Assured Events, Project Management Terms & Conditions

General
1. In this Contract (unless the contract otherwise requires), the following words shall have the following meanings:
"Scope of Works" means the specific details of the Event and the services or products that would be supplied by Assured Events within the price quoted;
"Client" means the company, firm, body, agent or person commissioning Assured Events to book the Event;
"Company" means Assured Events
"3rd Party" means any company, firm, body, agent or person who has an involvement with the event, whether paid or unpaid, other than the Client and Assured Events.
"Venue" means the location that hosts the Event, whether it be a hotel, conference centre or other, indoors or out.
"Conditions" means these terms and conditions which apply to all event bookings handled by Assured Events;
"Contract" means these Conditions and the Scope of Works;
"Event" means the project as outlined in the Scope of Works, including services provided by Assured Events directly or from 3rd Parties Managed by Assured Events.
"Account or Project Manager" means the Assured Events contact assigned to handle the project. There may be more than one manager assigned and that person may vary from time to time, depending on circumstances (annual leave etc);
"Price means the price specified in the Scope of Works;
2. This Contract is created upon Assured Events issuing the Contract to the Client for signature and accepting the Client's confirmation of the Event booking.
3. These Conditions shall prevail over any other terms and conditions (whether or not inconsistent with these Conditions) and whether such Conditions are in writing or are implied by custom, practice or course of dealing. For the avoidance of doubt, these Conditions shall also prevail over any other conditions previously published or implied by practice, by Assured Events in respect of Event bookings.
4. Returning the signed acceptance of these Conditions and Scope of Works is recognised as a Client having placed the order with the Company, as outlined in the Scope of Works, regardless of whether the Client operates a Purchase Order system. As such, the Client is bound by these purchase conditions.
Quotations & Pricing
1. The Price quoted in the Scope of Works is valid for 30 days of the date issued. The Price may vary from that quoted under certain circumstances:
a) alterations (initiated by either Party) to the Event requirements as outlined in the Scope of Works
b) pricing adjustments initiated by 3rd Parties whose products or services are required to fulfil the Scope of Works.
c) currency fluctuations influencing the Sterling equivalent of prices charged by suppliers or service providers in currencies other than Sterling.
d) changes to prevailing taxes such as, but not restricted to, VAT and import/export duty.
2. Any and all alterations to Pricing will be communicated and discussed with the client prior to invoicing.
3. It is the responsibility of the Client to check the Scope of Works and notify Assured Events of any mistake in writing immediately or the details stated in the Scope of Works will apply to this Agreement.

Cancellation
1. If the Event requires Assured Events to commission the products or services of 3rd Parties, the cancellation conditions unique to those suppliers will apply and will be the sole liability of the Client. Such cancellation terms will vary from supplier to supplier.
2. A significant reduction in numbers of guests, participants, attendees or delegates that takes the overall group size below the minimum contracted with a Venue or supplier may also incur penalty or cancellation charges from those 3rd Parties.
3. Assured Events will make every effort to inform the Client in advance of the cancellation policies of suppliers commissioned to carry out work in relation to the Event.
4. Assured Events will negotiate on the Client's behalf to minimise the impact of supplier cancellation fees but can offer no guarantee of reducing them.
5. Assured Event'’ cancellation fees are outlined in the table below:

Timing of Cancellation	Percentage of Project Fee
In excess of 6 months of the event	30%
Between 6-2 months of the event	50%
Between 2-1 months of the event	75%
Less than 1 month to the event	90%

6. In this clause, the Event will be considered "Cancelled" by Assured Events, when:
a) the Event Manager is notified by a Client representative, in writing, that the Event has been entirely cancelled
b) the Client fails to adhere to these Conditions
c) the Client is, or becomes, insolvent, or the Company has reasonable grounds for anticipating the same.
d) the Company is not satisfied with the Client’s credit status.
e) in the opinion of the Company, the Event may prejudice the reputation of the Company.
f) the Company is required to cancel the Event by the government or any other recognised authority.
7. Cancellation initiated by the Company will attract liability limited to a value of funds already paid by the Client to the Company in relation to this Event and will exclude any 3rd Party costs incurred by the Client or projected revenues to be generated by the Event.
8. If the Client wishes to postpone the Event to a date within 3 months of the agreed date, Assured Events will take all reasonable measures to manage the postponement without incurring further costs. The Client should be aware that 3rd Party suppliers could still charge penalty fees although every attempt to minimise these will be made.
9. A postponement of more than 3 months will be considered as a Cancellation and treated accordingly.

Payments
1. The Client shall make all payments due in Sterling and within 30 days of the date of the invoice.
2. The Company requires staged payment of all events based on the following timings:

Time Prior to Event	Percentage of entire Project Costs
In excess of 3 months of the event	25%
3 months from the event	50%
1 month from the event	25%

3. In some circumstances, elements of the Event may be revised with the agreement of both the Client & the Company (and/or 3rd Parties) which results in the final project cost being more or less than outlined in the Scope of Works or the total amount invoiced by the Company. In such circumstances, such price adjustments will be communicated to the client and can either be invoiced in addition to the agreed price outlined in the Scope of Works or refunded back to the Client's bank account or held on behalf of the Client against payment for future projects.
4. The Company shall raise and release invoices so that the 30 day allowance for payment takes into account the payment schedule in 4.2 above. For example if the final 25% of a project cost is due one month prior to the Event, the invoice will be raised 2 months prior to the event, to allow for processing and funds to be received in the Company bank account, one month prior to the Event.
5. Payments may be made by cheque, bankers draft or by BACS. The Company's bank account details are as follows:
HSBC
Sort Code: 40-13-33
Account No: 01398989
6. The Company reserves the right to amend or withdraw the Payment Schedule at any time and/or require payment of the Price or any other amount due in full or in part, without further liability, upon written notice to the Client if in the Company's view, the Client's credit worthiness deteriorates.
7. If the Client fails to pay any amount due under the Contract on the due date the Company may charge interest at an annual rate of 8% above the HSBC base rate from the due date up to and including the date of receipt (whether before or after judgement).
8. The Client shall notify the Company of any disputed amounts within 7 working days of the date of the invoice or request for payment. The Client shall pay the undisputed amount within 30 days of the date of the invoice. The disputed amount may be withheld until the dispute is resolved but shall bear interest as set out in clause 4.7 if found to be due.
9. All payments by the Client to the Company shall be made without deduction or set off.
10. Invoices shall be sent to the address and be marked for the attention of the person as detailed in the Scope of Works. The Client shall notify the Company of any change to the billing address or addressee as soon as reasonably practicable.

Outside and third party contractors
1. Where the Client has arranged for 3rd Party contractors to provide products or services for the Event, the Client shall (and shall procure that all third parties employed by the Client) comply at all times with all regulations (whether statutory or otherwise) of the Venue's rules and regulations and any reasonable requests of the Company.
2. The Event Venue has the ultimate sanction and will always reserve the right to refuse any external entertainment, services or activities that the Client may have arranged. Neither the Venue nor the Company accepts any liability for the acts or omissions of any party employed by the Client in connection with the Event, including loss of fees or deposits paid by the Client.
3. The Client shall ensure that these Conditions are brought to the attention of all third parties employed by the Client, in connection with the Event.
4. All 3rd Parties, whether commissioned by the Client or the Company, will need to provide proof of Employers & Public Liability Insurance to a minimum value of £2,000,000. They will also need to present Risk Assessments and if the circumstances warrant it, have provided a Method Statement prior to the commencement of the Event.
Security
1. Unless specific security arrangements are made between the Client, the Company and the Venue hosting the Event, the Company accepts no responsibility or liability for any loss or damage to property of the Client, delegates/guests or any third parties employed by the Client. The Client should note that some Event rooms are not capable of being locked and that the Client shall be responsible for informing its delegates/guests of this prior to the Event and for taking all reasonable security measures.
2. Security can be arranged by the Company with adequate prior notice. Charges for such measures would be costed separately.
Liability
1. Subject to clause 7.3 below, the Company is not liable to the Client in contract, tort (including negligence or breach of statutory duty) misrepresentation or otherwise for any of the following losses or damages, whether direct or indirect, and even if such losses and/or damages were foreseen, foreseeable or known, or the Company was advised of the possibility of them in advance:
1.1. loss of business opportunity;
1.2. loss of anticipated savings or income;
1.3. loss of goodwill; or
1.4. any indirect, special or consequential loss or damage howsoever caused.
2. The entire liability of the Company under or in connection with the Contract whether for negligence, breach of contract, misrepresentation or otherwise, is limited in respect of each event or series of connected events to the Price.
3. Nothing in this Contract shall operate to exclude or restrict either party's liability for:
3.1. death or personal injury resulting from negligence; or
3.2. fraud or deceit.
4. The Client shall indemnify and keep indemnified the Company from and against all claims, actions, damages, liabilities and costs (including professional fees) arising out of the acts or omissions of the Client or any guest/delegate of or third party employed by the Client, save to the extent that any such claim arises as a result of the negligence of the Company, its employees or agents.
Force Majeure
1. In this clause 8, "Force Majeure Event" means any circumstance beyond the control of the Company including, but not limited to acts of God, fire, explosion, adverse weather conditions, flood, earthquake, terrorism, riot, civil commotion, war, hostilities, strikes, work stoppages, slow-downs or other industrial disputes, accidents, riots or civil disturbances, acts of government, lack of power and delays by suppliers or materials shortages but, for the avoidance of doubt, nothing shall excuse the Client from any payment obligations under the Contract.
2. If the Company is prevented or hindered from hosting or managing the Event by a Force Majeure Event, the Company may, at its sole option, and without being liable for any loss or damage suffered by the Client or guests/delegates of or any third party employed by the Client attempt to re-locate the Event to another Venue in the same locality, or terminate the Contract forthwith by giving notice to that effect to the Client.
Behaviour
1. Should any delegates/guests of or third parties employed by the Client behave in a manner that is considered unacceptable to the Company, Supplier or the Event Venue, the Company, Supplier and/or the Event Venue reserves the right to remove such party from the premises and/or terminate the Contract. In this event, no monies will be refunded to the Client.
2. The Client shall pay for the cost of repairing any damage caused to the property, contents or grounds of the Event Venue or 3rd Party by the Client or its guests.
Confidentiality
1. Each party must treat all information received from the other marked "confidential" or reasonably obvious to be confidential, as it would treat its own confidential information.
2. Data will be held and/or transferred in strict accordance with the applicable data protection laws.
Law
1. If any provision of this Contract is found by any court or administrative body of competent jurisdiction to be invalid or unenforceable, such invalidity or unenforceability shall not affect the other provisions of this Contract, which shall remain in full force and effect.
2. If any provision of this Contract is so found to be invalid or unenforceable but would cease to be invalid or unenforceable if some part of the provision were deleted, the provision in question shall apply with such modification as may be necessary to make it valid and enforceable.
3. A person who is not party to this Contract shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Contract.
The clause does not affect any right or remedy of any person which exists or is available otherwise than pursuant to that Act. 4. This Contract constitutes the entire agreement and understanding between the parties in respect of the matters dealt with in it and supersedes, cancels and nullifies any previous agreement between the parties relating to such matters notwithstanding the terms of any previous agreement or arrangement expressed to survive termination.
5. No variation or alteration of any of the Contract shall be effective unless it is in writing and signed by or on behalf of each party.
6. This Contract shall be governed by English Law and the parties to this Contract submit to the jurisdiction of the English courts.

Assured Events: Conference management from expert conference planners and conference organisers

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Manchester Office:

Oak House Gatley Road Cheadle Cheshire SK8 1PY
Tel:	0161 428 1115
Fax:	0161 428 1116

Liverpool Office:

19 Old Hall Street Liverpool L3 9JQ
Tel:	0151 245 0103
Fax:	0151 258 1077

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