BOA Annual Congress 2023

1. Definitions

In these terms and conditions (Conditions) the following expressions shall, unless the context otherwise requires, have the following meanings:    

Agreement means the agreement between the Delegate and the Organiser in respect of the Congress and these Conditions;                                                     

BOA website means the Congress page(s) of www.boa.ac.uk;

Cancellation Policy means the policy of the Organiser as set out in the Congress cancellation policy on the BOA website;

Code of Conduct means the congress code of conduct as set out in the Congress code of conduct on the BOA website;

Confirmation Email means the email sent by or on behalf of the BOA to confirm that the Congress Registration Form has been accepted and a place at the Congress has been allocated; Congress means the particular BOA Congress including any related events the name and date of which are stated in the Congress Confirmation Email;
 
Congress Registration Form means the congress registration form available on the BOA website enabling registration at and payment for the relevant Congress;

Contract means the binding contract relating to the acceptance by the Organiser of the Delegate’s registration at the Congress in accordance with Condition 3 below;

Delegate means any person who has been accepted at and registered to attend the Congress under the Contract;

Programme means the congress programme (including the instructional, educational and scientific programme) that is included on the Congress section of the website;

Organiser means the British Orthopaedic Association, a private company limited by guarantee incorporated and registered in England and Wales (company number 3482958) and a registered charity (charity number 1066994) whose registered office is at 38-43 Lincoln’s Inn Fields, London, WC2A 3PE;

Venue means the rooms, halls and centre in which the Congress takes place;

Venue Owner means the proprietor or operator of the Venue, together with its agents, employees and contractors.

All words importing the singular number shall include the plural and vice versa and words importing the masculine gender shall include the feminine.
Headings in these Conditions are used for convenience only and shall not affect the construction or interpretation of these Conditions.

2. Duration of Congress and Programme
Details of the Congress and the Programme including the dates and times will be stipulated in the Confirmation Email.

3. Contract formation
Applications for attendance at the Congress should be made by completing the Congress Registration Form on the BOA website.

The Organiser reserves the right to refuse any application.

A binding contract shall come into force only when the completed Congress Registration Form is accepted by the Organiser and the Confirmation Email is sent to the applicant.

4. Price and payment
The fees applicable to the relevant Congress are shown on the BOA website. All sums stated are exclusive of VAT at the prevailing rate, which (if applicable) the Delegate shall pay to the Organiser in addition.

Please note that late registration fees will include an additional administration charge and therefore it will be cheaper for applicants to register in advance.

The BOA runs an early bird period which offers BOA members the opportunity to register at a discount of 100% for a limited time only.

BOA members are only eligible to register during this period provided they meet two of the following criteria:

• UK Members must have made a successful full or part payment (via Direct Debit) towards their annual subscription OR Overseas members (those without a UK bank account) must have paid their annual subscription in full .
• Registration must take place during the early bird period. The early bird period runs from registration opening on 7th April 2024 to 23:59 on 30th June 2025.

Applications for election to the BOA can take between 1-2 months dependant on all correct Documentation being received, referee checks being completed were applicable and approved.

5. Provision of services and discretion 
The Organiser shall be entitled to:

a)    change the Programme;
b)    alter the dates, hours, and/or duration of the Congress or any part of the Programme;
c)    refuse any Delegate admission to any event within the Programme where the particular session/event is full;
d)    refuse admission on the basis that the Delegate does not have a valid Badge;
e)    charge a reasonable fee for replacement Badges;
f)    remove from the Congress any Delegate who, in the sole opinion of BOA or its agents,  employees or subcontractors or the Venue Owner, is in breach of the Code of Conduct and/or is deemed to be acting inappropriately;
g)    change or vary these Conditions and any congress policies available on the BOA website at any time, or permit exceptions in special circumstances.

Save for changes to the Programme made at short notice (short notice being five working days or less) the Organiser shall use reasonable endeavours to communicate any changes to the Programme to Delegates in advance of the Congress.

In addition the Organiser will use reasonable endeavours to ensure that any technical problems do not interfere with the provision of the Congress. In the event that technical problems interfere with the Congress this will not be treated as a breach of the Organiser’s obligations to Delegates.

6. General Obligations of Delegates
Delegates shall:

a)    abide by the Code of Conduct;
b)    wear their Badge in plain sight at all times;
c)    report the loss of a Badge to the registration desk for a replacement;
d)    accept all responsibility for their personal property;
e)    not leave any personal property unattended;
f)    make their own arrangements with respect to personal and travel insurance;
g)    make and fund their own arrangements with respect to travel and accommodation;
h)    not film, record or photograph during the Congress unless the prior written consent of the BOA has been granted;
i)    not allow any third party to use their Badge to gain access to the Congress or otherwise;
j)    observe all instructions and regulations (in particular fire and health and safety regulations) laid down by the Venue Owner;
k)    be responsible for having their ticket scanned on arrival at the Congress in order to claim CPD points for attendance. (The ticket is sent via email to delegates when they registered online, it states their registration unique ID number

7. Intellectual property rights
All intellectual property rights (including copyright) in or arising out of or in connection with the Congress including any materials or documents provided to Delegates as part of the Congress are owned by the BOA.

Delegates may not use the materials, documents or other items supplied in connection with the Congress for any commercial purpose.

Filming, recording or photography during the Congress is Strictly Prohibited unless the prior written consent of the BOA has been obtained.

8. Limitation of liability
    Nothing in these Conditions shall limit or exclude the Organiser’s liability for:

a)    death or personal injury caused by its negligence, or the negligence of its   employees, agents or subcontractors;
b)    fraud or fraudulent misrepresentation.

Subject to the above Conditions 8a and 8b:

c)    the Organiser shall under no circumstances whatever be liable to the Delegate, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with the Agreement; 

9. Cancellation by Organiser/Force Majeure

The Cancellation Policy applies to the Congress and can be found on the BOA website. Where the Congress is cancelled in accordance with the Cancellation Policy the Delegate agrees and acknowledges that he will have no further claim whatsoever against the Organiser in respect of such cancellation.

The Organiser will not be liable or responsible for any failure to perform or delay in the performance of any of its obligations under these Conditions that are caused by events outside the Organiser’s reasonable control (Force Majeure Event). A Force Majeure Event includes any act, event, non- occurrence, omission or accident beyond the organiser’s reasonable control and includes in particular (without limitation) the following: strikes or other industrial action; civil commotion, riot, invasion, war, terrorist attack or threat of terrorist attack; fire, storm, flood or other natural disaster; impossibility of the use of railway, shipping, aircraft, motor transport or other means of public or private transport or delays in relation to such transport; or impossibility of the use of public or private telecommunication networks.

The Organiser’s obligations under these Conditions are suspended for the period that the Force Majeure Event continues and provided that if the Force Majeure Event renders, in the organiser’s sole opinion, the Congress not viable whether from a financial or logistical point of view then the Organiser may cancel, curtail or postpone the Congress.

If the Organiser postpones the Congress to another date (and/or place) the Organiser will offer Delegates the opportunity of attending the alternative Congress subject to payment of any increase in the Delegate’s fee or refund if the Delegate fee is reduced. If the Congress is cancelled as a result of a Force Majeure Event the Organiser will refund the fees (if any) paid by Delegates on the basis of any sums remaining to the Organiser after satisfying all of its obligations in respect of the cancelled Congress. As a consequence, Delegates acknowledge that, on this basis, it may be that no refund is possible. 

CANCELLATION INSTRUCTIONS
If you wish to cancel your place at the Congress you must do so, in writing, to the BOA Events team ([email protected]), please state the reason for the cancellation. In extenuating circumstances the cancellation fee may be waived up to 7 weeks before the meeting, after this date refunds will only be given in the most exceptional circumstances, and will need to be approved by the BOA Executive. 

10. Additional Regulations and Fire Precautions
Delegates must comply with all statutory local and other regulations or requirements and bye-laws which affect or apply to the Congress or the Venue and in particular any fire regulations.

Delegates must comply with all other instructions and regulations laid down by the Venue Owner.

11. Termination and Withdrawal
Without prejudice to any other rights it may have, the Organiser may terminate the Agreement by notice in writing:

(a) if the whole or any parts of the amounts due from the Delegate to the Organiser are not paid within fourteen days of the due dates (whether formally demanded or not);
(b) if the Delegate fails to observe and fulfil any of the terms of the Agreement.
(c) if the Delegate has registered for free as a member but has not met all the qualifying conditions;

12. Assignment
Delegates shall not assign or transfer their rights under the Agreement in whole or in part and acknowledge that registration at the Congress is non-transferable.

13. General
The parties acknowledge that Conditions 5(f) and 10 of the Agreement may be enforced by the Venue Owner pursuant to section 1(1) of the Contracts (Rights of Third Parties) Act 1999 but that no other party who is not a party under the Agreement shall have any rights under or in connection with them under the Contracts (Rights of Third Parties) Act 1999.

If at any time one or more provisions contained in these Conditions is or becomes invalid, illegal or unenforceable in any respect this shall not affect the validity, legality or enforceability of the remaining provisions which shall remain in full force and effect.

The law governing the Agreement shall be the law of England and Wales and the parties shall submit to the exclusive jurisdiction of the English Courts.

14. Your Data
14.1 The BOA takes the security and privacy of your data seriously. We have put together policies to comply with our legal obligations under the Data Protection Act 2018 (the ‘2018 Act’) and the EU General Data Protection Regulation (‘GDPR’) in respect of data privacy and security. Please visit our website here for information on the data we collect and how we use that data as part of our business and to manage our relationship with you.

14.4 We will include your personal details (full name, job title, hospital/organisation, sub specialty, and email address) on the delegate list which will be avaliable to all attendees and Event sponsors. Please indicate at the time of booking if you would like to opt out of including your personal details on the delegate list.

14.3 Your badge can be scanned by exhibitors to capture your personal information such as your name, job title, hospital/organisation, sub specialty, and email address. Please inform the exhibitor at the time if you do not wish to have your details scanned.

1. Contract information

These terms should become binding on you and us when you complete your event booking and we issue you with a written confirmation of a place at the event.

2. Provision of services

We will make every effort to deliver the event to you in accordance with information supplied but you will understand that the event programme is subject to change and we cannot guarantee particular speakers will be available or attend to speak. If due to circumstances beyond our control we have to make changes to the programme, we will do our best to communicate these to you in advance, but there may be circumstances where we have to make changes at short notice. In addition we will use every effort to ensure that any technical problems do not interfere with the provision of the event but in the event that technical problems are an issue this will not be treated as a breach of our obligations to you.

3. Intellectual property rights

The copyright and other intellectual property rights in any materials or documents provided to you as part of the event are retained by us/speakers. You may not use the materials, documents or other items for any commercial purpose.

4. Delegate code of conduct

By registering to attend a BOA event all delegates are agreeing to abide by a code of conduct. Failure to adhere to this code of conduct may result in your expulsion from the meeting. No refund will be given in this instance.

BOA cannot guarantee capacity in any particular session. Although we will do our best to avoid disappointment, there may be occasions when a session becomes full.

If any delegate is deemed to be acting inappropriately, BOA will require them to leave the virtual setting.

5. Cost

The cost of the event is as expressed. 

6. Limitation of liability

If either of us fails to comply with these terms and conditions neither of us will be responsible for any losses that the other suffers as a result except those which could be reasonably foreseeable would result from the failure to comply with these terms. In any event any losses you suffer which fall into the following categories: loss of income or revenue; loss of business; or loss of anticipated savings are excluded. Please note this provision does not exclude our liability for death or personal injury caused by negligence or fraud or fraudulent misrepresentation or any other matter which it would be illegal or unlawful for us to exclude or attempt to exclude liability for.

Our maximum liability to you in respect of any breach of these terms will be the delegate fee paid by you to us.

7. Events outside our control

We will not be liable or responsible for any failure to perform or delay in performance of any of our obligations under these terms and conditions that is caused by events outside our reasonable control (“Force Majeure Event”). A Force Majeure Event includes any act, event, non-occurrence, omission or accident beyond our reasonable control and includes in particular (without limitation) the following: strikes or other industrial action; civil commotion, riot, invasion, terrorist attack or threat of terrorist attack; fire, storm, flood or other natural disaster; impossibility of the use of railway, shipping, aircraft, motor transport or other means of public or private transport or delays in relation to such transport; or impossibility of the use of public or private telecommunication networks. Our obligations under these terms and conditions are suspended for the period that the Force Majeure Event continues and provided that if the Force Majeure Event renders, in our opinion, the event not viable whether from a financial or logistical point of view then we may cancel or postpone the event. If we choose to postpone the event to another date (and/or place) we will offer you the opportunity of attending the alternative event date subject to payment of any increase in the delegate fee or refund if the delegate fee is reduced. If the event is cancelled as a result of a Force Majeure Event we will provide refunds to delegates on the basis of any sums remaining to us after satisfying all our obligations in respect of the cancelled event. You acknowledge that it may be on this basis that no refund is possible.

8. Cancellation

Please refer to the event specific Cancellation Policy.

9. Assignment

You acknowledge that your delegate registration is non-transferable.

10. General

The law governing this agreement shall be the law of England and Wales and we both submit to the jurisdiction of the English Courts.

11. Data Protection

The personal information you provide in the online registration process is held by the British Orthopaedic Association in accordance with the Data Protection Act.  Information regarding delegates, name, email address and hospital will be disclosed to the exhibitors in advance and post event.
If you do NOT wish this information to be released, please inform the BOA.

A party who is not party to these terms and conditions shall not have any rights under or in connection with them under the Contracts (Rights of Third Parties) Act 1999.

1. Definitions

In these Terms and Conditions the term “EXHIBITOR” shall include all employees, servants and agents of any Company, Partnership, Firm or individual to whom stand space has been allocated for the purpose of exhibiting. The term ‘EXHIBITION’ and ‘ORGANISERS’ shall mean ‘THE BRITISH ORTHOPAEDIC ASSOCIATION’

2. Duration of the Exhibition The exhibition will be open as follows: 

Tuesday 16th September 07:30 - 17:00 (18.00 - 19.30 Welcome Drinks Reception)
Wednesday 17th September 07:30 - 17:00
Thursday 18th September 07:30 - 16:15  

Stands must be open and fully staffed during these hours. 

3. Cost of Participation. The cost of participation in the exhibition includes:

 Diamond
• 81m2 and above
• Priority stand selection
• 16 Exhibitor Passes per day
• Four Exhibitor Plenary Passes per day
• x1 30-minute presentation (Product Theatre)
• Galleria Banner x1
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo & profile on BOA website & App
• Included on the dedicated Diamond page on the BOA App
• Mentioned on the BOA Social Channels as a Diamond Exhibitor
• Congress delegate list 

 Platinum
• 21m² - 80m²
• Priority stand selection
• 15 Exhibitor Passes per day
• Three Exhibitor Plenary Passes per day
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo & profile on BOA website & App
• Included on the dedicated Platinum page on the BOA App
• Mentioned on the BOA Social Channels as a Platinum Exhibitor
• Congress delegate list 

Gold
• 12m²-20m²
• Ten Exhibitor Passes per day
• Two Exhibitor Plenary Access Passes per day
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo and profile on BOA website and App
• Congress delegate list 

Silver
• 6m²- 11m²
• Five Exhibitor Passes per day
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo and profile on BOA website and App
• Congress delegate list 

Bronze
• 2m²-5m²
• Three Exhibitor Passes per day
• Lunch and Refreshments per person, per day
• Welcome Drinks Reception Tickets
• Exhibitor logo and profile on BOA website and App
• Congress delegate list 

There is an additional cost for a shell scheme stand of £475 plus £25 per m², on top of the cost of your stand package (Gold, Silver or Bronze) this will include; shell scheme walls, name board; three spotlights and one 500W power socket. The floors will be fully carpeted. Also included in the cost of exhibiting are; name badges for stand personnel; editorial on the website and App; coffee, tea and lunch; the full services of the Organisers and their staff. Additional requirements such as electrical services and furniture are available through the Organisers and will incur additional charges. Costs are based on current labour rates and may be subject to alteration in the event of any substantial change. Value Added Tax at the standard rate in force is chargeable.

4. Application for Stand Space

Application for stand space must be made on the official stand application form. Stand space will be allocated on a ‘first come-first served’ basis, and where practicable, in accordance with the Exhibitor’s choice and preference. Following the stand draw by the Organisers and acceptance of stand space by the Exhibitor’s, the Organisers will send out a contract to be signed by the Exhibitor’s, in accordance with these Terms and Conditions. The Organisers shall reserve the right to refuse any application for stand space or prohibit any exhibit without assigning any reason for such refusal or prohibition. Should it be necessary to revise the layout of the Exhibition for any purpose, the Organisers reserve the right to alter the positions of stands as, in their opinion, may be required in the best interest of the Exhibitors.
 
5. Payment

The full balance must be paid as invoiced as and in any case no later than Friday 4th July 2025. 25% of the full amount is not refundable after stand space has been confirmed. (See Section 6 below). If this balance is not paid by the due date the stand space may be re-allocated. In the event of an application not being accepted by the Organisers, any payments received will be returned to the applicant. Full payment must be received before occupation of stand space.
 
6. Cancellation of Stand Space

If an Exhibitor cancels their stand space after it has been allocated and contracted they will automatically forfeit 25% of the cost of the stand.

a) Cancellation automatically forfeits 25% of the cost of the stand
b) Cancellation 3rd May - 5th July 2025, exhibitor is liable for 75% of the cost of the stand
c) Cancellation after 5th July 2025, exhibitor is liable for 100% of the cost of the stand 

7. Reduction of Stand Space

If an Exhibitor reduces their stand space by 25% or above, they will automatically forfeit a percentage of the cost of the stand which will be at the organiser’s discretion.

8. Bankruptcy or Liquidation

In the event of an Exhibitor becoming bankrupt or entering into liquidation (other than voluntary liquidation for the purpose of amalgamation or re-construction), or having a Receiver appointed, the contract with such an Exhibitor shall terminate forthwith; the allotment of stand space shall be cancelled and all sums paid by the Exhibitor under the Contract shall be forfeited.
 
9. Insurance

The exhibitor must be responsible for safe-guarding and insuring their own exhibits and property and also be responsible for any loss or damage caused to any property of the exhibition hall owners including the exhibition hall structure and fittings; any goods materials or fittings supplied by the Organisers, contractors or suppliers; and to third parties. The Organisers are not responsible for the safety of any exhibit or other property of the Exhibitor or any other person or for loss, damage or destruction by theft, fire or any other cause, or for loss, damage or injury sustained by the Exhibitor or other person. This is whether by reason of any defect in the exhibition hall caused by fire, storm, lightning, explosion, national emergency, war, labour disputes, strikes, lock-outs, civil disturbance, inevitable accident, epidemics, epidemics and communicable disease, force majeure or for any other cause not within the control of the Organisers whether of the same kind or not. No responsibility can be accepted for any consequence of prevention, postponement or abandonment of the Exhibition. The Exhibitor agrees and undertakes to secure their own insurance to cover all liabilities and risks.
 
10. Postponement or Abandonment

The Exhibitor shall have no claim against the Organisers in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the Exhibition, or of the Exhibition hall becoming wholly or partially unavailable for the holding of the Exhibition by reason of happenings of any of the events referred to in Section 9 above being beyond the Organisers’ control. The Organisers may at their entire discretion repay the rental paid by the Exhibitor or part thereof, but shall be under no obligation to repay the whole or part of such rental, and shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result of the happening of any such events. If, in the opinion of the Organisers, re-arrangement or postponement of the period of the Exhibition, or by substitution of another hall or building or by any other reasonable manner the Exhibition can be carried through, the contract for stand space shall be binding upon the parties, except as to size and position of stands, as to which any modifications, substitutions or re-arrangement they consider necessary shall be determined by the Organisers.
 
11. Occupation of Stand Space

The Exhibitor, their employees, servants, agents and contractors, may enter the Exhibition premises for the purpose of erecting, installing and preparing their exhibits on Sunday 17th September and Monday 18th September at times to be advised. All stands must be completed and ready for the Exhibition opening by 07:30 on Tuesday 19th September 2024.

In the event of an Exhibitor failing to take possession of their allocated stand space, the Organisers reserve the right to re-allocate or otherwise deal with the stand space as they do decide. The charges for such allocated stand space will nevertheless remain due to the Organisers. The Organisers shall have the right to refuse to permit the Exhibitor to occupy or use the stand space until all the sums due to the Organisers from the said Exhibitor have been paid.

12. Failure to Vacate

If the Exhibitor, or their servants, agents or sub-contractors should fail to remove all their property or otherwise fail to vacate the Exhibition premises by the end of tenancy due to any cause whatsoever, the Exhibitor shall be fully responsible for any penalties imposed by The ACC Liverpool, or any other losses and costs incurred by the Organisers as a result of the Exhibitor failing to vacate the premises by the agreed time and without prejudice to any other right or remedy of the Organisers, the Organisers may remove any property of the Exhibitor left in the Exhibition hall by the Exhibitor after the said time and the costs of such removal shall be paid by the Exhibitor to the Organisers on demand.

13. Display Installation

(i) No Exhibitor will be permitted to install his exhibits or display in such a manner as, in the opinion of the Organisers, obstructs the light or impedes the view along the open spaces or gangways.
(ii) Gangways must be kept clear and free for passage and must not be littered or obstructed in any way.
(iii) The Exhibitor must undertake to abide by the decision of the Organisers on all matters relating to the employment of labour in connection with the Exhibition.
(iv) All electrical installations and connections must be carried out by the official electrical contractor.
(v) No stand or display exposing an unfinished surface to neighbouring stands will be permitted, nor may any walling be erected on the perimeter of a stand bordering a gangway which would impede the frontage or view from or into a neighbouring stand.
(vi) Plans for specially built individual stands other than those constructed within the standard shell scheme must be submitted to the Organisers for approval before construction is ordered.
 
14. Prohibition of Transfer

The Exhibitor agrees not to assign or sublet any stand space allocated to them without prior consent from the Organisers, nor to display or advertise goods or services other than those manufactured or carried by him in the normal course of business.
 
15. Annoyance

The Organisers reserve the right to regulate any activity on the part of any Exhibitor that may cause annoyance to other Exhibitors or visitors to the Exhibition. This includes excessive noise from working exhibits or sound equipment. Business must be conducted only from within the Exhibitor’s own stand area. This includes the handing out of advertising material.
 
16. Electrical Requirements

Full lighting and power services will be available to Exhibitors through the official electrical contractor appointed by the Organisers. An Exhibitor may provide their own electrical fittings where such fittings are in the form of made up units, showcases, signs etc. complete and ready for connection to the mains supply. All electrical installations and connections must be carried out by the official electrical contractor.
 
17. Stand Cleaning/Storage

The Exhibitor is responsible to the Organisers for seeing that their stand is maintained in a clean and orderly state during the open period of the exhibition. No storage space is available in the Exhibition hall and the Exhibitor must ensure that all packing materials and empty boxes are removed from the premises before the opening of the Exhibition.

18. Dangerous Materials and Exhibits

The Exhibitor must conform to the regulations and conditions concerning explosives and dangerous materials, combustible or otherwise, as laid down by local authorities and other statutory bodies. Any materials or exhibits not approved by these authorities or the Organisers must be removed from the premises.
 
19. Fire Precautions

All inflammable materials shall be effectively fireproofed or otherwise processed against fire in accordance with any statutory or local regulations or requirements to which the Exhibition may be subject. All electrical wiring and cables must be clear of the floor. No packing materials or empty boxes must be stored on or behind stands. Fire Points and Exits must be kept clear at all times. The Exhibitor must adhere to all fire and safety regulations which affect the Exhibition.
 
20. Damage to Exhibition Hall

No nails, screws or other fixtures may be driven into any part of the hall structure including floors. Care should be taken to avoid any damage to any part of the hall structure. Should any such damage or disfigurement occur, the Exhibitor shall be liable for any reparation charges incurred.

21. Security

Security staff will be on 24 hour duty throughout the period of tenancy of the Exhibition but shall be under no liability for loss or damage. Name badges must be worn at all times by Exhibitors.

22. General Conditions

The Organisers will be responsible at all times for the control of the Exhibition area. The Exhibitor is responsible for the supervision of their stand. Should any question arise that is not provided for within the foregoing Terms and Conditions, the Organisers undertake to give the fullest sympathetic consideration to the interests of the Exhibitor. Their decision must be accepted as final where the requirements for the correct conduct of the Exhibition make an immediate decision imperative, subject always to the proviso that matters in dispute may be referred to an independent arbitrator at the request of either side. The Exhibitor must comply with any regulation or requirements imposed on the Organisers by ICC Birmingham, the local authorities or any other competent authority.
 
24. Exemptions

Exemptions from any of these Terms and Conditions may be granted at the Organisers’ discretion. No exemption will be effective unless it is given in writing.

 25. Law

These Terms and Conditions and any contract included shall be governed by English Law. 

EXHIBITORS GUIDE

Technical information concerning the Exhibition together with Order Forms for ancillary services will be sent to the Exhibitor by the Organisers after application has been made and stand space allocated.

Any cancellations received in writing before 23:59 on Friday 1st August 2025 will receive a full refund, this can include the cost of registration and any additional sessions or tickets purchased. Any cancellations received from 00:00 on Friday 1st August 2025 up to and including the dates of congress will not be refunded.

The BOA has recently updated its Code of Coduct. Please click on the link below for further details.

https://www.boa.ac.uk/about-us/governance/code-of-conduct.html

Property Rights 
Filming, recording or photography during the congress is Strictly Prohibited unless by prior agreement with the BOA. 

Badges 
Badges must be worn in plain sight at all times. If your badge is lost, immediately report to the registration desk for a replacement. You will not be given access to conference sessions or the exhibition without a delegate badge. 
 
Delegates may be charged £20 (twenty pounds) for a replacement badge including a new bar code; the original bar code will be suspended.  

Dress Code 

Those attending are required to dress appropriately in business attire. All clothing must adhere to guidelines that portray professionalism and modesty. 

Personal belongings 
Those attending the event are responsible for all their own property. Neither the BOA nor the venue accepts liability for loss or damage of personal items. Bags and packages must be in the individuals’ possession at all times. Unattended items may cause security alerts. Mobile phones must be switched to silent before entering the main auditorium or session rooms. 

Personal conduct 
Those attending the event are expected to conduct themselves in a courteous and professional manner at all times. If anyone attending is deemed to be acting inappropriately, the BOA will require them to leave the venue. No refund will be given in this instance. This includes: 

• Threatening behaviour; verbal or physical harassment. 
• Behaviour that discriminates on the basis of age, disability, gender, race or any other irrelevant distinction. 
• Under the influence of excessive alcohol or drugs 

Personal Safety 

Those attending must leave the venue when the fire alarm is sounded or when directed to by a BOA or venue member of staff. Those attending should take note of their nearest fire exits.  
Smoking is not permitted in any area within the meeting venue. 
 
If you have concerns relating to any of the above while attending a BOA event please contact a BOA member of staff. All concerns raised will be treated confidentially.