Event, Exhibition and Sponsorship Terms

1. Status
1.1 You are advised to read these terms and conditions in full prior to submitting an order to gasworld.com Limited (company number 04946599) registered office Trevissome House, Trevissome Park, Blackwater, Cornwall, England, TR4 8UN (“gasworld”) to sponsor, or exhibit at, an event or conference being organised by gasworld (the “Event”).
1.2 An Event may be held virtually, physically or a hybrid of both. These terms and conditions apply to all orders for sponsorship of, or exhibition at, an Event, whether submitted by way of gasworld’s online booking system or an order form. They also apply to all types of Event (virtual, physical or hybrid), although certain terms may only apply to specific types of Event.
1.3 By submitting an order you are making a booking (subject to availability and acceptance by gasworld and acceptance of these terms and conditions). Cancellation charges will apply to all bookings.
1.4 For the purposes of these terms and conditions, the term ‘you’ means the person or entity placing the order and any employees, agents or other representatives (in any capacity) of such person or entity. You shall be responsible for ensuring compliance with these terms and conditions by such employees, agents or other representatives.
1.5 Any order submitted by you shall be treated as an offer by you, pursuant to these terms and conditions, to sponsor or exhibit at an Event being organised by gasworld. The order shall only be deemed to be accepted when gasworld issues written acceptance of the order, at which point and on which date a contract shall come into existence between you and gasworld. These terms and conditions, the relevant exhibition or sponsorship announcement related to the Event and your order (in such form as accepted in writing by gasworld) together constitute the entire agreement between gasworld and you and supersedes all prior agreements, negotiations and discussions between gasworld and you relating to its subject matter.

2. Virtual Events and virtual elements of hybrid Events
2.1 If relevant, you shall be responsible for supplying all computer and telecommunications equipment necessary for you to partake in the Event.
2.2 The conference and associated gasworld websites may link to other websites, platforms and networking tools, provided for the convenience of the users. The contents of these websites and these platforms are maintained by their owners, for which gasworld accepts no responsibility and is not liability for any outages, connectivity issues or the contents of any website or platform.

3. Access and equipment – physical Events and physical elements of hybrid Events
3.1 Your right to access Event venues shall be strictly subject to all rules and regulations imposed by gasworld and/or the relevant venue.
3.2 Access times to Event venues can be confirmed by gasworld on request. You agree to ensure that all of your property, equipment and materials are removed from the Event venues before the relevant vacation time notified to you by gasworld. You agree to ensure that any waste materials produced by you in the course of the Event shall be appropriately disposed of by you before the relevant time to vacate the Event venue and in an environmentally friendly manner. In the event that you fail to remove from an Event venue and/or appropriately dispose of all of your property, equipment and materials (whether waste materials or otherwise) prior to the relevant time notified by gasworld, then gasworld shall be entitled to charge you for all costs incurred by gasworld arising from such failure (including, without limitation, any charges made by the Event venue and gasworld’s own costs), plus an administration fee of £50. These charges and fee shall be payable by you immediately on receipt of an invoice from gasworld.
3.3 Neither gasworld nor any of its representatives shall be responsible for any loading, unloading, delivery, erection, dismantling or removal of your property, equipment or materials at and Event venue. You are solely responsible for ensuring that you have properly trained, safe, sufficient and suitable equipment and personnel to unload, deliver, erect, dismantle, remove and load anything which you wish to bring to, have delivered to or remove from an Event venue.
3.4 You shall be responsible for supplying all equipment necessary for you to partake in the Event, unless gasworld has expressly agreed in writing to provide such equipment. In the event that you wish to use or bring any electrical equipment to an Event venue, you shall ensure that all such equipment has a valid PAT test certificate. gasworld reserves the right to request sight of all such certificates either in advance of, or at, the Event. Any equipment found not to have a valid certificate, or which appears to gasworld to be unsafe in any way, must be removed from all Event venues immediately without liability on the part of gasworld or any Event venue. You are also required to supply any necessary adaptors for such equipment.
3.5 You shall ensure that any equipment you use or bring will not cause any interruption or loss of power to all or part of any Event venue or any other exhibitor or sponsor. Details of the maximum power supply for the Event are available from gasworld on request.
3.6 You shall notify gasworld as far in advance as possible if you intend to bring any potentially hazardous liquids or materials to an Event venue, or if you wish to use or bring any heavy equipment. gasworld may require that a full risk assessment is performed in such event, and reserves the right to refuse access to such liquids, materials or equipment pending such assessment and/or if it believes in its sole discretion that they pose any unacceptable risk or are in breach of any laws, rules or regulations. Such refusal shall be without liability on the part of gasworld or any Event venue.
3.7 You must provide gasworld with a list of your attendees at the Event at least [10 working days] in advance of the first day of the Event. You shall ensure that all persons attending the Event as your representatives in any capacity display at all times whilst at an Event venue any identification provided by gasworld and/or the Event venue. Any additional attendees (other than those specified in the order) must register as conference delegates, booking online, unless a specific prior arrangement has been made with gasworld in writing.
3.8 The exhibition or sponsorship space may only be occupied and used for the purposes of your business. No sub-letting, transferring, assigning or sharing of exhibition or sponsorship space is permitted without the express prior written consent of gasworld, which may be withheld or conditioned by gasworld in its sole discretion. You may not share, exhibit, distribute or circulate ant content, logos, adverts, or material that does not relate to you and your booking.
3.9 You shall ensure that you have all necessary licences and authorisations in relation to your exhibition or sponsorship, including (without limitation) any relating to the performance or playing of audio-visual materials. You shall produce all such licences and authorisations promptly on request from gasworld. gasworld shall be entitled to refuse, without liability on its part, to permit any part of an exhibition or sponsorship if it has any reason to believe that such licences and authorisation are not in place or are not valid.

4. Co-operation
Without prejudice to the other terms and conditions, you shall provide such information as gasworld may require in order to perform its obligations under these terms and conditions.

5. Intellectual property
5.1 In these terms and conditions, the term ‘Content’ means all content that is provided to gasworld, or otherwise made available, by you or on your behalf in connection with the Event. This includes, but is not limited to, all material included or displayed in any presentations, webcasts, videos, posters, presentations, speeches, electronic slides, posters, visual aids, leaflets, typed handouts or related supplementary material.
5.2 You warrant that you shall ensure that:
a) you will have and maintain all necessary rights, consents and permissions to allow the Content to be provided and/or presented and/or published and/or distributed at or in connection with the Event, as applicable to the exhibition or sponsorship package you have purchased,
b) you will have and maintain all necessary rights, consents and permissions to allow the Content to be made available on demand after the Event is held, where applicable for virtual and hybrid Events;
c) the Content will not infringe any third-party privacy, intellectual property or other rights nor shall it be libellous, unlawful, illegal, defamatory, obscene or offensive;
d) the Content will be directly relevant to the topic of the Event; and
e) all factual statements contained in the Content are, to the best of your knowledge and belief, true or based on valid research conducted according to accepted norms.
5.3 You agree to provide to gasworld promptly on request a profile of your company or organisation (of less than 50 words), the URL to your website and a high resolution version of your logo. You grant gasworld a non-exclusive, worldwide, royalty-free licence to use such materials in relation to the promotion and staging of the Event and the performance of the contract. You warrant that:
a) you have all necessary power and authority to grant such licence; and
b) all such materials shall be true, accurate and complete and shall not be illegal, defamatory, obscene, offensive or infringing of any third-party rights in any manner.
5.4 Neither party shall use the name or logo of the other in any way which is likely to damage the reputation of the other or be detrimental to the name or logo or the goodwill associated with them.
5.5 You shall indemnify, and keep indemnified, gasworld against any costs, losses, damages, claims, demands, liabilities, charges and expenses (including, but not limited to, professional adviser’s costs and expenses) suffered or incurred by gasworld in the event of any breach by you of Clause 5.
5.6 gasworld and/or the operators of any Event venue reserve the right, without liability on its part and without notice, to remove or to prevent you displaying and/or distributing any Content, names or logos if gasworld believes they may be in breach of Clause 5).
5.7 Any intellectual property rights created by either party in relation to the Event shall belong to the party who created it. Nothing in these terms and conditions transfers ownership of, or any rights in, any such intellectual property rights or any other intellectual property rights of either party, save for any express licences granted.

6. Payment
6.1 The fees due from you in relation to the Event shall be calculated on the basis set out in the relevant exhibition or sponsorship announcement and/or the online booking page and/or the order form (in such form as accepted in writing by gasworld), as applicable. All fees must be paid in full and in cleared funds at the time of registration.
6.2 Where it is not possible to register and pay online pursuant to Clause 6.1, a booking can be requested at [email protected]. An invoice will be raised on receipt of the request and payment must be made within 30 days of the date of the invoice. If you submit your order form less than 30 days prior to the first day of the relevant Event, then payment of all amounts due must be made in full and in cleared funds prior to first day of the Event.
6.4 If full payment of any invoiced sum is not received by gasworld by the due date for payment, gasworld shall be entitled, in its sole discretion and without warning or liability, at any time prior to the start of the Event to:
a) cancel any order; and/or
b) remove your name, logo and/or Content from all materials, websites, agenda and programmes related to the Event.
6.5 In the event of cancellation by gasworld for non-payment, this shall be treated as a cancellation by you and the cancellation charges set out in Clause 8 shall apply.
6.6 Payment can be made using one of the following methods:
Credit or debit card via the secure payment site RBS WorldPay (Visa, MasterCard, AMEX, Solo and Maestro).
6.7 If you use our online booking system, all order details, including payment details, shall be sent via a secure WorldPay server.
6.8 In order to qualify for any special rates or offers, your booking and payment must be received by gasworld in accordance with the terms of its special rates or offers.

7. VAT
7.1 Value Added Tax (VAT) is payable by all exhibitors and sponsors whether from UK, Mainland Europe or overseas, save where they produce in advance to gasworld a valid VAT number. Charges shown or quoted are exclusive of VAT unless otherwise indicated. Where VAT is applicable it is calculated at the then current standard rate. If the rate is altered as a result of government legislation charges may be adjusted accordingly. gasworld’s VAT registration number is [ ]

8. Cancellation
8.1 All cancellation requests must be given in writing by email to gasworld at [email protected]. Your cancellation will not be effective until it is acknowledged in writing or by email by gasworld’s Conferences team, which shall be given without undue delay.
8.2 For any cancellation by you the following cancellation charges shall apply:
a) if the written cancellation is acknowledged by gasworld at least 12 weeks prior to the first day of the Event, a cancellation charge of 20% of the total invoice value shall be immediately payable;
b) if the written cancellation is acknowledged by gasworld less than 12 weeks, but at least 8 weeks prior to the first day of the Event, a cancellation charge of 40% of the total invoice value shall be immediately payable;
c) if the written cancellation is acknowledged by gasworld less than 8 weeks prior to the first day of the Event or you do not attend the Event without giving written notice of cancellation, a cancellation charge of 100% of the total invoice value shall be immediately payable.
8.3 In the event of you breaching these terms and conditions or in the event of your bankruptcy, you entering into liquidation, you having a receiver, administrator or trustee appointed over any of your assets or you entering into any composition or compromise with your creditors, gasworld reserves the right to cancel your order immediately without liability to you. Any such cancellation shall be deemed to be a cancellation by you and the cancellation charges above shall apply.
8.4 gasworld is not under any obligation to resell any exhibition space or sponsorship package cancelled by you. However, for physical space at physical or hybrid Events only, in the event that gasworld does resell such space, then the cancellation charge payable by you shall be reduced by the amount gasworld actually receives from the re-sale of the space. However, notwithstanding the amount gasworld actually receives, the cancellation charge payable by you shall not be reduced below 10% of the total invoice value, which shall remain payable by you in all circumstances.
8.5 This 10% charge shall be payable by you to cover gasworld’s administration costs in dealing with your cancellation and reselling the space. gasworld shall refund the relevant reduction in the cancellation charge within 30 days of the end of the Event.
8.6 Any payments made by you in cleared funds in relation to the cancelled order prior to the cancellation shall be taken as payment (or part payment as the case may be) of the relevant cancellation charge set out above. In the event that the payments already made by you in cleared funds in relation to the cancelled order exceed the relevant cancellation charge set out above, then gasworld shall issue a credit note and refund payment to you within 30 days of acknowledgement of your written cancellation.
8.7 Any reduction by you of your requirements for the Event shall be treated as a cancellation of those requirements and shall be subject to the cancellation charges set out above in relation to the charges for the requirements cancelled.
8.8 You agree that the above cancellation charges are a genuine and reasonable estimate of the costs which will be incurred by gasworld in administering your booking and cancellation and the loss it would suffer generally, and specifically in trying to resell exhibition space.

9. Event cancellation
9.1 gasworld reserves the right to cancel or postpone any Event at any time and at its sole discretion. In the event of a cancellation or, if relevant, you are unable to attend any re-arranged date for the Event, gasworld will refund any payments paid by you in relation to the Event and this refund (if any) shall be the full extent of gasworld’s liability to you arising out of such cancellation or postponement. If you have not made any payments in relation to the Event, then gasworld shall have no liability to you arising out of such cancellation or postponement. In the event of cancellation or postponement, gasworld will use reasonable endeavours to alert you and details of any cancellation or postponement will be posted on the appropriate Event website. You are responsible for checking this information prior to the Event.

10. Changes
10.1 gasworld reserves the right to make alterations to the programme, date, venue and/or timing of an Event at any time without prior notice.
10.2 In exceptional circumstances, gasworld also reserves the right to relocate or amend your booked exhibition or sponsorship space for a hybrid or physical Event at any time and for any reason (including, without limitation, due to legal or regulatory requirements, venue rules and regulations or safety requirements). gasworld shall use reasonable endeavours to ensure that, in the event of relocation, the relocation has been discussed with you and any substitute space is of equivalent size to your originally booked space (subject to availability). gasworld also reserves the right to amend or reconfigure the exhibition or sponsorship space in the vicinity of your booked space.
10.3 gasworld’s rights under Clause 10 may be exercised without liability on its part.

11. Warranty
gasworld warrants that it shall use reasonable endeavours to perform its obligations under the contract with reasonable skill and care. Except as expressly set out in these terms and conditions, all warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from the contract.

12. Liability
12.1 You are required to comply with, and ensure your employees, agents or other representatives comply with:
a) all applicable laws, standards and regulations;
b) the reasonable directions of any Event venue; and
c) all the rules and regulations governing participation in the Event and/or access to any Event venue.
12.2 In relation to physical and hybrid Events:
a) you are fully responsible for the health and safety or your employees, agents and other representatives attending the Event and gasworld shall not be liable for any death or personal injury suffered by any of them during the Event (subject to the other terms and conditions set out here);
b) you must insure and keep insured any property or equipment that you or any of your employees, agents or other representatives bring to the Event venues, and any such property and equipment is brought to, and left, at the Event venues at your own risk. gasworld shall not in any circumstances assume any liability for such property or equipment; and
c) gasworld reserves the right, in its sole discretion and without liability, to require the removal of any of your employees, agents or other representatives who: (i) fail to comply with gasworld’s code of conduct (if any) or any of the rules and regulations governing participation in the Event; or (ii) commit any breach of these terms and conditions.
12.3 You warrant that you shall not, by any act or omission, cause gasworld to be in breach of its agreements with any of its third-party providers in relation to the Event.
12.4 Subject to the other provisions of this section (liability), gasworld shall only be liable to you and your employees, agents and other representatives for proven direct losses suffered due to the negligent acts or omissions of gasworld and gasworld’s liability for these proven direct losses in relation to each Event is limited in total to the amount actually paid by you to gasworld for the relevant Event.
12.5 gasworld expressly excludes any liability for any property damage or loss incurred at any time in relation to the event or for any damage or loss caused by the removal of any person pursuant to these terms and conditions. gasworld shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any direct losses or damages which it has not expressly assumed liability for above or for any indirect or consequential losses or damages, in each case, even if such loss was reasonably foreseeable or gasworld had been advised of the possibility of you incurring the same. In addition, gasworld shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any claims for loss of use, profit, business or data or for damage or loss suffered by you as a result of an action brought by a third party, in each case whether direct, indirect or consequential and even if such loss was reasonably foreseeable or gasworld had been advised of the possibility of you incurring the same.
12.6 Nothing in these terms and conditions is intended to limit or exclude any liability which gasworld is not able to limit or exclude by law including, but not limited to, liability for any fraudulent misrepresentation and/or for any death or personal injury caused by its negligence. You shall indemnify gasworld, and keep gasworld indemnified, for any costs, losses, or damages that gasworld suffers, incurs or pays to any Event venue, accommodation venue, software or other supplier connected to the Event arising from or connected to: (i) any breach by you or your employees, agents and other representatives of these terms and conditions; (ii) any damage done to an Event or accommodation venue or any equipment thereon (whether provided by gasworld, the venue or otherwise) by you or your employees, agents and other representatives, including, but not limited to, any equipment provided for the Event; and (iii) any injury suffered by any person, animal or item caused by or in consequence of any act or omission of you or your employees, agents and other representatives.
12.7 You must put in place appropriate insurance to cover any costs, liabilities or other losses that you may suffer or incur arising out of these terms and conditions (including, without limitation, the indemnity above), any cancellation of any Event for any reason, any damage or loss to your (or your employees, agents and other representative’s) property or your inability to attend the Event for any reason (including any reason beyond your control). The appropriate insurance which you must put in place must include, but is not limited to, public liability insurance with a liability limit of at least £5,000,000 (five million) per Event. You acknowledge that gasworld shall not be liable for any costs or losses arising due to such cancellation or inability to attend, save to the extent expressly set out in these terms and conditions, and therefore it is your responsibility to ensure you have appropriate insurance. You shall produce copies of such insurances to gasworld promptly on request.
12.8 gasworld does not guarantee of delegate numbers can be given and no discounts or refunds are available if delegate numbers at an Event do not reach the projected levels.
12,9 Views expressed by speakers at an Event are their own and gasworld is not liable for the views expressed by any speaker at any Event and does not accept liability for advice given, or views expressed, by any speaker at the Event or in any material provided to delegates.

13. Data protection
13.1 gasworld is committed to protecting your personal information and will only use your information in accordance with applicable laws, including but not limited to the Data Protection Act 2018 and the General Data Protection Regulation (UK GDPR) (collectively ‘Data Protection Laws’). For further details on how your personal information is processed, please refer to the privacy policy which can be found on our website.
13.2 Your personal data is not intended to be used for any purposes other than the purposes stated within the privacy policy. Where your personal information is used, gasworld will have identified valid lawful bases for processing.
13.2.1 To facilitate your attendance at our events, gasworld may share your personal information with third parties, including other members and delegates (via our mobile application), event sponsors and service providers.
13.2.2 gasworld may also use your personal information, including contact details, images and videos for marketing our events. gasworld will always obtain your express opt-in consent prior to sharing your information with any third parties for marketing purposes. If you do not wish to receive any marketing information or want gasworld to use your information for marketing, you may opt-out by clicking the opt-out links within our marketing messages or contact us at any time.
13.3 Noting the international nature of gasworld’s events and third party data processors, your personal data may be transferred outside the UK. Where data transfers take place, gasworld will ensure that sufficient protection is afforded to your personal information, such as adopting appropriate international data transfer mechanisms.
13.4 gasworld implements appropriate security measures to protect your personal data against accidental personal data breaches. Should any suspected data breaches be identified, appropriate procedures have been put in place to mitigate the breach, and you will be notified accordingly.
13.5 Your personal data will be retained for as long as reasonably necessary for the purpose it was collected for, including for meeting our legal, regulatory, tax and accounting obligations. Your personal information will be securely destroyed in accordance with Data Protection Laws when it is no longer required.
13. 6 You have rights under the Data Protection Laws. If you wish to invoke your rights, please contact us.

14. Confidential information
14.1 In these terms and conditions, the term ‘Confidential Information’ shall mean all information of a confidential nature in whatever media acquired by a party in connection with the contract or the Event, the other party’s business or data, the affairs of the other party, and which is either identified as confidential when it is acquired or it would be clear to a reasonable person that it is of a confidential nature.
14.2 In respect of all Confidential Information acquired by one party (the “Recipient Party”) from the other party (the “Supplying Party”) the Recipient Party hereby undertakes:
a) not to use the Confidential Information for any purpose other than the performance of the contract;
b) only to disclose the Confidential Information to the extent necessary to those of its employees, staff and contractors (and the employees, staff and contractors of any of its subsidiaries), to whom disclosure is necessary for the performance of the contract;
c) not to disclose the Confidential Information to any third party without the prior written consent of the Supplying Party; and
d) not to copy or reduce the Confidential Information to writing or other recorded form except as shall be reasonably necessary for the purposes of the contract, and the Recipient Party will be responsible for the fulfilment of the above obligations by its (and its subsidiaries) employees, staff and contractors and by third parties to whom it has communicated Confidential Information in accordance with sub-section (c) above.
14.3 The obligations above will not apply to any Confidential Information which:
a) is in or comes into the public domain otherwise than by a breach of the contract by the Recipient Party; or
b) the Recipient Party can show was rightfully in its possession prior to receipt from the Supplying Party; or
c) the Recipient Party receives without restrictions on disclosure from a third party who has not received the Confidential Information directly or indirectly from the Supplying Party; or
d) is disclosed pursuant to the requirement of any law or regulation or the order of any court of competent jurisdiction; or
e) has been independently developed by the Recipient Party; or
f) is approved in writing for release by the Supplying Party.

15. Force majeure
gasworld shall not be liable for any delay or default in performing its obligations under the contract if such delay or default is caused by reasons beyond its reasonable control including, but not limited to war, insurrection, national emergency, epidemic, pandemic, interruption of failure of any utility or telecommunications service or network, terrorism, government restrictions, acts of god, industrial action, unforeseen closure of gasworld’s usual place of work, unavailability of key personnel and/or any other cause beyond the reasonable control of gasworld provided that gasworld shall give you reasonable written notice following the occurrence of the reason relied upon and its estimate of the dates by which the performance obligations are scheduled to be met.

16. Applicable laws
Both parties agree to comply with all applicable laws and regulations including, but not limited to, the Bribery Act 2010, the Modern Slavery Act 2015 and the Criminal Finances Act 2017.

17. General
17.1 These terms and conditions apply to your order to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by trade, custom, practice or course of dealing. You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of gasworld which is not set out in the contract.
17.2 Nothing in the contract is intended to, or shall be deemed to, constitute a partnership or joint venture of any kind between the parties, nor constitute either party the agent of the other party for any purpose. No party shall have authority to act as agent for, or to bind, the other party in any way.
17.3 A person who is not a party to the contract shall not have any rights under or in connection with it.
17.4 You shall not be entitled to assign or novate your rights or obligations under this contract without the prior written consent of gasworld.
17.5 Any variation shall only be binding when agreed in writing and signed by a duly authorised representative of both parties.
17.6 If a court or any other competent authority finds that any provision of the contract (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted, and the validity and enforceability of the other provisions of the contract shall not be affected.
17.7 A waiver of any right under the contract is only effective if it is in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by a party in exercising any right or remedy under the contract or by law shall constitute a waiver of that or any other right or remedy, nor preclude or restrict its further exercise. No single or partial exercise of such right or remedy shall preclude or restrict the further exercise of that or any other right or remedy.

18. Governing law & Jurisdiction
These terms and conditions are governed by English Law and the courts of England and Wales shall have exclusive jurisdiction to determine any disputes which may arise under them.

19. Further questions
If you have any questions about these terms and conditions, please contact:
The Conference Manager
gasworld.com Limited
Underground House
Trevissome Park
Blackwater
Truro
TR4 8UN
[email protected]
T: +44 1872 225031