Buyer Terms and Conditions - UK and EU Forums

Buyer UK Booking and Acceptance Terms and Conditions

As a buyer delegate, your place at the forum is provided on a complimentary basis. Our standard package includes your accommodation on the main forum evening, all forum function meals and beverages, your business schedule including your supplier appointments, networking, and social sessions. Once a buyer delegate has confirmed their attendance at the forum, no cancellation without penalty is allowed within 8 weeks of the forum date. A buyer may substitute their place with another colleague who holds suitable purchasing authority within the company.

 

By confirming their attendance by either completing a booking form, confirming by email or in writing or by verbally confirming their place at the forum, the buyer delegate is confirming the attendance of the company they work for or represent. The person who confirms the company’s attendance is deemed by DP Events Management Ltd to have the authority to commit their attendance. DP Events Management Ltd will not accept any cancellations based on the delegate’s company saying the person who committed to attend does not have authority to do so or has left their employment or does not represent their company.

 

Any costs incurred that are not included within a standard buyer delegate package, including travel costs, personal costs or material costs must be paid for directly by the delegate or their company and DP Events Management Ltd will accept no liability whatsoever.


By confirming their booking the buyer delegate confirms the attendance of their company. The company is responsible for providing a buyer delegate to attend the forum and to pay any costs not included within our standard buyer delegate package and any cancelation fees as shown below:

 

  • Between 56 – 28 days £500.00

  • Between 27 – 14 days £1000.00

  • Between 13 – 1 day(s) £1250.00

  • If a buyer delegate does not provide any cancelation notice in writing and does not show on the first day of the forum and does not attend, the cancelation/no show fee is £2000.00

 

All fees are plus VAT

If a name change is made within 8 to 2 weeks of the forum date DP Events Management Ltd can incorporate the changes within the forum’s official literature. However, within 2 weeks of the forum date, we cannot ensure the literature can be updated to suit the new changes.

 

If it has been agreed that a buyer delegate attends a forum for one day only and not the full duration, agreement of this attendance must be confirmed by both buyer delegate and DP Events Management in writing.

Should a day-only buyer delegate cancel, and no replacement delegate is confirmed to attend the following penalties will apply:

 

  • Between 56 – 28 days £200.00

  • Between 27 – 14 days £300.00

  • Between 13 – 1 day(s) £500.00

  • If a buyer delegate does not provide any cancelation notice in writing and does not show on the first day of the forum and does not attend the cancelation/no show fee is £1000.00.

 

All fees are plus VAT

The cancellation costs shown are accurate estimates of the losses DP Events Management Ltd will suffer when a delegate cancels and no substitute replacement delegate is offered. This includes hotel costs, conference costs, print & administration costs, plus the cost involved of us securing a replacement delegate from another company.

 

Our cancellation policy and the penalty fees stated will not be affected by any circumstances of cancellation including where health, personal reasons or business arrangements may be involved, the delegate's company must send a suitable delegate to replace the delegate that cannot attend or must be bound by the terms of this document.

 

Any delegate failing to arrive on time for the pre-booked meetings will be liable to make extra time available during the forum to meet with the companies they were scheduled to meet.

 

Travel


The buyer/company will be responsible for your own travel arrangements to the forum/venue and DP Events Management Ltd will not be responsible for the costs of your travel to or from the forum/venue. DP Events Management Ltd accepts no responsibility for any delays or lost time due to the delegate’s travel arrangements.


Hotel/Accommodation/Food and Beverages


Buyer delegates will be provided with a hotel bedroom including breakfast on a complimentary basis at the forum venue. Rooms are allocated by the hotel to delegates and all delegates are responsible to accept and agree to the hotel’s terms and conditions during their stay. If any buyer wants to upgrade their room at the hotel, order anything via room service, the mini bar, the spa or any other service or extra that is outside of the standard DP Events Management Ltd Buyer delegate package, then these costs must be settled and paid directly by the buyer delegate with the venue/service provider. As a buyer delegate, you must arrive at the forum venue at the time DP Events Management Ltd states in their literature. Buyer delegates will be provided with 2 business lunches and 1 dinner function during the period of the forum. Drinks, refreshments, and snacks will be served during business sessions and alcoholic drinks consisting of wine and beer will be served during dinner. This is included in the buyer delegate package and is complimentary to the buyer delegate.

 

Any items or services that a buyer delegate may want to purchase or consume that are not with the standard buyer delegate package will be charged directly by the hotel/venue to the buyer delegate.


Business Sessions


You must attend all business, networking, and social sessions for the full duration of the forum. You must not cancel or change any appointments DP Events Management Ltd have arranged for you.

 

All buyer delegates will be provided with a business schedule that will run for the complete duration of the format and this includes a series of supplier appointments, networking sessions and social functions.

 

All buyer delegates will be located at their own meeting desk located in the main business section of the forum. All buyer/supplier meetings/appointments will be held at the buyer's meeting desk. Buyer delegate appointment schedules are made up as follows:

 

Around 1 week from the forum date, a list of the attending suppliers will be sent to each buyer. A list of all attending buyers will be sent to all suppliers. Buyers are asked to select which suppliers they would like to meet with and confirm their list to us in numerical order with 1 being the highest priority. Suppliers are asked to complete the same exercise and from these requests DP Events Management Ltd arranges and confirms the appointment schedules for each delegate. These schedules are confirmed to each delegate before the forum date.

 

At the forum, all delegates work strictly to their listed business schedule.

If two buyer delegates attend from the same company, there will be two separate business schedules arranged unless agreed differently with DP Events Management Ltd prior to the forum and in writing.

 

Covid-19


To ensure the health and wellbeing of all delegates, staff, and the general public at our forums we will be working in line at all times with both the current government and the forum venue guidelines, regarding social distancing, group numbers and also any guidelines regarding food service, beverage service, hygiene and queue management.

Regarding any current or future guidelines set, we reserve the right to be able to change the format/schedule of our forums to suit these. We also reserve the right to change timings and adjust meal/beverage’s services to suit.


If our forum must be moved to a different date, we will transfer all delegate bookings to the new date for no additional costs. No refunds will be given because we will have committed to all costs to the venue and to organising the forum. Our terms and conditions on cancellation will remain in place.
 

If desired all delegates should bring with them to the forum personal hygiene products including hand sanitiser and facemasks/PPE. All delegates must agree to maintain good hygiene practice and regularly wash their hands in line with the government recommendations.

All delegates must agree to fully adhere to all the government and forum venue directions and policies at all times.

 

Other


DP Events Management Ltd will not accept any responsibility for loss of time, money or inconvenience caused as a result of the forum being cancelled due to reasons beyond DP Events Management Ltd control. If the date is changed by DP Events Management Ltd, the buyer will be asked to reconfirm their attendance at the new date.

 

DP Events Management Ltd will not be held responsible for any injury or accident sustained by any delegate during the period of the forum. In particular, any participation by a delegate in any sporting/leisure activities or pursuits is undertaken at the total wish and risk of the delegate.

 

DP Events Management Ltd will not be held responsible for health or well-being of any delegate who attend their forums.

 

DP Events Management Ltd will not be held responsible for any damage caused to or loss of any items or property during the period of the forum. Any such damage must be dealt with by the delegate and the other party involved.

 

DP Events Management Ltd will not be held responsible for any incidents that may arise as a result of consumption of excessive amounts of alcohol or drugs.

 

DP Events Management Ltd will not be held responsible for the loss of any time (social or business) or any costs incurred by the buyer’(s) company during the forum.

 

If the forum is cancelled by DP Events Management Ltd no liability for any consequential loss to the delegate or the delegate’s employer is accepted.

 

DP Events Management Ltd will not accept any excuse for cancellation of a delegate. This includes illness, other business arrangements, transport/travel delays or any other reason. The company that the buyer is representing must either send a replacement delegate or pay the cancellation fee. The person(s) who completes this booking form regardless of their position/job role within their company will be committing to the attendance of their company to the forum.

 

Unless DP Events Management Ltd has been paid in full or The buyer has made a special agreement in writing, no guests will be allowed to join the delegate at the forum. Any guests will be charged the full hotel rates/costs and billed directly by the hotel for immediate payment.

 

Any delegate with special dietary requirements must make DP Events Management Ltd aware of this at the time of booking. This includes providing us with a detailed brief of your specific allergies.

 

Whilst DP Events Management Ltd and the venue can do all they can to accommodate requests, there will be surcharges incurred and these will be discussed and charged to the delegate. DP Events Management Ltd will not accept any responsibility for any incident that may arise (including medical conditions) at the forum.

 

Company Profiles


Buyer delegates must provide DP Events Management Ltd with a profile summary of their business/company and its purchasing activities. This will form a company profile page that is printed in our forum literature and booklet. DP Events Management Ltd will ask you to confirm to us your text. If DP Events Management Ltd do not receive your text within the time scales set, DP Events Management Ltd reserve the right to write a profile on your behalf. If this is the case, DP Events Management will not be held responsible for any misinterpretation, spelling or grammatical error that may occur.

 

These terms and conditions are governed by the law of England and Wales. DP Events Management Ltd is a limited company registered in England and Wales. Registration Number: 5999870 Register office: 43A St Mary's Rd, Market Harborough LE16 7DS.

Buyer EU Booking and Acceptance Terms and Conditions


As a buyer delegate your place at the forum is provided on a complimentary basis. Our standard package includes your accommodation on the main forum evenings and forum function meals and beverages, your business schedule and access to all forum networking/social sessions and your return flights for overseas transfers if required. Your travel arrangements will be discussed and agreed with the delegate at the time of booking and confirming prior to the forum.

 

By confirming their attendance by either completing a booking form, confirming by email or in writing or by verbally confirming their place at the forum, the buyer delegate is confirming the attendance of the company they work for or represent. The person who confirms the company’s attendance is deemed by DP Events Management Ltd to have the authority to commit their attendance. DP Events Management Ltd will not accept any cancellations based on the delegate’s company saying the person who committed to attend does not have authority to do so or has left their employment or does not represent their company.

 

Within 10 weeks of the forum date we will where possible book the return flights and arrange the resort transfers for the buyer delegate. Should a booking cancelation be made and no replacement delegate confirm to attend, then the following penalties will apply and be charged to the buyer delegate’s company:
 

  • Between 70 - 56 days £600.00

  • Between 55 – 42 days £900.00  

  • Between 41 – 28 days £1200.00

  • Between 27 – 15 days £1500.00

  • Within 14 days £2000.00 

  • If a buyer delegate does not provide any cancelation/no show notice in writing and does not show up at the airport or the hotel on the first day of the forum and does not attend the cancelation/no show fee is £3000.00

 

(The costs of cancelled flights and transfers will be added to the above cancelation fees). All fees are plus VAT.

 

Flights


Flights are arranged and financed by DP Events Management Ltd for buyer delegates who attend the forum. DP Events Management Ltd will do our utmost to ensure the flight to the forum destination is arranged from the buyer delegate’s preferred airport. However, we cannot be held responsible if flights or the flight times are not suitable and a flight from an alternative airport needs to be arranged. If for any reason a flight request that falls outside of our budgeted costs is required or is requested by the buyer, then DP Events Management Ltd reserves the right to charge the buyer delegate the difference in cost. All flights will be booked at standard class category.

 

Once a flight is booked, the buyer delegate accepts the airport and aircraft’s terms and conditions and will arrive at the airport to the specific check in and boarding times for the flight.

 

If there are any additional weight/baggage requirements, the buyer delegate must pay for the extra costs directly at the time of check in. These are in addition to the standard baggage allowance booked by DP Events Management Ltd for the buyer to use. If a buyer fails to board the flight, they will be responsible for arranging and paying for in full the next available flight to the forum destination. They must also inform DP Events Management Ltd by phone/text/email of their delay and new travel arrangements.

 

If a buyer delegate changes the name of a delegate and the flight ticket needs changing, DP Events Management Ltd reserves the right to pass on any changes made by the airline.

If a new flight ticket and resort transfer are required to be purchased for a replacement delegate(s) the new cost will be passed to the buyer delegate/their company for payment. Payment must be made before the forum date/date of travel.

 

Airport Transfers


Buyer delegates are responsible for making their own travel arrangements to their home country’s airport. DP Events Management Ltd will provide transfers from the resort airport to the hotel and after the forum has finished, from the hotel to the resort airport. Any buyer delegate who does not want to travel on the transport provided by DP Events Management Ltd can arrange and pay for their own transfers. If buyer delegates wish to use the transfers provided by DP Events Management Ltd they must adhere strictly to the timescales set for their transfers. If a buyer delegate misses the times, then they will be responsible for arranging their own transfers and paying for it.

 

Delegates must arrange their own travel insurance. DP Events Management Ltd will not be held responsible and will accept no liability for any delegates travel insurance arrangements.

Hotel/Accommodation/Food and Beverages


Buyer delegates will be provided with a hotel bedroom including breakfast on a complimentary basis at the forum venue. Rooms are allocated by the hotel to delegates and all delegates are responsible to accept and agree to the hotel’s terms and conditions during their stay. If any buyer delegate wants to upgrade their room at the hotel, order anything via room service, the mini bar, the spa or any other service or extra that is outside of the standard DP Events Management Ltd buyer delegate package, then these costs must be settled and paid directly by the buyer delegate with the venue/service provider. As a buyer delegate, you must arrive at the forum venue at the time DP Events Management Ltd states in their literature. Buyer delegates will be provided with 2 business lunches and 3 dinner functions during the period of the forum. Drinks, refreshments, and snacks will be served during business sessions and alcoholic drinks consisting of wine and beer will be served during dinner. This is included in the buyer delegate package and is complimentary to the buyer delegate.

 

Any items or services that a buyer delegate may want to purchase or consume that are not with the standard buyer delegate package will be charged directly by the hotel/venue to the buyer delegate.

 

Business Sessions


Buyer delegates must attend all business, networking, and social sessions for the full duration of the forum, and you must not cancel or change any appointments DP Events Management Ltd have arranged for you.

 

All buyer delegates will be provided with a business schedule that will run for the complete duration of the forum and this includes a series of supplier appointments, networking sessions and social functions.

 

All buyer delegates will be located at their own meeting desk located in the main business section of the forum. All buyer/supplier meetings/appointments will be held at the buyer’s meeting desk. Buyer delegate appointment schedules are made up as follows:

 

Around 1 week from the forum date, a list of the attending suppliers will be sent to each buyer. A list of all attending buyers will be sent to all suppliers. Buyers are asked to select which suppliers they would like to meet with and confirm their list to us in numerical order with 1 being the highest priority. Suppliers are asked to complete the same exercise and from these requests DP Events Management Ltd arranges and confirms the appointment schedules for each delegate. These schedules are confirmed to each delegate before the forum date.

 

At the forum, all delegates work strictly to their listed business schedule.

 

If two buyer delegates attend from the same company, there will be two separate business schedules arranged unless agreed differently with DP Events Management Ltd prior to the forum and in writing.

 

Covid-19


To ensure the health and wellbeing of all delegates, staff, and the general public at our forums we will be working in line at all times with both the current government and the forum venue guidelines, regarding social distancing, group numbers and also any guidelines regarding food service, beverage service, hygiene and queue management.

Regarding any current or future guidelines set, we reserve the right to be able to change our format/schedule of our forums to suite these. We also reserve the right to change timings and adjust meal/beverage’s services to suit.

 

If our forum must be moved to a different date, we will transfer all delegate bookings to the new date for no additional costs. No refunds will be given because we will have committed to all costs to the venue and to organising the forum. Our terms and conditions on cancellation will remain in place.


If desired all delegates should bring with them to the forum personal hygiene products including hand sanitiser and facemasks/PPE. All delegates must agree to maintain good hygiene practice and regularly wash their hands in line with the government recommendations.

All delegates must agree to fully adhere to all the government and forum venue directions and policies at all times. 

 

Other


DP Events Management Ltd will not accept any responsibility for loss of time, money or inconvenience caused as a result of the forum being cancelled due to reasons beyond DP Events Management Ltd control. If the date is changed by DP Events Management Ltd, the buyer will be asked to reconfirm their attendance at the new date.

 

DP Events Management Ltd will not be held responsible for any injury or accident sustained by any delegate during the period of the forum. In particular, any participation by a delegate in any sporting/leisure activities or pursuits is undertaken at the total wish and risk of the delegate.

 

DP Events Management Ltd will not be held responsible for health or well-being of any delegate who attend their forums.

 

DP Events Management Ltd will not be held responsible for any damage caused to or loss of any items or property during the period of the forum. Any such damage must be dealt with by the delegate and the other party involved.

 

DP Events Management Ltd will not be held responsible for any incidents that may arise as a result of consumption of excessive amounts of alcohol or drugs.

 

DP Events Management Ltd will not be held responsible for the loss of any time (social or business) or any costs incurred by the buyer(s) company during the forum.

 

If the forum is cancelled by DP Events Management Ltd no liability for any consequential loss to the delegate or the delegate’s employer is accepted.

 

DP Events Management Ltd will not accept any excuse for cancellation of a delegate. This includes illness, other business arrangements, transport/travel delays or any other reason. The company that the buyer is representing must either send a replacement delegate or pay the cancellation fee. The person(s) who completes this booking form regardless of their position/job role within their company will be committing to the attendance of their company to the forum.

 

Unless DP Events Management Ltd has been paid in full or the buyer has made a special agreement in writing, no guests will be allowed to join the delegate at the forum. Any guests will be charged the full hotel rates/costs and billed directly by the hotel for immediate payment.

 

Any delegate with special dietary requirements must make DP Events Management Ltd aware of this at the time of booking. This includes providing us with a detailed brief of your specific allergies.

 

Whilst DP Events Management Ltd and the venue can do all they can to accommodate requests, there will be surcharges incurred and these will be discussed and charged to the delegate. DP Events Management Ltd will not accept any responsibility for any incident that may arise (including medical conditions) at the forum.

 

Company profiles


Buyer delegates must provide DP Events Management Ltd with a profile summary of their business/company and its purchasing activities. This will form a company profile page that is printed in our forum literature and booklet. DP Events Management Ltd will ask you to confirm to us your text. If DP Events Management Ltd do not receive your text within the time scales set, DP Events Management Ltd reserve the right to write a profile on your behalf. If this is the case, DP Events Management will not be held responsible for any misinterpretation, spelling or grammatical error that may occur.

 

These terms and conditions are governed by the law of England and Wales. DP Events Management Ltd is a limited company registered in England and Wales. Registration Number: 5999870 Register office: 43A St Mary's Rd, Market Harborough LE16 7DS.

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