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GoE Energy Conference 2017 & Pre/Post Conference Trainings Terms & Conditions

Agreement Version: V2017.09112016

Booking Agreement

The Guild of Energists Ltd will be subsequently referred to as "The GoE".

The GoE Conference and associated pre and post conference trainings will be subsequently referred to as "The Conference".

The View Hotel will be subsequently referred to as "The Hotel".

Any contract between yourself and The GoE is subject to these booking conditions and shall be governed by and construed in accordance with English law and is subject to the jurisdiction of the Courts of England and Wales.

Any correspondence between you and us should either be sent by registered post or by printing off and keeping emails, including our replies to ones you have sent us. If you do not keep replies then we may be unable to validate having received any communication from you.

Delegate hotel rooms that are booked direct with The Hotel or their booking agents will also be subject to the terms and conditions of The Hotel. If you need a copy of The Hotel terms and conditions please phone them on: +44 (0)1323 433 900

Registration Information

We use the information you have given us to calculate the correct price for you to attend The Conference. If you have accidentally or purposefully entered the wrong information to register for the conference or training days at a reduced rate then we will contact you to correct the error.

Cancellation Policy

We are unable to give refunds on training tickets to The Conference but may be able to either:

  1. Transfer you to an alternative training or defer your place to the next annual conference.
  2. Provide you with a home study option.

Such a decision is discretionary by The GoE. If you are offered to defer your ticket to the next conference then you may not defer the original ticket for a second year running.

Your tickets for The Conference may be transferred to another individual up until 7 days before the start of the conference. An admin fee of £10.00 (inc VAT) will be charged because we'll need to send out a new welcome and registration pack. If you've got a physical ticket to the conference itself then you must give this to the person you are transferring the ticket to. The person getting your ticket must be entitled to the same discounts as what you have received. For example, a trainer given an 80% discount for retaking the trainers day can not give their ticket to a practitioner who would normally have to pay full price.

There is a admin charge of £10.00 (inc VAT) for changing a name registered to a ticket

Ticket Touting Policy

The number of tickets available to The Conference is strictly limited therefore is expected to sell-out. Whilst we urge delegates to book early to avoid disappointment we also do not condone profiteering by reselling tickets at a price above the event RRP (£299.00). If after all the tickets have been sold a person is caught selling their registered tickets above this value then The GoE reserves the right to ban that person from registering for future events. Any victims of profiteering should follow the complaints procedure below.

Training Tickets & Badges

Upon booking, you will be emailed or posted a receipt which we recommend you bring along to the conference.

The Conference is a ticketless event, so you will be asked to register upon arrival by either the trainer or a member of staff who will welcome you and issue you with a badge and any due workshop manuals.

Conference badges will be issued at the registration desk. Please do keep your badge with you at The Conference to gain access to halls/rooms without having to re-register.

If you need to have a badge made or reissued, please see our terms and conditions on "Certificates & Badges" below.

The cost of each training ticket includes entry to the event, appropriate training manuals, refreshments (tea, coffee, hot/cold water) at specific times during the day and certification/licensing where appropriate. Tickets do not cover food, drink, travel or hotel costs you may incur.

Hotel

The Hotel is the venue for The Conference and whilst they provide hotel rooms that we believe to be good value, there are many other hotels in the area so you may find a better deal by shopping around. If you do choose to stay at The Hotel then we recommend you book your room/s direct with The Hotel.

We strongly recommend that you stay overnight in the hotel for the duration of the days you are attending. Not only will this ensure you begin each day refreshed and alert but you’ll also be able to attend any optional evening events that we may put on for you. The Conference is a chance to network with other practitioners and trainers so staying in the hotel gives you ample opportunity to make new friends and contacts.

Delegates who have checked-out of their hotel room on a day of the conference or pre/post training days may store their luggage at their own risk in the conference training hall provided it does not get in the way and is not a safety risk. The hotel does offer a "left luggage facility" if you are asked to move your luggage by us or a member of the hotels staff.

If you would like the hotel to be made aware of any special requirements you have, then please do contact The Hotel and/or The GoE as soon as possible after booking so we can help.

Whilst we are in regular contact with the hotel, we do not know exactly when they will run out of each type of room, hence early booking is advised. Whilst we will take every care to resolves any issues that may arise to the best of our ability, we can not accept liability for them.

Discounts

Ticket affiliates and resellers may quote prices in other currencies than £GBP which in most circumstances will be based on the going rate of the Sterling currency. However, it is up to the delegate to check the exchange rate they are being charged.

If you feel you have been charged too much for your tickets then please use our complaints procedure.

You may not combine discounts offered. The highest of the discounts you are eligible for will apply to the full price of the ticket.

If you are attending an GoE course that you have already qualified in (retake) then please bring your own manuals along which we presume you'll already own. If you would like to purchase an additional manual for the nominal fee of £10.00 each then contact a member of staff. We do keep some spare at the training, but unless you book a training manual in advance then we cannot guarantee one will be available for you.

Certificates & Badges

Any certificate or badge issued during The Conference will have your name as is spelled in the information you have given us. If we need to reprint a certificate and it isn’t our fault then we may optionally charge a £10.00 re-issue fee. Because of the limited office equipment we have available at the conference it may take us up to 28 days to reissue a duplicate certificate.

If we need to reissue a badge, then we might have to resort to normal white sticky labels or hand-written badges. The conference staff do not guarantee that their hand-writing is either beautiful or elegant. You may of course write your own name on your badge, at your discretion.

Attendance certificates will be available for collection before the close of the main conference on the Sunday. Please collect these in person, as we reserve the right to charge a £5.00 administration fee if we need to post this to you after the conference.

Delegate Conduct

We reserve the right to ask you to leave the conference if we deem your behaviour to be detrimental to a good atmosphere and learning environment for the other delegates. If this exceptional situation does happen then we will not issue a refund.

The GoE Conference has a great reputation for friendliness and openness. We have never had to remove anyone from the training and would very much like to keep it that way!

If you need to make a complaint, please do so in writing to our address given at the bottom of these terms and conditions.

Delegate Responsibilities

You are responsible for your own safety whilst at the conference and are strongly advised to take up insurance to cover the full length of The Conference and travel to and from the venue.

If is also your responsibility to inform The GoE and The Hotel at least 7 days prior to the commencement of the conference about any dietary, physical, medical or psychological information or special needs about yourself that you deem important for us to know about to ensure that you have a safe, pleasant experience. Any information given will be held in the strictest confidence.

If something happens that you are displeased with during the conference then it is your responsibility to inform a member of The GoE staff as soon as possible. Complaining after the event means that we can't help address the issues (and that is what we are there to do).

It is important to keep your contact details up-to-date so we can update you regarding The Conference and post out any appropriate documents to you. If you move home, change phone numbers or email addresses then it is your responsibility to let The GoE know. If we have to re-post anything out to you because you've moved address and haven't told us then we reserve the right to charge an admin fee (between £5.00 and £10.00). We will also post key updates to The GoE's Facebook Page which we recommend you 'like'.

Filming, Photography & Audio Recording

Pictures, Audio & Video may be recorded by GoE staff or contractors at our events. These may be kept for posterity, sold as a product, or given away for free at The GoE's discretion.

If you do not wish to be recorded then please consider your position carefully before gathering in public photos, asking presenters questions during trainings, volunteering for exercises and demonstrations, or for any other purpose which is likely to be captured. If you suspect that you have been recorded, then do let The GoE know within 7 days of the end of the event and we will do our best to comply with your wishes.

For copyright reasons, please do not record your own audio or video without written consent from The GoE in advance of the event. Photography is permitted, but please do share what you have snapped with other delegates via The GoE's Facebook Page or by using the hashtag #GoE2017.

Your Personal Details

The GoE takes the safe custody of your data extremely seriously and will never sell or pass it on to 3rd parties including presenters and other delegates. The only exception is that if you are attending a pre or post-conference training then your basic details may be made available to your trainer for the purpose of providing you with certification for the course you are attending. If you are at all concerned, please do contact your trainer to discuss their own data security policy.

The GoE may add your contact information to our own mailing list software for the purpose of keeping you informed about The Conference, GoE news and upcoming events. You may unsubscribe to these at any time, or contact the office and ask us to unsubscribe you ourselves.

We know that delegates make lots of friends at the conference and would like contact lists. We are unable to provide these due to our strict policy on delegate data, but may point you to alternative GoE channels such as The GoE's Facebook Page.

Training Programme and Schedules Alterations

The GoE reserves the right to change the training schedules before or during The Conference. This may include changes to the schedule, presentations, presenter line up, post-conference trainings, optional evening activities and start/end times.

Please visit the website https://GoE.ac/conference/ for up-to-date news or contact us for more information.

Conference & Pre/Post Conference Trainings Cancellation

In the extremely unlikely event that the conference itself is cancelled or has to be relocated to a different location, you will be offered a refund on training tickets. If a refund is offered then it may take up to 90 days to have this returned to you.

Pre/post conference trainings may be cancelled at short notice by The GoE for reasons including but not limited to: low attendance, trainers not turning up & trainers feeling unwell to train on the day. If we do cancel your pre/post conference training then you may either request a refund in full, or transfer onto another applicable training at your discretion.

By default, we'll notify you of a cancellation via your email address so please do contact us in advance if you prefer to receive important notifications by phone. We'll also post the most up-to-date information to the website (https://GoE.ac/conference/) which you are advised to check regularly before, during and after the conference.

Complaints Procedure

If you have a complaint to make, please address it to us in writing and send it to:

The Guild Of Energists
PO Box 3175
Eastbourne
BN21 9PG
United Kingdom