Terms and Conditions
1) Your place is not guaranteed at the conference until payment in full is received by the organisers. Payment must be received by the organisers by the due date in order to qualify for Early Bird or Regular discounts. If payment is not received by the due date then the higher rate will apply.
2) Delegates may cancel their attendance at the conference by advising the organisers by email to firstname.lastname@example.org.
Refunds of fees paid may be given, subject to the following conditions:
Cancellation on or before Friday 1 April 2016: 95% of fees paid will be refunded
Cancellation on or before Friday 6 May 2016: 70% of fees paid will be refunded
Cancellation on or before Friday 3 June 2016: 45% of fees paid will be refunded.
Cancellation on or before Friday 1 July 2016: 20 % of fees paid will be refunded.
No refunds will apply to cancellations made after Friday 1 July 2016.
Substitute delegates may be advised by email (email@example.com) at any time before Friday 22 July at no extra charge.
3) The organisers accept no liability for loss or damage as result of cancellation or postponement of the event. The organisers assume no liability whatsoever in the event the conference is cancelled, rescheduled or postponed due to a fortuitous event, Act of God, unforeseen occurrence or any other event that renders performance of the conference impracticable, illegal or impossible. For the purposes of this clause, a fortuitous event shall include, but not be limited to, war, fire, labour strike, extreme weather or other emergency. All unpaid invoices remain due if the event is cancelled for any reason. Except as set out in (2) above, we will not give refunds for delegate places.
4) Delegate fees for the conference are exempt from UK VAT. Social event ticket prices include 20% VAT. Registrations may be paid by credit card or by invoice. Delegates are required to ensure that they pay their own bank transfer costs otherwise the organisers reserve the right to invoice for any costs incurred to process bank transfer payments.
5) If required, the organisers will be happy to issue invitation letters for the purposes of granting a visa to enter the UK for attendance at the conference. Delegates requiring a visa should allow plenty of time for invitation letters to be processed and supplied. Delegates are responsible for payment of any fees relating to visa applications.
6) Social events are subject to minimum numbers participating and the organisers reserve the right to amend or cancel social elements of the programme without prior notice. Refunds will be given if the organisers cancel the social event. If a delegate cancels their attendance at an event, refunds may be given, subject to organiser’s discretion, according to the timescales above. Note that separate cancellation policies may apply to tourism opportunities which are not in the direct control of the organisers.
7) Accommodation is booked between the delegate and accommodation provider. While we have taken steps to recommend good quality accommodation at a range of budgets, we take no responsibility or accept no liability for any failure in accommodation standards. The delegate is responsible for settling all accommodation bills directly with the accommodation provider.
8) The organisers reserve the right to amend the programme or withdraw speakers or other elements of the programme without prior notice, and will accept no liability for any loss or damage caused by amendments to the programme.
9) Delegate fees include a year’s membership to DiGRA. Existing members will have their membership extended by one year.
10) By booking participation at the conference you accept these terms and conditions.
Data Protection and Privacy
Speakeasy collects personal data through registration forms, use of our websites or responses to marketing emails.
Speakeasy will only use the information that it collects about you in accordance with its data protection notification pursuant to the Data Protection Act 1998.
Speakeasy only uses personal data supplied by you as reasonably required for the purposes of administering its events. In certain circumstances we may have to supply your details to our suppliers in connection with an event you are attending. In such circumstances the information made available will be the minimum necessary and will be supplied strictly on condition it is only used for that purpose. Speakeasy also uses personal data to evaluate what its customers and potential customers are most interested in.
We may also contact you to inform you of future events which we believe you may be interested in.
If you wish to stop receiving information from Speakeasy Productions, email your request to firstname.lastname@example.org.
We may, from time to time, release your data to carefully selected third parties, unrelated to Speakeasy, for the purposes of marketing. If you do not wish to receive information from third parties, check the relevant opt-out box when registering.
We value our relationship with you and by requesting information on, or registering for or buying tickets to attend events organised by Speakeasy, you agree that we may use the contact details provided as set out above.
Disclosure of your information
We may give information about you to the following (who may use it for the same purposes as set out above):
- To our clients on whose behalf we are organising the event(s)
- Agents and third parties who fulfil any other services on our behalf
- To other delegates (only where you are attending in a professional capacity eg business related-events where it is expected that attendees will have access to a list of other attendees and their organisations)
- To anyone to whom we transfer our rights and duties with you (for example a sale of the business or the sale or transfer of a particular event)
- If we have a duty to do so or the law allows us to do so.
All personal data will be stored subject to appropriate technical and organisational security measures designed to protect against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data. Speakeasy will take reasonable steps to ensure the reliability of any employees who have access to personal data. Where we pass Personal Data to data processors who process that data on our behalf we will ensure that such data processors put in place an equivalent level of security measures.
Speakeasy uses technology to track the patterns of behaviour of visitors to its websites. This can include using a “cookie” which would be stored on your browser or on the hard drive of your computer. You can usually modify your browser to prevent this happening. The information collected in this way can be used to identify you unless you modify your browser settings. Speakeasy uses this information to find out which features of the websites are the most popular so that they can be developed in the light of the analysis of your usage. We also use the information generated so as to ensure that users have a more personal experience when accessing our website, particularly when visiting them on repeat occasions. As required by law, whenever a visitor visits our websites they will be alerted to the fact that we use cookeies and asked to consent to their continued use. This consent may be implied from the visitor continuing to use the website.
Access to personal data
The Data Protection Act gives you the right to copies of the Personal Data we hold about you. Your right of access can be exercised in accordance with the Act.