Event booking and cancellation

Cancellation of event
In the unlikely event that MEET South West has to cancel the event, we shall not be liable for reimbursing the cost of travel or accommodation arrangements made by registrants.

Data protection
Your information will be held by MEET South West. For the purposes of the Data Protection Act, MEET South West is the data controller.

Registrations for MEET South West is managed using a system operated by a third party under contract to MEET South West. Data, including personal data, will be processed and stored on systems managed by this third party and MEET South West. This data can only be accessed by authorised members of MEET South West staff, and for the purposes of maintaining and supporting the system, by members of staff at the third party.

Where MEET South West contracts with additional third parties to provide events, for example the Mercure Bristol Grand, we may also provide them with access to this data in order for them to fulfil their services to MEET South West.

MEET South West will use your data for the administration of the event in question, to improve the services we provide and, unless you have chosen to opt out, to inform you via email of future MEET South West news, events and other relevant activity.

You can choose to unsubscribe from MEET South West emails of this kind at any time. You may get your information updated or removed from our records by emailing hello@meetsouthwest.co.uk.

The information you submit will not be kept for any longer than is needed. The length of time will depend upon whether MEET South West has 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.

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.

Conditions of attendance

You must comply with instructions and directions given by staff, stewards and agents of the venue and MEET South West and any applicable policies and procedures of which you are notified.

We reserve the right to refuse access to, or remove any delegate from MEET South West who, in our reasonable opinion has, or is likely to affect the enjoyment of the other delegates, in our reasonable opinion is acting under the influence of alcohol or drugs, or who uses threatening, abusive or insulting words or behaviour or who behaves in a manner which may cause a breach of the peace.

Recording disclaimer

During this event we will be doing one or all of the following:

  • Take general photographs
  • Record audio output from the event
  • Video record the event proceedings

These and other photographs and filming will be used for display on the MEET South West website and in future MEET South West publicity materials. All video and audio recordings and photographs will remain the property of MEET South West. By submitting this registration form you are agreeing to the photographing and/or recording and/or filming of the proceedings, as described above, being made for future dissemination by MEET South West and third parties within whom it works in partnership, for non-commercial purposes.

If you wish NOT to be photographed or video recorded, please let the organisers know on arrival and we will issue you with a blue lanyard to show you do not wish to be recorded.

Limitation of liability

Personal arrangements including travel, accommodation or hospitality relating to MEET South West which have been arranged by you are at your own risk.
Neither MEET South West nor the venue will be responsible for any loss, theft or damage to your personal belongings, other than caused as a result of our negligence or that of the venue or other breach of statutory duty by us or the venue. Any such liability that arises shall be limited to a sum equal to £2,000.

You will be responsible for paying for any damage which you cause to property at the venue including the cost of additional cleaning where charged by the venue.

Nothing in these terms and conditions will operate to limit or exclude liability of each party for death or personal injury arising out of its negligence, or for its fraud nor any other liability which cannot be excluded or limited under applicable law.

Subject to the paragraph above, in no circumstances will either party be liable to the other party for any loss of business, revenue, profits, anticipated savings or goodwill (whether direct or indirect) or for any indirect, special or consequential loss, arising out of or in connection with these terms and conditions and the event.

Force majeure

For the purposes of these terms and conditions, “force majeure” means any cause beyond our reasonable control including, but not limited to, war, acts of terrorism, governmental requirements, acts of local or central government or other competent authorities, acts of God and industrial disputes.

We will not be liable to you for failure to perform any obligation under these terms and conditions or in relation to your booking to the extent that the failure is caused by force majeure.

Health and safety

You must comply with all relevant legislation relating to health and safety and with any safety announcements and Venue regulations of which you are made aware whilst attending MEET South West.

Equality and diversity statement

MEET South West endeavours to arrange events in fully accessible locations. However, we would appreciate your co-operation and ask that you inform us immediately if you require additional facilities or any other personal requirements.

We may need to pass on information to a third party about your support requirements. If we are not able to reveal these details this may affect the accessibility arrangements we are able to provide. By submitting this booking form you agree to your support requirements being passed on to relevant third parties.

Privacy statement

Management of data will be carried out in accordance with the privacy statement available at https://www.meetsouthwest.co.uk/privacy-policy.