Terms and Conditions

The following terms and conditions apply to all Business Events Showcases hosted by The Africa Conference Directory (Pty) Ltd as amended from time to time. These terms and conditions form part and parcel of all order forms or RSVPs submitted to exhibit or attend. Attendance, by any and all individuals, whether delegates,  exhibitors, staff or service personnel is governed by the following terms and conditions:

Definitions: 

Event Organiser/s 
The Africa Conference Directory (Pty) Ltd, the appointed Conference Management Company, Event Organisers Network, the conference organizing committee and their appointed agents and assigns. 

The Event 
The Annual Event Organisers Network Business Events Showcases held in Kwazulu Natal, Gauteng and Western Cape.

The Venue 
Durban ICC in Kwazulu Natal and other venues to be advised.

Event Program 
The published program of events, activities planned for or taking place at the event. 

Event Speaker/s and Entertainers
The appointed or contracted speakers that the Event Organisers Network has arranged to deliver addresses at the event.

Event Management Services 
Those services are provided by the event organizers and sub-contractors, suppliers and service organizations appointed by the event organizers. 

Delegate 
An individual who registers to attend at the event. 

Event Sponsors 
Companies, organisations or individuals who have contracted with the Event Organiser/s Network to sponsor goods or services for the event.

Exhibitor/s 
Companies, organisations or individuals who apply and are accepted to showcase, demonstrate or display goods or services at the event.

1. Delegates

1. In the event that a registered delegate does not attend the event without canceling their registration in writing at least 48 hours prior to the event date, the delegate will be liable for a R750.00 (Seven-Hundred and Fifty Rand) 'No-Show' fee.
2. The event is open to complimentary attendance by subscribed Event Organisers Network members, corporate event organisers and other invitees only. The Event Organisers Network reserves right of admission and to decline a registration application.
3. By registering to attend The Event and accepting the Terms and Conditions for the event, you acknowledge that you have accepted that attendance of the event is governed by these terms and conditions.
4. The Event Organisers Network acts on the basis that they attend to the arrangement, coordination and management of the event on behalf of the event delegates. They perform all tasks on the condition that the Event Organisers Network cannot be held responsible for any loss, damages or inconvenience howsoever arising, including while journeying to/from the event; neither can the Event Organisers Network be held responsible for any unforeseen partial or total cancellation of the event. 
5. The Event Organisers Network reserve the right to amend, substitute add to and otherwise modify the event program, event speakers, special offers, competitions and other offerings related to the event as may be published from time to time.
6. All Delegates hereby accept that the Event Organisers Network reserves the right to make the delegate's contact details available to a limited category of Exhibitors. The selected categories are limited to those Exhibitors who are categorised contractually as event sponsors and platinum prize sponsors of The Event
7. The Event Organisers Network does not own or operate passenger transport, or entities that may provide services for a conference, function or event; is not a keeper of inns, hotels, restaurants, boarding or lodging houses. The Event Organisers Network will arrange tickets, bookings and secretarial services if required, and reservations only as agent for delegates, who accept the same subject to these terms and conditions and those of each of the concerns (hereinafter called "the Event Management Services") with whom the Agent may make arrangements for its clients. 
8. The Agent is not liable for the cancellation of journeys, deviations, delays or failure to provide seats, berths or facilities for the conference or for failure to provide accommodation for the conference, howsoever the same may arise. The Agent is not liable in the event of any alteration or change of any kind made by any of the Event Management Services following the acceptance of any booking by them. Clients are responsible for any increase in charges, which the Event Management Services may be entitled to require. 
9. The Agent (both for itself and on behalf of its servants and agents) does not accept any liability for any act, omission, default or neglect of the Event Management Services or their servants and agents for any injury, damage or loss to persons or goods whatsoever and howsoever the same may be caused and the Agent does not warrant, and is in no way responsible for the accuracy of any information given or statement made by the Agent's servants and agents or given or made by the Event Management Services or their servants and agents. 
10. Acceptance to attend the event is on a first come first served basis. The event organisers reserve the right of admission to the event.
11. By registering to attend the event, the delegate accepts that their email address and/or other relevant contact details may be made available to the registered exhibitors and sponsors for use in their follow-up marketing; irrespective of whether the application to attend the event was successful or not.
12. The Event Organisers Network reserves the right to decline an application to attend the event without being obligated to provide a reason for such a decision. 
13. No delegate will be confirmed to attend the event unless a fully completed registration document has been received by the event organiser/s and a confirmation of registration has been sent to the registering delegate by the event organiser/s 
14. If a previously registered and confirmed delegate can no longer attend the event, the event organisers must be advised in writing within 48 hours whether you will no longer be attending or if you will be sending a replacement. Failure to do so will result in a catering charge being levied to your company.
15. Force Majeure
    The Event Organiser/s shall not be liable for any loss or damage by reason of non-performance caused by Acts of God, war, riots, civil commotion, strikes, lock-outs, transport delays, mechanical breakdown, restrictions by Government, non-availability or shortage of raw materials, and without in any way being limited by the aforegoing, generally by any other cause beyond the control of the Parties.

2. Exhibitors 

1. Exhibition at the event is open to all current paid-up clients of The Africa Conference Directory (Pty) Ltd. 
2. Acceptance, by the Event Organisers Network, of an application to exhibit at the event is on a first come first-served basis. The Event Organisers Network reserves the right of admission to the event. 
3. The Event Organisers Network reserves the right to decline or cancel an exhibitor application without being obligated to provide a reason for such a decision. 
4. While every attempt will be made to allocate exhibition space as per requested locations, the Event Organisers Network cannot guarantee that a requested location will be reserved for the applicant.
5. The Event Organisers Network reserves the right to allocate space at their discretion and to move any exhibitor irrespective of whether the exhibitor has received confirmation of location of exhibition space or not. 
6. The Event Organisers Network is not obligated and will not provide the full or partial list of attending delegates to Exhibitors as a matter of course or as a natural consequence of participating as an exhibitor at The Event. To the extent that such a list is provided to an exhibitor, sponsor or partner, provision of a list will be in terms of the specific terms associated with any event or sponsorship agreement in place between the Event Organisers Network and an event or prize sponsor or any other agreement that the Event Organisers Network at their discretion, enter into with an exhibitor.
7. In the event that the Event Organisers Network introduces a methodology for obtaining delegate information via electronic scanning or any other method data so acquired by Exhibitors will be made up of delegate name, designation, company name and telephone data.
8. The Event Organisers Network reserves the right to amend, substitute add to and otherwise modify the event program, event speakers, exhibition details, special offers, competitions and other offerings related to the event as may be published from time to time.
9. The Event Organisers Network reserves the right to postpone the event at their discretion to another date and venue. If the event is postponed, the agreement to exhibit remains in full force and is only modified to the extent that the date and venue may change, including clauses relating to cancelation of exhibition space.
10. The Event Organisers Network does not own or operate passenger transport, companies that may provide services for a conference, function or event; is not a keeper of inns, hotels, restaurants, boarding or lodging houses. The Event Organisers Network will arrange tickets, bookings and secretarial services, if required, and reservations only as agent for delegates or exhibitors, who accept the same subject to these terms and conditions and those of each of the concerns (hereinafter called "the Event Management Services") with whom the Agent may make arrangements for its clients. 
11. The Event Organisers Network is not liable for the cancellation of journeys, deviations, delays or failure to provide seats, berths or facilities for the conference or exhibition or for failure to provide accommodation for the conference, howsoever the same may arise.
12. The Event Organisers Network is not liable in the event of any alteration or change of any kind made by any of the Event Management Services following the acceptance of any booking by them. Clients are responsible for any increase in charges, which the Event Management Services may be entitled to require. 
13. The Event Organisers Network (both for itself and on behalf of its servants and agents) does not accept any liability for any act, omission, default or neglect of the Event Management Services or their servants and agents for any injury, damage or loss to persons or goods whatsoever and howsoever the same may be caused and the Agent does not warrant, and is in no way responsible for the accuracy of any information given or statement made by the Agent's servants and agents or given or made by the Event Management Services or their servants and agents. 
14. The Event Organisers Network acts on the basis that they attend to the arrangement, coordination and management of the event on behalf of the event delegates and exhibitors. They perform all tasks on condition that the Event Organisors cannot be held responsible for any loss, damages or inconvenience howsoever arising, including while journeying to/from the event; neither can the Event Organisers be held responsible for any unforeseen partial or total cancellation of the event. 
15. No exhibitor or exhibitor staff will be confirmed to attend the event unless a fully completed exhibitor/exhibitor delegate registration document has been received by the event organiser/s and a confirmation of registration has been sent to the registering exhibitor/exhibitor delegate by the Event Organisers Network. 
16. Cancellation by an exhibitor will attract a 100% cancellation fee. Cancellation notices must be made in writing and received and confirmed by the Event Organisers Network.
17. If a previously registered and confirmed exhibitor delegate can no longer attend the event, the event organisers must be advised in writing within 48 hours. Failure to do so will result in a catering charge being levied to your company.
18. All mechanical, technical and other information related to build up, strike, access control, rules and regulations will be contained in the exhibitors manual created for each event. The exhibitor manual will be available upon receipt and acceptance of an exhibitor application
19. Force Majeure
    The Event Organisers Network shall not be liable for any loss or damage by reason of non-performance caused by Acts of God, war, riots, civil commotion, strikes, lock-outs, transport delays, mechanical breakdown, restrictions by Government, non-availability or shortage of raw materials, and without in any way being limited by the aforegoing, generally by any other cause beyond the control of the Parties.

3. Prizes

1. The Event Organisers Network reserves the right to:
   1. Verify each prize to validate the claimed value of the prize.
   2. Limit the number of prize sponsorships accepted from one exhibitor.
   3. Limit the number of prizes per published prize category.
   4. Re-categorise a prize if the offered prize does not meet the category guidelines
   5. To decline a prize outright, if in the Event Organisers Network's opinion the prize does not meet the prize guidelines or for any other reason at the sole discretion of the Event Organisers Network.
   6. Select prizes for the category based on value and offering and at the sole discretion of the Event Organisers Network.
2. The prize value must be met by one prize and not by offering a number of lower category prizes that may total in value the value of a higher prize category.
3. No prizes will be accepted on the day of the event.