Terms and Conditions

TERMS AND CONDITIONS FOR EVENT SPONSORS AND SUPPORTERS


Sponsors – means a company that has agreed to pay towards the cost of the event, in return for branding on materials as agreed in the Proposal.  Sponsors automatically receive stand space.

Supporter – is a client company: (a) sending representatives to the event, who will be issued with a Stand; or (b) not attending the event in person but providing pack inserts for the event.  

Representatives – means personnel from a client company, who create and manage a Stand at the event. 

Compliance - This meeting is supported by all the above listed companies, whom  will have exhibition stand space at the meeting.  None of the above companies have had any input into the content of the programme nor choosing or paying the speaker MEDICONF UK LTD are responsible for the Agenda, choice of speaker and remuneration.

Stand – means a table, covered with a cloth, in the area of the venue used for registration, networking and refreshments.  It will have space around it for vertical banners. Single manned stand is one company representative, double manned stand is two company representatives and a treble manned stand is three company representatives.  Under no circumstances can the company representative swap or change throughout the duration of the event, additional charges will be applied.

Event – means a study morning or clinical conferences arranged by MediConf for primary care professionals, which you have agreed to sponsor or support.

Pack Inserts – are items pre-agreed with MediConf which can be added to delegate packs prior to the event.

Proposals – this is a document in hard copy or digital form outlining both the benefits offered and the cost to the client company.

Agreement – client companies will be asked to provide either a signed copy of Proposals, or a letter agreeing to these Proposals. This signature or letter, together with the Proposal, constitute an Agreement to proceed.

Benefits - are the activities, equipment or branding provided by MediConf for your product, service or company.
Your Agreement
the specific costs, and what benefits are included, are detailed in your Proposal document. This includes how many company representatives are entitled to attend.

By entering in to an Agreement with MediConf, the sponsor or supporter acknowledges that the benefits of involvement are limited to those outlined in the Proposal. 

Any additional requests will be considered but may incur additional cost.
Agreeing to these proposals means that you are also agreeing 
in English contract law to the following:

Confidentiality
The content and terms of your Proposal and this Terms and Conditions addendum shall be confidential between the parties. There shall be no breach of that confidence by either party, either before or after Agreement has been reached.
The details of the event are public knowledge. However, the way in which MediConf organises and delivers events is considered to be Intellectual Property and information of commercial value.  Therefore it should not be shared or divulged with any third party.

Liability
MediConf and its employees shall not be liable to the client company for any indirect or consequential losses or damages (including but not limited to loss of profits) whether arising from breach of contract negligence or howsoever.

Cancellation
Sponsorship and support of meetings can be cancelled at no cost or charge up to 14 days prior to the event.

If you need to cancel after this time scale or do not attend on the day, the full cost of the representation/sponsorship will be charged.

Representation
The names of your company representatives must be supplied to MediConf prior to the event. You must notify MediConf of changes to personnel.
Company representatives registered to attend will receive joining instructions for the event.  This will include the name of the event manager   
Any issues, for example, with stands etc. must be brought to the attention of the event manager immediately.

Pack Inserts
Proposals/Agreements may include the provision of specific client company materials to be added to delegate packs. If this is not part of the Agreement it is at the discretion of MediConf and will include an additional charge if such cost has not already been agreed.
All items must be supplied prior to the event and MediConf reserves the right to only use materials that MediConf deems suitable.

Attendance
All company representatives attending the event must complete a registration form. This will include a request for contact details.  Completing this enables MediConf to keep systems updated and keep an accurate record of who is at the event. Therefore it is a mandatory feature of all events.
MediConf does not guarantee numbers of delegates but will provide the client company with regularly updated delegate lists and a complete list of attendees within 72 hours of the event.
Proposals may include geographical scope and professional status of delegates. If the client company has specific requirements not included in the Proposal it is the client company’s responsibility to bring this to the attention of MediConf within the Agreement.
Beyond any descriptions within the Agreement, MediConf cannot be accountable for delegates’ demographic or professional status.

Stands
All efforts will be made to provide sponsors with stands in a prominent position. 
Sponsors and Supporters will be provided with stands from 8am onwards.
MediConf endeavours to ensure stands are situated with the area of registration, networking and refreshments. 
MediConf is not responsible for the materials or equipment used on these stands. The company will endeavour to create adequate room around the stand for vertical displays.
MediConf must be given prior notice if any company wishes to use anything other than: vertical displays; table top materials and table top equipment.
MediConf cannot guarantee the individual attention of any particular delegate. Nor does it guarantee the length of breaks.

Data Protection
If you wish to opt out of received email communication from MediConf regarding future events, please email rebecca@mediconf.co.uk using the word Unsubscribe in the subject header.
Contact details will be kept on file for this purpose unless you request their removal from our database.

Disputes
Should you be dissatisfied with any element of the event - or pre or post-event support - please bring it to the attention of MediConf immediately.
The Event Manager can deal with issues on the day of the event.  Thereafter or for significant issues, please contact MediConf CEO Janet Poyner janet@mediconf.co.uk  Tel: 01253 712894
All efforts will be made to resolve these issue in good faith, within the scope of your Agreement and these Terms and Conditions.

Payment
Payment for all sponsorship and representation support must be made in full within 30 days of the invoice date, which may be different from the event date. Should you wish to pay on the day, please make the event manager aware of this.

Force Majeure
If either party is unable to perform its obligations by reason of matters beyond its control, including but not limited to any act of terrorism, war, riot, civil commotion, compliance with any law or governmental order, fire, flood or storm, strikes, lock-outs or other industrial disputes (whether involving the workforce of the party so prevented or of any other party) delay in transit, power failure, postal delay, the party so affected will notify the other party.  
MediConf and the sponsor or supporter can then agree to delay the performance of this Agreement for as long as may be reasonably necessary until the cause(s) giving rise to force majeure has/have ceased.

Cancellation
Apart from the circumstances listed above in Force Majeure, MediConf may need to cancel or postpone events. This will be for circumstances beyond the control of the company including but not limited to speaker illness, severe weather or substantial problems at the venue.
Should the event be cancelled or postponed due to such circumstances, MediConf and the sponsor or supporter can then agree to delay performance of their Agreement to a suitable alternative.   If no suitable alternative is available, fees or sponsorship paid may be returned by MediConf at its discretion and in good faith.

Scope of Terms and Conditions
No Term - or provision in these Terms - shall be varied or modified unless agreed in writing and signed by both parties.
These Terms together with the Proposal and a signed letter constitute the entire Agreement and understanding between the parties in relation to its subject matter. The parties acknowledge and agree that they have not relied on and shall have no right of action in respect of any representation, warranty or promise in relation to such subject matter unless expressly set out in this Agreement save for such representation, warranty or promises made fraudulently.
These Terms or any agreement to which these Terms apply shall be governed by English law and shall be subject to the exclusive jurisdiction of the English Court.

Scope of Terms and Conditions
Due to ABPI ruling, ALL NON PHARMA Company’s will exhibit outside of the main sponsor room and next to, or close by the Mediconf registration desk.

Data sharing

The following definitions apply in this clause:

Agreed Purposes: to enable the sponsor to send details of its products and/or services to conference delegates by writing to the address of the practice at which they work.

Controller, processor, data subject, personal data, personal data breach, processing and appropriate technical and organisational measures:  as set out in the UK Data Protection Legislation in force at the time.

UK Data Protection Legislation: all applicable data protection and privacy legislation in force from time to time in the UK including the General Data Protection Regulation ((EU) 2016/679); the Data Protection Act 2018; the Privacy and Electronic Communications Directive 2002/58/EC (as updated by Directive 2009/136/EC) and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended.

Data Protection Legislation: the UK Data Protection Legislation and any other European Union legislation relating to personal data and all other legislation and regulatory requirements in force from time to time which apply to a party relating to the use of Personal Data (including, without limitation, the privacy of electronic communications); [and the guidance and codes of practice issued by the relevant data protection or supervisory authority and applicable to a party].

Permitted Recipients:  the sponsor, the employees of the sponsor and any third parties engaged to perform obligations in connection with the agreement between MediConf and the sponsor.

Shared Personal Data: the personal data to be shared between the parties pursuant to clause 1.1. Shared Personal Data shall be confined to the following categories of information relevant to the following categories of data subject:

  1. name of conference delegate;
  2. address of practice at which conference delegate works; and
  3. Job title of conference delegate (e.g. doctor, nurse, etc.).

1.1 Shared Personal Data. This clause sets out the framework for the sharing of personal data between the parties as controllers. Each party acknowledges that MediConf will regularly disclose to the sponsor Shared Personal Data collected by the Data Discloser for the Agreed Purposes.

1.2 Effect of non-compliance with UK Data Protection Legislation. Each party shall comply with all the obligations imposed on a controller under the UK Data Protection Legislation, and any material breach of the UK Data Protection Legislation by one party shall, if not remedied within 30 days of written notice from the other party, give grounds to the other party to terminate this agreement with immediate effect.

1.3 Particular obligations relating to data sharing. The sponsor shall:

(a)  Give full information to any data subject whose personal data may be processed under this agreement of the nature such processing. This includes giving notice that, on the termination of this agreement, personal data relating to them may be retained by or, as the case may be, transferred to one or more of the Permitted Recipients, their successors and assignees;

(b)  Process the Shared Personal Data only for the Agreed Purposes;

(c)  Not disclose or allow access to the Shared Personal Data to anyone other than the Permitted Recipients;

(d)  Ensure that all Permitted Recipients are subject to written contractual obligations concerning the Shared Personal Data (including obligations of confidentiality) which are no less onerous than those imposed by this agreement;

(e)  ensure that it has in place appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data; and

(f)  Not transfer any personal data received from MediConf outside the EEA unless the transferor:

(i)  Complies with the provisions of Articles 26 of the GDPR (in the event the third party is a joint controller); and

(ii)  ensures that (i) the transfer is to a country approved by the European Commission as providing adequate protection pursuant to Article 45 of the GDPR; or (ii) there are appropriate safeguards in place pursuant to Article 46 GDPR; or (iii) Binding corporate rules are in place or (iv) one of the derogations for specific situations in Article 49 GDPR applies to the transfer.

1.4 The sponsor shall assist MediConf in complying with all applicable requirements of the UK Data Protection Legislation. In particular, the Sponsor shall:

(a)  Consult with MediConf about any notices given to data subjects in relation to the Shared Personal Data;

(b)  Promptly inform MediConf about the receipt of any data subject access request;

(c)  Provide MediConf with reasonable assistance in complying with any data subject access request;

(d)  Not disclose or release any Shared Personal Data in response to a data subject access request without first consulting MediConf wherever possible;

(e)  assist MediConf, at the cost of the sponsor, in responding to any request from a data subject and in ensuring compliance with its obligations under the UK Data Protection Legislation with respect to security, personal data breach notifications, data protection impact assessments and consultations with supervisory authorities or regulators;

(f)  Notify MediConf without undue delay on becoming aware of any breach of the UK Data Protection Legislation;

(g)  At the written direction of MediConf, delete or return Shared Personal Data and copies thereof to MediConf on termination of this agreement unless required by law to store the personal data;

(h)  Use compatible technology for the processing of Shared Personal Data to ensure that there is no lack of accuracy resulting from personal data transfers;

(i)  maintain complete and accurate records and information to demonstrate its compliance with its data protection obligations and allow for audits by MediConf or MediConf’s designated auditor; and

(j)  provide MediConf with contact details of at least one employee as point of contact and responsible manager for all issues arising out of the UK Data Protection Legislation, including the joint training of relevant staff, the procedures to be followed in the event of a data security breach, and the regular review of the parties’ compliance with the UK Data Protection Legislation.

1.5 Indemnity. The sponsor shall indemnify MediConf against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other professional costs and expenses) suffered or incurred by MediConf arising out of or in connection with the breach of the UK Data Protection Legislation by the sponsor, its employees or agents.

Upcoming Events

6 Jul 2022 @ Webinar Women´s Health Update Part 2
9 Jul 2022 @ Webinar Back and Lower Limb Problems in Primary Care
13 Jul 2022 @ Webinar Level 3 Bruising in Children? No
14 Jul 2022 @ Webinar Organisational Skills

What our delegates say

Delegate from Webinar: I am very new to diabetes but gathering lots of essential information Mr Paul Dromgoole - Diabetes
Delegate from Belfast: Very informative Felt speaker having knowledge of GP and Secondary Care Ophthalmology sectors was very helpful Dr Andrew Partner & Co - Ophthalmology
Delegate from Milton Keynes: This is one of the best Cardiology meeting I have attended, very GP friendly. Preventing AF
Delegate from Manchester: A holistic approach Dr Lee David - CBT
Delegate from Webinar: I had previously attended Dr Hodge´s Paediatric Study morning approximately 2 yrs ago. I wasn´t sure whether it would be beneficial to attend this webinar given that there was some overlap of topics. Really pleased I did as most of the topics that were covered were not on the previous one. Highly recommended! Dr Donald Hodge - Paediatrics
HELP

If you are having trouble using our site, please see commonly asked questions and help files below.

Frequently Asked Questions

What Do I Do If I Am Still Having Problems With My Booking/account?

Please contact one of the MediConf team. This can be done by clicking on the contact us link on the website https://www.mediconf.co.uk/Contact.aspx If your call is urgent you can ring our Office which is open 9am-5pm Monday-Friday on 01253 712894

Do You Provide Recordings Of The Zoom Webinar?

None of our webinars are recorded, due to the presentations being copyright and therefore the intellectual property of our speakers.

How Do I Login To A MediConf Webinar?

All Zoom links will be emailed to the email address you provided upon booking, 24 hours and 1 hour prior to the start time. It is your responsibility to notify us, prior to the start of the webinar, if you are using a different email address. Failure to do so, may prevent you from accessing or delaying access to the webinar. Always check your junk mail for the link. If you do not receive it, send an email to janet@mediconf.co.uk for assistance.

Do I Need The Zoom App Preloaded On My Device To Attend A MediConf Webinar?

No, the link will be sent to your e-mail by Zoom, this link will take you directly to the Webinar.

How Do I Find More Information On MediConf's Terms And Conditions?

For a full list of our Terms and Conditions and our Privacy Policy, please click on the more information tab, on the home page of our website.

Why Can't I See My Certificates In My Account?

The most common cause of this issue is that a second account has been created, with a separate email address. Please contact a member of the MediConf team to have the accounts reconciled. This can be done by clicking on the contact us link on the Website: https://www.mediconf.co.uk/Contact.aspx

What Do I Do To Retrieve A Lost Password?

There is a green "Log In" button in the top right of your screen, simply click this and select forgotten password from the available options.

How Do I Access My Certificate And Course Materials?

After attending one of our courses, certificates of attendance and any course materials are available for 6 Months in relation to Sole sponsored events and 12 months for all other events ONLY. After the course date, please log onto the Members Area of our website, to obtain your documents. If you require a duplicate copy of your certificate, an admin fee of £15.00 will be charged. This payment can be made over the telephone using all major cards.

Why Do You Charge A Fee?

We are not part of a CCG or a charity, but a private organisation. In view of this, to enable us to keep our costs to a minimum and still offer top quality education either FREE of charge or heavily discounted, it is necessary to provide sponsorship. This can be in the form of a sponsored session during the interval for webinars, or by way of a small exhibition during break times at all our face-to-face events. All our sponsorship complies fully with ABPI guidance. All sponsored sessions are clearly declared as such.

How Do I Book A Course?

All bookings are through the website only. We do not take bookings by phone or e-mail to reduce administrative costs to our delegates. Please select a relevant course, follow the prompts on screen and you will be invited to open a membership account, if you have not already joined. Courses are only available to registered healthcare professionals.

If the resources above do not answer your questions or you require further assistance, please fill out the contact form and a member of our team will get back to you as soon as possible.


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