THE BRITISH TRAVEL AWARDS 2021/2022

Terms and Conditions for Sponsors/Partners/Attendees/Nominees

Definitions

The following terms shall have the following meaning throughout these terms and conditions:

‘Event’ means The British Travel Awards operated by UK Travel Awards Ltd.

‘Services’ means those services which are provided by UK Travel Awards Ltd and/or Park Publishing Company Ltd or its affiliates or partners to provide the awards and generally refers to the processes, web and personal services for entry into the awards, attending the awards finals and presentations and for Sponsorship/Partnership agreements.

‘Customer’ means the person or persons whose name appears on the appropriate sponsorship/partnership agreement proposal document, or entry form for entering an awards category, or booking to attend the Event and includes all their appointed representatives.

‘Company’ means: UK Travel Awards Ltd and the trading/familiar working name “British Travel Awards” – operated by UK Travel Awards Ltd, whose registered office is at Spirit House, 8 High Street, West Molesey, Surrey, England, KT8 2NA.

‘Parties’ means the customer and the company when referred to jointly.

‘Forms’ means any official form which constitutes part of the process of entry, booking to attend the awards, or sponsorship/partnership agreement as either web forms or hard or soft copy.

The terms and conditions also apply to websites for our awards or events, all operated by UK Travel Awards Ltd: https://www.britishtravelawards.com

Please read the Terms and Conditions carefully – by acceptance of your participation either by completion of entry form, booking form or acceptance of any such sponsorship/partnership proposal in writing, whether by email, electronic completion of form or by using our services you accept and agree to be bound and abide by these Terms and Conditions.

These Terms and Conditions are effective as of 1 November 2021. You acknowledge and agree that it is your responsibility to review the British Travel Awards’ Website and these Terms and Conditions from time to time and to familiarize yourself with any modifications. Your continued engagement with the company and the event after such modifications will constitute acknowledgement of the modified Terms and Conditions and agreement to abide and be bound by the modified Terms and Conditions.

The terms and conditions are set out by the company and can be seen via the website https://www.britishtravelawards.com at any time.

In the case of the customer requiring an Invoice the customer agrees to the terms and conditions by providing a completed purchase order and/or the name of the authorised official of the customer to make such order.

Information supplied by the company in relation to any activity is accurate to the best of its knowledge and belief but shall not constitute any warranty or representation by the company.

We expressly reserve the right to change these Terms and Conditions from time to time without notice to you.

The Company Agrees:

To provide the events and services and to ensure the customer benefits from doing so to the best of its ability and in good faith.

To provide the customer with the awards forms and processes to enable them to enrol in the awards for the reasons that they wish to do so.

To provide the appropriate support, opportunities, promotions and marketing assistance as outlined on the event website and in any sponsorship/partnership proposal issued to the customer and agreed by way of email acceptance or in writing by post.

The Customer Agrees:

That they wish to participate in the event and wish to benefit from the services provided to the customer in the manner that the company determines and as outlined on the event website or in specific sponsorship/partnership documents as delivered by the company.

To comply with the rules or guidelines as provided by the company from time to time to enable them to participate in the awards and benefit from the services.

That they are authorised to apply for the services.

To pay for the services as per the terms and conditions set out herein and in particular the terms of payment section below.

Confidentiality – the company warrants that:

All information submitted will be treated with the strictest confidence.

Any information which is readily available in the public domain or becomes available in the public domain after the submission of the entry will be exempt from the above.

All staff or persons who are in connection with the operation of the awards will be required to see or review information provided by the customer will be subject to an agreement of confidentiality.

No information will be provided to third parties not involved in the running of the awards without the written consent of the customer.

It will use the customer’s name and logo in accordance with applicable laws and regulations. It will only use the name and/or logo of the customer with the customer’s prior approval and within reason, in the form required/agreed by the customer.

To ensure that all records of customer information are retained securely and kept strictly confidential and in accordance with the data protection act, in force at the time.

True and accurate representation – the customer warrants that:

All information provided by the customer in applying for an event or for the services is true and accurate to the best of their knowledge.

They are entitled to submit such information as is required and in the event that they are an agent or a representative of third parties they will indemnify the company from any complaint arising from any misrepresentation.

Use of entry information by The British Travel Awards and/or its agents

The customer agrees that the company may share information from the events with the marketing, promotional and pr partners and agents in order to promote sponsors/partners and nominees in accordance with confidentiality clauses laid out above.

If in any doubt with regard to any matters of confidentiality or sensitivity with regard to any information the company will contact the customer and request permission or guidance before taking further steps.

Payment Terms

Payment must be made on receipt of the company’s invoice, in which case there are no credit terms and immediate payment is required unless specifically agreed in writing/electronic or postal by a senior officer of the company and the customer. The company’s invoice will be issued immediately after the booking, entry, sponsorship/partnership agreement has been agreed by way of completing forms or by written agreement via email or post.

The Customer may provide a Purchase Order number/reference for the Company to include on invoice, however this must be received by the Company within 7 days of the agreement, entry or booking. If no such purchase order number/reference is received by the Company, the name of the person booking, entering or agreeing on behalf of the Customer will suffice and represent the authorised booking/purchase order and the Company will issue relevant invoice for payment in accordance with the remainder of these payment terms.

Refund Policy

Cancellation of an order placed may be made within 14 days of the date of the invoice, or date of the written agreement (by email or post) or by completion of form for entry or attendance to the Event subject to certain exceptions, detailed below (whichever is the earlier). In any event, due to PayPal fees not being refunded, the Company will not refund any PayPal fee where a payment has been made via this method.

Cancellation of an invoice supported by a Purchase Order number/reference will not be accepted. The Company may choose to offer the Customer an alternative option at its sole discretion. This means that the company will continue to collect payment whether an entrant, attendee, sponsor/partner participates or not, once they have been provided with an invoice, provided a purchase order/reference or submitted payment in accordance with the terms laid out in Payment Terms.

Event Attendees – applicable to tables and seat bookings only:

No refunds will be given within 30 days of the event

Within 60 – 30 days of cancellation of attendance in writing to the Company a refund of 25% will be given

Within 90 – 60 days of notice of cancellation of attendance in writing to the Company a refund of 50% will be given

With more than 90 days notice of cancellation of attendance in writing to the Company a 90% refund will be given.

In the event that the customer does not comply with the terms and conditions, the company reserves the right to withhold the services. This may mean, but may not be limited to, any of the following – where this forms part of the agreement between the parties:

  • the customer may not be considered as a finalist or winner
  • the customer may not have their profile listed on the website nor use the assets for the awards for publicity
  • the customer may not attend the awards
  • the customer acknowledges that failure to submit information required to fulfil the sponsor/partner/nominee full participation as per the booking, entry, agreement according to the details outlined on the event website and/or in any sponsorship/partnership proposal does not cancel the agreement between the Parties.

This means that the company will continue to collect payment whether an entrant, attendee or sponsor/partner participates or not, once they have been provided with an invoice or submitted payment, unless the customer cancels within 14 days of the date of entry, form completion or agreement in writing by email or post of sponsor/partner agreement - or the date on the company’s invoice, whichever is the earlier.

Sponsors/Partners agreements – not including the element apportioned to tables/seats included in the sponsorship/partnership agreement:

Once the sponsor/partner agreement has been agreed in writing by email or post or by way of form completion, it will be considered that work to promote, market and include the sponsor/partner in the event’s marketing/pr, media profiles, advertisements, website profile and promotion campaign schedules will have begun and no refund will be issued – except before the expiration of the 14 day cooling off period from the date the agreement to participate is logged by way of email correspondence/agreement or form completion whichever is the earlier - whereby the customer may cancel their involvement. This does not preclude the sponsor/partner from receiving a refund for their seats/tables where included at the exclusive sponsor price as outlined on sponsor/partner proposals/agreements as per the refund guidelines for seats/tables as outlined above.

Late Payment

After 14 days of the date of the invoice interest will be added to the balance owing at the rate of 2.2% per month in accordance with the late payment of commercial debts act 1998 at the discretion of the company.

Two monthly reminders will be sent for the payment of the invoice. For each further monthly reminder sent in order to recover the balance we will add £40 to the balance outstanding.

After two reminders have been sent in the absence of payment the company reserves the right to immediately apply to the county court for a judgement and will not issue any further notice.

Non-attendance at the Event/Provision of trophies

If the customer does not attend the Event/awards ceremony after entering the awards or does not attend after booking a place at the awards, they may still win, but they must pay for their trophy and any administrative, postage and packing costs if they require the trophy.

Since the customer is not in attendance, they will not be able to obtain an official photograph with their award.

If a customer/entrant does not attend the awards ceremony after entering the awards or does not attend after booking a place at the awards they may still receive the logo of event winner (gold, silver, bronze) logo accolade for use in accordance with the event brand/logo guidelines issued by the Company in electronic format with the relevant awards accolade.

Further Information

Dates of events promotions and activities may vary from those advertised on the website or other marketing information.

Changes are at the sole discretion of the company

There will be no communication between the Company, the event and those submitting entries regarding criteria, process, and decisions on the winners, save that which is published on the event website – about Voting/Voting Process.

The decisions are final regarding all entries and the decisions on the winners in accordance with the rules and guidelines published on the Event website.

Entry to the event awards programme places no obligation on the company that the nominated company will receive an award.

Where the Event cannot be held for any reason at the designated venue or date, the company reserves the right to cancel or postpone the event or move it to a different venue. The company will notify the customer of any changes.

The customer shall have no claim against the company in respect of any loss or damage consequent upon the activity or activities from failing to occur wholly or partially, for whatsoever reason save where such loss or damage is caused by the company’s negligence, fraud or wilful default. This includes postponement or cancellation of the voting process or awards presentation event.

Neither party to the terms and conditions shall without previous consent of the other party assign any rights or obligations hereunder, unless otherwise stated in the terms and conditions.

Employees and agents for the company shall not in any circumstances be liable for consequential, indirect or special damages of any kind arising out of or in any way connected with the performance or failure to perform the awards services.

Should any member of the customer’s party behave in a manner that is unacceptable to the company at the awards presentations, they shall be asked to leave the event. In this case the customer will be liable to the company for payment in full for all or any expenses incurred and for any fees that may ordinarily have been due for attendance or participation in such activities.

In such case the customer may also be liable for any damages or compensation for damages caused under the circumstances to any supplier to the event.

The company will cooperate with all customers to the best of its ability in all matters. The company’s name and/or marques, branding or logo may not be used on promotional material for any form of publicity without the written consent of the company or the company’s representatives, save for use in line with the logo/brand guidelines issued by the company with winner, gold, silver, bronze logos and where use of the logo/brand/trademarks forms part of the proposal/agreement/entry/booking inclusions as outlined via the Event website and/or any sponsorship/partnership proposal/agreement.

The company will not be liable for any loss or damage to the property of the customer. In the case of loss or damage to property, it should be reported to the venue holders or the company at the time of discovery.

For business conducted with UK Travel Awards Ltd, the construction, validity and performance of these terms and conditions shall be governed by English law and both parties agree to submit to the non-exclusive jurisdiction of the English courts.

Nothing in these terms and conditions create legal rights, for, or enforceable by, any party other than the customer and the company.

We neither endorse nor assume any liability for the contents of any material uploaded or submitted by third party users of the event social media platforms (including but not exclusively limited to Twitter and Linked-In). We generally do not pre-screen, monitor, or edit the content posted by users of communications services, chat rooms, message boards, newsgroups, software libraries, or other interactive services that may be available by way of third party comment to the event social media platforms.

However, we and our agents have the right at their sole discretion to remove any content that, in our judgment, does not comply with these Terms of Use and any other rules of user conduct for our social media platforms, or is otherwise harmful, objectionable, or inaccurate to the company or our customers. We are not responsible for any failure or delay in removing such content. You hereby consent to such removal and waive any claim against us arising out of such removal of content or posting thereof by third parties outside of our control as the Company.

OBLIGATIONS OF THE COMPANY/EVENT TO PARTNERS/SPONSORS

In producing the Event, its duties, or obligations in connection with the sponsorship/partnership agreement, the Company shall use reasonable endeavours to:

  1. promote and raise awareness of the Sponsor in order to assist it in achieving the objective outlined on the sponsorship/partnership proposal/agreement;
  2. prominently feature the Sponsor Mark/logo at the Event or in any marketing or other activity which constitutes part of the sponsorship/partnership proposal/agreement (as agreed between the parties from time to time);
  3. keep the Sponsor/Partner informed as promptly and as reasonably practicable with respect to material developments which might affect the Sponsor’s participation in the Event;
  4. co-operate with the Sponsor/Partner to enable the Sponsor to achieve the objectives of the sponsorship/partnership proposal/agreement;
  5. make no representation, whether express or implied, that it is authorised or endorsed by the Sponsor/Partner, save as expressly permitted by the Proposal/Agreement.
  6. The Company shall discharge its obligations in connection with the proposal/agreement (including, but not limited to, performance of the Event) to the standard of a competent professional and always in accordance with all applicable laws and regulations.

LIABILITY

  1. The Parties’ maximum aggregate liability to each other under the Proposal/Agreement shall be limited in contract, by way of indemnity, tort (including negligence) or otherwise, however arising, to an amount equal to the Sponsorship Fee under this Agreement.
  2. The Event/Company shall under no circumstances be liable for any:-
    1. loss of income; loss of profit; loss of customers; loss of opportunity or damage to the Sponsor’s/Partner’s reputation; and/or
    2. indirect; special; incidental; or consequential loss or damage, whatsoever and howsoever such loss, damage or delay was caused, whether from contract, breach of statutory duty, by indemnity, tort (including negligence) or otherwise.
  3. Nothing in this Agreement shall exclude either party’s liability for death and personal injury; fraud; and any other liability that cannot be excluded by law.

Anti-bribery for Sponsors/Partners and Entrants

Each party agrees that it shall:

  1. comply with all applicable laws, statutes, regulations and codes relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010 (“Relevant Requirements”);
  2. maintain in place throughout the term of this Agreement its own policies and procedures, including but not limited to adequate procedures under the Bribery Act 2010, to ensure compliance with the Relevant Requirements and will enforce them where appropriate time by providing written notice.

Force Majeure

Force Majeure – in respect of either party, any event or circumstance which is beyond the reasonable control of that party including (but not limited to): act of God; industrial actions; war, terrorist act, civil commotion, weather or environmental problems; power failure or explosion, fault or failure of any plant and apparatus which could not have been prevented by prudent operating practice.

Either party reserves the right to cancel or suspend its obligations under this Agreement which are not able to be fulfilled by virtue of an event beyond that party’s reasonable control. The Event/Company shall not be liable for any loss caused by cancellation or postponement of its obligations under this Clause.

For the avoidance of doubt, cancellation of all or part of the Event under the usual provisions provided for by law in England/Wales (UK) shall also include – for the purposes of this agreement – the direction or restraint issued and executed by the presiding Government of England (UK) which adversely affects, outside the control of the Event or the Company, the final provision and delivery of the Event as per the sponsorship/partnership proposal/agreement, where this is provided for in law. In the instance of such cancellation of the Event due to Force Majeure and the additional consideration(s) as outlined herein, the Company will endeavour to extract any refundable elements already contracted to/paid to suppliers and contractors engaged to produce the Event, by the Company - and will pass such refunds on to the Customer where possible where this is provided for elsewhere within these terms and conditions/agreement.

Data Protection

The Company (and the Event) is compliant with ICO data licensing requirements and the data controller information and the Company/Event full data policy is outlined and updated from time to time on the Event website and is fully UKGDPR compliant.

CORONA VIRUS SPECIFICALLY COVID-19 – STATEMENT FROM THE COMPANY/THE EVENT

First and foremost, the event will comply with all bio-safe measures being put in place by both the UK government and industry guidance to ensure the safety of participants. As well as any regulations and venue policies, the event will look to maintain social distancing, increase sanitisation, decrease congestion in all areas, food service will be altered to minimise contact and to ensure hygiene, attendees will be asked about their health and those tested positive for Covid19 or with flu-like symptoms may not be permitted to attend. These measures may change in line with the most up to date and generally accepted health advice.

If your ability to attend the event live is impacted by government restrictions and you decide that you do not want to experience the event physically, or if the event is postponed and you are unable to make the new dates, you will be able to transfer the full value of your registration to a colleague or to a future event.

As an organisation we strongly believe that face-to-face is yet to be replaced by virtual and our preference is to be able to run events live. However, at the time of the event, if government regulations/restrictions related to CORONA VIRUS restrict or prohibit the ability of certain delegates to attend in person, where possible, we will either postpone the event or run a hybrid event (both live and virtual) to facilitate the virtual attendance of impacted attendees. If the live component is prohibited and a postponement is not viable, the event will run fully virtually where this is possible/viable within suitable time frames and where this is deemed by The Company to be financially viable.