GENERAL CONDITIONS

1. Definitions

The words and expressions contained in these general conditions (hereinafter General Conditions) shall have the meaning specified here-below:

“Contract”: this General Conditions, as integrated by the Letter of Confirmation;

“Event”: the event to which the Participant is registered;

“Letter of Confirmation”: the letter, sent to the Participant by Lena Events and Communication – Lena Group, containing, inter alia, the Services.

“Participant”: the person entering into the Contract with Lena Events and Communication – Lena Group;

“Price”: the total price of the Services;

”Lena Events and Communication – Lena Group” or “Organising Secretariat”: acting as Organising Secretariat of the Event;

“Services”: the activities that Lena Events and Communication – Lena Group undertakes to perform in favour of the Participant.

2. Extension and limits of the Services

Lena Events and Communication – Lena Group undertakes to perform in compliance with the Contract only the activities specifically mentioned in the Letter of Confirmation. Lena Events and Communication – Lena Group shall not perform further and/or different activities other than the ones specifically indicated in the Letter of Confirmation.

3. Forfeiture of the indemnity right – Limitation of liability

Departing from each different applicable provision, any defect, error and/or dissimilarity (hereinafter Defects) of one or more services as regards to what specifically specified in the Letter of Confirmation, shall be communicated in writing to Lena Events and Communication – Lena Group, under penalty of forfeiture, within 30 days from the completion of the relevant service(s), it being understood that, in any case, the Defects, whether well recognized by Lena Events and Communication – Lena Group, may only result in a reduction of the value of the service(s) concerned, taking into account the severity of the Defects. The liability of Lena Events and Communication – Lena Group in such cases is expressly excluded for any direct or indirect, foreseeable or unforeseeable, typical or non-typical or consequential damages or loss of profits, whether derived from torts, breaches of contract, culpa in contrahendo, positive breach of duty or any other legal theory.

4. Currency – Invoicing and default interests

All the prices in the Letter of Confirmation are in Pound. In case of modifications in VAT or other taxes, Lena Events and Communication – Lena Group reserves the right to inform the Participant and readjusts the prices.

Terms and conditions of payments of the fees and the Services are stated in the Letter of Confirmation and are not subject to any reduction or discount.

6. Responsibility and force majeure

Lena Events and Communication – Lena Group will not be responsible for any delay or impossibility of performing the Services due to circumstances out of its control.

The liability of Lena Events and Communication – Lena Group for any direct or indirect, foreseeable or unforeseeable, typical or non-typical or consequential damages or loss of profits, whether derived from torts, breaches of contract, culpa in contrahendo, positive breach of duty or any other legal theory is hereby expressly excluded.

Lena Events and Communication – Lena Group shall not be liable in case of delay and/or default in performing the Services whether such delay and/or default is due or anyhow connected to events, actions or omissions such as strikes, lock-out, lack of workers, riots, war, threat or preparations for war, fires, eruption, sabotage, storm, flood, earthquake, epidemic, pandemic, production facility’s breakdowns, collapse of buildings, execution of orders of the Public Authorities, requisitions, lack of raw materials or fuel or any other source of energy, block of transportation and, in general, to an event or circumstance that prevents or impedes Lena Events and Communication – Lena Group from performing one or more of its contractual obligations under the Contract (hereinafter Force Majeure).

It is agreed that, whether an event referred to in paragraph above occurs:

• Lena Events and Communication – Lena Group shall give notice of the event, in a reasonable period, to the Participant;
• Lena Events and Communication – Lena Group shall be relieved from its duty to perform its obligations under the Contract and from any liability in damages or from any other contractual remedy for breach of contract, from the time at which the impediment causes inability to perform.

Where the effect of the impediment or event invoked is temporary, the consequences set out under paragraph above shall apply only as long as the impediment invoked prevents performance by Lena Events and Communication – Lena Group of its contractual obligations, it being understood that Lena Events and Communication – Lena Group shall notify the Participant, in a reasonable period, as soon as the impediment ceases to impede performance of its contractual obligations.

Where the duration of the impediment invoked has the effect of substantially depriving Lena Events and Communication – Lena Group of what it was reasonably entitled to expect under the Contract and in any case whether the duration of the impediment (i) exceeds 60 days, whether the commencement of the impediment occurs no sooner than 180 days from the beginning of the Event or (ii) exceeds 5 working days, whether the commencement of the impediment occurs no sooner than 20 days from the beginning of the Event or (iii) last at least 1 working day, whether the commencement of the impediment occurs within 5 days from the beginning of the Event or during the Event, Lena Events and Communication – Lena Group shall have the right to terminate the Contract by notification within a reasonable period to the Client.

Where paragraph above applies and where the Participant has, by reason of anything done by Lena Events and Communication – Lena Group in the performance of the Contract, derived a benefit before the termination of the Contract, the Participant shall pay to Lena Events and Communication – Lena Group a sum of money equivalent to the value of such benefit.

Without prejudice of the above, in case the Event is cancelled due to Force Majeure Lena Events and Communication – Lena Group shall reimburse to the Participant the sums paid according to the Contract with deduction of (i) all the documented penalties applied by Lena Events and Communication – Lena Group’ suppliers (including but not limited to hotels, restaurant, airlines and so forth) not recoverable, (ii) a fee of 10% calculated on the total amount referred to in point (i) as consideration for the activities carried on by Lena Events and Communication – Lena Group.

It is agreed that Lena Events and Communication – Lena Group may postpone the reimbursement to the Participant having regard to the refund period requested by Lena Events and Communication – Lena Group’ suppliers in order to reimburse Lena Events and Communication – Lena Group for the sums paid.

In case the Event is postponed due to Force Majeure the following shall apply:

• Lena Events and Communication – Lena Group shall keep, as an advance payment, all the sums already paid by the Participant;
• Lena Events and Communication – Lena Group shall make its best efforts in order to:
  1. postpone the Services according to the changing date of the Event;
  2. minimize the penalties applied by Lena Events and Communication – Lena Group’ suppliers as a result of the postponing of the Services, it being understood that all the penalties shall be charged to the Participant.

7. Right of privacy

For details on how we use your data please refer to our privacy policy https://rti-forum.org/?page_id=3

8. Applicable law – Place of Jurisdiction

This Contract shall be governed by and construed in accordance with the laws of the United Kingdom. Any dispute related or connected to the present Contract shall be settled by the United Kingdom Court System.

9. Miscellaneous

Unless expressly agreed, no variation or waiver of any provision or condition of the Contract shall constitute a general variation or waiver of any provision or condition of the Contract, nor shall it affect any rights, obligations or liabilities under or pursuant to the Contract which have already accrued up to the date of variation or waiver, and the rights and obligations of the parties under or pursuant to the Contract shall remain in full force and effect, except and only to the extent that they are so varied or waived.

If any term of the Contract is found to be illegal, invalid or unenforceable under any applicable law, such term shall, insofar as it is severable from the remaining terms, be deemed omitted from the Contract and shall in no way affect the legality, validity or enforceability of the remaining terms.

Provisions of the Contract which either are expressed to survive its expiry or termination or from their nature or context it is contemplated that they are to survive such termination, shall remain in full force and effect notwithstanding such expiry or termination.

10. Image Rights and License

As a participant, I acknowledge and agree to being filmed and photographed at the occasion of the Conference, as well as by other participants for their own uses in accordance with the same terms applicable to me in clause 11 below. I grant to the organising secretariat and any third parties authorized by them all licences and permissions needed to use my image, name, likeness, voice, etc. (“Image”) and my contribution to the Conference (which shall be understood as including any and all contents, elements, data, presentations, speeches, information and other materials created and/or provided by me for or in relation to the Conference, such as, without limitation, documents, texts, still or moving images, other audio-visual contents, feedbacks, testimonials, quotes, etc.) (“Content”) (together referred to herein as the “Contribution”).

I agree and confirm that the Content may be distributed worldwide through media platforms. I hereby grant to Lena Events and Communication – Lena Group and any third parties authorized by them, all licenses and permissions needed to use the Contribution, in whole or in part, live and on demand, to promote and distribute the Contribution in any media, format or technology now known or later devised, without any restrictions, including of time or territory. The organising secretariat and any third parties authorized by them may sub-license the Contribution and/or the rights thereto, for the purpose of promoting the Conference. Such licenses and permissions include the right to edit, adapt, translate, modify, combine with other materials, distribute, reproduce, broadcast, publish, transmit and/or otherwise use or exploit my Contribution. In any case, my Contribution will not be used to produce any content that creates a direct personal commercial endorsement by me of a particular product or service, without my consent. I expressly confirm that the licenses and permissions are granted for free and no payment shall be due to any third-party.

11. Creation and Use of Content

I am authorised to take pictures or videos during the Conference, as well as to make references to the Conferences on my personal owned and/or controlled digital platforms (such as social media accounts/pages, blogs, websites, etc.) provided that it (i) is for the sole purpose of promoting the Conference, (ii) not used for any promotional and/or commercial activity or purpose, and (iii) respects the rights of third-parties, including their right to privacy or private information and intellectual property rights, any applicable laws, regulations and rules and does not expose Lena Events and Communication – Lena Group, or any third party or bring them into disrepute. I authorise Lena Events and Communication – Lena Group and any third parties authorised by them, to repost and/or share on their digital platforms, my contents and posts related to the Conference.

All Content that I contribute to the Conference is owned by me and may be used by myself without restriction. I warrant to Lena Events and Communication – Lena Group and any third parties authorised by them that the Content is free of encumbrances and does not infringe the rights, including intellectual property rights, of any third-party.

CANCELLATIONS AND REFUNDS

Registration

• Cancellation or modification of registration must be sent in writing to the Organising Secretariat at info@rti-forum.org.
• Before 5 December 2023 all fees will be refunded minus £ 48,00 for administrative charges.

All refunds will be settled after the meeting has concluded.

• From 5 December 2023: no refunds will be made.
• Name changes will incur a £ 48,00 charge to cover administrative costs.

• From 5 December 2023, your reservation for registration will be considered as final and no cancellation will be accepted. The total amount will be considered as fully due and any amount paid shall be non-reimbursable. We strongly recommend subscribing a personal travel insurance.

Accommodation Booking

Cancellation or modification of hotel booking must be sent in writing to the Organising Secretariat Lena Events and Communication – Lena Group (info@rti-forum.org) and will be subject to the following conditions:

• Before 20 December 2023 all fees will be refunded minus £ 48,00 for administrative charges.
• After 20 December 2023: The total amount is considered as fully due, and any amount paid shall be non-reimbursable*

All reimbursements will be set after the Forum.