BUYER EVENT PARTICIPATION AGREEMENT
This Agreement is made between the Buyer, as defined below, and micebook Limited (“micebook”).
Last updated April 24, 2025
1. DEFINITIONS AND INTERPRETATION
In this Agreement, unless the context otherwise requires, the following terms shall have the meanings assigned to them:
- “Application Form”: The form submitted by the Buyer to micebook to apply for participation in the Event.
- “Buyer”: The person or company whose details are provided in the Application Form, and who agrees to attend and participate in the Event.
- “Event”: The event organized by micebook, including all related services, activities, and engagements associated with the event.
- “Hosted Buyer”: A Buyer accepted by micebook for special arrangements, including pre-scheduled meetings with exhibitors and additional event programming.
- “Participation Fee”: The non-refundable fee paid by the Buyer for participation in the Event upon acceptance of the Buyer’s application.
- “Services”: All services provided by micebook to the Buyer in connection with the Event.
- “Force Majeure”: Circumstances beyond the reasonable control of either party, including acts of god, pandemics, strikes, wars, natural disasters, or government actions that prevent full or partial performance of obligations under this Agreement.
- “VAT”: Value Added Tax or any other local sales tax as applicable in the jurisdiction where the Event takes place.
- “Event Date”: The start date and end date of the Event as specified by micebook.
- “Agreement Date”: The date upon which the Buyer submits the Application Form and thereby agrees to the terms set forth in this Agreement.
2. TERM OF THE AGREEMENT
This Agreement shall commence on the Agreement Date and shall terminate upon the conclusion of the Event, unless otherwise specified in writing by micebook. Notwithstanding termination, micebook may continue to use photos, videos, and other media taken during the Event for marketing, promotional, and community purposes, including sharing on micebook’s website, newsletters, social media, and other promotional channels.
3. FEES AND PAYMENT TERMS
3.1 Payment Obligations
The Buyer agrees to:
- (a) Pay the full amount of the Buyer Participation Fee (unless waived), and any other applicable fees, as detailed in the Application Form and invoice from micebook.
- (b) Pay all fees by the specified due dates.
- (c) Ensure all payments are made by agreed methods, and no payment is delayed or withheld.
3.2 Waiver of Participation Fee
micebook may waive fees for certain Buyers at its sole discretion. Fees are payable unless specifically waived.
3.3 Ticketed and Free Events
Event type and applicable fees will be specified in the Application Form or communication from micebook.
3.4 Late Payments
If payment is not made by the due date:
- (a) micebook may suspend participation.
- (b) Interest may accrue at 4% above the Bank of England base rate.
3.5 Non-Refundable Fees
All fees paid are non-refundable, even in cases of Buyer non-attendance or event cancellation for reasons beyond micebook’s control.
4. BUYER OBLIGATIONS
4.1 General Obligations
The Buyer agrees to:
- (a) Provide accurate information in the Application Form.
- (b) Notify micebook of changes to submitted information.
- (c) Comply with all laws and regulations.
- (d) The Buyer is required to actively participate in submitting, accepting, and confirming pre-scheduled meetings. Additionally, the Buyer is obligated to attend all pre-scheduled meetings and to be present at the Event and any associated social events as outlined in the official Event programme.
4.2 Conduct at the Event
The Buyer agrees to:
- (a) Maintain respectful and professional conduct toward all attendees, partners, suppliers, exhibitors, and staff.
- (b) Not engage in disruptive, harmful, offensive, racist, sexist, predatory, or inappropriate behavior.
- (c) micebook reserves the right to remove or blacklist any Buyer from events for disruptive or inappropriate conduct.
4.3 Indemnification
The Buyer agrees to indemnify micebook for claims or losses arising from breach of this Agreement or misconduct.
At any time prior to the Event, should the Buyer wish to cancel their participation, they must seek a suitable senior delegate replacement within their company. If a replacement is accepted by micebook, the Buyer will only be invoiced for any new flight or train costs. If a replacement is not found, the Buyer Participation Fee shall not be refunded and any pre-paid travel costs will be invoiced to the Buyer.
5. INTELLECTUAL PROPERTY
5.1 Ownership of Intellectual Property
- (a) micebook retains rights to any intellectual property it creates or provides.
- (b) The Buyer retains rights to their own intellectual property, provided it does not infringe others’ rights.
5.2 Branding and Logos
- (a) micebook will always request permission before using the Buyer’s logo or branding.
- (b) Buyers may use micebook event branding to promote their participation, as long as it’s done in a positive and non-harmful way to micebook.
6. DATA PROTECTION
6.1 Compliance
Both parties will comply with applicable data protection laws (e.g., GDPR).
6.2 Use of Personal Data
- (a) micebook collects and processes data as per its Privacy Policy.
- (b) Buyer consents to processing for the purpose of event administration and community engagement.
- (c) micebook may share Buyer data with event participants and third-party service providers for event-related purposes.
6.3 Photos and Videos
Photos and videos from the Event may be used in micebook’s marketing. If a Buyer does not want their image used, they must inform micebook in writing before the Event.
6.4 Event App
Buyer data may be uploaded by micebook and shared with attendees for networking and event purposes.
6.5 Privacy Policy
The Buyer acknowledges that they have read and agree to the terms of Micebook’s Privacy Policy, which governs the collection, use, and sharing of personal data provided to Micebook. The full Privacy Policy can be found here.
7. FORCE MAJEURE
If either party is unable to perform obligations due to Force Majeure, they shall notify the other party promptly. micebook will attempt to reschedule or offer alternatives. Refunds are at micebook’s discretion based on cancellation policy.
8. NON-ATTENDANCE, CANCELLATION, AND POSTPONEMENT
8.1 Non-Attendance
Non-attendance does not relieve the Buyer from fee obligations, and any pre-paid fees are non-refundable
8.2 Cancellation by Buyer
Cancellations must be submitted in writing. Fees already paid are non-refundable unless otherwise stated.
8.3 Cancellation or Postponement by micebook
micebook may cancel or reschedule the Event. In case of cancellation, Buyers may receive refunds or alternatives, at micebook’s discretion.
8.4 Specific Event Terms
Some events may have specific cancellation terms (“Terms of Purchase”). Where applicable, these will override general cancellation terms.
8.5 Replacements and Costs
Should the Buyer wish to cancel their participation, they must seek a suitable senior delegate replacement within their company. If a replacement is accepted by micebook, the Buyer will only be invoiced for any new flight or train costs. If a replacement is not found, the Buyer Participation Fee shall not be refunded and any pre-paid travel costs will be invoiced to the Buyer unless in a situation of forced majeure
9. TRAVEL & ACCOMMODATION
Travel
- The Buyer is responsible for arranging their own travel and transfers to/from the Event.
- For hosted Buyers, micebook may cover train or flight costs where specified.
- If applicable travel (train/flight) has already been booked by micebook and the Buyer cancels, any non-refundable costs will be invoiced, unless in a situation of force majeure.
- Buyers are responsible for arranging their own UK transfers between their home and the relevant departure points (e.g. train station or airport), unless otherwise specified by micebook.
Accommodation
- Accommodation for hosted Buyers is included for the event dates only.
- micebook is not responsible for additional room charges (e.g. minibar, spa, etc.).
- Room upgrades/extensions are at the Buyer’s own expense.
- Hotel allocation is at micebook’s discretion.
If a Buyer “no-shows” or changes their accommodation, they will be financially liable for the accommodation and travel costs incurred by micebook.
10. LIABILITY
10.1 Limitation of Liability
micebook’s liability is limited to the total fees paid. It is not liable for indirect or consequential losses.
10.2 Buyer’s Liability
(a) The Buyer is responsible for any damage caused during the Event.
(b) The Buyer is responsible for arranging their own insurance at their own cost, including travel insurance and public liability and loss, theft, or damage to their property.
11. TERMINATION
11.1 Termination by Buyer
If micebook breaches a material term and fails to remedy it, the Buyer may terminate with written notice.
11.2 Termination by micebook
micebook may terminate immediately if the Buyer:
- (a) Fails to pay fees.
- (b) Breaches material terms.
- (c) Engages in inappropriate conduct.
12. GOVERNING LAW AND DISPUTE RESOLUTION
This Agreement is governed by the laws of [Jurisdiction]. Disputes shall be resolved by binding arbitration in [City, Country] in accordance with the rules of [Arbitration Organization].
13. CONTACT US
In order to resolve a complaint regarding the Site or to receive further information regarding use of the Site, please contact us at:
micebook
5 Beaumont Gate
Radlett WD7 7AR
England