These terms and conditions form an important part of your Event participation with Beacon Events, or associated companies within the Beacon group, and should be read in conjunction with your registration confirmation. It is your responsibility to comply with all statutory rules and regulations.
These terms and conditions (the “Terms”), apply to all Participants at Events (in each case as defined below). Your registration and attendance at an Event indicates your agreement to these Terms.
In these Terms the following capitalised words and expressions have the meanings set out against them below:
Beacon/we/us/our/organizer: Beacon Events Limited or any other of Beacon Group companies including but not limited to Beacon Events Management Pty Ltd (Australia), Mines and Money Events Ltd, and Beacon Events Management Ltd (UK).
Agreement: these Terms and Conditions and the Booking Form
Ancillary Event: any excursion or event, including, for example, a field trip, networking event, tour of production facilities, site visit, boat trip, aircraft ride, or any other excursion which is arranged by Beacon for Participants at an Event.
Ancillary Terms: any supplementary terms and conditions which may be applicable to an Ancillary Event.
Anti-Bribery Legislation: the US Foreign Corrupt Practices Act 1977, UK Bribery Act 2010 and any other applicable anti-bribery legislation.
Business Day: a day, not including a Saturday or Sunday, when ordinary banks are open for their full range of normal business in Hong Kong.
Booking or Registration Form: the booking form to which these Terms are referred to and/or incorporated into by reference setting out the details of the Package or such other document setting out the details of the Package as Organizer may choose in its sole discretion to accept;
Client: means the person, firm, company or entity set out in the Booking Form
Content: materials, data, information and products provided by Beacon or its event partners at, relating to or forming part of the Event.
Data Protection Laws: any applicable laws and regulations relating to the processing, privacy and use of personal data including, without limitation, GDPR, national laws implementing the GDPR, regulations and secondary legislation, as amended from time to time; laws or regulations implementing Council Directive 2002/58/EC, and; any judicial or administrative interpretation of any of the above, and any guidance, guidelines, codes of practice, approved codes of conduct or approved certification mechanisms issued by any national authority.
Event: an event operated by or on behalf of Beacon including a conference, exhibition, convention, congress, summit, seminar, webinar, meeting, workshop, award dinner, public training, private or bespoke training, Ancillary Events and Online Events.
Event Confirmation: our written (including digital) confirmation of your registration for a place at that Event.
Event Dates: the dates on which the Event is scheduled to take place.
Event Marks: trademarks and service marks owned by or licensed to Beacon relating to the Event.
Event Sponsor: a person or company which has entered into a sponsorship agreement with Beacon or its partners in relation to an Event.
Event Venue: the venue at which a physical Event is held.
Exhibitor: the exhibition element of the Package as set out in the Booking Form
Exhibitor Delegate: a Participant who attends an Event on behalf of or using an invite provided by a Client using a delegate pass (including digital) issued to the Event as part of the agreed exhibitor package, and any reference in these Terms to Participant shall include Exhibitor Delegates unless expressly stated otherwise.
Fee: the fee payable by a Participant (or Sponsor on behalf of a Participant) in order to attend an Event.
Force Majeure: has the meaning given in clause 13.
GDPR: Regulation 2016/679 of the European Parliament and of the Council of April, 27 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC.
Group Company: any of our subsidiaries or holding companies or subsidiaries of such holding companies, “subsidiary” and “holding company”
Intellectual Property Rights: patents, rights to inventions, copyright and neighbouring and related rights, moral rights, trademarks and service marks, business names and domain names, goodwill and the right to sue for passing off or unfair competition, rights in designs, rights in computer software, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how and trade secrets), and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights.
Losses: actions, damages, claims, liabilities, costs, losses and expenses (including, without limitation, reasonable legal fees).
Online Event: an online, virtual or non-physical conference, exhibition, convention, congress, summit, seminar, webinar, meeting, workshop, award dinner, public training, private or bespoke training or other event.
Online Event Platform: any website, platform, forum or other online environment used by Beacon for the purposes of hosting an Online Event.
Online Event Platform Terms: any additional terms and conditions applicable to registration to and/or attendance at an Event on an Online Event Platform.
Package: the Space and/or Sponsorship package in relation to the Event as set out in the Booking Form
Participant/You/Your: an individual who attends an Event in any capacity other than as a representative of Beacon or of the Event Venue or Online Event Platform. This includes but is not limited to Speakers, Sponsors, Exhibitors, Delegates and Visitors.
Reportable Breach: a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed;
Registration Details: the personal data provided by Participants when they register to attend an Event.
Software: the online software applications made available for access or download from our or our supplier’s or event partner’s websites in relation to any Event or Content.
Space: the exhibition space allocated to the Client (together with the ancillary services provided to the Client in connection with such exhibition space) as set out in the Booking Form;
Sponsor: the sponsorship element of the Package as set out in the Application Form; and
Sponsor Delegate: a Participant who attends an Event on behalf of or using an invite provided by a Client using a delegate pass (including digital) issued to the Event Sponsor as part of the agreed sponsorship package, and any reference in these Terms to Participant shall include Sponsor Delegates unless expressly stated otherwise.
1.1 Your registration (whether submitted directly by you or on your behalf) constitutes an offer by you to Beacon to attend the Event in accordance with these Terms and conditions. All registrations are subject to acceptance by Beacon. If your registration is received in advance of the Event, it will either: (a) be confirmed in writing (including, without limitation, by email), or (b) if written confirmation is not sent within fourteen (14) days of us receiving your registration, be deemed to be confirmed unless we notify you otherwise. If your registration is received only at the Event itself, it will be confirmed by the act of Beacon permitting you entrance to the Event. Beacon reserves the right to refuse to accept any registration.
2.1 Validly registering for an Event shall entitle you to admittance to that Event as a Participant, subject to these Terms. Any optional extras may incur an additional cost to the basic registration fee.
2.2 The Registration Details of each Participant must be registered (whether in their personal capacity, or as a representative of a company or other legal entity) with us not less than two Business Days before the start of the Event. We reserve the right to exclude from any Event any individual whose name does not appear on our register of Participants.
2.3 If you register for an Event as a representative of a company or other organisation you confirm that you have authority to agree to these Terms on behalf of the company or other organisation. You shall also ensure Participant(s) from the company or other organisation attending the Event are made aware of and shall be bound by these Terms.
2.4 When registering for an Event, you must provide us with accurate and complete Registration Details. It is your responsibility to inform us of any changes to that information (including, without limitation, your email address) by updating your details on the relevant section of the applicable website or contacting us using the contact information provided to you in any Event Confirmation.
2.5 It is your responsibility to inform us of any special access requirements or dietary requirements at the time of registration, and in any event no later than 5 working days in advance of the Event. Any dietary requests made less than 5 Business Days before an Event may not be available.
2.6 All registrations for Events are subject to availability and to acceptance by Beacon at its absolute discretion.
2.7 Where an Event requires an Event pass to enable entry, you may be required to provide evidence of your identity for your pass to be issued to you. Participants must keep their event pass on them at all times during their attendance at the Event and Beacon reserves the right to refuse entry to Participants who fail to produce a pass when requested.
2.8 If your Event pass is lost, misplaced, stolen or forgotten a replacement Event pass will only be issued to you at the sole discretion of Beacon and may be subject to purchase at the prevailing on-site Participant rate.
2.9 By attending the Event you acknowledge that photographs and filming may take place at the Event. Beacon reserves the right to use Event Participant images and videos recorded at the Event with your photograph and/or likeness in future marketing materials, including social media channels, websites, and print material, without obtaining any further approval from you or making any payment to you. If you do not wish your photograph to be taken at an Event, then please notify the photographer during the Event and we will use reasonable endeavors to comply with your request.
2.10 Participants must be over the age of 18 unless prior permission is granted by us.
2.11 Participants may not sell, transfer, or share their Event passes. Registered Participants may be substituted by other individuals at no extra cost by notice in writing to Beacon at any time, subject to compliance with these Terms, including (without limitation) the need for any substitute individuals to provide Registration Details at least 2 business days in advance of attending the Event and subject to screening.
2.12 All Event passes are the property of Beacon and must be returned to Beacon upon request. Attendees found wearing falsified Event passes and/or sharing or swapping Event passes shall be required to leave the Event.
3.1 Each Participant shall:
3.2 You agree that your travel to and attendance at an Event is at your own risk and not the responsibility of Beacon, save as set out in clause 14. Beacon is not obliged to provide any advice or assistance relating to the obtaining of visas. Failure by any Participant to obtain a visa to attend an Event shall not entitle him or her to a refund of any Fees.
3.3 Other than Sponsors and their Participants, Participants are only permitted to conduct business within a designated exhibit space at the Event Venue. Participants observed conducting business in public spaces or in other companies’ exhibition spaces may be ejected from the Event.
4.1 Beacon reserves the right to refuse entry by any Participant to an Event or to remove any Participant from an Event or block them from an Online Event Platform without any liability if, in its sole discretion, it determines that such Participant’s presence or conduct could cause:
4.2 Beacon reserves the right to recover from you any loss or damage incurred or suffered by us, the Event Venue, the Online Event Platform or any other Participants as a result of your conduct at the Event or failure to comply with these Terms. In such circumstances, a Participant shall not be entitled to a refund of any Fees.
5.1 Payment in full of any applicable Fees for the Event is due upon registration. If such payment is insufficient or declined for any reason, Beacon may refuse entry to the Event.
5.2 Fees for Online Events or any Event with an online element are quoted inclusive of any applicable value added tax (VAT), Goods and Services Tax (GST) or similar sales tax. Fees for physical Events are quoted exclusive of any applicable value added tax (VAT), Goods and Services Tax (GST) or similar sales tax. If VAT, GST or other sales tax is chargeable, Participants shall be required to pay to Beacon such additional amounts in respect of such tax as are chargeable in relation to the Fee.
5.3 Fee schedule rates are valid at the time of completion of registration provided that they are paid in full before the applicable expiration date as indicated on your Event Confirmation or Booking and Registration Form. If the Fee for a completed registration is not paid in full before the expire date, you will be charged a Fee calculated in accordance with the prevailing Fee schedule at the date of payment.
5.4 All Fees shall be paid in full without any set-off, counterclaim, deduction or withholding (other than as may be required by law).
5.5 Payment of the Fees into Beacon’s designated bank account only shall satisfy Client’s payment obligations under this Contract. BEWARE! Client should be vigilant of false change of bank account communications, identity theft and other scams. If Client receives any communication notifying Client of a change in Beacon’s designated bank account, Client should contact Beacon immediately to verify authenticity. Beacon shall not be responsible for any losses suffered by Client due to third party fraud or misdemeanor.
6.1 All Intellectual Property Rights in and to Events and in the Content relating to Events are the property of Beacon or its third-party content providers. We may provide a licence to third parties, including Event Sponsors, to use the Content at our sole discretion.
6.2 Participants may use the Content solely for their own personal use and benefit and not for resale, distribution or other commercial purposes.
6.3 The Event Marks may not be used without Beacon’s prior written permission.
6.4 Any request for permission to republish, reprint or use for any other purpose any of the Content or Event Marks should be sent by email to the Event contact as described in your Event Confirmation.
6.5 The Software belongs to Beacon or its suppliers. Your use of the Software is governed by the terms of any licence agreement that may accompany or be included with the Software and you must not install or use any Software unless you agree to the terms of such licence agreement.
7.1 You are responsible for procuring the necessary equipment and the payment of any charges necessary to access and/or use any Events or Content (where applicable). Beacon is not responsible for the reliability or continued availability or speed or quality of the telephone or internet lines and/or equipment that you use to access and/or use any Event or Content.
7.2 In relation to any Events which require on-line internet access, such as webinars, forums, online or virtual Events, it is your responsibility to ensure that your systems are compatible with our technology or the technology of our Online Event Platform prior to registering for such an Event.
7.3 Beacon is not liable or responsible for any technical issues which may arise as a result of your failure to ensure compatibility of our technology with your systems. Similarly, we are not liable or responsible for any delay, disruption or disturbance in the operation of the internet or problems caused by your internet service provider or for any telecommunications failures which are beyond our control. Access to on-line Content may not be available as a result of downtime for repairs, maintenance and/or repairs to Beacon’s websites, Online Event Platforms and systems.
8.1 Participants who register for Online Events, or Events which otherwise grant access to online Content shall be given user names and passwords, as appropriate for the relevant Event. Attendance at an Online Event may be subject to additional Online Event Platform Terms. By attending an Online Event you are deemed to accept any such additional Online Event Platform Terms.
8.2 Except to the extent that a user name and password is expressly intended for more than one person as confirmed by us in writing, Participants are not permitted:
8.3 Participants are responsible for all access to any Event, Online Event Platform and/or use of any Content by them or anyone else using their user names and passwords and for preventing unauthorised use of any such user names and passwords. If you believe there has been any breach of security (such as the disclosure, theft or unauthorised use of any user name, password or any payment information), you must notify us immediately by emailing the support contact in your Event Confirmation.
8.4 An Online Event may include discussion groups, virtual meeting rooms and other forums (“Interactive Areas”) enabling interaction between Participants and Sponsors. We do not control and are not responsible for information and/or materials posted to Interactive Areas by Participants or Sponsors (“User-Generated Content”) and cannot guarantee the veracity or accuracy of any such User-Generated Content. All use of the Interactive Areas is at your risk and you should not rely on User-Generated Content in any way.
8.5 You hereby grant Beacon a non-exclusive, perpetual, royalty-free licence to use, reproduce, modify and/or sub-license all or any part of the User-Generated Content posted by you or any of your representatives. Beacon may, without notice to you or any third party, delete, move or edit any such User-Generated Content or part of it. To the extent permitted under applicable law, you hereby waive all moral rights or rights of a similar nature in any jurisdiction in any User-Generated Content.
8.6 You are responsible for the content of the User-Generated Content which you contribute and must comply with the restrictions set out below when publishing it. We are under no obligation to monitor User Generated Content.
8.7 You may not, within the Interactive Areas post, publish, link to, upload, download, send, distribute, use or re-use any information or material which: (a) is obtained in breach of confidence or which contains confidential information or infringes any intellectual property rights or rights of privacy or other rights of any third party; (b) is offensive, threatening, abusive, indecent, defamatory, obscene; (c) is unlawful; (d) constitutes unsolicited advertising or promotional material of any type; (e) constitutes or contains a virus or other harmful component or malware; or (e) which is or could be taken to be the provision of advice (including, without limitation, investment advice).
8.8 You may not use any Interactive Area: (a) for any unlawful purpose; (b) to impersonate any person, company, group or entity or misrepresent a relationship to or with any of the same; or (c) to collect, store, disclose or otherwise process any personal data in relation to your use of any Interactive Area without the express consent of the relevant individual.
8.9 You agree to reimburse us for any losses, damages, costs and expenses which we may incur as a result of your publication of User-Generated Content.
9.1 Beacon may offer Participants the opportunity to attend an Ancillary Event, in which case specific Ancillary Terms may apply. Such Ancillary Terms shall be contained in the materials provided to you when you register to attend an Ancillary Event and shall apply in addition to these Terms.
9.2 If there is any inconsistency between these Terms and any applicable Ancillary Terms, the Ancillary Terms shall take precedence in relation to the Ancillary Events.
10.1 Although Beacon’s Event programmes are correct at the time of publication, we may exchange the format, Content, venue, location, speakers, hosts, moderators and/or timing of an Event, including a change from a physical Event to an Online Event. Beacon shall use its reasonable endeavours to notify all Participants of any such changes prior to an Event.
11.1 Should a delegate be unable to attend an Event, a substitute delegate is always welcome in your place, provided they agree to comply with these Event Terms. Alternatively, we can provide a credit note for delegate at any Beacon event in the following 6 months provided that we receive your transfer notice 30 Business Days prior to the Event. We cannot accept verbal transfer notice or any alterations to your participation. Credit note can be applied once.
11.2 Notifications of substitutions should be sent in writing to the Beacon contact designated in the Event Confirmation as soon as possible (and in any event at least 30 Business Days before the Event). Registration details for any substitute must be received by Beacon at least seven Business Days before the Event.
11.3 We may in exceptional circumstances need to cancel or postpone an Event, in which case we shall notify you as soon as reasonably practicable. In the event of cancellation, subject to clause 13, we shall issue Participants with a full refund of relevant Fees paid by you less 20% handling fee. In the event of postponement, we shall offer you the option to re-register for the rescheduled Event or, subject to clause 13, issue you a credit note for your attendance at any Beacon event. Our liability to you as a result of any cancellation or postponement of an Event shall be limited to the amount of Fees which you have paid to us for that Event only and we shall not be liable for any additional Losses incurred by you as a result of such cancellation or postponement.
12.1 In this clause 12 the terms “personal data”, and “processing” shall have the meanings ascribed to them under the Data Protection Laws.
12.2 Beacon shall:
12.3 We shall use your personal data for the purpose of providing services in relation to Events, including, but not limited to Event registration, communications, Event access, dining, administration (including before, after and during the Event), invoicing and payment, delegate lists, post-Event feedback, quality checks, Participant verification (including for sanctions and trade control purposes), research and polling.
12.4 In order to fulfil our obligations to you in relation to the Event, we may share relevant personal data with presenters, Event venue management, the Online Event Platform, trainers, organisers, print houses, finance partners, connected communities, faculties, committees, Event service providers and external delivery partners.
12.5 Registration Details of Participants will be added to our official Event networking tools, which enables Participants to contact each other and to view the list of Participants at an Event. If you do not want your Registration Details to be included in the relevant networking tool, please email the event contact listed in the Event Confirmation at least two Business Days before the start of the Event.
12.6 For more information about our data protection policy please go to our Privacy Policy at https://www.beaconevents.com/privacy-policy/
13.1 In this clause, “Force Majeure” means circumstances which are beyond our reasonable control and which are reasonably likely to affect the successful delivery of the Event or would make it inadvisable, impracticable, illegal, or impossible for us to host the Event or perform our obligations under these Terms, including circumstances, which directly affect the Participants in their home countries resulting in a material percentage of the Participants being reasonably likely to be prevented from attending the Event.
13.2 If, as a result of Force Majeure, Beacon needs to adjust the Event, Beacon shall use its reasonable endeavours to either (a) reschedule the Event; or (b) switch the Event from a physical Event to an Online Event; (c) combine with another Beacon physical Event or Online Event, provided in each case to take place within eighteen months of the original Event Dates.
13.3 If Beacon is unable to reschedule the Event in accordance with clause 13.2, it shall refund the Participant Fees less a 20% administrative charge as soon as reasonably practicable and in any event within 120 days from the date of notice of cancellation.
13.4 Without prejudice to Beacon’s obligation to refund any Fees to Participants, Beacon accepts no liability and shall pay no compensation where the performance of its obligations is made impracticable, illegal or impossible by or as a result of Force Majeure.
14.1 Nothing in these Terms shall limit or exclude our liability for:
14.2 You agree that your access to any Event and your use of any of the Content is at your sole risk and responsibility and acknowledge that all Content is provided “as is” and “as available”. The Content is made available for your general information and any advice, opinion, statement or other information forming part of the Content is not intended for trading or to address your particular requirements. The Content does not constitute any form of advice, recommendation or arrangement by us (including, without limitation, investment advice or an offer or solicitation to buy or sell any security, financial product or other investment) and is not intended to be relied upon by users in making (or refraining from making) any specific investment or other decisions. Appropriate independent advice should be obtained before making any such decision.
14.3 Subject to clause 14.1, we shall not be liable, whether based on a claim in contract, tort (including negligence), breach of statutory duty or otherwise arising out of or in relation to these Terms, for any indirect or consequential losses.
14.4 Subject to clause 14.1, Beacon’s total liability to you, whether based on an action or claim in contract, tort (including negligence), breach of statutory duty or otherwise arising out of, or in relation to these Terms shall not exceed the total amount of the Fees paid or payable under these Terms.
15.1 You undertake that you shall comply with any applicable Anti-Bribery Legislation.
15.2 You undertake that you will not, directly or indirectly pay, offer, give or promise to pay or authorise the payment of any monies or other items of value to:
15.3 You undertake that neither you nor, so far as you are aware, any agents or other persons acting on your behalf has directly or indirectly:
16.1 Neither you, nor, so far as you are aware, any agents or other persons acting on your behalf:
16.2 Each Participant shall ensure they are legally entitled to attend the Event and by attending each Participant warrants that they are not the subject of any Sanctions or trade controls or other restrictions that mean they should not attend.
17.1 We may, without your consent, assign, sub-contract or transfer any and all of our rights and obligations under these Terms to any Group Company or any entity which acquires a substantial part of the assets of our business.
17.2 Without prejudice to clause 17.1, we may sub-contract delivery of an Event to any Group Company which operates the business relating to the relevant information, publication or data product forming part of that Event.
17.3 You may not assign, sub-license or otherwise transfer any of your rights under these Terms without our prior written consent.
18.1 We may make amendments to these Terms from time to time. Any such amendments shall be posted on the Event website. Amendments will be effective immediately on the amended Terms being posted on the Event website and you will be deemed to have accepted them if you attend the Event. If you do not wish to accept them, you must cancel your attendance in accordance with clause 11 of these Terms.
19.1 These Terms together with the Privacy Policy and any Ancillary Event terms and Booking or Registration form (where relevant) state the entire agreement and understanding between you and Beacon relating to your attendance at the Event and supersedes all previous terms, communications and discussions whether written or oral relating to that subject matter.
20.1 These Terms shall be governed by and construed in accordance with the laws of the Hong Kong Special Administrate Region, and the Hong Kong courts shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms.
These terms and conditions form an important part of your Event participation with Beacon and should be read in conjunction with your Booking Form and/or Event Confirmation. It is your responsibility to comply with all statutory rules and regulations.
These terms below, which are specific to Event Sponsors and Event Exhibitors, are in addition to the Participant Terms to which Client agrees to make each of its Sponsor and Exhibitor Delegates abide by, and Client shall procure that their Personnel and any representative comply with these additional Terms.
Please refer to Definitions as outlined in the Participants Terms which shall apply here as well.
