Booking terms

These terms apply when you book a place at an event run by Forum Europe Ltd. You accept them when you complete your booking. If an event's booking page shows different terms, those apply instead. Each event also sets its own cancellation rules, which you see before you pay.

In these terms, "we" means Forum Europe Ltd, 5 Sovereign Quay, Havannah Street, Cardiff CF10 5SF, company number 05339004. "You" means the person who books and each person they book for. If you book for other people, you must share these terms with them.

Summary

• your place is confirmed once you have paid, or once we accept you for a free place
• your ticket shows the dates you can cancel by and how much you get back
• you can send someone else in your place for free
• if we cancel or move the event, you can have all your money back
• for anything about your booking, email the event's own address, shown in your confirmation email

Your booking

We confirm your booking by email. Your confirmation email and these terms form our agreement with you.

We do not hold a place for you until your booking is confirmed. If an event or session fills up while you are booking or paying, we will offer you a place on the waiting list instead.

If you start a booking but do not finish it, we delete it after 24 hours.

Make sure the details you give us are correct. They are used for your badge and any delegate list.

If you book for other people, you must have their permission and pay for their places.

Events and places by application

Some events or places are only open to certain people, for example people who work for public bodies. For these, you apply when you book. Your place is only confirmed once we accept you, and we decide who to accept. If you are accepted for a paid place, your place is confirmed once you pay.

We may ask you to show that you can attend. If you cannot, we may cancel your booking and refund what you paid.

Sessions

Some sessions have a limited number of places. Choosing a session does not guarantee a place in it until your booking is confirmed. If a session is full, we add you to its waiting list.

When booking closes

Each event can stop taking bookings on a set date, or when it is full. We do not have to accept bookings after that.

Refusing a booking

We can refuse a booking or refuse entry to anyone, for example for safety reasons, if the law does not allow us to accept it, or if they have broken our rules before. If we cancel your booking for a reason that is not your fault, we refund what you paid.

Free places for public officials

We offer free places at some events to people who work for public bodies. You are responsible for checking your organisation's rules on accepting free places and hospitality, and for declaring them if you need to. We can tell you the value of your place if you need it.

Prices and paying

The price you pay is the price shown when you book. We may change prices for future bookings, but not for a booking you have already made.

We always charge VAT, and show prices with and without it. Prices are in the currency shown on the booking page.

You pay by card when you book. Your card details go straight to our payment provider, Stripe.

For some events we run for clients, the client may let you pay by invoice. You must pay within 30 days of the invoice date, and before the event starts. If you do not, we may cancel your place. You pay any bank charges.

If you change to a more expensive ticket, you pay the difference.

If you dispute a card payment with your bank for a place we provided, or could have provided, we may cancel your booking and ask you to pay us.

If we make an obvious mistake with a price, we will contact you. You can then pay the correct price or cancel and get all your money back.

Discounts

A discount code can only be used if we issued it to you. Only one discount can be used on each booking, unless we say otherwise. Member discounts depend on your organisation confirming you are a member. Free places that come with paid places are only valid once the paid places are paid for.

If you cannot come

Each event sets its own cancellation rules, and they can be different for each type of ticket. You see the rules for your ticket before you pay. They are also in your confirmation email and in Manage my booking.

The rules tell you:

• whether you can cancel online yourself
• the date or dates by which you can cancel and get money back
• how much of the price you get back by each date

If you cancel in time, we refund the amount shown for your ticket. Manage my booking shows the exact amount before you cancel. Every refund includes the matching share of the VAT you paid.

If you cancel after the last date, or do not come, you do not get money back. We refund to the card you paid with, within 14 days of your cancellation.

Sending someone else

You can send someone else in your place. If the event allows it, you can change the name yourself in Manage my booking, up to the start of the event. If not, contact us and we will change it for you. Changing the name is free.

The person you send must be able to attend, for example if the event is only open to certain people.

Switching between in person and online

If the event allows it and there is space, you can switch between attending in person and online in Manage my booking. If the online price is lower, we refund the difference using the same cancellation rules. If the online price is higher, you pay the difference.

Your legal right to cancel

If you book for your work, the law does not give you a right to cancel.

If you book as a private individual, you usually have 14 days to cancel something you buy online. This does not apply to our events, because your place is for an event on a specific date.

In both cases, our own cancellation rules still apply.

If we change or cancel the event

We may need to change the programme, the speakers, the timings or the venue. We will tell you by email and update the event website. If we change the venue, we will tell you as soon as we can. A change of speaker or programme does not entitle you to a refund.

If we cancel the event, we refund everything you paid. If we move it to a new date, you can keep your place or ask for your money back.

If the event moves online, we will tell you how to join. If you do not want to join online, you can ask for your money back.

Things outside our control

Sometimes events are affected by things we cannot control, such as:

• strikes or travel disruption
• severe weather
• illness outbreaks or government restrictions
• security threats
• the venue closing

If this happens, we will try to move the event online or to a new date. If we cannot, we refund what you paid. We are not responsible for any other costs or losses.

Travel, visas and insurance

You are responsible for your own travel, hotel, visas and travel insurance. We recommend you book travel you can change or cancel. If you need a letter to support a visa application, ask us. A letter does not guarantee you a visa, and we do not refund your place if you are refused one.

Online and hybrid events

Your joining link is for you only. Do not share it. You need your own internet connection and a device that can play video. We are not responsible if you cannot join because of a problem with your connection or device.

At the event

You must:

• follow the venue's rules, such as security checks or dress codes – we will tell you about these before the event
• wear your badge and not give it to anyone else
• follow instructions from our staff and the venue's staff, including in an emergency
• tell us before the event if you need any help or adjustments to attend

Our events are for adults at work. We cannot admit anyone under 18.

Look after your belongings. We are not responsible for anything lost, stolen or damaged at the event, unless it was our fault.

Open debate

Our events bring together people with different views. We support free and open debate. Speakers and delegates can share lawful views, including ones that others disagree with.

When we invite a speaker or let someone ask a question, it does not mean we agree with what they say. Speakers' and delegates' views are their own, not Forum Europe's.

We expect everyone to disagree respectfully. We may stop someone speaking, or ask them to leave, if they:

• harass, threaten or abuse anyone
• say anything that breaks the law, such as stirring up hatred
• stop a session from going ahead, for example by shouting down a speaker
• break the Chatham House Rule

Questions and disagreement are welcome. Protests that stop a session from going ahead are not.

Behaviour

Our community rules apply to how you behave at the event, and in Forum Connect if the event uses it. If you break them, or these terms, we may ask you to leave, cancel your booking and refuse future bookings. You will not get a refund.

Filming, photos and recording

Public sessions may be filmed, streamed and photographed, and we may publish what we record. Signs at the event tell you where this happens. Tell a member of staff if you do not want to appear. Our privacy notice explains how we use these recordings.

Some sessions follow the Chatham House Rule. You may use what you hear, but must not say who said it or where they work.

You must not record, film or stream a session yourself unless we say you can.

Our materials

The event name, programme, slides and materials belong to Forum Europe Ltd or the speakers. You must not copy or publish them without permission.

Our responsibility to you

If something goes wrong, our responsibility is limited to the amount you paid for your booking.

We are not responsible for:

• travel, hotel or other costs if an event changes or is cancelled
• loss of business, profit or opportunity
• what speakers, delegates or sponsors say or do

Nothing in these terms limits our responsibility where the law does not allow it, for example for death or personal injury caused by our negligence, or for fraud. If you book as a private individual, these terms do not affect your legal rights as a consumer.

Your data

Our Privacy notice explains how we use your data. Your details only appear on the delegate list other people see if you agree. If we run the event for a client, the client gets the list of bookings. A sponsor who scans your badge sees what is printed on your badge. It only gets your email address and job title if you agree.

Complaints

If you are not happy, email the event's own address. We aim to reply within 10 working days.

Other legal points

• We may change these terms. Changes apply to bookings made after the change.
• These terms and your confirmation email are the whole agreement between us.
• If a court decides part of these terms cannot be enforced, the rest still applies.
• Only you and we can enforce these terms.
• We may pass our rights under these terms to another company in our group, or to a company that takes over our business. This will not reduce your rights.
• If we do not enforce a term straight away, we can still enforce it later.

The law that applies

These terms are governed by the law of England and Wales, and the courts of England and Wales can decide any dispute. If you book as a private individual and live elsewhere in the UK or the EU, you keep the protections of your own country's law. You can also bring a claim in your local courts.

Contact us

Email the event's own address about your booking. You can find it on the event website and in your confirmation email.