Chapter or SIG/SIF Event T&Cs and Privacy statement

Terms and conditions

Online registration requires that these terms and conditions be accepted.

  • “Event”: a physical, virtual or hybrid gathering organized by a BCI Chapter, SIG or SIF (the “Event organizer”)
  • “Participant / you / your”: refers to any delegate attending an event.
  • “Us / we / our / ourselves”: The BCI
  • “Event management platform”: the registration platform for participants to book their attendance to an event.

Payment

Payments must be made by the individual participant, by debit or credit card at the time of booking.

Registration for the event will not be effective until full funds have been received by The BCI.

By submitting their debit or credit card detail, the participant is authorising The BCI to charge their card the total amount due. If the participant has selected the incorrect registration fee, The BCI reserves the right to change this after submission. Any outstanding balance will be notified to the participant by email with a link to resubmit payment to settle any outstanding balance. The BCI reserves the right to refuse access for incorrect payment of registration fees.

Cancellation

Any refunds will be returned via the same payment method as the original receipt of funds.

Any refunds outside our normal terms will only be reviewed and processed after the event.

The BCI reserves the right to modify or update the cancellation policy at any time. Any changes to the policy will be reflected in the event’s link to the event’s T&Cs

Cancellation by The BCI

If an event needs to be cancelled by The BCI, the following terms apply:

  • Refund will be provided to the participant, but an administrative fee will be deducted from the total amount paid. The administrative fee is non-refundable and covers the costs associated with the event management platform administration.
  • The amount of the administrative fee is clearly stated at the time of booking the event
  • No action is required by the participant to obtain a refund. It will be processed to the original method of payment used at time of purchase as soon as funds are received from the Event Organizer. It should appear on the participant account within 14-21 days.
  • In case of event rescheduling, the cancellation policy will still apply. Participants will then have the option to either attend the rescheduled event or request a refund.

Cancellation by the participant

If a participant needs to cancel their registration, the following terms will apply:

  • Notification Period:
    • More than 30 days before the event: participant will receive a full refund minus the administrative fee.
    • 15-30 days before the event: participant will receive a 50% refund of the ticket price.
    • Less than 15 days before the event: no refunds will be issued.
  • Transfer of tickets: Participants may transfer their ticket to another individual at no additional cost, as long as the new participant’s details are notified to The BCI ([email protected]) at least 14 days before the event
  • Event management platform administration fees are non-refundable.

Exceptional circumstances

The BCI understands that exceptional circumstances may arise.

To make any alterations to your booking, email [email protected] . Verbal changes or alterations are not accepted.

The BCI will review such requests on a case-by-case basis and aim to offer fair and considerate solutions.

Changes to programme / agenda

All best endeavours will be made to present the event programme / agenda as publicised. However, The BCI and its agents reserve the right to alter or cancel, without prior notice, any arrangements, timetables, plans or other items relating directly or indirectly to the event, for any cause beyond its reasonable control. The BCI and its agents are not liable for any loss or inconvenience caused as a result of alterations or cancellations.

In the event of cancellation of the event, all pre-paid event fees will be refunded in full as per the “Cancellation” section in this T&Cs.

Access to online events

The BCI is not liable or responsible for any delay, disruption or disturbance in the operation of the internet or problems caused by the participant internet service provider or for any telecommunications failures which are beyond our control.

Photography, videos and social media.

By attending a physical or virtual or hybrid event the participant grants The BCI full rights to use the images resulting from photography/video filming/image capture made within the event management platform and during the physical event (including live streaming of sessions, where applicable), and any reproductions or adaptations of the images / video recordings for publicity or other purposes This might include (but is not limited to), the right to use images / video recordings in posting or publishing on news or promotional material, whether in print, electronic or other media, including The BCI's website and social media. All images / video recordings become the property of The BCI and may be displayed, distributed and used by The BCI for any purpose.

If you do not wish for your image to be used, please email [email protected]

Liability

Participant agrees to indemnify, defend and hold harmless The BCI, its officers, directors, employees and agents from any and all claims, actions, fees, charges, liabilities of any nature, which The BCI, its officers, directors, employees and agents may incur that arise out of the negligence, gross negligence or wilful misconduct of the participant.

British law

Participant and The BCI agree that these terms and conditions shall be governed by and construed in accordance with the laws of the United Kingdom. Participant and The BCI further agree that all disputes arising out of or in connection with this agreement shall be finally settled under British law.

COVID-19

Under current "living with COVID" government guidance, businesses will not be required to undertake a specific COVID-19 risk assessment from the 1st of April 2022. However, should new restrictions be reinstated it will likely be the case that it would be reasonable for participants to provide some sort of evidence that they are not infectious. What these checks may be will depend on a number of factors (such as status of the vaccination roll out or whether lateral flow test kits will be available free of charge).

Hence in the event of a new COVID variant or an increase in cases causing restrictions to be imposed, BCI reserves the right to impose COVID-19 checks for participants in line with government guidelines.

Confirmation email and invoice

All participants registering for the event will receive confirmation of their booking.

For chargeable events, they also receive a receipt of their payment.

The text of the email can be edited so that promotion of relevant information can be included at any point during the process.

Privacy statement

Registration data provided here will never be passed to any third party without the participant permission.

Data Processors: Participant data will be stored on the event management registration platform servers – Zoom for virtual events, and Eventbrite for physical events.

Data Controller: The BCI is the data controller. Participant data will also be recorded and stored on the BCI's servers and will be used in accordance with the participant BCI web-account preferences.

To amend your privacy settings: https://www.thebci.org/about-bci/privacy-policy.html

When you register for a BCI event, all information you provide, including your contact details will be used to make necessary arrangements regarding your participation in the event. This includes sending your event-specific information, providing tickets or passes, arranging payment of fees or organizing special access requirements.

The BCI may record your entry to any session in the event (either physical or virtual). This records your details and the date and time you entered the session. We use this information to analyse the programme for future event planning and will not share this with anyone else unless we have your express permission.

The BCI reserves the right to access and disclose individually identifiable information to comply with applicable laws and lawful government requests, to operate our systems properly and to protect both ourselves and our users.

You may request a copy of the data we hold about you and you may choose to have the data corrected or updated as appropriate. No charge is made for providing this information to you. Proof of identity may be required before this information is provided to you.

Sharing participant personal data with sponsors or event hosts.

By:

  • Attending a sponsored session 
  • Clicking on any part of and/or visiting a Virtual Booth including its content 
  • Contacting or engaging a sponsor or event host
  • Agreeing to be scanned at a physical booth or breakout or venue

you automatically give your consent and the personal data you provided to The BCI (full name, organization, job title, the main contact email address, country, and business telephone number if available) will be shared with the sponsor or event host, and sponsors or event hosts may be in contact with you about their products and services outside of the event (virtual or physical). You also agree that where relevant, these parties may transfer your data outside of the EEA for these purposes and you consent to such a transfer.

You can revoke any consent you have given under this policy at any time by informing the exhibitor or sponsor when connecting with them.