Terms and Conditions for GroceryAid Event Bookings

Thank you for booking a place at a GroceryAid event and supporting our work making life better for grocery people in need.

These terms and conditions apply to all in-person and virtual GroceryAid event bookings, as described on our website. By confirming your booking, you accept these terms and conditions.

Transferring your place to someone else Cancellation by you Postponement or cancellation of an event by us Fitness to participate Photography How we collect and process personal data Refusal of admission Speakers, performers and entertainers Auctions Food allergies, intolerances and preferences Exclusion of liability GroceryAid event code of conduct Contact details

1. Payment and booking confirmation

When you book to attend an event, we will issue an invoice. Payment must be made within 30 days of the invoice, or within a shorter period specified by us if the booking is made less than 30 days before the event. Your booking will only be secured once we confirm it in writing.

If you do not pay by the date your payment is due, GroceryAid reserves the right to cancel your booking and you will be liable for any payments due under clause 2 (cancellation and non-payment) on this basis, but you will not be entitled to attend the event.

No changes to your booking are permitted, including switching to another event or between in-person and virtual events.

2. Transferring your place to someone else

You may transfer you event place to another member of staff from your organisation at any time until the event registration deadline (and after that only at our discretion) by emailing events@groceryaid.org.uk with the name and contact details of the substitute. You may not sell or transfer your event place to anyone else.

3. Cancellation by you

If you wish to cancel your booking you must notify our events team (events@groceryaid.org.uk) and we will confirm the cancellation in writing.

Your liability for the cost of your event place depends on when you cancel and is detailed below. If you have already paid and your liability is less than the amount paid, we will refund the balance within 5 days. If you have not paid, or have only partially paid, we will issue an invoice for the outstanding amount, which must be settled within 5 days.

Sponsorship or Activation Bookings

If within 12 weeks of the event, 100% of the event price is due
If within 16-13 weeks of the event, 50% of the event price is due
If within 17-20 weeks of the event, 25% of the event price is due
More than 20 weeks of the event, 0% of the event price is due

Cycle Challenge Events

If within 26 weeks of the event, 50% of the event price is due
If within 18 weeks of the event, 100% of the event price is due

All Other Booking Types

Within 8 weeks of the event, 100% of the event price is due
Within 9-12 weeks of the event, 50% of the event price is due
Within 13-16 weeks of the event, 25% of the event price is due
More than 16 weeks of the event, 0% of the event price is due

You will not be entitled to a refund if you are unable to attend the event for any reason.

Any refund of your fees in accordance with this clause is your sole remedy in respect of any cancellation of your registration by you and we exclude any other liability.

4. Postponement or cancellation of an event by us

For the purpose of this clause, a ‘force majeure event’ means any situation beyond our control, including (but not limited to) supplier or contractor failure, venue damage or cancellation, health emergencies, epidemics, cancellation of speakers or performers, issues with public utilities, computer equipment failures, sponsor or partner withdrawal, industrial disputes, national emergencies, government regulations or actions, military actions, fires, floods, disasters, civil riots, acts of terrorism or war.

We reserve the right to change the date of an event, or the event location, or cancel an event, at any time for any reason.

Changes or cancellation where there is no force majeure event

If we change the date, move the event to a location more than 25 miles from the original venue, or cancel an event for any reason other than a force majeure event, we will offer you the option of:

Transferring your place to any rescheduled event that we may organise at our discretion, at no additional cost to you; or
A refund of any amount you paid to attend the event

Change or cancellation where there is a force majeure event

If we determine, at our discretion, that a force majeure event has or may adversely impact our ability to hold the event at the planned venue, on the planned date, or generally, we may (but are not obliged to) relocate the event to another venue and/or reschedule the event for another date, or cancel the event. If we relocate the event to another venue and/or reschedule the event for another date, we will transfer your place to the relocated and/or rescheduled event and apply any payments received from you towards the cost of the event. You will not be entitled to a refund in such cases. Additionally, you will not be entitled to a refund if we cancel the event due to a force majeure event.

To the fullest extent permitted by law, we shall not be liable for any loss, delay, damage, or other liability incurred as a result of or in connection with the cancellation, change of venue, or change of date of an event, however arising, except for a refund in circumstances where this clause 4 provides for it.

5. Fitness to participate

You acknowledge that participation in an event is at your own risk, and to the fullest extent permitted by law, you will not hold us responsible for any accident, injury, or illness that you may sustain.

If you book an event involving physical activity (e.g. a golf day or cycle challenge), you agree to be fully prepared and ensure you are medically fit to participate safely. If you have a pre-existing medical condition or are unsure of your physical ability to participate, you must seek medical advice before attending.

You are responsible for securing appropriate insurance cover, if required, for the activity. If you do anything that voids your insurance, including not declaring a pre-existing medical condition, you will be responsible for any uninsured costs you may incur.

6. Photography

We may arrange for group photographs and/or video footage to be taken at events for promotional purposes, including printed materials, editorial coverage, advertising, and online use. By registering, attendees agree that their image may be used in this manner. If you do not wish to be included in photographs or videos, please inform a member of our team upon arrival at the event. We will make reasonable efforts to obtain your specific consent if you are the main subject of an image or video before we use the image or video for promotional purposes.

7. How we collect and process personal data

We are the controller and responsible for your personal data, which will be processed in accordance with our privacy policy

We will collect, use, store and transfer your personal data (e.g. your name, email address, dietary requirements), as required for the organisation and administration of the event. Your name and company will be placed on the attendee list for each event and this list may be provided to all attendees for them to see who is at the event for the purpose of networking and meetings.

When you make a booking with us, or express an interest in booking one of our events, we will add you to our mailing list so that we can send you emails about our events in the future. If you do not wish to be added to our mailing list, you can email events@groceryaid.org.uk or unsubscribe at any time by clicking the unsubscribe link in the relevant email communication.

For more information on how we process personal data and the legal rights of data subjects, please see our privacy policy or contact GroceryAid’s events team: events@groceryaid.org.uk.

8. Refusal of admission

No attendee will be admitted to the event without a valid ticket. We reserve the right to refuse admission or require an attendee to leave if their behaviour is deemed disruptive or unsafe. In such cases, the attendee will not receive a refund.

Unless an event is advertised as being open to individuals under 18, we will not admit anyone under that age. We may request proof of age upon entry and refuse admission if satisfactory proof is not provided. If you are refused admission under these circumstances, you will not receive to a refund.

9. Speakers, performers and entertainers

We reserve the right to change the format, speakers, performers, entertainers, programme, or any other aspect of the event at our discretion and for any reason without liability.

10. Auctions

If you participate in an auction at an event, you agree to comply with all auction terms and conditions provided to you at the event.

11. Food allergies, intolerances and preferences

It is the responsibility of the person making a booking to notify us of any food allergies, intolerances or dietary restrictions in writing at least 14 days before the event. While we will make reasonable efforts to accommodate such requests, we cannot guarantee that food or beverages will be free from allergens. You acknowledge and accept this risk by attending the event.

12. Exclusion of liability

To the fullest extent permitted by law, we exclude all liability for any loss, injury or damage to persons or property at the event, including indirect or consequential loss. If we are found liable for any reason, our total liability will be limited to the amount of your payment for the event received by us.

13. GroceryAid event code of conduct

When attending the event, you must comply with the following code of conduct:

Overview:

At GroceryAid we are committed to providing an inclusive, safe and respectful environment for all who attend our events.

This code of conduct outlines our expectations for behaviour for all our guests and those we work with, as well as the consequences of unacceptable behaviour and how to report any concerns.

Scope:

This code of conduct applies to everyone present at our events including sponsors, speakers, attendees, guests, third party suppliers and GroceryAid colleagues.

Principles:

GroceryAid is committed to making its events enjoyable for everyone, regardless of gender, sexual orientation, disability, physical appearance, race, nationality or belief. We expect everyone to act professionally and respectfully, both during the event and in any interactions before or after. All attendees have a responsibility to ensure their own safety and welfare and the safety and welfare of others. We aim to create an environment where everyone feels safe and protected.

We do not tolerate any form of discrimination or harassment.

Unacceptable behaviours include, but are not limited to:

Exclusionary or offensive comments or jokes, including any related to age, disability, gender, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, physical appearance, body size or sexual orientation
Harassment (including sustained disruption of talks or other events), unwanted physical contact, violence, sexual attention, sexual innuendo or intimidation
Possession or consumption of illegal substances
Excessive or irresponsible alcohol consumption
Smoking or vaping other than in designated areas
Not following venue rules or health and safety requirements
Inappropriate attire, for all attendees, including talent and/or entertainers

Consequences of breaching code of conduct:

Anyone asked to stop unacceptable behaviour is expected to comply immediately. Our response to incidents of will vary according to circumstances, but may include any combination of the following actions:

Addressing the incident with the individual(s) and/or their company representative
Informing venue and/or event security
Expulsion from the event without warning or refund
Referring behaviour to police
Reporting to individual(s) to their company and co-operating with any company investigation
Prevention of future attendance to GroceryAid events

All determinations of whether behaviour breaches the Code of Conduct are at GroceryAid’s sole discretion, and the decision(s) of GroceryAid’s representatives on-site, and after the event, will be final.

Reporting of unacceptable behaviour:

Anyone experiencing or witnessing any harassment, discrimination or behaviour that makes them feel unsafe or uncomfortable are encouraged to report this to the GroceryAid on-site team immediately. GroceryAid teams are trained in the Code of Conduct and how to respond.

If you need to report an incident after the event itself please email: events@groceryaid.org.uk providing as much information as possible. All reports will be investigated and responded to by a trained team member. All reports or disclosures will be treated professionally and sensitively and, where appropriate, confidentially.

Support for recipients of unacceptable behaviour:

In the unlikely event of someone being a recipient of unwanted or unacceptable behaviour at our events, we will prioritise offering appropriate support. This may include:

Providing a safe and confidential space
Arranging medical or mental health response
Signposting of available support services
Follow-up contact by dedicated GroceryAid team member

Information:

We reserve the right to review, change or update this Event Code of Conduct as needed to meet GroceryAid’s changing needs or to comply with new legislation.