Terms & Conditions

Definitions

“Agreement” means a contract between the Company and the Client for the supply of Services which comprises the written confirmation of the booking by way of a signed booking form, endorsed by the Company and these terms and conditions;
“Balance” means the amount paid by the Client, plus any additional costs properly incurred in provision of the Services including but not limited to such costs on the Event Date;
“Client” means the person, firm or company doing business with the Company pursuant to an Agreement;
“Company” or “Redd Media” means Redd Media Limited (company no: 15466476) with registered office 128 City Road, London, United Kingdom, EC1V 2NX;
“Consideration” means the consideration payable by the Client to the Company as stated in the Agreement and calculated pursuant to these terms and conditions;
“Event Date” means the date as stated in the Agreement on which the Services will be provided by the Company to The Client;
“Payment Dates” means the dates upon which the invoice are due and payable to the Company, as appropriate; and
“Services” means all catering and other services supplied by the Company at the request of the Client.

“Application of these terms and conditions” These terms and conditions apply in respect of all Services supplied or carried out by the Company under the Agreement on the Event Date and no modification thereof is binding on the Company unless in writing and signed by a Director of the Company. These terms and conditions override any other terms or conditions stipulated, incorporated or referred to by the Client.

Confidentiality Except where otherwise required by law or specially authorised in writing by the other party, each party agree that they shall not disclose, use or copy any information of a confidential or proprietary nature relating to the other (other than in the case of Redd Media, to its suppliers or employees, agents or representatives who need to know such information for the due performance of the Services). Such information shall include, without limitation, all proposals, estimates, creative work, research, documentation and advice relating to the Services prepared by the Company. The Client acknowledges and agrees that all copyright and intellectual property rights whatsoever in or connected with all proposals, estimates, creative work, research, documentation and advice and all matters prepared or created by the Company relating to the Services are and will always remain vested in the Company.

Payment Dates When an Agreement is made, the Client shall be invoiced for 100% of the agreed fee and payment is due immediately upon the receipt of the invoice. Confirmation of booking details for the Services will only be provided by Redd Media upon receipt of full payment.

Cancellation by the Client

(i) Hoteliers, Delegates and Speakers invited on a Complimentary Invitation:

We understand that unforeseen circumstances may arise, however we would appreciate if you notified us at enquiry@reddmedia.co.uk or to your Account Manager of your inability to attend at least 2 weeks before the event, thus enabling us to avoid unnecessary organisational expenses.

Your cooperation and understanding are appreciated.

We look forward to welcoming you all.

(ii) Paid Vendors, Sponsors, Exhibitors, Consultants and Speakers:

All cancellations must be received in writing and the cancellation takes effect on the day the written notice is received by the Company.

If the Client cancels at any time prior to the Event Date, the following cancellation charges apply:

• Cancellation between signing the booking form and 60 days (inclusive) in advance of the Event Date, 50% of the total cost of the booking.
• Cancellation less than 60 days in advance of the Event Date, 100% of the booking

In circumstances where the Company has signed contracts with third party suppliers on behalf of the Client in order to confirm arrangements, the Client is liable for any cancellation charges incurred and is subject to pay the individual cancellation charges of such third party suppliers (to the extent that the Company is liable) if these charges are not covered by the Company cancellation charges detailed above.

Payment and cancellation by the Company
Time is of the essence in relation to all Payment Dates and if the Client fails to comply with the Payment Dates the Company shall be entitled to:
a) charge interest on any amounts overdue at the rate of 4% per annum above the base rate of the Bank of England on a daily basis from the Payment Date until actual payment, and
b) cancel the Agreement.
The rights of the Company under this clause are cumulative and not alternative and any waiver by the Company of any of its rights shall be without prejudice to any other rights under the Agreement.

Services In addition to the provision of catering and other services requested by the Client, Redd Media will promote the following to the successful execution of the event during the pre-event, during the event and post event.

1. Speaker profiles including their name, job title, company name and image will be promoted online and at the event venue.
2. Attendees company name, logo and profiles will be promoted online and at the event venue.
3. All the Attendees should be aware that photographs may be taken during the event for promotional purposes.
4. By registering to attend as a Delegate, you agree to share your details with select, relevant vendors, sponsors, exhibitors and any attendees of the event you are participating.
5. By registering as a vendor, sponsor, exhibitor or as an attendee you agree to share your details with delegates and other attendees of the event you are participating, if they have an interest in connecting with you.

Finishing times The Company shall notify the Client on execution of the Agreement of the required finishing time of the Services. No extensions to the quoted time shall be permissible.

Force majeure

If the Company is unable to perform any of its obligations under this Agreement by reason of any circumstance, cause or event outside its control including (without limitation of the generality of this Clause) any governmental restriction, adverse weather, acts of terrorism, riot, commotion, acts of God, industrial action, breakdown of plant or any failure of gas, water services, electricity etc., the Company shall be entitled to be relieved of its obligations hereunder to the extent to which performance of the obligations is prevented, frustrated or suspended. In such circumstances non-performance, part-performance or delay in performance of the obligations of the Company hereunder shall not entitle the Client to claim damages of any kind whatsoever whether direct, indirect or consequential.
Exclusion of liability The Company shall be under no liability whether for negligence, breach of contract, misrepresentation or otherwise, for loss of profit, goodwill, business opportunity or anticipated saving suffered by the Client. 

The invalidity, illegality or unenforceability of the whole or part of this clause of the terms and conditions does not affect or impair the continuation in force of the remainder of this clause. 

The Company does not accept responsibility for the property of the Client, its guests or participants. Any goods deposited with the Company are deposited at the owner’s own risk and without any obligation on the part of the Company. 

Nothing in an Agreement shall operate to exclude or restrict either Party’s liability for: death or personal injury resulting from negligence; or fraud. 

Each of the provisions of these terms and conditions shall be construed as independent of every other such provision, so that if any provision shall be determined by any court or competent authority to be illegal, invalid and/or unenforceable then such determination shall not affect any other provision, all of which other provisions shall remain in full force and effect.

Insurance The Client is advised to consider arranging insurance for the function, covering liability and loss
or damage to its property and that of persons attending the function.

Variations No variation to the Agreement shall be valid unless it is in writing and signed by the parties.
Amendments No relaxation or indulgence that the Company may from time to time or at any time extend to the Client shall in anyway prejudice or act as a waiver of the Company’s rights hereunder.
Notices 

A notice under or in connection with an Agreement shall be in writing, shall be in the English language and shall be delivered personally or sent by first class post pre-paid recorded delivery (and air mail if overseas) or by fax or e-mail to the party due to receive the notice at its last known address. 

Unless there is evidence that it was received earlier, a notice is deemed given: 

• If delivered personally, when left at the address referred to in the preceding paragraph
• If sent by domestic post (except air mail), two business days after posting it
• If sent by international air mail, six business days after posting it
• If sent by fax or e-mail, on successful completion of its transmission.

In this paragraph “business day” means a day other than Saturday or Sunday or a public holiday in the country where the notice is posted or to which it is sent.

General The Agreement shall not be assignable, and shall be governed by and construed in all respect in accordance with the laws of England.

 Privacy Policy

1. Introduction

1.1 At REDD Media Limited we are dedicated to protecting the privacy of our website visitors and service users.

1.2 This policy is applicable when we act as a data controller for the personal data of our website visitors and service users, where we determine the purposes and means of processing.

1.3 Cookies are utilised on our website. If these cookies are not strictly necessary for website and service provision, your consent will be sought during your initial visit to our website.

1.5 In this document, terms such as “we,” “us,” and “our” refer to REDD Media Limited. More details about us are available in Section 12.

2. How we useyour personal data

2.1 In this section, we outline:

(a) the general categories of personal data we may process
(b) the purposes for processing personal data
(d) the legal bases for processing.

2.2 We may process usage data, including IP address, location, browser details, and website interaction patterns, sourced from our analytics
system. This is done to analyse and enhance our website and services, based on our legitimate interests.

2.3 Your account data, such as name, email, and mobile number, is processed for website operation, service provision, security, backups,
and communication. Consent is the legal basis for this processing.

2.4 Profile data, including name, contact details, and personal interests, is processed with your consent to facilitate and monitor your website and service usage.

2.5 Service data, including name, email, and educational details, is processed for website operation, service provision, security, backups, and communication. Consent is the legal basis for this processing.

2.6 Publication data you submit for website or service publishing is processed with your consent.

2.7 Enquiry data submitted for our services is processed for offering, marketing, and selling relevant goods or services, based on your consent.

2.8 Customer relationship data, including contact details and communication records, is processed for customer relationship management, communication, and promotion. Our legitimate interests justify this processing.

2.9 Transaction data, including contact and payment details, is processed for supplying goods and services and maintaining transaction records. Legal bases include contract performance and legitimate business administration.

2.10 Notification data provided for email notifications and newsletters is processed with your consent.

2.11 Personal data may be processed for legal claims, insurance, risk management, or professional advice, based on legitimate interests.

2.12 Other personal data may be processed for legal obligations or vital interests.

2.13 Please refrain from providing others’ personal data unless prompted.

3. Providing your personal data to others

3.1 We may share personal data with insurers, advisers, suppliers, subcontractors, and payment service providers for various purposes.

3.2 Enquiry data may be shared with third-party suppliers for offering relevant goods or services, each acting as a data controller with its privacy policy.

3.3 Disclosures may occur for legal compliance, vital interests, or legal claims.

4. International transfers of your personal data

4.1 Data may be transferred outside the European Economic Area with appropriate safeguards.

4.2 Acknowledge the global availability of personal data submitted through our website or services.

5. Retaining and deleting personal data

5.1 We adhere to data retention policies, ensuring personal data is not kept longer than necessary.

5.2 Retention periods range from one to ten years, balancing legal obligations and vital interests.

6. Amendments

6.1 Periodic updates to this policy will be posted on our website.

6.2 Check this page occasionally for policy changes.

6.3 Email notifications may be sent for policy updates.

7. Your rights

7.1 Rights under data protection law include access, rectification, erasure, processing restriction, objection, data portability, complaint to a supervisory authority, and consent withdrawal.

7.2 Detailed rights explanations are available through relevant laws and regulatory authorities’ guidance.

7.3 Email enquiry@reddmedia.co.uk to exercise your rights.

8. About cookies

8.1 Cookies are files containing identifiers sent by a web server and stored by a browser.

8.2 Cookies are categorised as “persistent” or “session.”

8.3 Cookies do not typically contain personal information but may be linked to stored personal data.

9. Cookies that we use

9.1 We use cookies for authentication, status, personalisation, security, advertising, analysis, and cookie consent.

10. Cookies used by our service providers

10.1 Service providers use cookies, with Google Analytics as an example.

10.2 Google’s privacy policy is available at: Google Privacy Policy.

11. Managing cookies

11.1 Most browsers allow cookie refusal and deletion. Methods vary by browser.

11.2 Blocking all cookies may impact website usability.

11.3 Feature limitations apply if cookies are blocked.

12. Our details

12.1 REDD Media Limited owns and operates this website. Hotel Guest Experience Forum is a product / event of Redd Media Limited.

12.2 Registered in England and Wales under registration number 15466476, our registered office is at 128 City Road, London, United Kingdom, EC1V 2NX.