These are the terms and conditions governing your participation in any AGI events where a booking fee applies. Please read them carefully and make sure you understand them.

Registration

When registering for an event, the party making the booking will be asked to provide information about the delegate(s) attending, including but not limited to their or their organisation’s membership status.

By registering for the event, you agree to these terms and conditions between the Association for Geographic Information (“AGI”) and the registered participant (“you” or “Participant”).

If you are registering on behalf of another individual, it is your responsibility to ensure the person participating is aware of these terms and accepts them. By completing the registration on behalf of another individual you are confirming that you have made the Participant aware of these terms and that they have accepted these terms.

Delegates will receive an automated confirmation of their booking from AGI once the booking has been processed. If you have not received that confirmation within five working days of your registration, please email the events team at info@agi.org.uk.

Further details will be sent to all booked delegates prior to the Event.

Participation Requirements

Cost of Access

Your registration entitles you to access the event for which you have registered. Any and all other costs associated with your attendance shall be borne solely by you, and the AGI shall have no liability for such costs.

Location, Time, and Date

AGI reserves the right to change the time frame of the event. AGI reserves the right to relocate, reschedule or cancel the event at its discretion.

Cancellation of conference participation by delegate

For cancellations more than four weeks prior to the conference i.e. on or before 16 May 2024 100% of the conference registration fee will be refunded.

For cancellations less than four weeks prior to the conference i.e. from 17 May 2024 no refunds will be made. You must follow the instructions below to notify AGI of cancellation.

If a registered delegate is unable to attend the conference they should:

• Email confirmation of the cancellation to info@agi.org.uk

Use of Likeness

By participating in an AGI event, you acknowledge and agree to grant AGI the right to record, film, live stream, photograph, or capture your likeness in any media now available or hereafter developed and to distribute, broadcast, use, or otherwise globally to disseminate, in perpetuity, such media without any further approval from you or any payment to you. This grant to AGI includes, but is not limited to, the right to edit such media, the right to use the media alone or together with other information, and the right to allow others to use or disseminate the media.

Event Content

You acknowledge and agree that AGI, in its sole discretion, reserves the right to change any and all aspects of the event, including but not limited to, the event name, themes, content, programme, location and time.

All delegates will be provided with an email address for assistance and delegates can contact this for standard queries before and during the event.

AGI will take precautionary steps to minimise the risk of the event being terminated due to issues or disruptions, by assigning each event with an organiser.

Sharing your Information

When signing up to our events, delegates recognise that their name, company and job title will be shared with other delegates. This information may also be shared with organisers contracted by AGI.

AGI may also share delegate information with online service providers such as event booking systems, marketing systems and survey tools where this is necessary for the delivery of the event

AGI understands its online service providers will adhere to their own corporate GDPR policies and practices upon receipt of and when using shared data.

AGI may also share personal information with third parties if it is under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply its terms of use and other agreements; or to protect its rights, property, or safety of its customers, or others.

Use of Registrant Contact Information

Please see our Privacy Policy for information on how we use your data. https://www.agi.org.uk/privacy-policy/

The Attendee List may not be reproduced, copied or disseminated, entered into a computer database, used as part of or in conjunction with a mailing list, or otherwise utilised except for your individual, personal and confidential reference. Use of the data in the Attendee List to send unsolicited marketing e‐mails (“spam”) is not permitted.

Disruptive Conduct

You acknowledge and agree that AGI reserves the right to remove you from the event if AGI, in its sole discretion, determines that your participation or behaviour create a disruption or hinders the event or the enjoyment of the event content by other participants.

The AGI is committed to providing a safe, respectful, harassment-free, accessible, productive, and welcoming environment for all Event participants and its staff, with equity in rights for all.  All participants, including, but not limited to, attendees, speakers, volunteers, Sponsors, Co-Sponsors, Organiser’s staff, service providers, and others are expected to abide by the . This Code of Conduct applies to all Events, including those sponsored by organisations other than the Organiser but held in conjunction with Organiser events.

Unethical Practices

AGI reserves the right to deny participation to anyone who engages in or is reputed to engage in unethical or non‐compliant business practices.

Additional Exclusions

AGI may also exclude any prospective participant from registering for or participating in any event, at AGI’s sole discretion.

Anti‐Harassment

AGI is dedicated to providing a harassment‐free event experience for everyone. AGI does not tolerate harassment of any form.

Trade Marks

All trademarks, service marks, trade names, slogans and logos that appear at or in connection with the event are the property of AGI or a participating organisation. Delegates may not copy, display or use any of these marks without prior written permission by the relevant owner.

Limitations of Liability

AGI does not accept responsibility for accident, injury, or loss suffered while attending an event, unless it is directly due to negligence by AGI.

AGI accepts no responsibility for any loss incurred while using material or information gathered at AGI events.

Unless explicitly stated to the contrary, materials supplied at AGI events may not be reproduced, copied, or in any way incorporated into or stored on any website, electronic retrieval system, publication or in any other form.

Law and Jurisdiction

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales and any disputes shall be subject to the jurisdiction of the courts of England and Wales.

Dietary Requirements

You must specify any dietary requirements on your booking form.  Neither AGI, its organisers nor the catering providers for the conference is/are responsible for any adverse reaction or consequences relating to dietary needs if you have not given notice of these requirements on the registration form.  In any event it remains your responsibility to be vigilant about what you are eating while at the conference.  Note especially that we may not be able to accommodate requests made less than 14 days before, or at the conference itself.

Version 1.0. Dated February 2024