US

1.1 We operate the website www.fusion-conferences.com. We are Fusion Conferences Limited, a company registered in England and Wales under company number 06619510 and with our registered office at Unit 5D, Lynx Business Park, Fordham Road, Snailwell, Newmarket, Suffolk, CB8 7NY, England. This is also our main trading address. Our VAT number is 319 6390 82.

1.2 To contact us, please see Contact Us.

2. YOUR BOOKING

2.1 When you make a Booking you guarantee that you have the authority to accept, and do accept, on behalf of your group the Terms. You must be 18 years old at the time of placing the Booking and possess the legal capacity and authority to make the Booking in your own right and in the name of your travel group.

2.2 At the time of making your Booking you confirm, in your own right and on behalf of all individuals within your group, that you are all adequately insured and will continue to be so insured for the full duration of your booked trip, such insurance to include (but in no way be limited to) personal accident cover, medical expenses, cancellation expenses, delayed departure and transport failure, personal baggage and money.

2.3 A non-refundable deposit per person is required at the time of Booking. We will then send you a Booking confirmation/invoice upon receipt of payment detailing the total amount due and the ‘balance due by’ date for the final instalments in relation to your Booking. If you find that any detail in the confirmation email or invoice is incorrect then you must notify us immediately.

2.4 Your Booking is secure and we have taken out a comprehensive policy of insurance that will allow us to compensate you (subject to the policies Terms) in the event that any conference is interrupted, abandoned, postponed or cancelled as a result of any cause beyond our control as detailed in clause 14 (“Events Outside our Control - Force Majeure”).

2.5 By attending our events you and your accompanying guests (including children) accept that you agree to appear in videos or photographs from the conference or any related activities and that Fusion Conferences owns the right to use this on their website, marketing materials and any relevant third party websites. If you do not wish to be photographed, please indicate to the photographer during the event.

3. PRICE & PAYMENT

3.1 All prices advertised on our site are accurate as at the date that they are published by us and we must reserve our right to change any of these advertised prices from time to time.

3.2 The actual price of your trip will be confirmed at the time of Booking and will include any added extras that you have selected such as additional nights or accompanying guests.

3.3 For the absolute avoidance of doubt you and your travel group will be personally responsible for all and any on resort charges and personal expenses incurred that are not specifically included within any agreed package as at the date of this Booking and these charges must be settled by you and your group in full and on resort at the end of your trip.

3.4 A non-refundable deposit per delegate is payable at the time of Booking. We will then issue a Booking confirmation/invoice detailing the ‘balance due by’ date. It is important that this date is noted and adhered to.

3.5 Failure to pay any outstanding amount in full by the ‘balance due date’ could result in the cancellation of your Booking and any relevant administration charges incurred by us will apply. Full details of these charges and the applicable cancellation policies are available under clauses 5 (“Cancellation by you”) and 6 (“Cancellation by us”).

3.6 Your attention is drawn particularly to the fact that you must pre-pay for all conferences that you wish to attend and that you will not be permitted to pay on site and at a venue for a specific conference. This applies regardless of whether you are attending as a delegate, a speaker or Chair.

3.7 Whilst we will permit you to settle any outstanding balances due in relation to your Booking by way of bank transfer (or similar arrangement) you acknowledge that any additional charges or fees incurred by us in accepting settlement of invoice balances in this way will be re-charged to you (plus any applicable taxes) and shall at all times be the responsibility of the delegates to settle directly with us.

3.8 Please note if you receive any financial assistance from Fusion Conference you must remain at the conference for the duration of the programme. Failing to do so could result in forfeiting your funding.

4. YOUR CONTRACT

4.1 By asking us to confirm your Booking you are accepting on behalf of all the delegates travelling on the Booking that these Terms constitute the entire agreement between us with regard to your Booking. References to “you” and “your” will include you and all other delegates travelling on this Booking.

4.2 In placing the Booking you consent, in your own right and on behalf of all delegates travelling on the Booking, to our processing of personal information about you and the other delegates in your group and your attention is drawn to the Terms of our Privacy Policy.

4.3 Following a Booking we will share the personal information that you have provided on your behalf, and on behalf of all delegates travelling within your Booking, with the venue that will host the conference and such venue shall only use this personal information strictly for the purposes of confirming your Booking.

5. CANCELLATION BY YOU

5.1 Should you or any member of your group wish to partially or fully cancel your Booking once it has been confirmed by us, then you must exercise your right to do so within 7 days from the issue date printed on your invoice. However, this cancellation option is not applicable should your Booking be received by us after any stated deadlines. These deadlines may vary depending on conference location and you are advised to read through this information carefully.

5.2 Following expiration of the cancellation period detailed in clause 5.1 you will still be permitted to partially or fully cancel your Booking but you will be liable to pay the relevant cancellation fees as detailed in this clause and we will provide you with a cancellation invoice within 14 days of the date of your cancellation.

5.3 In order to cover the cost of processing your partial or full cancellation and to take account of costs that we may not be able to recoup, we will make a cancellation charge based on the following scale:

Period before the booked conference start date when notice of cancellation is received by us	Percentage of total booking price
More than 365 days	Full refund
364 - 180 days	50%
181 - 91 days	75%
Less than 90 days	100%

5.4 We base our charges upon the number of days in advance that we are informed of your cancellation and the cancellation charges (if applicable) are a percentage of the total cost of your Booking.

5.5 Cancellation of one or more delegates from a group Booking will result in you having to pay a proportion of the applicable cancellation charges based on the number of passengers you wish to cancel from the Booking.

5.6 In order to be completely clear on cancellation charges please do ask for this information at the time of Booking as in certain cases the cancellation fee could be as much as 100% of the Booking fee and you are advised to check your insurance policy to see if you are covered for any cancellation charges.

6. CANCELLATION BY US

6.1 Whilst we will do everything reasonably within our power to provide your trip as booked, nonetheless, it may be necessary from time to time for us to cancel your Booking if, for example, there are not enough delegates booked on your conference. We do reserve the right to cancel your trip in any circumstances but if we cancel your trip, except where this is because you have not paid, then you will be entitled to a refund or you can accept a replacement trip from us of equivalent or closely similar value.

6.2 Following a cancellation of your trip and in the event that you choose to accept a replacement trip from us then these Terms will apply to your new Booking and we will refund the difference in price if the replacement trip is of a lower standard.

6.3 Save for an event beyond our control as detailed in clause 14 (“Events Outside our Control - Force Majeure”) we will not cancel your Booking with less than seven days to go before the date of your booked conference.

7. IF YOU CHANGE YOUR BOOKING

7.1 If you decide to extend or make additions to your Booking we will always do our best to accommodate your request. An administration fee may apply depending on the changes requested.

7.2 The administration fee will vary depending upon the nature of the required extension or addition to your Booking and further details of these administration fees are available on request. You will be notified of the relevant administration fee at the time that you request an extension or addition to be made to your Booking.

7.3 In addition to any increase in the cost of your Booking, following the requested extension or addition, such costs will be based on the prices that apply on the day that you ask us to make the changes and we will advise you of any additional costs before finalising the change of Booking on your behalf (and on behalf of any group).

7.4 If you decide to deduct extra nights or accompanying guests from your Booking, these changes will be deemed as partial cancellation and subject to the Terms of clause 5.

8. IF WE CHANGE YOUR BOOKING

8.1 We must reserve our right to change the details of your Booking at any time and as far as possible we will let you know as soon as we can if there is time before your departure.

8.2   In the event that we are required to make a major change to your Booking then you may either:
8.2.1   accept the new arrangements offered by us; or
8.2.2   accept a replacement trip from us of equivalent or closely similar standard and price; or
8.2.3   cancel your Booking with us and receive a full refund of all monies paid.

8.3 For the avoidance of doubt you accept on your behalf and on behalf of all delegates within your Booking that a last minute change of conference venue within the same geographic area as the original venue will not constitute a major change to your Booking.

9. DOCUMENTATION AND PRE-DEPARTURE INFORMATION

9.1 Whilst we will provide you with general information in relation to passport and visa requirements, we accept no responsibility in this regard and for the avoidance of doubt it is your responsibility to obtain all necessary passports, visas, health certificates, driving licences and other documentation required for your trip.

9.2 We will not accept any responsibility if you cannot travel because you have not complied with any exit or entry requirements that might exist at your port of departure and arrival.

10. COMPLAINTS AND DISPUTES

10.1 Unfortunately problems do occasionally occur. Should you be unable to resolve your complaint locally (at the conference venue) you must report it immediately to us directly in order to allow us to attempt to rectify the matter on your behalf during your trip. Failure to notify us of any issues or complaints that you might have whilst you are on your trip will deprive us of an opportunity to resolve the issue and accordingly this may affect your rights under this Contract.

10.2 In the unlikely event that your problem is not resolved during your trip, your complaint should be notified in writing to us no later than 14 days after your departure from the conference. Failure to notify us of any grievance within that time will absolve us of all responsibility in the settlement of any subsequent related claim after departure from the conference.

10.3 Should we receive a complaint from you in accordance with and pursuant to the time limit detailed in clause 10.2 then we will endeavour to respond to your complaint within 28 days and following the date of our response you shall have a further seven days to raise any further grievances that you might have with us after which time you shall be deemed to have accepted the Terms of our response to you.

11. BUILDING WORK AND NOISE

11.1 As there is constant development in many cities and hotels, from time to time hotels have to undertake maintenance and restoration. This may mean there may be loss of some of the services as well as noise from building equipment. Work may also sometimes be visible at the property. We cannot predict when building work is likely to happen. However, when we are made aware, we will try to inform you prior to your trip. There is bound to be some traffic noise should your hotel/conference venue be located next to a road and the sound of aircraft should the hotel/conference venue be in close proximity to an airport.

12. SPECIAL REQUESTS

12.1 If you have a special request for a facility or service not advertised we shall endeavour to pass it on to the hotel but we cannot guarantee that it will be met and we have no liability to you if it is not. We cannot accept any Booking that is conditional upon such special requests being met.

13. EXCURSIONS

13.1 We may introduce you to selected reputable third party suppliers of excursions and other leisure activities during your trip in order to enhance your experience. Please note that if you decide to partake in any excursions or leisure activities with these or any other third party suppliers that your contract is with the supplier directly and that we act only in a capacity as agent and therefore would have no liability for the proper performance of the contract by the supplier.

13.2 Before partaking in any excursions or other leisure activities you should ensure that you will, and all delegates within your group would, be covered by the relevant insurance policies that each of you have in place in relation to the trip.

14. EVENTS OUTSIDE OUR CONTROL (FORCE MAJEURE)

14.1 We will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under a Contract that is caused by an Event Outside Our Control. An Event Outside Our Control is defined below in clause 14.2.

14.2 An Event Outside Our Control means any act or event beyond our reasonable control, including without limitation strikes, lock-outs or other industrial action by third parties, civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war, fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural or nuclear disaster, thefts, epidemics, quarantine or medical regulations, customs regulations or failure of public or private telecommunications networks or impossibility of the use of railways, shipping, aircraft, motor transport, closed or congested airports and ports, or other means of public or private transport.

14.3   If an Event Outside Our Control takes place that affects the performance of our obligations under a Contract:
14.3.1   we will contact you as soon as reasonably possible to notify you; and
14.3.2   our obligations under a Contract will be suspended and the time for performance of our obligations will be extended for the duration of the Event Outside Our Control. Where the Event Outside Our Control results in you missing your planned conference under the Terms of your Booking then we will, so far as possible and subject to the Terms of clause 8, offer you a replacement conference.

15. OUR RESPONSIBILITY

15.1 We have taken all reasonable steps to ensure the suppliers with whom we do business with are reputable and efficient and that they comply with the laws of the country in which they operate. We have also taken reasonable care and accept responsibility for ensuring there are no deficiencies in the services we are contractually obliged to provide to you and that these services are provided to a reasonable standard.

15.2 Please note that we cannot accept responsibility for disappointment suffered as a result of unrealistic expectations. We do not accept responsibility where there has been no fault on our part or that of our suppliers or the cause was your fault or the actions of a third party unconnected with your Booking arrangements, or could not have been foreseen or avoided by us or our suppliers even if all due care had been exercised.

15.3 We shall not be liable for changes to, or cancellation of any personal travel arrangements that you have made in relation to your planned trip, to include the prevention of a delegate from being permitted to travel on an aircraft, vehicle or vessel by any person in authority at the port of departure and nor shall we be liable for any delegate who is denied access to any pre-booked accommodation (whether at the conference or otherwise) by any person in authority because you or any delegate within your party appears unfit to travel or is likely to cause disturbance or discomfort to other travellers or guests (as the case may be). In this latter instance full cancellation charges will also be applied.

16. OUR LIABILITY TO YOU

16.1 If we fail to comply with these Terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach of these Terms or our negligence, but we are not responsible for any loss or damage that is not foreseeable at the time of the Booking.

16.2   We do not in any way exclude or limit our liability for:
16.2.1   death or personal injury caused by our negligence; or
16.2.2   fraud or fraudulent misrepresentation.

16.3 In all cases and subject to the provisions of clause 16.2 our total liability to you under the Terms of this Contract (whether in contract, tort, breach of statutory duty, or otherwise) shall be limited to either the full cost of the Booking or any amounts that may be payable under our insurance policies that we shall hold from time to time (less any excesses that we are required to pay), which ever is the higher amount.

17. USE OF OUR SITE

17.1 Your use of our site is governed by our Terms of Website Use and Website Acceptable Use Policy. Please take the time to read these, as they include important Terms which apply to you.

18. HOW WE USE YOUR PERSONAL INFORMATION

18.1 We only use your personal information in accordance with our Privacy Policy or as detailed in these Terms. Please take the time to read this policy, as it includes important Terms which apply to you.

19. COMMUNICATIONS BETWEEN US

19.1 When we refer, in these Terms, to “in writing”, this will include e-mail.

19.2 If you wish to contact us in writing, or if any clause in these Terms requires you to give us notice in writing, you can send this to us by e-mail to admin@fusion-conferences.com or by pre-paid post to Fusion Conferences Limited at Unit 5D Lynx Business Park, Fordham Road, Snailwell, Newmarket, Suffolk, CB8 7NY, England. We will confirm receipt of this by contacting you in writing, normally by e-mail.

19.3 If we have to contact you or give you notice in writing, we will do so by e-mail or by pre-paid post to the address you provide to us in your Booking.

20. OTHER IMPORTANT TERMS

20.1 We may transfer our rights and obligations under a Contract to another organisation, but this will not affect your rights or our obligations under these Terms.

20.2 You, or any delegate within your group Booking, may transfer the Booking to any person who satisfies these Terms provided that we have been given reasonable notice prior to the date of departure and where a transfer is made the transferor and the transferee shall be jointly and severally liable to us for payment of the Contract price, in addition to any additional costs arising from such transfer.

20.3 This Contract is between you and us. No other person shall have any rights to enforce any of the Terms, whether under the Contracts (Rights of Third Parties Act) 1999 or otherwise unless they are a delegate included within any group Booking.

20.4 Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful or unenforceable, the remaining paragraphs will remain in full force and effect.

20.5 If we fail to insist that you perform any of your obligations under these Terms, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.

20.6 Please note that these Terms are governed by English law. This means that the Contract and any dispute or claim arising out of or in connection with it will be governed by English law. You and we both agree to that the courts of England and Wales will have exclusive jurisdiction.