EMEA PUG Challenge Limited - Conference Terms and Conditions


1) Delegate Terms and Conditions

a) All bookings made prior to the conference will be provisional until full payment is received. Once payment has been received the booking will be confirmed by email.

b) Fees
In order to qualify for any rates, booking and payment must be received before the deadline date, listed in the conference marketing material.

c) Substitutions and Cancellation
Unfortunately, we are unable to offer a refund. However, an alternative person from the same organisation may be nominated to attend at no extra charge up to 24 hours prior to the start of the event. All substitutions or cancellations must be received in writing.

d) Registration Information
Registration information will be sent to registered delegates by email prior to the event. Any delegate not receiving the information should contact us by email to: julie@pugchallenge.eu

e) All participating delegates must have their lanyard and badge visible at all times during the event. Should you lose your badge at anytime, please report to the information desk where you will be issued a new one.

f) Guest Registration - if you register a guest, this guest may only attend the evening reception on Wednesday and Thursday. Should a registered guest be seen attending any of the sessions during the event, you will be charged a late delegate fee.

g) The organising committee reserve the right to refuse registration or entry to the conference to any delegate.

2) Speakers Terms and Conditions

a) Presentations
By submitting your presentations, speakers agree to allow EMEA PUG Challenge Ltd Committee to contact them regarding their services. EMEA PUG Challenge may use the speaker’s name and presentation for promoting delegate attendance at the conference. Slides will also be made available to the delegates as part of the overall conference material.

b) Technical Speakers will receive a complimentary conference pass (max one speaker per session). Compensation for travel expenses will be based on the region the speaker comes from (max one speaker per session). Please indicate estimated travel expenses together with your submission.

c) Technical Speakers providing presentations for each of the tree days will receive 3 nights’ accommodation at the venue (Tuesday, Wednesday and Thursday) paid by EMEA PUG Challenge Ltd.

d) Technical Speakers providing presentations over two days will receive 2 nights’ accommodation at the venue (Wednesday and Thursday) paid by paid by EMEA PUG Challenge Ltd.

e) If you choose to book accommodation elsewhere you will not be able to claim these expenses. If you choose to book an alternative hotel and do not inform us you will be charged for the accommodation that the organisation has booked on your behalf as a speaker.

f) Commercial Speakers delivering commercial presentations are not eligible to any kind of compensation for travel expenses. Conference passes for commercial speakers are expected to come from the pool of conference passes received by the commercial organisation for the sponsorship. There are no extra free conference passes for commercial speakers.

g) The organizing committee reserves the right to reject any session proposal as they see fit.

Sponsors Terms and Conditions

a) Applications
Applications for Sponsorship or Exhibition space at the EMEA PUG Challenge conferences should be made on the official booking form. Both are allocated on a strictly “first-come, first-serve basis”.

b) Payment
An invoice will be issued on receipt of the booking form and payment should be made in accordance with the terms on the invoice.

c) Registration of Staff
Staff from Sponsors and Exhibitors who wish to attend the conference must register as full delegates, unless included in Sponsorship Package.

d) Stand Building
Standard exhibition sites for the conferences are 2m width x 1m depth unless stated otherwise. Included with the space are a table and 2 chairs. Exhibitors must abide by the set-up and breakdown times as stated by the organiser. Exhibition stands must be manned during all refreshment breaks and events scheduled in the Exhibition area. Under no circumstances can the stand be broken down before the specified time, unless a specific arrangement has been made with the organiser.

e) Amendment of Site Plan
Every endeavour is made to reserve the published layout of the conference area and exhibitions. Should it be necessary to revise the layout for any purpose, the Organiser reserves the right to transfer an Exhibitor to an alternative suitable site.

f) The organising committee reserves the right to accept or reject sponsorship applications as they see fit.

3) Alteration to Programme

EMEA PUG Challenge Ltd reserves the right to make alterations to the conference programme.

4) Photography

For promotional purposes, there may be a professional photographer taking pictures during the conference.

5) Access requirements

Delegates should advise of any access requirement at the time of registration.

6) Insurance

It is the responsibility of Delegates, Sponsors and Exhibitors to arrange appropriate insurance cover in connection with their attendance at the conference. EMEA PUG Challenge Ltd cannot be held liable for any loss, liability or damage to personal property.

7) Travel Insurance

All persons attending the EMEA PUG Challenge conference should ensure that they have adequate travel insurance to cover this.

9) Exclusion

The EMEA PUG Challenge Ltd cannot be held liable to any Delegate, Speaker, Sponsors and Exhibitors for any cancellation of the event or travel arrangements due to any acts of terrorism, strike action or act of God and any other disruption of arrangements due to unforeseen circumstances beyond its control.

If you have any queries about these Terms and Conditions, please contact the booking office:
Tel: + 44 (0) 1202 620 700
Julie: julie@pugchallenge.eu