Terms and Conditions of a Speaking Engagement
For the purposes of these Terms and Conditions, “the Event” is the event owned and/or staged by RX, 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”.
For the purposes of these Terms and Conditions, Reed Exhibitions Limited, of Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN (“RX”), acts in its capacity as the organiser of the Event. By agreeing to speak at the Conference/Event at the Venue, you, the speaker (i.e., “you”, “your”), agree to these Terms and Conditions.
1. Your Speech/Contribution/Presentation (“Presentation”)
Presentation: You agree that RX shall be entitled to use, 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 the Event or the Conference and marketing the Event or 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 RX liable in any way to any third party or contain any viruses or other worms or computer programming routines intended to damage or intercept RX’s systems or data. You irrevocably undertake to RX that you will not represent your views (whether expressed as part of the Presentation or otherwise) as being those of or shared by the Event, the Conference or the venue of the Event or RX or any affiliate, officer, agent or employee thereof.
Intellectual Property Rights: All intellectual property rights in the Presentation and, if applicable, your biography are owned by you and you agree to grant RX a non-exclusive, irrevocable, royalty free, unrestricted worldwide licence to use the same to enable RX to meet its obligations under this Agreement and to market the Event and/or the Conference. All other intellectual property rights in the Event, the Conference and any customer databases are vested in RX.
Copyright: You warrant and represent that the Presentation’s content is original and does not infringe the copyright of any third party. Should any materials in the Presentation be the work of others, these materials must be properly credited and you agree to obtain and pay for any necessary grant of permission for use of such third party materials prior to the Conference.
Content: The Presentation will be in the English language and will be requested by RX in electronic format. No sales pitches on behalf of your company or organisation or any third party will be accepted within any content in the Presentation.
Accommodation and Travel Costs: Accommodation, travel costs and other expenses incurred by you in relation to the Event are your responsibility and RX shall not reimburse you for any of them, unless other arrangements have been agreed with RX in writing prior to the Event.
Expenses: Unless agreed otherwise with RX, you will not be entitled to any expenses for speaking at the Conference or the Event.
Cancellation: RX may cancel your speaking engagement at any time at RX’s sole discretion. RX shall not be liable for any direct or indirect losses you experience as a result of such cancellation. Should you need to cancel your speaking engagement once you have been selected and notified by RX, you must notify RX as soon as practically possible in writing and allow for a suitable replacement to be sourced by RX before announcing, in conjunction with RX, your formal cancellation. If you cancel your speaking engagement, you will not attend any other competing conferences or events in the world during the dates of the Event (excluding mandatory appearances required by law).
Changes to Presentation Description: Once you have agreed to speak, you are not permitted to change the topic or outline of the session or the Presentation, except with RX’s express written consent, which may be withheld, at RX’s absolute discretion.
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.
Confidentiality: Each of us agree to treat the content of the Presentation (prior to delivery) and these Terms and Conditions and other elements of your engagement as being strictly confidential.
Personal Data: RX will only use your personal details to promote you as a speaker at the Conference/Event and to include your biography details in the Event programme and on the Event website and other promotional materials. Where RX wants to use your personal details for other purposes (such as marketing), RX will offer you the opportunity to agree or refuse such use. Your personal details will be treated in accordance with RX’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 RX’s Privacy Policy: https://privacy.reedexpo.com/en-gb.html. In the event that you receive any personal data of RX or its customers, you agree to comply with the 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 RX 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. General
RX’s Liability: Nothing in these Terms and Conditions removes or limits RX’s liability for fraud, for death or personal injury caused by RX’s negligence or for any liability which cannot be limited or excluded by law. These Terms and Conditions also do not affect the rights that are granted to you as a consumer by law. Otherwise, RX will not be liable to you for any matter relating to the Conference, the Event or your Presentation. RX will also not be liable if you suffer loss or inconvenience because of the failures of persons or systems that RX does not directly control – for example, mobile phone network operators, internet service providers, postal services, software providers and telephone traffic handlers. To the extent permitted by law, in no event will RX be liable for, whether such claim is based in contract, tort (including negligence) or otherwise, any special, consequential, or indirect damages, loss of profits, loss of business, loss of revenue, loss of goodwill or loss of anticipated savings. RX’s aggregate total liability to you, whether such claim is based in contract, tort (including negligence) or otherwise, is limited to the Expenses to be paid to you for speaking at the Event, if any.
Force Majeure: 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 RX, 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.
Speaker Conduct: At all times during the provision of your speaking services and during your marketing and promotional activities for the Event and/or the Conference, you shall ensure you yourself act professionally in accordance with generally accepted standards of decorum which will reflect favourably on the image, reputation and goodwill of the Event and/or the Conference and shall not engage in any objectionable behaviour or disparage, through speech or conduct, RX, the Event and/or
the Conference, the Event’s sponsors, the Conference sponsors or the products/services of any such sponsors, the Exhibitors or any other attendees at the Event. Violation of this clause by you shall constitute grounds for immediate termination of your speaking engagement.
Editorial Policy. You shall comply with the RELX Editorial Policy for Suppliers, available at http://www.relx.com/corporateresponsibility/policies, which provides a clear statement regarding your responsibilities as a creator and manager of content.
Marketing: You shall engage in reasonable marketing activities as agreed with RX from time to time in order to promote your speaking engagement.
RX Right to Film etc. RX shall have the exclusive, royalty-free, irrevocable, sub-licensable, perpetual right to make still photographs and to film, air, make audio-visual and/or audio-only recordings of, and distribute such recordings of your speaking engagement, in all media now known or later invented, for the following purpose: (i) to advertise, market and promote the Event and/or the Conference, including the provision of still photographs and clips (either standalone or incorporated into longer videos) to third-party media and/or making live, VOD and/or same-day broadcasts of your speaking engagement in its entirety; and (ii) to record the speaking engagement in its entirety for RX’s non-commercial, internal and archival use.
You acknowledge and agree that RX uses Colleqt technology at the Event, including in respect of the Conference. Colleqt has the capability to allow visitors to the Event to collect, download and store speakers’ Presentations through scanning relevant QR codes and you agree that RX may use such Colleqt technology at the Event and such use shall not be deemed an infringement of any of your rights relating to your Presentation.
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.