Delegate Terms and Conditions
All our events are backed by ticket protection, giving you peace of mind. If COVID-19 restrictions emerge in Austin, meaning that we cannot host an in-person gathering, or you face travel restrictions, you will be able to claim a full refund for your ticket or partial refund to attend the virtual event. We have always offered ticket protection, giving you certainty in uncertain times.
1.1 Large Scale Solar USA 2022 (hereinafter “LSSUSA”) is organised and managed by Solar Media Limited (hereinafter “Solar Media”), a company registered in England and Wales under the registration number 5758671 and whose registered office is at 2nd Floor, 123 Buckingham Palace Road, London, SW1W 9SH, United Kingdom.
1.2 References to “us” means Solar Media and references to “we” and “our” shall be construed accordingly. Reference to “you” means the entity completing a booking request and references to “your” shall be construed accordingly.
1.3 All applications to register for LSSUSA are made subject to these Terms & Conditions (which shall apply to the exclusion of any terms imposed by you).
2.1 All registrations for LSSUSA are subject to availability and to you making the required payment.
2.2 Delegate passes issued for use at LSSUSA, whether for in person attendance or for access virtually, are valid for the named attendee only and, subject to clause 4.2 below, cannot be transferred.
3.1 Please note that we require full payment in advance of LSSUSA.
3.2 Our prices for attending LSSUSA are set out on the event website or on the relevant registration booking form. Prices may be subject to change from time to time.
3.2 We will only accept payment LSSUSA via credit card unless we expressly agree otherwise with you in writing. We reserve the right to cancel your booking at any time if payment is not made.
4.1 We reserve the right and shall be entitled to make changes to LSSUSA at any time without liability to you, including without limitation in respect of the advertised Content, timings on the day, date, format, venue and/or location of LSSUSA or the advertised speakers.
4.2 We reserve the right and shall be entitled, in our sole discretion, or should Government legislation and/or travel restrictions so oblige, to cancel or postpone the date of LSSUSA. We shall give written notice to you of our decision to cancel or postpone the conference. In the case of our:
4.2.1 postponement of LSSUSA, we will offer you the choice of either:
(i) the opportunity to attend LSSUSA on the new date as varied;
(ii) a full reimbursement, should you be unavailable to attend on that date; or
(iii) a credit for a future conference run by Solar Media of your choice (up to the value of sum paid by you in respect of LSSUSA).
4.2.2 cancellation of the physical conference alongside a transition to a virtually held LSSUSA, we will offer you the choice of either:
(i) a full refund of the sum paid by you in respect of LSSUSA;
(ii) a partial refund and access to the virtually held conference; or
(iii) a credit for a future conference run by Solar Media of your choice (up to the value of sum paid by you in respect of LSSUSA).
4.3 Save for by reason of the COVID-19 protocols within Clause 5, or where travel restrictions in your country of origin are imposed on you, if you are unable to attend LSSUSA for any other reason, no refunds will be given in respect of any cancellation by you. That notwithstanding, we would welcome a substitute delegate attending in your place at no extra cost provided that we have at least 48 hours prior notice of the name of your proposed substitute and have received your payment in full. Please notify us of any substitutions by email to: firstname.lastname@example.org.
4.4 If attending LSSUSA from overseas and in the event of a visa not being issued to you after your place has been booked, no refund will be offered by us. We strongly advise that bookings are not made until visas have been obtained. We do not issue letters of invitation to anyone wishing to attend LSSUSA. In the event of restrictions on entry to the UK, and/or quarantine requirements being in place due to COVID-19 preventing your attendance at LSSUSA our postponement or cancellation policy in Clause 4.2 will apply unless the entry restriction and/or quarantine requirement was put in place after your pass was purchased, in which circumstance no refund will be offered by us.
5.1 You are advised that, in booking to attend LSSUSA in person, you may be required to present evidence of a negative COVID-19 test result and/or proof of vaccination in line with UK Government legislation and/or guidance and/or any venue requirements. You will be advised of any COVID-19 related entry requirements for the event in advance of LSSUSA. Failure to comply with the entry requirements will result in your being unable to enter LSSUSA.
5.2 Any delegate, regardless of vaccination status who, within 14 days prior to the date of their attendance at LSSUSA:
5.2.1 has tested positive for COVID-19;
5.2.2 has had any symptoms of COVID-19 (high temperature, new continuous cough and/or a loss or change to sense of smell or taste);
5.2.3 has been advised to self-isolate; or
5.2.4 has been in close contact with a person who has tested positive for COVID-19 or developed symptoms of COVID-19.
You should NOT attend LSSUSA but should contact us as soon as possible to inform us. You will be offered a full reimbursement, or a virtual pass at a discount, or be able to substitute your place as provided for within Clause 4.3.
6.1 We shall not be liable for any hindrance, failure or delay in performing any of our obligations arising out of or in connection with these Terms & Conditions as a result of an event or series of connected events beyond our reasonable control (including, without limitation, acts of God, extreme weather conditions, power failure, floods, lightning, storm, fire, explosion, war, riot, civil commotion, military operations, acts or threats of terrorism, malicious damage, strike action, lock-outs or other industrial action (whether involving our workforce or the workforce of any other party), default of suppliers or sub-contractors, compliance with any law or governmental order, rule regulation or direction, accident, failure or breakdown of plant, machinery, systems or vehicles, or a pandemic, epidemic, civil emergency or other widespread illness) (together a “Force Majeure Event”).
6.2 In the event of a Force Majeure Event, we shall be entitled, without liability, at our sole discretion to vary, perform, suspend performance of, postpone, cancel LSSUSA and/or the contract between us and/or terminate the contract between us subject to these Terms & Conditions on giving written notice to you.
7.1 All rights in all presentations, documentation and materials published or otherwise made available as part of LSSUSA including, but not limited to, any documentation packs or audio or audio-visual recording of LSSUSA (together the “Content”) are owned by us or are included with the permission of the owner of the rights. No recording, republication, broadcast, or other dissemination of the Content is permitted without the express written permission of Solar Media. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content (save that used by the relevant delegate for internal business purposes shall be permitted), and in particular (but without limitation) you shall not (and shall procure that each of your delegates shall not): upload any Content into any shared system; include any Content in a database; include any Content in a website or on any intranet; transmit, re-circulate or otherwise make available any Content to anyone else; make any commercial use of the Content whatsoever; or use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute.
7.2 The Content does not necessarily reflect our views or opinions. Views expressed by speakers are their own. We assume no responsibility for the Content or presentations, or materials provided by speakers at LSSUSA, and we cannot give any warranty that the information will be accurate or up to date.
7.3 Suggestions or advice contained in the Content should not be relied upon in place of professional or other advice. Whilst we take reasonable care to ensure that the Content created by us is accurate and complete, some of it is supplied by third parties and we are unable to check its accuracy or completeness. You should verify the accuracy of any information (whether supplied by us or third parties) before relying on it. The Content is provided on an “AS IS” basis without any warranties of any kind (express or implied). We hereby exclude to the fullest extent permitted by law all liabilities, costs, claims, damages, losses and/or expenses arising from any inaccuracy or omission in the Content or arising from any infringing, defamatory or otherwise unlawful material in the Content.
7.4 To the extent that any Content is made available by us online we reserve the right to suspend or remove access to such Content at any time.
8.1 Subject to Clause 8.5, our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of in connection with any booking (or requested booking) made by you or otherwise in relation to LSSUSA, shall be limited to the price paid by you in respect of your booking to attend LSSUSA.
8.2 Subject to Clause 8.5, we shall not be liable to you for (i) any loss of profit, loss of or damage to data, loss of anticipated savings or interest, loss of or damage to reputation or goodwill; (ii) any indirect, special, or consequential damages, loss, costs, claims or expenses of any kind; (iii) costs of wasted management or staff time; or (iv) travel, accommodation or other costs and expenses.
8.3 Subject to Clause 8.5 we exclude all liability for any action you may take or loss or injury you may suffer (whether direct or indirect, or any indirect, consequential, or special loss) howsoever arising for advice given, or views expressed, by any speaker at LSSUSA or in any material provided to delegates or as a result of you relying on the same.
8.4 You agree to indemnify us, our staff, and our affiliates and to hold us harmless to the fullest extent permitted by law, against all loss, costs, claims or expenses of any kind arising from any act or omission by you (including your delegates) during or otherwise in relation to LSSUSA.
8.5 Nothing in this these Terms and Conditions shall limit or exclude either party’s liability for:
8.5.1 death or personal injury caused by that party’s negligence, or the negligence of that party’s employees, agents or subcontractors;
8.5.2 fraud or fraudulent misrepresentation; or
8.5.3 any other liability which cannot be limited or excluded by applicable law.
It is your responsibility to arrange appropriate insurance cover in connection with your attendance at LSSUSA. We cannot be held liable for any loss, liability, or damage to personal property in attending LSSUSA.
10.1 Professional photography and video production shall be taking place during LSSUSA which will be used at a later date for promotional and other uses. Should you not want your photograph to be taken or used in this way, you should notify a member of staff or the photographer onsite.
10.2 Sessions will be recorded and made available to view online post LSSUSA.
The information you have provided will be held by us in accordance with all legislation and regulations in force from time to time regulating the use of personal data and the privacy of electronic communications including, but not limited to, the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (the “UK GDPR”), as it forms part of the law of England and Wales, Scotland, and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 as amended, and any successor legislation. Registrations for LSSUSA are managed using a system operated by a third party under contract to us. Data, including personal data, will be processed, and stored on systems managed by this third party and us. This data can only be accessed by authorised members of our staff and, for the purposes of maintaining and supporting the system, by members of staff at the third party. Where we contract with additional third parties to deliver LSSUSA, we may also provide them with access to this data in order for them to fulfil their services to us. We will store the information you have provided on this form in a CRM system. We will use it for the administration of LSSUSA, to improve the services we provide and, wherever you have chosen to opt in, to inform you via email of our future news, events, and other relevant activities of ours. You can choose to update your preferences or to unsubscribe from our emails of this kind at any time. You may also get your information updated or removed from our CRM system by emailing email@example.com. Unless you have specifically opted in to receive marketing communications from sponsors by email and/or to be included within the delegate list, your personal details will not be shared with any other organisation, except for as outlined above. The information you submit will not be kept for any longer than is needed. The length of time will depend upon whether we have a business need for keeping the information and/or if the law requires that we keep the information for a particular length of time. We may ask you to confirm your personal details to ensure they are accurate. Registrations for LSSUSA are processed through an externally appointed third party. The information will be kept in a secure environment. It will be held on computer databases that can only be accessed by our authorised employees and any authorised appointed external event management company. As you have provided personal information, we need you to consent to the processing of this data. By submitting this online booking form you are agreeing to us processing this data as described above.
12.1 These Terms and Conditions (together with any documents referred to herein or required to be entered into pursuant to these Terms and Conditions) contain the entire agreement and understanding between us and supersede all prior agreements, understandings, or arrangements (both oral and written) relating to the subject matter of these Terms and Conditions and any such document.
12.2 We reserve the right to change these Terms and Conditions. We will do this by altering these Terms and Conditions on the LSSUSA website and this alteration will then be of immediate effect.
12.3 You acknowledge that in registering a delegate place you have not relied on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in these Terms and Conditions.
12.4 These Terms and Conditions shall not create, nor shall they be construed as creating, any partnership or agency relationship between us.
12.5 You accept that communication with us may be electronic. We may contact you by e-mail or provide you with information by posting notices on our website. You agree to this electronic means of communication and you acknowledge that all such communications that we provide to you electronically comply with any legal or contractual requirement that such communication be made in writing.
12.6 Save as set out in Clause 4.3 and Clause 5.2 you are not permitted to re-sell, transfer, assign or otherwise dispose of any of your rights or obligations arising under these Terms and Conditions.
12.7 Each and every provision of these Terms and Conditions is separate and severable. If any part of these Terms and Conditions is determined to be invalid or unenforceable pursuant to applicable law, then the validity and enforceability of the remainder of these Terms and Conditions shall not be affected.
12.8 These Terms and Conditions and the rights and obligations of both parties shall be governed by, and construed in accordance with, the laws of England and Wales and both parties irrevocably agree to submit to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute which arises hereunder.
We require your personal data to enable us to fulfil our contract to you. Provision of the data is a contractual requirement as without this we would be unable to fulfil our obligations to you which could result in the contract terminating. We may send you details of other events which may be of legitimate interest to you which you may request that we stop at any time by clicking unsubscribe in the email. We may also store your data in accordance with some other privacy notices if you have other interactions with Solar Media.