Terms and Conditions for Delegates and Presenting Authors
These Terms and Conditions ("Terms") govern registration, attendance, and participation in the Alltech-Hartpury Conference (the "Conference"). By purchasing a ticket or agreeing to present, you agree to be bound by these Terms. Please read them carefully.
1. Key Dates & Definitions
· Conference: 15th Alltech Hartpury Conference, scheduled for 13th May 2026 at Hartpury University.
· Organiser: Alltech-Hartpury Conference Organising Committee.
· Delegate: Any ticketed attendee, including students and professionals.
· Presenting Author: Any individual listed to deliver a talk, poster or speed presentation.
2. Ticketing & Payment
Tickets must be purchased in advance via the official online ticket shop. Places are confirmed only upon receipt of full payment.
Prices, categories, and any concessions are listed on the Conference webpage and may change without prior notice until purchase is completed.
Payment methods accepted: Credit/debit card. Any bank charges are the responsibility of the payee.
3. Transfers & Substitutions
Named tickets may be transferred to another individual from the same organisation up to 24 hours before the Conference starts, subject to the Organiser’s approval.
To request a substitution, contact alltech@hartpury.ac.uk providing the original booking reference and full details of the substitute attendee.
4. Cancellations & Refunds
Delegate-initiated cancellations must be submitted in writing to alltech@hartpury.ac.uk.
Refunds will not be offered if less than 24 hours’ notice is provided prior to the published start time of the Conference.
Where more than 24 hours’ notice is given, the Organiser’s will provide a full refund within one-week of the cancellation request.
No-shows are not eligible for refund.
5. Programme Changes & Organiser Cancellation
The Organiser reserves the right to amend the programme, speakers, and session timings at any time.
If the Conference is postponed, tickets will be valid for the rescheduled dates. If cancelled outright, delegates will be offered a refund of the ticket price paid (excluding any non-refundable administration fees).
The Organiser is not responsible for any travel, accommodation, or other costs incurred.
6. Force Majeure
The Organiser shall not be liable for delay or failure to perform due to events beyond reasonable control, including but not limited to acts of God, pandemic, epidemic, governmental restrictions, industrial action, severe weather, or failure of utilities or transport.
7. Presenting Authors – Responsibilities
· You must register and hold a valid ticket to present.
· Submission and acceptance: Abstracts/papers/posters must meet the Conference guidelines and deadlines.
· Slide and media delivery: Provide oral presentation slides or digital copies of the accepted poster (dependent on which format the author has been accepted for) by 8th May in the specified format (format guidance available on the Conference webpage).
· Attendance: Presenters must arrive at least by the start of their allocated session and comply with session chairs and technical staff.
· Content compliance: Presentations must be accurate, lawful, and free from libel, infringement, or confidential information disclosed without consent.
8. Intellectual Property & Recording
Delegates and presenters retain ownership of their own materials. By presenting, you grant the Organiser a non-exclusive, royalty-free licence to use presentation materials for the purposes of running the Conference (e.g., session logistics).
Recording: Sessions may be photographed, audio-recorded, or video-recorded by the Organiser. By attending, you consent to being included in such recordings and to the Organiser using them for non-commercial promotional and archiving purposes. Opt-out requests should be made in advance to alltech@hartpury.ac.uk; we will use reasonable efforts to accommodate but cannot guarantee full exclusion.
Unauthorised recording by attendees is prohibited unless explicit permission is granted by the Organiser and the presenter(s).
9. Code of Conduct
· All participants—delegates, presenters, organisers, volunteers, and exhibitors—must conduct themselves professionally, respectfully, and courteously at all times.
· Harassment, discrimination, bullying, or abusive behaviour in any form (including verbal, written, or physical) will not be tolerated.
· Examples of prohibited behaviour include but are not limited to: intimidation, unwelcome sexual attention, offensive comments, deliberate disruption of sessions, or inappropriate physical contact.
· All attendees must follow venue rules, posted signage, accessibility protocols, and instructions from staff or security.
· The Organiser reserves the right to take appropriate action—including verbal warnings, removal from the Conference without refund, or contacting relevant authorities—if an individual violates the Code of Conduct.
· Participants who witness or experience unacceptable behaviour should report it promptly to the Organiser via alltech@hartpury.ac.uk or designated staff members onsite.
10. Accessibility & Special Requirements
If you have accessibility needs or dietary requirements, please notify alltech@hartpury.ac.uk at least two working days prior to the Conference so reasonable adjustments can be made.
11. Data Protection
Personal data will be processed in accordance with applicable data protection laws, including UK GDPR and the Data Protection Act 2018. See our Privacy Notice via this link.
We may share limited attendee data with trusted service providers (e.g., venue, catering, AV) solely to deliver the Conference, under appropriate data processing agreements.
12. Health, Safety & Security
Attendees must follow all health, safety, and emergency procedures communicated by the venue and the Organiser.
Do not leave personal belongings unattended. The Organiser is not liable for loss or theft.
13. Travel
Attendees are responsible for their own travel arrangements to and from the Conference.
14. Liability
Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under law.
Subject to the foregoing, the Organiser’s total liability to any attendee shall not exceed the ticket price actually paid by that attendee.
15. Miscellaneous
· Governing Law: These Terms are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction.
· Severability: If any provision is found invalid, the remaining provisions remain in full force and effect.
· Updates: The Organiser may update these Terms at any time. The version applicable is the one published at the time of ticket purchase.
16. Contact
For queries or requests (including cancellations, substitutions, accessibility adjustments, and recording opt-outs), contact: alltech@hartpury.ac.uk.
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