Event Terms and Conditions

1. Definitions

• Chambers – means the Kent Invicta Chamber of Commerce and where the context so requires or permits including its elected Officers and Chief Executive.
• Events – means any of our general events, exhibitions, conferences, training or workshops.
• Attendee/s – means the person/s attending the Event as a representative of their company.
• Member – means a member of Kent Invicta Chamber of Commerce and may be any natural person, corporate or unincorporated body (whether or not having separate legal personality) including sole traders, partnerships, limited liabilities partnerships, private limited companies, public limited companies, charities, public sector organisations, and unincorporated organisations such as clubs and associations that is listed within the Chambers’ Register of Members – for the time being.
• Non-member – means any natural person, corporate or unincorporated body (whether or not having separate legal personality) including sole traders, partnerships, limited liabilities partnerships, private limited companies, public limited companies, charities, public sector organisations, and unincorporated organisations such as clubs and associations who are not official Members of Essex Chambers of Commerce.

2. Non-Member Attendance to Events

2.1 Non-members can attend any of the events, with exception to those that are member only events or by invitation only.

2.2 We will be pleased to provide details of our membership packages on request or you can find details here.

2. Changes to your Membership status

3.1 Any pre-booked Events that occur AFTER the termination of your membership (for any reason) will be converted to a standard booking and the additional costs must be paid.

4. Payment

4.1 All Events must be booked and paid online and a receipted invoice will be sent out by email for payments by credit/debit card.

4.1.2 The Chambers has the right to refuse entry to Events to any Attendee/s who has not made payment in full.

4.1.3 All Events are subject to VAT being added.

4.1.4 Online bookings will be processed electronically and the transaction will be between you and the Chamber.

5. Your information

5.1 Details of Attendee/s to any Chamber Events are stored by the Chamber.

5.1.1 Your information will be used to administer your attendance at the Event, process any payments due where applicable and to send you details of similar Events and information offered by the Chamber. If you are booking the attendance of someone else, you are agreeing to these conditions on their behalf.

5.1.2 You have the right to have your information corrected, restricted in use and to object to our use of your data. However please note if you object to use of your data for your attendance at the Event we may not be able to accommodate you at the Event.

5.1.3 We process your information under our legitimate interests in supporting Kent businesses.

5.2 Other than as described in this section or provided for in our Privacy Policy, we do not share your data with any third parties and your information is stored in the United Kingdom.

5.2.1 You can find details of how long we keep personal data online as well as more information on how we handle your details in our Privacy Policy.

5.3 If you attend an external third party Event promoted by the Chamber, your basic details will be shared with the third party.

6. Virtual Events & Security

6.1 All Chamber virtual Events will be held via a recognised video conferencing platform.

6.3 If you cannot join the meeting due to your internet connection, refunds are not available.

6.4 For security purposes you are not permitted to share the meeting link with anyone else. If a substitute person wishes to replace an existing attendee please inform us and they will be sent their own confirmation email with the meeting link.

6.5 We have taken all necessary precautions to ensure that Events/meetings held via a recognised video conferencing platform are safe and secure. We do not accept responsibility for any breaches that may occur.

7. Confirmation

7.1 Once payment is received an email confirmation will be sent to the Attendee/s at their email address stated at the time of the booking. This will contain either

• The venue details, map and any other details relevant to the Event.
• Event details including a link to access the Event.

8. Cancellation by you

8.1 All cancellations must be made in writing to events@kentinvictachamber.co.uk to be eligible for a refund, you must inform us 2 working days prior to the event taking place unless otherwise stated in the event details.

8.2 Where a refund is available, any payment made using a credit or debit card through our electronic payment system, will be refunded back onto the same card.

9. Cancellation by us

9.1 We reserve the right to cancel any Event at any time without liability. In the unlikely event of this happening Attendees would be offered an alternative date or a full refund.

10. Changing Delegate Details

10.1 There is no charge if a substitute person wishes to replace an existing Attendee/s. Please inform us as soon as possible before the start of the Event.

10.1.1 If a dietary or special request has been made this may not be able to be changed.

10.1.2 Changes to an Attendee/s within 1 working day of the event starting may not be accounted for in the list of attendees and name badges.

11. Literature

11.1 Attendees cannot distribute literature en-mass at any physical Event.

11.2 Attendees are not permitted to distribute literature in virtual Events using the chat function unless this is previously agreed with the event organiser.

12. Delegate List

12.1. Attendee lists will only be sent to Members of the Chamber prior to the Event.

12.2 Attendees contact information will be added to the delegate list with the addition of email addresses if they opt-in at the time of booking.

13. Photography / Video / Recordings

13.1 Photos/videos may be taken at Events and used in social media activity & post Event publicity. Should you not want to be included in photos/videos, please make the photographer/videographer/event administrator aware on the day of the Event.

Kent Invicta Chamber of Commerce reserve the right to refuse admission to all or any part of any event, exhibition, conference, training or workshop.