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.

The following terms and conditions apply to both in-person and virtual D&I in Grocery LIVE! event bookings with the description of the event (in-person and virtual) as set out on our website.

Cancellation of booking and non-payment Substitutions Cancellation or postponement of the event 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 confirmation of booking

When you book to attend an event GroceryAid will issue you with an invoice. Payment is due within 30 days of the invoice, or such shorter period as GroceryAid may specify if you book less than 30 days before the event. Your booking and place at the event will be confirmed only upon payment of the full amount. If you do not pay by the due date for payment your booking will be cancelled, but you may still be liable for some or all of the payment under the following provision.

2. Cancellation of booking and non-payment

If you wish to cancel your booking you must notify the GroceryAid events team: [email protected]. GroceryAid will confirm your cancellation in writing and send you an invoice for any outstanding payments due. We do not allow you to transfer between the in-person and virtual events.

Standard bookings

The following charges will apply if you cancel a standard booking, or if you do not pay for your booking by the due date for payment:

If within 6 weeks of the event you cancel or have not paid for your booking by the due date for payment, you will not be entitled to any refund and, if you have not paid, you must pay the outstanding amount within 7 days but you will not be entitled to attend the event;
If within 12 weeks of the event you cancel or have not paid for your booking by the due date for payment, you will be entitled to a refund of 50% of the total price if you have already paid in full or, if you have not already paid in full, you must pay 50% of the outstanding amount within 7 days; and
If more than 12 weeks before the event you cancel you will be entitled to a full refund of any payment you have already made and if you have not paid you will not be obliged to make a payment.

You will not be entitled to a refund if you are unable to attend the event for any reason, except under the last two of the above provisions if they apply.

You acknowledge that any refund of your fees in accordance with this provision is your sole remedy in respect of any cancellation of your registration by you or if you have not paid by the payment due date and GroceryAid excludes any other liability.

Sponsorship or Activation bookings

If you make a sponsorship or activation booking, the following charges will apply if you cancel your booking or if you do not pay for your booking by the due date for payment:

If within 12 weeks of the event you cancel or have not paid for your booking by the due date for payment, you will not be entitled to any refund and, if you have not paid, you must pay the outstanding amount within 7 days but you will not be entitled to attend the event;
If within 16 weeks of the event you cancel or have not paid for your booking by the due date for payment, you will be entitled to a refund of 50% of the total price if you have already paid in full or, if you have not already paid in full, you must pay 50% of the outstanding amount within 7 days; and
If more than 16 weeks before the event you cancel you will be entitled to a full refund of any payment you have already made and if you have not paid you will not be obliged to make a payment.

You will not be entitled to a refund if you are unable to attend the event for any reason, except under the last two of the above provisions if they apply.

3. Substitutions

Substitutions of event attendees may be made with employees from your organisation at any time. You must email [email protected] with the name and contact details of any substitution promptly before the event. You may not sell or otherwise transfer places at GroceryAid events to others.

4. Cancellation or postponement of the event

For the purpose of this provision force majeure event means any event that is beyond the reasonable control of GroceryAid, including (without limitation) supplier or contractor failure, venue damage or cancellation, health scares, epidemics, speaker or performer or entertainer cancellation, failure or problems with public utility supplies, failure of computer equipment, withdrawal of sponsor or partner, industrial dispute, national emergency, governmental regulations or action, military action, fire, flood, disaster, civil riot, acts of terrorism or war.

GroceryAid may at its discretion change the date or cancel an event at any time for any reason. Where GroceryAid changes the date or cancels an event for any reason except due to a force majeure event, GroceryAid shall offer you the option of attending any rearranged event that GroceryAid at its discretion chooses to organise. If you promptly notify GroceryAid in writing to [email protected] before the date of the cancelled or rearranged event that you do not wish to attend the rearranged event, or if GroceryAid decides not to rearrange the event, you will as your sole remedy be entitled to receive a refund of all payments you have made to GroceryAid to attend the event.

Where a force majeure event has or may have in GroceryAid’s discretion an adverse impact on the ability of GroceryAid to hold the event at the planned venue or on the planned date, or the event generally, GroceryAid shall be entitled but not obliged to provide an alternative venue for the event and/or reschedule the event. Any payment received by GroceryAid from you for the event shall be applied to any rescheduled event, but you will not be entitled to a refund if the event is moved to an alternative venue, rescheduled or cancelled.

To the fullest extent permitted by law, GroceryAid shall not be liable to you for any loss, delay, damage or other lability incurred resulting from or arising in connection with the cancellation or date change of the event howsoever arising or any venue change.

5. Fitness to participate

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

If you book a GroceryAid event that involves taking part in an activity or sporting event (for example, a golf day or cycle challenge) you agree to fully prepare yourself for the physical challenge and ensure that you are medically fit to participate without undue risk to your health. If you have a pre-existing medical condition or are unsure of your physical ability to take part in the event, you must seek medical advice before participating.

You are responsible for securing appropriate insurance cover, if required, for the activity. If you do anything to void your insurance, including not declaring a pre or existing medical condition, you are fully responsible for paying any and all associated costs.

6. Photography

GroceryAid may arrange for group photographs and/or video footage to be taken at events and used for promotional purposes. This may include printed documents or media, editorial coverage, advertising press, and use on the internet. By submitting registration details, attendees agree that their image may be used in this manner. If you do not wish to be included in photographs or video footage, please speak to a member of GroceryAid’s team when you arrive at the event. We will make reasonable endeavours to obtain specific consent from you if you are the main subject of an image or video footage.

7. How we collect and process personal data

GroceryAid is the controller and is 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 GroceryAid events in the future. If you do not wish to be added to our mailing list, you can email [email protected] 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: [email protected].

8. Refusal of admission

No attendee will be admitted to the event without a valid ticket. GroceryAid may at its discretion refuse admission or require an attendee to leave if the attendee, in the reasonable opinion of GroceryAid or its agents, behaves in a way which may affect the smooth running of the event, the enjoyment of other attendees, and/or the safety of any person. In these circumstances the attendee will not be entitled to a refund.

Unless an event is specifically advertised as being open to under 18s, GroceryAid will not admit anyone under the age of 18 to our events. We reserve the right to ask to see proof of age on entry and to refuse admission to an event if you are unable to provide proof of age that is satisfactory to GroceryAid. If you are refused admission in these circumstances, you will not be entitled to a refund.

9. Speakers, performers and entertainers

GroceryAid may at its discretion change the format, the appearances of any speakers, performers or entertainers advertised as attending the event, the venue location and programme or any other aspect of the event, for any reason and without liability.

10. Auctions

If you take part in an auction at a GroceryAid event, you agree to abide by any rules issued to you at the event which apply to the auction

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 preferences prior to the event.

12. Exclusion of liability

To the fullest extent permitted by law, GroceryAid excludes all liability for loss, injury or damage to persons or property at the event and any indirect or consequential loss. If GroceryAid is liable to you for any reason, GroceryAid’s total liability to you in relation to the event is limited to the amount of your fees received by GroceryAid.

13. GroceryAid Event 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. It also covers 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 at the event and during any interactions before or after the event. All attendees have a responsibility to take reasonable care of their own safety and welfare and that of others. We aim to create an environment where everyone feels safe and protected.

We do not tolerate any form of discrimination or harassment towards any person.

The following is a non-exhaustive list of behaviours that we deem unacceptable:

Exclusionary or offensive comments or jokes, including any relating 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
Failure to respect the rules or regulations of the venue or health and safety requirements
Inappropriate attire, for all attendees including talent and/or entertainment

Consequences of breaching code of conduct:

Anyone asked to stop unacceptable behaviour is expected to comply immediately. Our response to incidents of unacceptable behaviour will vary according to circumstance 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, or 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: [email protected] 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 ensure appropriate support is offered as priority. This may include any combination of the following:

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 replace the contents of this Event Code of Conduct to reflect the changing needs of GroceryAid and / or to comply with new legislation.