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World Potato Congress 2012 Terms and Conditions

Booking applications for, and attendance at, World Potato Congress 2012 will be subject to the following Terms and Conditions. Submitting a booking application will signify and be deemed to be acceptance of these Terms and Conditions by you and any other person included in your booking application (whether as a Full Delegate, Partner or Accompanying Person).

World Potato Congress 2012 is being staged by the Potato Council, a division of the Agriculture and Horticulture Development Board (AHDB) a Non-Departmental Public Body whose Principal Office is Stoneleigh Park, Kenilworth, Warwickshire CV8 2TL. Elements of the Congress are being organised, and bookings administered, on its behalf by Conference & Event Management Services Limited (CEMS). Company registered number: 5650748. Registered address: 36 High Street, Madeley, Telford, TF7 5AS. VAT registration number: 876262201.

The postal address for any correspondence regarding your booking, including with regard to cancellation, is CEMS, 80 Hollies Drive, Shrewsbury, SY3 0NP, UK.

• Booking applications must be accompanied by payment in full and will not be processed if this is not the case.
• All prices quoted are in pounds Sterling and all payments must be made in this currency. The situation regarding application of UK Value Added Tax is as set out in the booking process.
• Bookings for Full Delegates, Partners and Accompanying Persons will cover only the activities and services specified on the official World Potato Congress 2012 website (www.wpc2012.net). Services and activities noted as optional will only be provided if also booked and paid for. No bookings include any accommodation or meals/refreshments other than those specified.
• Places are limited and will be allocated on a first-come-first-served basis. AHDB may decline to accept any booking application without giving reason. No contract will arise until your booking application has been accepted in writing by CEMS on behalf of AHDB.
• Bookings are for named individuals and are non-transferable.
• By making this booking you confirm that you on behalf of each person for whom you are making a booking accept these terms and conditions and that you are fully authorised to do so.
• AHDB reserves the right to cancel World Potato Congress 2012 or any individual booking at any time and without giving reason. In the event of such a cancellation, for reasons other than Force Majeure (see below), before 6pm Sunday 27th May 2012, fees paid by you in relation to your booking application will be refunded in full. Cancellation after this time, but before close of the event will result in a pro-rata refund based upon the proportion of the services provided. In all cases, no further refunds will be made and no compensation will be payable. Specifically, neither AHDB nor CEMS accepts any other liability including without limitation any liability, costs, expenses, damage or loss (whether direct, indirect, consequential or otherwise) incurred by any person booked to attend or attending the Congress, including liability resulting from negligence by AHDB or CEMS. For the avoidance of doubt this includes, amongst other things, any accommodation or travel arrangements that may have been made.
• Force Majeure. If AHDB or CEMS is delayed in, or prevented from, performing any provision of your booking as a result of Force Majeure, such delay or non-performance shall not constitute cancellation by AHDB of, nor will AHDB or CEMS incur any liability to anyone booked to attend, or attending, World Potato Congress 2012. Force Majeure means any fire, flood, unavoidable accident, lock out, strike, labour dispute, industrial action of any kind, breakdown of plant or equipment, national calamity or riot, act of God, national mourning, outbreak of disease, the enactment of any act of Parliament, any act of any legally constituted authority, any cause or event arising out of or attributable to war or national emergency or any other cause or event (whether or not similar to any of the foregoing) outside the reasonable control of AHDB or CEMS. AHDB will have the right at all times to abandon, cancel, curtail, relocate, delay or suspend the Congress in whole, or in part if, in its opinion, it becomes necessary as a result of Force Majeure. If the Congress is relocated whether or not as a consequence of Force Majeure, these Terms and Conditions will apply to the event as so relocated. AHDB will announce any such decision by such means as it decides as soon as reasonably practical and will not have any liability whether or not resulting from negligence by any person to any person in relation to its exercise of its rights under this paragraph or any such cancellation, abandonment, curtailment, relocation, delay or suspension including without limitation any liability, costs, expenses, damage or loss (whether direct, indirect, consequential or otherwise) incurred by any person booked to attend, or attending, the Congress.
• The Congress programme, speakers, content, venue and activities may change without notice or compensation. Any such changes will not give rise to any change in the arrangements for cancellation by you as set out below.
• Failure of Services. AHDB will use its reasonable endeavours to ensure supply of services specified in the online or paper-based booking forms but will not incur any liability to any person for any loss, damage, liability, cost or expense, nor shall any person be entitled to any allowance or refund in respect of any sum payable if any such services shall not be provided in whole or in part or shall cease to be available.
• Should you wish to cancel all or part of your booking, you must do so in writing, using a method providing proof of delivery, and the following refund arrangements will apply in respect of the booking or part of the booking being cancelled:
  • Cancellation request received in writing on or before November 30th 2011: 90% refund.
  • Cancellation request received in writing between December 1st 2011 and February 29th 2012 inclusive: 75% refund.
  • Cancellation request received in writing between March 1st 2012 and March 31st 2012 inclusive: 50% refund
  • Cancellation on or after April 1st 2012: No refund will be given
    For the avoidance of doubt, these cancellation provisions apply to cancellation or partial or complete failure to attend due to any circumstances whatsoever, including without limitation, illness, travel disruption, visa problems or refusal of entry to the UK. As such, you are advised to consider appropriate insurances and attend to entry requirements in a timely manner.
• AHDB will be fully entitled to re-sell any Congress place or activity released through cancellation and this will have no effect on the refund provisions set out above.
• AHDB and CEMS will make all reasonable efforts to accommodate requests to amend bookings, by cancelling the existing booking and accepting a revised booking, but reserve the right to refuse such amendments or to make a reasonable administration charge for complying with such requests. The cancellation charges above will apply.
• AHDB reserves the right to refuse any person admission to the Congress or any associated activity or event or to remove them at any time as a result of their behaviour or conduct or if in AHDB’s reasonable opinion it is necessary or appropriate to do so, without providing a refund or any other compensation.
• All Congress participants agree to comply with any instructions, written or verbal, given for any reason by Congress stewards, AHDB, CEMS or venue staff.
• Participants attending any part of the Congress or using any of its facilities must wear their official Congress pass and may be required to show it to obtain access or use certain of the facilities.
• Neither AHDB nor CEMS will have any liability for any loss of or damage to persons or property brought into/or left at the Congress (unless it is due to AHDB’s or CEMS’s negligence) or in respect of or arising from anything else outside of AHDB’s or CEMS’s reasonable control.
• Except in the case of death or personal injury caused by the negligence of AHDB or CEMS in respect of which the liability of AHDB and CEMS is unlimited, and except in relation to Indirect Losses (meaning any indirect or consequential loss including but not limited to loss of profits, loss of revenue, loss of goodwill, loss of custom, loss of business, and loss of reputation, whether foreseeable or unforeseeable) in respect of which AHDB and CEMS shall have no liability, the liability of  AHDB and CEMS under these Terms and Conditions whether for breach of contract, negligence or otherwise, shall not exceed an amount equal to the booking fees paid in relation to the relevant person when submitting the relevant booking application for World Potato Congress 2012.
• While AHDB has worked hard to develop an interesting and informative programme for the Congress, it is not responsible in any way whatsoever for the specific content, accuracy or reliability of any information provided, considered, discussed or presented at the Congress.
• While AHDB has provided various optional links to third party suppliers for optional goods and services (including for example accommodation and pre- and post-Congress tours) for the convenience of delegates, any transaction will be between the supplier of the goods or services and those making the booking. Neither AHDB nor CEMS are party to any such transaction and will therefore accept no liability whatsoever in relation to it.
• Information provided via the online or paper-based booking forms and other information relating to participation in the Congress will be stored and otherwise processed by AHDB and CEMS. At the conclusion of the Congress, the data may be provided to World Potato Congress Inc at the Congress venue to assist it in organising future Congresses and it may use that data to contact you for such purpose. AHDB and CEMS accept no liability whatsoever for anything else that World Potato Congress Inc may do with that data. By submitting personal data you agree to this transfer, storing and processing.
  • You must ensure that you have obtained the consent of any third parties upon whose behalf you are making a booking application to provide their information before doing so.
  • Congress participants’ (whether Full Delegates, Partners or Accompanying Persons) names and contact details (job title/organisation, address, email address and telephone number) may be passed to those providing sub-contracted services (such as, but not limited to, the evening excursions or golf tournament) in order to enable such activities to be administered. AHDB may also retain these details after the conclusion of the Congress, pass them to World Potato Congress Inc. or organisers of future World Potato Congresses and make them generally available as a published list of attendees.
  • Personal financial information provided in the course of booking may be used by AHDB, CEMS and relevant financial organisations to administer the booking, but for no other purpose and will not be shared with any other third party, except as may be required by law. This information will not be retained by AHDB or CEMS after the Congress and all financial transactions relating to it have concluded, except that accounting records will be retained for the periods specified by relevant legislation.
  • The booking application process also requests details of any food allergies and preferences, disabilities or serious medical conditions (such as epilepsy) so that AHDB can make suitable catering arrangements and provision for the attendee's health and safety during the Congress. This may necessitate the passing on of this information to venues, caterers and third party contractors or service providers.
  • If a letter of invitation is sought by you for visa purposes, you may also be asked to provide relevant details including nationality and your passport number and date of issue. This information will not be shared with third parties, except as required by law or a competent authority or in direct association with the visa application process. This information will not be retained by AHDB for more than one year after conclusion of the Congress.
  • Subject to the above, AHDB and CEMS will take reasonable technical and organisational security measures to prevent the loss, misuse, alteration or unlawful disclosure of information they collect from you.
  • The Data Protection Act 1998 gives individuals the right to access information held about them. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet any costs in providing you with details of the information held.
• These Terms and Conditions are subject to and shall be construed in accordance with the law of England and Wales and all persons agree to the exclusive jurisdiction of British courts.
• The provisions of these Terms and Conditions are severable, and if any provision or part of it is held to be illegal, invalid or unenforceable by any court or other body of competent jurisdiction that will not affect other provisions or, as the case may be, the remainder of the relevant provision.
• No failure or delay by any party to exercise any right, power or remedy will operate as a waiver of it nor will any partial exercise preclude any further exercise of the same, or of some other right, power or remedy (whether provided by law, equity or these Terms and Conditions).
• None of these Terms and Conditions are intended to confer a benefit on or be enforceable by any third parties under the Contracts (Rights of Third Parties) Act 1999.
• These Terms and Conditions set out the entire agreement between you and AHDB/CEMS and supersede any previous agreement or arrangement relating to the subject matter of it. Any amendment or variation must be agreed in writing by all parties.