Events and Awards terms and conditions
The content contained within this site is for the general information of visitors. No responsibility can be accepted for any use made of the information presented. Visitors should additionally recognise that, although all events information is correct at the time of publishing, the CIPR reserves the right to alter programmes, speakers and venues without prior notification.
The CIPR doesn’t warrant or guarantee the accuracy or currency of the information on any CIPR website. If you use any information found on this website to make decisions or take actions, you do so at your own risk and acknowledge that the information carries no warranty, express or implied.
(updated May 2018) .
The CIPR does not accept provisional bookings. All bookings must be made through the CIPR website.
Receipt of bookings will be confirmed in writing by the CIPR which you should check carefully. If you don’t receive this within 48 hours, please contact the CIPR on 020 7631 6900 or email email@example.com. Bookings are not officially confirmed until payment has been received.
It is your responsibility to ensure accurate information is provided at the time of booking.
The CIPR reserves the right to alter the programme, venue or speakers without prior notification.
The CIPR will not be liable for reimbursing travelling, accommodation, or any other expenses incurred by attendees who fail to attend an event for any reason.
The legal basis we collect, store and process your personal data in order to fulfil the contract of the event booking.
We use the following platforms to administer each event booking and award entry – SagePay, if you pay online, iMIS and RhythmQ.
When you book to attend a CIPR event, your name, job title and/or organisation will be added to the event attendee list. This information is required to gain entry to the event and for security purposes. This is available to all attendees at the event and may be shared with event delegates electronically in advance.
Dietary requirement information provided is only shared with the venue as required to provide the service.
It is only possible to opt out of the above by not agreeing to the terms and conditions of the event booking and therefore not being able to book to attend the event.
Any suppliers, including venues, provided with data to deliver a service will be required to destroy the data once the event is over.
If you book to attend the Excellence Awards, your name and company name will also be made available on the Excellence Awards App prior to and after the event. You will be given the opportunity to request for your details to not be shared on the App during the booking process.
Job titles and organisations of attendees will be shared with event sponsors and commercial partners. No contact details or names will be shared. Data is supplied securely, and NDAs exist with these parties to ensure that your data is handled in accordance with the General Data Protection Regulation.
The contract of the event booking expires once the event and any administrative processes, including event evaluation, are complete.
Unless agreed otherwise with the CIPR, all bookings must be paid prior to the event taking place. We accept payment by debit or credit card, or we can issue an invoice. Invoices must be paid within 30 days of the invoice date. Where an invoice is issued less than 30 days prior to the event, payment must be made before the event date.
Login details for virtual events will not be provided until all outstanding payments are made.
All award entries must be paid by the deadline specified on the relevant award scheme’s web pages. Failure to pay by the deadline will result in entries being withdrawn from the judging process.
All disputed items on an invoice must be raised in writing within 24 hours of receipt.
We will exercise our statutory right to claim interest and compensation charges under the Late Payment of Commercial Debts [Interest] Act 1998 (as amended and supplemented by the Late Payment of Commercial Debts Regulations 2002) if payment is not received in accordance with our agreed terms of payment.
The payer is liable for any bank charges incurred. The CIPR must receive the full balance of the invoice. Please contact your bank for further information on bank charges you may incur.
Cancellations and transfer terms
Cancellation/transfer by the attendee:
Should you choose to withdraw an entry from an awards scheme, you will not be offered a refund.
All booking cancellation and transfer requests must be made in writing.
Award dinner tickets can be transferred from one attendee to another at no charge and the Events Team should be notified at least 24 hours prior to the event start time.
Admin fees for cancellation
Admin fees for cancellations are as follows:
Time - N/A Fee - No refunds available
Excellence Awards ceremony
Time - 10 working days+ Fee - 20%
Time - <10 working days Fee - 100%
PRide Awards ceremony
Time - 10 working days+ Fee - 20%
Time - <10 working days Fee - 100%
Time - 20 working days+ Fee - 20%
Time - <20 working days Fee - 100%
Cancellation/postponement of an event by the CIPR
In the event of a cancellation of an event by the CIPR, we will use reasonable endeavours to contact you using the contact details provided at the time of booking. We will also give notice of any cancellation through our website – you should check this regularly prior to the relevant event for up-to-date information.
The CIPR will not be liable for reimbursing fees if attendees are not able to attend an event due to circumstances out of the CIPR’s control, including, but not limited to, weather conditions, fire, flood, transport strikes, closures or delays or any other Force Majeure or Act of God.
It may be necessary for reasons beyond our control to alter the venue or the date of the event. We will give you as much notice as we can and your booking will be transferred to the new venue or date. In this instance, no refunds will be possible and our terms and conditions will apply to any replacement event.
If a replacement event is:
- not confirmed within 90 days of the date of cancellation;
- scheduled to take place in a location which is not within a reasonable distance of the location
of the cancelled or postponed event,
we will refund you the amount of the fee. You acknowledge that such refund shall constitute your sole remedy, and our only liability to you, in such circumstances.
The CIPR will not be liable for reimbursing travelling, accommodation, or any other expenses incurred as a result of any cancellation or postponement of the event.
Attendance at an event
Whilst attending the event, you will comply with:
- all applicable law, including, but not limited to, all health and safety legislation and requirements and;
- all instructions given by us or on our behalf, including, but not limited to,
in relation to any security arrangements.
Safety and security
You are responsible for ensuring your own safety and security whilst attending the event.
Filming and photography
We may, at our discretion, choose to photograph, film, broadcast or record the event. You grant us an irrevocable licence to use and sub-license the use of your name, voice, likeness, image and any contribution made by you at or to the event in any and all media (whether now known or hereinafter invented) as part of CIPR marketing communications.
The views expressed by any speakers at an event are their own. We shall not be liable for the views, acts or omissions of any such speaker or any other attendee at the event. Any information given or distributed as part of the event shall not constitute advice and should not be relied upon.
Applicable law and jurisdiction
These terms and conditions, their subject matter and their formation, are governed by English law.
The courts of England and Wales shall have exclusive jurisdiction to settle any disputes arising in connection with these terms and conditions (including any non-contractual terms). However, if you are a consumer and are a resident of Northern Ireland, you may also bring proceedings in Northern Ireland, and if you are a resident of Scotland, you may also bring proceedings in Scotland.