Supplier Terms & Conditions

Please be aware that our Terms & Conditions are in place to protect both our business and most importantly the Clients that attend our Events, essentially they are there as a safeguard to protect you.


  • Company – refers to Platform Events UK Ltd , and all staff related to this company
  • (Company Number: 7957429, Registered Address First Floor Chestnut Hall, 2 Southam Road, Dunchurch, Rugby, Warwickshire, CV22 6NL, England.
  • Client – refers to all parties booked to attend the Event (either paying or FOC) both individuals and businesses
  • Force Majeure – refers to an event that is outside the reasonable control of the Company or the Client (whichever shall be applicable)
  • Hotel – refers to the venue at which the Event is being held
  • Event – refers to the event being held as stated in the booking confirmation
  • Parties shall refer collectively to the Company and the Client

The parties hereby agreed as follows:

  • The Company accepts no responsibility (monetary or otherwise) for withdrawal by any Client.
  • The Company reserves the right, in its sole discretion, to change or cancel the attendance of any Client at any time either before the Event or during the Event. No refund will be provided by the Company for any such cancellation or change. The decision of the Company shall be final, and the Company accepts no liability for any losses, damages, costs and or expenses as a result of any cancellation or change.
  • Extras are the full responsibility of the Client not the Company, including but not limited to the cost of hotel rooms, meals and bar bills
  • Clients are responsible for their own transport arrangements to the Event
  • Clients must ensure that they have in place adequate insurance coverage for attendance at the Event, including travel insurance if applicable
  • Any VISA requirements are the responsibility of the Client
  • The Company’s liability shall be limited to refunding any fees paid by the Client where the Company has cancelled the Event and no alternative Event can be offered, with the exception of Force Majeure. In the event of Force Majeure, the Company shall not be liable for any losses, liabilities, damages, costs and or expenses.
  • The Company reserves the right to change the theme of any Event without notice
  • The Company reserves the right to change or allocate individual meetings at any time
  • The Company will use its reasonable endeavors to match Clients meeting requests. The Company does not warrant that the meetings allocated will match your specific meeting requests.
  • Payment Terms
    • Full balance due 12 weeks prior to the Event
    • £750 deposit due at time of booking
    • Bookings within 12 weeks of Event date are payment in full at time of booking
    • Extras due in full at time of booking – including showcase, adverts
    • Any cancellation charges due immediately payable on the day of cancellation by the Client
  • Meetings will be based on the requests of the Clients but will also include meetings selected by the Company
  • Signatories: The person completing and signing the booking on behalf of the Client shall be deemed to have full authority to do so and the Client shall have no right to claim against the Company that such person did not have such authority
  • All Event costs and agreed numbers of meetings will be as detailed in the booking confirmation from the Company
  • No refund of booking fees will be made
  • Should the Client fail to attend an Event or not fulfill their full Event timetable, the charges referred to as “Cancellation Charge” will apply.
  • Although all reasonable precautions will be taken, the Company is not responsible for the safety, loss, theft or damage to the Client or the Client’s property whilst attending the Event. The Company has assumed that the Client has in place their own insurance to cover all losses, liabilities, damages and any risks associated with their attendance at the Event.
  • The Company does not warrant that any information provided in connection with an Event shall be accurate, or error free. Any error or omission on the part of the Company shall not entitle the Client to cancel their booking or otherwise.
  • In no event shall the Company or any of its directors, officers, employees or agents be responsible or liable to the Client for any indirect, incidental, consequential, special, exemplary, or punitive damages (including loss of profits, loss of revenue, loss resulting from interruption of business or loss of use or data), even if the Company, or any their directors, officers, employees or agents have been advised of the possibility of such damages and notwithstanding any failure of essential purpose of any limited remedy of any kind, under any contract, negligence, strict liability or other theory, arising out of or relating in any way to these Terms & Conditions or any related terms or their implementation. Except as expressly set forth in these Terms & Conditions or a related set of terms, the Company make no, and expressly disclaims all, representations or warranties of any kind with respect to the Event or any other subject matter of these Terms including without limitation any representations or warranty as to merchantability or fitness for a particular purpose.
  • The Client will indemnify and hold harmless the Company against any losses, liabilities, damages and or expenses by reason of the liability or potential liability of the Client for or arising out of any claims for damages (howsoever arising).


  • Bookings confirmed based on either verbal/email/booking form confirmation basis
  • Company accepts booking by verbal/written (inc email or booking form) notification
  • Once confirmed (as above) Company will send invoice to be paid by date shown
  • Company also accepts bookings based on payment received
  • Cancellation
    • Up to 12 weeks prior to event – Upon confirmation from the client, responsible for 30% of booking
    • Within 12 weeks of event – client responsible for 100% of booking
  • Booking includes:
    • Meetings (specified in agreement confirmation)
    • Accommodation for 1 night
    • Event meals & beverages at event functions

Our Prices all exclude VAT at the prevailing rate.

No variation to these Terms & Conditions will be accepted without the written consent of the Company.

The Client shall not be entitled to assign and or sub-contract any of its obligations (if any) under these Terms & Conditions. The Company shall be entitled to assign and or sub-contract any of its obligations under these Terms & Conditions without prior consent from the Client.

Use of Companies’ Credentials, Names, and Logos

  • Platform Events UK preserves the right to use the credentials, names, and logos of registered companies (hereafter referred to as “Participants”) for promotional and marketing purposes related to any events organised by Platform Events UK.
  • Participants grant Platform Events UK a non-exclusive, royalty-free, worldwide license to use their credentials, names, and logos for the purposes stated in clause 1 above. This license includes, but is not limited to, the right to reproduce, distribute, display, and publish the aforementioned materials in various marketing materials, both online and offline.
  • Participants acknowledge and agree that Platform Events UK may use their credentials, names, and logos in a manner consistent with industry standards and best practices.
  • The logo of any Participant will not be used in a manner that implies sponsorship or endorsement of any company, product, trademark, person, or service by Platform Events UK. The use of logos will be strictly limited to promotional and marketing materials related to any events organised by Platform Events UK.

Use of Photographs or Videos

Platform Events UK reserves the right to capture photographs and videos during our events, including images of Participants and attendees.

  • By attending our events, Participants grant Platform Events UK the irrevocable and unrestricted right to use any photographs or videos taken at the event for promotional, marketing, and advertising purposes related to Platform Events UK and its events.
  • Participants release Platform Events UK from any claims or demands arising out of or in connection with the use of their likeness, image, or voice in photographs or videos taken at our events.
  • Platform Events UK may use photographs or videos taken at our events in various marketing materials, including but not limited to, brochures, websites, social media platforms, press releases, and advertisements.

Participants acknowledge that they have read and understood these terms and conditions regarding the use of companies’ credentials, names, logos, photographs, and videos, and agree to comply with them.

  • Platform Events UK reserves the right to update or modify these terms and conditions at any time without prior notice. Participants are encouraged to review these terms periodically for any changes.

By registering for and attending any of the events hosted by Platform Events UK, Participants acknowledge their acceptance of these terms and conditions regarding the use of companies’ credentials, names, logos, photographs, and videos.

No waiver

The failure by either of the Parties to require performance of any provision of these Terms & Conditions shall not affect either Parties’ right to require performance at any time thereafter, nor shall a waiver of any breach or default of these Terms & Conditions constitute a waiver of any subsequent breach or default or a waiver of the provision itself.


If any provision of these Terms & Conditions is held to be unenforceable, then such provision will be modified to reflect the Parties’ intention. All remaining provisions of these Terms & Conditions shall remain in full force and effect.


Any notice under these Terms & Conditions must be served in writing upon the other party.


Any dispute arising out of or in connection with these Terms & Conditions shall, at first instance be referred to a mediator for resolution. The Parties shall attempt to agree upon the appointment of a mediator, upon receipt, by either of them, of a written notice to concur in such appointment. Should the Parties fail to agree within fourteen days, either of the Parties, upon giving written notice, may apply to the President or the Deputy President, for the time being, of the Chartered Institute of Arbitrators, for the appointment of a mediator.

Should the mediation fail, in whole or in part, either of the Parties may, upon giving written notice, and within twenty eight days thereof, apply to the President or the Deputy President, for the time being, of the Chartered Institute of Arbitrators, for the appointment of a single arbitrator, for final resolution, The arbitrator shall have no connection with the mediator or the mediation proceedings, unless both parties have consented in writing. The arbitration shall be governed by both the Arbitration Act 1996 and the Controlled Cost Rules of the Chartered Institute of Arbitrators (2000 Edition), or any amendments thereof, which Rules are deemed to be incorporated by reference into this clause. The seat of the arbitration shall be England and Wales.

These Terms & Conditions are governed by the laws of England & Wales, and the courts of England & Wales shall have exclusive jurisdiction in the event of a dispute between the Parties.

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