TERMS AND CONDITIONS

This document sets out the terms and conditions between the SoPlace Secretariat and you when you register a delegate membership/access or apply/register for any event or conference organised by the SoPlace Secretariat or participate in any activities of SoPlace Secretariat’s. By applying/registering a delegate membership or applying/registering for an event or conference organised by the SoPlace Secretariat or participating in an activity you are agreeing to comply with and be bound by these terms and conditions. You should read this document carefully. SoPlace Secretariat is committed to maintaining the highest standards for its activities and a strict code of professional practices designed to further the interests of the fraternities under the sense-of-place realm worldwide.

SoPlace Secretariat may apply at its own discretion, the following sanctions to any violation of its terms and conditions or part there of written warning; or expulsion from the event with immediate effect; or barring from SoPlace events/programmes for one or more subsequent years. SoPlace Secretariat reserves the right to waive any of its terms and conditions if such waiver is deemed to “further the interests of the stakeholders”. Any such waiver is at the sole discretion of the SoPlace Secretariat. SoPlace Secretariat reserves the right to change these terms and conditions from time to time. Any such changes will be reflected on the website under Terms and Conditions. It is the responsibility of organisations and delegates to be aware of these terms and conditions under effect at the time of their application/registration and participation. This updated version of terms and conditions is applicable from April 13, 2014.

DECLARATION OF CONSENT

I hereby give my consent for SoPlace Secretariat to collect, process and use my personal data for the purposes of processing the purchase of my delegate membership/access and for any other use to which I have consented.

This information will be used for the purposes of processing delegate membership/access and compiling delegate lists which will be published on our websites and across any relevant online portals, websites or platforms, and circulated by email to our email database, which includes all past and current delegates.

  1. APPLYING/REGISTERING DELEGATE MEMBERSHIP

I hereby give my consent for the mandatory and voluntary data collected from me in the course of applying/registering for delegate membership/access issued by SoPlace Secretariat. I further give my permission for my user account details to be stored. I acknowledge that I may provide SoPlace Secretariat a reasonable timeframe to remove my details at any time that I no longer wish them to be stored. I acknowledge and accept that my data will be used for commercial purposes in accordance with this Data Protection Policy and Declaration of Consent and will be retained and stored for this purpose. Should you wish your data to be removed you must request SoPlace Secretariat to do so in writing. Requests will be processed as soon as possible. Requests can be emailed to [email protected]

  1. ONLINE ACTIVITIES

I hereby give my consent for SoPlace Secretariat to store any voluntary information I may provide in the course of participating in an online activity. I acknowledge and accept that my data will be used for commercial purposes in accordance with this Data Protection Policy and Declaration of Consent and will be retained and stored for this purpose.

  1. COMPLIMENTARY DELEGATE MEMBERSHIP

I hereby give my consent for SoPlace Secretariat to use for the purposes of processing complimentary or otherwise delegate membership the mandatory data and any voluntary data I provide when applying/registering a complimentary delegate admission. I further give my consent for the voluntary data provided. I acknowledge and accept that my data will be used for commercial purposes in accordance with this Data Protection Policy and Declaration of Consent and will be retained and stored for this purpose.

  1. USE OF PERSONAL DATA FOR ADVERTISING PURPOSES

I acknowledge that SoPlace Secretariat will not sell my name, address, e-mail address, credit card information or personal information to any third party without my permission. I hereby give my consent for SoPlace Secretariat to store the following types of data as a profile for internal purposes:

[icon name=”check-square-o”] Mandatory and voluntary data collected when applying/registering delegate membership.

[icon name=”check-square-o”] Mandatory and voluntary data collected when registering a complimentary delegate admission as well as the date of the delegate membership registration.

[icon name=”check-square-o”] Voluntary disclosures when participating in online activities.

[icon name=”check-square-o”] If I have opted-in to receive email communication about related events I give consent for SoPlace Secretariat to analyse and use the data for the purpose of targeted advertising communications to me on relevant topics and products in connection with SoPlace Secretariat events and promotions.

[icon name=”check-square-o”] If I have provided my mobile telephone number I consent to SoPlace Secretariat to contact me by SMS in relation to events for which I am purchasing a delegate membership or registering an expression of interest.

[icon name=”check-square-o”] I furthermore consent to the mathematical and statistical analysis of my personal data for advertising purposes (scoring). However, my e-mail address may be used for advertising purposes only with my express consent.

[icon name=”check-square-o”] I also give my consent for my data to be updated and supplemented with additional data.

[icon name=”check-square-o”] Accordingly, I give my consent for SoPlace Secretariat to collect data relating to me personally from public domain sources and to store these along with my personal data that are already under the control of SoPlace Secretariat. I give my consent for SoPlace Secretariat to analyse this newly collected data together with the data already under their control and to use the same for the purpose of targeted advertising communications to me on relevant topics and products in connection with trade fairs and/or exhibitors of interest.

  1. RIGHT OF ACCESS

I acknowledge that I have the right to be given a copy of any of my personal data held by SoPlace Secretariat. Requests for a copy of your personal data can be emailed to [email protected]

  1. RIGHT OF RECTIFICATION OR ERASURE

I acknowledge that if SoPlace Secretariat hold incorrect information about me which was originally submitted by me through this website, I have the right to have the data amended. Further, I have the right to have any information I have sent to us via this website erased. I note to request my right to rectification and/or erasure, I can send my request to [email protected] Requests should include: My name and address; and a description of the specific personal data I wish rectified.

I note that SoPlace Secretariat is not required to rectify or erase my data where doing so would prevent me from meeting my contractual obligations to SoPlace Secretariat or where SoPlace Secretariat is required to process (including retaining) my personal data for a lawful purpose.

ORGANISER

SoPlace Summit and its associated events/programmes are being organized by the SoPlace Secretariat, a jointly managed entity by Regeneration Collaborative, Centre for SoPlace, Glocal Coalition, and Arise SoPlace, which are in the main business of mainstreaming sense-of-place including, but not exclusively, under the brand names of SoPlace and related platforms.

CODE OF BUSINESS ETHICS

SoPlace Secretariat applies the following Code of Business Ethics to all participating organisations and individuals. Organisations and individuals must act to further the interests of the sense-of-place realm. Participating organisations and individuals may not, except by explicit agreement with the organisers, have any outstanding debts to SoPlace Secretariat.

PROTECTED TRADE ENVIRONMENT

SoPlace Secretariat reserves the right to define its protected trade environment. This will normally extend to all parts of the summit venue wherein trading activity transpires, including, but not limited to, meeting and exhibition space and all official and non-official functions.

ADVERTISING

Advertising is permitted within the stand/booth hired by the exhibitor or where expressly agreed in writing by SoPlace Secretariat. Only official sponsors or partners may use event sponsorship vehicles for advertising, unless expressly agreed in writing by SoPlace Secretariat.

PHOTOGRAPHS, FILM AND VIDEO RECORDINGS

SoPlace Secretariat is entitled to take photographs, make films or video recordings of events during the summit, and use these for advertising purposes or for publication in the media. If photographs or video footage taken by delegates contains images of speakers and delegates other than themselves, or their work colleagues, explicit written permission must be obtained from both SoPlace Secretariat and the parties depicted therein, before they can be published in any media. The unauthorised use of photographic and recording equipment at SoPlace Summit is prohibited. You consent to film and sound recording as delegates at SoPlace Summit and its associated events/programmes.

INTELLECTUAL PROPERTY

The name, logo, images, trademarks and all other intellectual property rights of SoPlace shall remain vested in its owner Centre for SoPlace. Any unauthorised use of the SoPlace logo, mailing lists, commercial information or other intellectual property is prohibited. Any unauthorised use of the SoPlace name or event to promote organisations, programmes or other event is prohibited and may result in exclusion from attendance by SoPlace Secretariat and legal action.

PAYMENT TERMS

Payment is due on date of application/registration or as stated on invoice. Application/registration is valid and complete only upon receipt of payment in full. Participation and inclusion in the official programmes and other publications are only confirmed upon such receipt. Advertising, sponsorship and exhibition space are confirmed only when application/registration is complete and upon timely submission of exhibition request and artwork when required.

LIABILITY

It is agreed that neither SoPlace Secretariat nor any of its personnels, officers, Directors, or volunteers shall have any liability or responsibility for any personal injury, property damage or other loss suffered by a delegate or any of his/her family members or other persons attending the summit with the delegate resulting from the action or inaction of any person other than a personnel of the SoPlace Secretariat.

In the event of, or likelihood of, any circumstance which may create an extraordinary risk of injury or damage, SoPlace Secretariat shall have the right at its sole discretion to determine the course of action to be followed in respect to the SoPlace Summit and its associated events/programmes. In the event that SoPlace Secretariat cancels or limits the summit for reasons of safety, neither SoPlace Secretariat nor any of its officers, directors, personnels or volunteers shall have any liability or responsibility in connection with such cancelation or limitation and their failure to perform any further obligations attendant to the SoPlace Summit and its associated events/programmes, shall not constitute a breach of contract on the part of SoPlace Secretariat to hold such events.

SoPlace Secretariat will not be liable for any loss injury or damage to any person or property howsoever caused (save for death or personal injury as a result of SoPlace Secretariat’s negligence or for any other type of liability that cannot by law be excluded or limited).

SoPlace Secretariat will not be liable for the granting of any VISAs that are required to attend SoPlace Summit. In the event that a delegate’s VISA is not granted by the relevant government authority, delegate membership fees payment will not be refunded.

ACCOMMODATION

If you wish to extend your stay, please contact the hotel directly. If the hotel do not have a record of your booking, please contact [email protected] and our dedicated personnel will make every effort to ensure your request is catered for. Please be aware we have a strict cancellation policy in place. Please be aware that we have a strict ‘no refund policy’ in place. Any hotel rooms purchased through SoPlace Secretariat are not eligible to be refunded due to hotel policies. SoPlace Secretariat’s hotel rooms include room rate and tax fee only. Any incidentals incurred during stay will be charged to the credit card supplied by delegates upon check-in.

AIRFARE TRAVEL

SoPlace Secretariat will not provide airfare or flight travel expenses to or from SoPlace Summit and its associated events/programmes. Please find out more on the partnership with One World Alliance to offer airfare discounts to the SoPlace-Delegates and Day-Delegates.

SECURITY

The security of your Personal Information is important to us. However, no method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your Personal Information, SoPlace Secretariat cannot guarantee its absolute security and cannot accept any liability where the security of your Personal Information is compromised. The security of your personal information is important to us. When you enter sensitive information (such as credit card number) on our registration or order forms, we encrypt that information using secure socket layer technology (SSL).

REFUND AND CANCELLATION POLICY

All application/registration of delegate membership/access (including hotel rooms if applicable) are non-refundable in their entirety. Your delegate membership/access remains the property of SoPlace Secretariat and is a personal revocable license, which may be withdrawn, and admission refused at any time upon a refund of the published rates. In the unlikely event of cancellation, the liability of SoPlace Secretariat is limited to the share of paid delegate membership fees that remains after credit card and payment processing fees have been incurred and deducted.

It is strictly forbidden for any company, organisation or delegate to attempt to host or organise any event in conjunction with, contiguous to or purporting to be related to SoPlace Summit or its affiliates without the express prior permission and co-operation of SoPlace Secretariat. In the event of breach of these terms any delegate membership by the organiser and their affiliates will be rendered null and void, without refund, and SoPlace Secretariat may also seek damages.

The delegate membership (including hotel rooms if applicable) are for your own personal use or that of your business only and may not be re-sold or transferred for commercial gain under any circumstances, including but not limited to use as part of any promotion or competition. Where there has been any re-sale or attempted re-sale of any delegate membership/access (or any other breach of this term), we reserve the right to cancel the relevant membership/access with immediate effect.

SoPlace Secretariat reserves the right to cancel any delegate membership/access made by any person or body whom we reasonably believe it is at the best interests of SoPlace Summit. SoPlace Secretariat reserves the right to refuse admission to any event or conference for any behaviour, which it deems unacceptable, or for breach of code of business ethics.

EVENT CANCELLATION, POSTPONEMENT & SUBSTITUTION POLICY

SoPlace Secretariat is not responsible for any loss or damage as a result of a substitution, alteration, cancellation or postponement of an event. SoPlace Secretariat shall assume no liability whatsoever in the circumstances that an event is cancelled, rescheduled or postponed due to a fortuitous event, Act of God, unforeseen occurrence or any other event that renders performance of an event impracticable, illegal or impossible. For purposes of this clause, a fortuitous event shall include, but not be limited to: war, fire, labour strike, extreme weather or other emergency.

Please note that while speakers and contents are confirmed at the time of publishing, circumstances beyond the control of the organisers may necessitate substitutions, alterations or cancellations of the speakers and/or contents. As such, SoPlace Secretariat reserves the right to alter or modify the advertised speakers and/or contents if necessary without any liability to you whatsoever. Any substitutions or alterations will be updated on our web page as soon as possible.

For reasons beyond control, SoPlace Secretariat has the right to immediately alter or cancel the SoPlace Summit or any arrangements, schedules, plans or other items relating directly or indirectly to SoPlace Summit. The sponsors / partners / delegates / exhibitors / participants shall not be entitled to any compensation for damages that result from such alteration or cancellation. Furthermore, with the exception of any wilful damage or gross negligence committed by SoPlace Secretariat, SoPlace Secretariat will not at any time be liable for any direct or indirect damage suffered by the sponsors, partners, delegates, exhibitors, and participants including consequential and immaterial damage, caused by failure to comply with any provision of these terms and conditions.In the event of, or likelihood of, any circumstance which may create an extraordinary risk of injury or damage, SoPlace Secretariat shall have the right at its sole discretion to determine the course of action to be followed in respect to the SoPlace Summit. In the event that SoPlace Secretariat cancels or limits the summit for reasons of safety, neither SoPlace Secretariat nor any of its officers, directors, personnels or volunteers shall have any liability or responsibility in connection with such cancelation or limitation and their failure to perform any further obligations attendant to the SoPlace Summit, shall not constitute a breach of contract on the part of SoPlace Secretariat to hold such events.

DELIVERY POLICY

Once a successful application/registration process has been completed, delegate membership identity (access) are delivered in electronic soft-copy via email to the email address nominated by the applicant/registrant. The delegate membership identity acts as a receipt for the financial transaction and can be used to redeem admission/entry at the events/programmes listed on the delegate membership identity (access). A printed hard-copy ticket or an electronic soft-copy ticket detailing the reference number can be used to register at the site.

WEBSITE GENERAL CLAUSES

  1. SoPlace Secretariat shall be entitled to delegate the duties provision of its obligations under these terms and conditions.
  2. No other terms shall apply to these terms and conditions; and these terms contain the entire agreement and understanding between us in respect of all matters which are referred to herein and supersede any prior, written or oral agreement between us relating to such matters. You confirm that in agreeing to accept these terms and conditions you have not relied on any representation that is not expressly included herein and you agree that you shall have no remedy in respect of any misrepresentation which has not become a part of these terms and conditions. However, nothing in these terms and conditions purport to exclude liability for any fraudulent statement or act.
  3. If any part of these terms and conditions herein shall be deemed unlawful, void or for any reason unenforceable then that provision shall be deemed to be severable from these terms and conditions and shall not affect the validity and enforceability of any of the remaining provisions of these terms and conditions.

You agree not to:

  1. Use the Website (or any part of it) for any illegal purpose and agree to use it in accordance with all relevant laws;
  2. Upload or transmit through the Website (i) any computer viruses, macro viruses, trojan horses, worms or anything else;
  3. Use the Website in a manner which (i) may cause the Website to be interrupted, damaged, rendered less efficient or such designed to interfere with, interrupt or disrupt the normal operating procedures of a computer or (ii) any material which is defamatory, offensive, or of an obscene or menacing character, or that may cause annoyance, inconvenience or needless anxiety; (iii) that the effectiveness or functionality of the Website is in any way impaired or (iv) violates or infringes the rights of any person, firm or company (including, but not limited to, rights of intellectual property, rights of confidentiality or rights of privacy) of the Website;
  4. Create or publish a hypertext link to any part of the Website or attempt any unauthorised access to any part or component;
  5. Copy or distribute any part of the Website in any medium without our prior written consent; and
  6. Alter or modify any part of the Website other than as may be reasonably necessary to use the Website for its intended use.

SoPlace Secretariat reserves the right to:

  1. Modify or withdraw, temporarily or permanently, the Website (or any part of it) with or without notice to you.
  2. Change these terms and conditions from time to time. Your continued use of the website (or any part of it) following such change shall be subject to and including the changes made to these terms and conditions from time to time.
  3. Monitor any activity and content associated with the Website.

SoPlace Secretariat may investigate any reported violation of these conditions to confirm that we shall not be liable to you or any third party for any modification to or withdrawal of the Website; and/or deemed to be your acceptance of such change. It is your responsibility to check regularly to determine whether the terms and conditions have been changed. If you do not agree to any change to the terms and conditions, then you must immediately stop using the Website; and/ or complaints relating to the Website and take any action that we deem appropriate (which may include, but is not limited to, issuing warnings, suspending, terminating or attaching conditions to your access and/or removing any materials from the Website).

WEBSITE LIMITATION OF LIABILITY

Whilst we will use reasonable endeavours to verify the accuracy of any information we place on the website, we make no warranties, whether express or implied in relation to its accuracy.

The Website is provided on an “as is” and “as available” basis for your information and personal use only without any representation or endorsement. Unless specified in separate terms and conditions relating to a particular product or service, we make no warranties of any kind, whether express or implied, in relation to the Website, or products or services offered on the Website whether by us or on our behalf (including free software downloads) including but not limited to, implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security, accuracy, condition or completeness, or any implied warranty arising from course of dealing or usage or trade

You acknowledge that we cannot guarantee and therefore shall not be in any way responsible for the security or privacy of the Website and any information provided to or taken from the Website by you.

WEBSITE INDEMNITY

You agree to be fully responsible for (and fully indemnify us against) all claims, liability, damages, losses, costs and expenses, including legal fees, suffered by us and arising out of any breach of these terms and conditions by you or any other liabilities incurred by us arising out of your use of the website, or use by any other person accessing the website using your computer or internet access account.

WEBSITE INTELLECTUAL PROPERTY AND RIGHT TO USE

You acknowledge and agree that all copyright, trademarks and all other intellectual property rights in all material or content contained within the Website shall remain at all times owned by us or our licensors. You are permitted to use this material only as expressly authorised by us. We reserve all rights not expressly granted in and to the Website and the content in the Website.

AGREEMENT

I confirm that I have read, understood and accept, these terms and conditions upon completion of the delegate application/registration.
I accept that SoPlace Secretariat has the right to ask any delegate/exhibitor/participant to leave the summit venue without refund or explanation,
if they are in breach of these terms and conditions.