Free Virtual Event Terms and Conditions
These are the terms and conditions governing your participation in any free of charge AGI virtual event. Please read them carefully and make sure you understand them.
When registering for any free virtual 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 virtual 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.
Before booking a place, it is the delegate’s responsibility to ensure, that they have the required equipment, software and sufficient network access to take part in the digital event.
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 firstname.lastname@example.org.
Full joining instructions will be sent to all booked delegates prior to the Event.
Cost of Access
There is no charge to register for this event. Your registration entitles you to access the virtual 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 virtual event. AGI reserves the right to reschedule or cancel the virtual event at its discretion.
Use of Likeness
By participating in an AGI virtual 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.
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, speakers, performers, hosts, moderators, platform, and time.
All delegates will be provided with an email address for assistance and delegates having problems accessing the event can contact this for standard queries before and during the event. It is acknowledged that it may not be possible to solve all issues as these can be based on the participant’s equipment, software and quality of their network access/provision.
AGI will take precautionary steps to minimise the risk of the event being terminated due to issues or disruptions in service with the event host’s network provision, by assigning each event with an organiser.
Although prior to each live event all equipment and connections for chairs/speakers are tested for sufficient functionality, AGI cannot be responsible for equipment, software and network issues affecting the speakers/chairs during the live event. In the event of such issues, AGI reserves the right to make changes to the advertised program. These changes might at times result into an advertised talk being recorded and made available post event.
Sharing your Information
When signing up to our events (inclusive of webinars), delegates recognise that their name, company and job title will be shared with other delegates. This information may also be shared with speakers and 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.
Use of Registrant Contact Information
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.
By registering for an AGI virtual event, you agree not to sell, trade, transfer, or share your complimentary access link unless such transfer is granted by AGI. If AGI determines that you have violated this policy, AGI may cancel your access.
You acknowledge and agree that AGI reserves the right to remove you from the virtual event if AGI, in its sole discretion, determines that your participation or behaviour create a disruption or hinders the virtual event or the enjoyment of the virtual 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 Code of Conduct. This Code of Conduct applies to all Events, including those sponsored by organisations other than the Organiser but held in conjunction with Organiser events.
Recording & Broadcasting
Participants may not record or broadcast audio or video of sessions of AGI virtual events. Participants may not record any one‐on‐one meetings, group discussions, virtual networking, or any other activity with other Participants without prior written consent from all other Participants in the conversation.
AGI reserves the right to deny participation to anyone who engages in or is reputed to engage in unethical or non‐compliant business practices.
AGI may also exclude any prospective participant from registering for or participating in any virtual event, at AGI’s sole discretion.
AGI is dedicated to providing a harassment‐free virtual event experience for everyone. AGI does not tolerate harassment of any form.
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 virtual events.
The copyright of all material rests with the speaker or AGI and AGI will not be held responsible for any infringements as a result of plagiarism, libel, slander or misuse of material.
Unless explicitly stated to the contrary, materials presented at AGI virtual 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.
Version 1.0 Dated 24 May 2021