Call for Speaker

For the purposes of these Terms and Conditions, “the Organiser” is Reed Exhibitions Limited, Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, acting in its capacity as the organiser of the Event.

For the purposes of these Terms and Conditions, “the Event” is the event owned and/or staged by the Organiser for which this Call for Speakers is applicable, details of which Event are on the webpage or website or portal to which these Terms and Conditions are linked. The forum or panel or conference in which you will be providing your speaking services/contribution shall be defined hereunder as “the Conference”.  

By submitting presentations (“Submissions”) and thereby agreeing to speak at the Conference, speakers (i.e. “you”, “your”) agree to these Terms and Conditions.

1.              Submissions

Eligibility: Only end-user practitioners or contracted exhibitors at the Event or exhibitors at previous versions of the Event or prospective exhibitors to the Event or a future version of the Event (hereinafter referred to as “Exhibitors”) or Exhibitors’ authorised representatives can make Submissions to speak at the Conference.

Number of Submissions: Each Exhibitor/end-user practitioner may make a maximum of three (3) Submissions.

Acceptance: Each Exhibitor/end-user practitioner can have a maximum of three (3) Submissions accepted. There is no guarantee by the Organiser that any Submissions will be accepted.

Submission Method: To make a Submission, you must be aged 18 or over and complete the online submission form which you will find located in the relevant webpage or website or portal of the Event.

Submission Deadline: The deadline for Submissions is as listed on the relevant webpage or website or portal of the Event. No additional Submissions will be accepted after this time and date. The Organiser reserves the right to request clarification or additional information about Submissions, if required.

Copyright: By making a Submission, you warrant and represent that its content is original and does not infringe the copyright of any third party. Should any materials in your Submission be the work of others, these materials must be properly credited and, should you be chosen to speak, you agree to obtain and pay for any necessary grant of permission for use of such third party materials prior to the Conference.

Availability: By presenting a Submission for consideration, you confirm that you/the proposed speaker(s) will be available to attend and speak at the Conference. The exact Conference schedule will be put together and finalised by the Organiser and you will be informed of the exact time of your session. The date and time of your presentation will be determined by the Organiser, at its discretion.

Content: All Submissions will be in English and will be requested in electronic format. All content must be benefit lead and not sales lead. No sales pitches will be accepted.

Judgement and Selection of Submissions: Submissions shall reviewed and selected by the Event team and/or its advisers, at their absolute discretion.

Notification: You will be notified by email by the deadline date specified on the relevant webpage or website or portal of the Event as to whether your Submission has been accepted or rejected.

Confidentiality: The Organiser agrees to treat the content of all Submissions as confidential.

Personal Data: The Organiser will only use your personal details to process Submissions, to send you updates about your Submission, to notify you if your Submission is selected, to promote you as a speaker at the Conference and to include your biography details in the Conference programme and on the website and other promotional materials. Where the Organiser or any other company in the Organiser’s corporate group wants to use your personal details for other purposes (such as marketing), the Organiser will offer you the opportunity to agree or refuse such use. 

Your personal details will be treated in accordance with the Organiser’s Privacy Policy from time to time and in accordance with the law as it relates to people’s personal details. This link takes you to the Organiser’s Privacy Policy: https://privacy.reedexpo.com/en-gb.html. In the event that you receive any personal data of the Organiser or its customers, you agree to comply with any relevant General Data Protection Regulations and in particular you will put in place appropriate technical and organisational security measures to protect the personal data. You will not transfer the data to third parties, you will only use the data for promoting your related services and products and you will otherwise act only on the instructions of the Organiser as to the use of such data.

Bribery: You also agree to comply with all applicable laws in the performance of this Agreement, including your obligations under the UK Bribery Act 2010.

2.              Presentations of Submissions (“Presentations”)

Presentations: Should you be selected to speak at the Conference, you agree that the Organiser shall be entitled to record, copy and publish your Presentation and your name, image, likeness, voice, biography and abstract in all media, including print, internet and electronic formats, for the purposes of running the Conference and marketing the Conference.

You warrant and represent that nothing in your Presentation will be defamatory of any third party, obscene, indecent, blasphemous, in contempt of court, discriminatory, interfering with the privacy rights or confidentiality obligations of any third party or be in any other way unlawful or make the Organiser liable in any way to any third party or contain any viruses or other worms or computer programming routines intended to damage or intercept the Organiser’s systems or data.

The Organiser shall have the right to edit or vary any written material in your Presentation prior to publication (and you agree to waive your moral rights for this purpose), but shall, if practicable, supply to you prior to publication a copy of any such material so edited or varied.

You acknowledge and agree that the Organiser uses Colleqt technology at the Event, including in respect of the Conference. Colleqt has the capability to allow Visitors to collect speakers’ Presentations through scanning relevant QR codes and you agree that the Organiser may use such Colleqt technology and such use shall not be deemed an infringement of any of your rights relating to your Presentation.

You irrevocably undertake to the Organiser that you will not represent your views (whether expressed as part of the Presentation or otherwise) as being those of or shared by the Conference, the Organiser or any affiliate, officer, agent or employee thereof.

Intellectual Property Rights: All intellectual property rights in the Submissions, Presentations and biographies are owned by you and you agree to grant the Organiser a non-exclusive, irrevocable, royalty free, unrestricted worldwide licence to use the same to enable the Organiser to meet its obligations under this Agreement and to market the Event and the Conference. All other intellectual property rights in the Event, the Conference and customer databases are vested in the Organiser.

Accommodation and Travel Costs: Accommodation, travel costs and other expenses incurred by you in relation to the Conference are your sole responsibility and the Organiser shall not reimburse you for them, unless other arrangements have been agreed with the Organiser in writing prior to the Conference.

Cancellation: If, for any reason, the original speaker submitted by you is unable to speak at the Conference and a suitable replacement cannot be found, the Organiser will select an alternative from the initial Submissions received and your speaking slot will be forfeited.

Changes to Presentation description: Once your Submission has been selected, you are not permitted to change the topic or outline of the session and you commit to adhering to the description you provided on the date of issue of your Submission.

Liability: You will be liable for any breach of any of these Terms and Conditions and, in particular, for any infringement of the copyright or other intellectual property rights of any third party.

3.              General

Organiser’s Liability: Nothing in these Terms and Conditions removes or limits the Organiser’s liability for fraud, for death or personal injury caused by the Organiser’s negligence or for any liability which cannot be limited or excluded by aw. These Terms and Conditions also do not affect the rights that are granted to you as a consumer by law. Otherwise, the Organiser will not be liable to you for any matter relating to the Conference, the Event or your Submission or your Presentation. The Organiser will also not be liable to you if you suffer loss or inconvenience because of the failures of persons or systems that the Organiser does not directly control – for example, mobile phone network operators, internet service providers, postal services, software providers and telephone traffic handlers.

Force Majeure: Force Majeure Event means any act, event, omission or accident beyond the affected party’s reasonable control, including, without limitation, strikes (save for its own workforce), lock-outs, failure of a utility service or transport or telecommunications network, act of God, epidemic, pandemic, World Health Organisation travel advisory or travel alert, war, riot, civil commotion, malicious damage, accident, government and/or local authority restraints, regulations or orders, fire, flood or storm.

Neither party shall have any liability to the other under these Terms and Conditions if it is prevented from or delayed in performing its obligations or its obligations have been interfered with by a Force Majeure Event or, in the case of Organiser, it is inadvisable to hold the Event or the organising, delivery, holding of the Event is interfered with by reason of a Force Majeure Event provided that the other party complies with the following: a party who becomes aware of a Force Majeure Event which gives rise to or is likely to give rise to a failure or delay in performing obligations under these Terms and Conditions shall forthwith notify the other party of the obligations it cannot comply with and the reason why and the period for which it is estimated that such failure or delay will continue; and take all reasonable steps to mitigate the effect of the Force Majeure Event.

Governing Law: These Terms and Conditions, and any dispute arising out of or in any way relating to these Terms and Conditions, shall be governed by and construed in accordance with the laws of England and Wales. The parties hereby irrevocably acknowledge and agree that the English courts shall have exclusive jurisdiction.