TERMS AND CONDITIONS

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Definitions

Welcome to the Digital City Festival website. By using our website, you agree with our terms and conditions and privacy policy (link) for which the following definitions apply:

  • “Festival” means Digital City Festival 2023 on 27-31 March 2023; 

  • “Organiser” or “Digital City Festival” means Prolific North, registered company number 08268534; 

  • “Partner” means any person, firm or company who has made an application for and who has been granted inclusion in the Festival;

  •  “Visitor” means any individual who has completed the registration form and has been granted access to the exhibition during the event live hours.

Registration

The registration form grants you access to Digital City Expo only. All other Digital City Festival events are ticketed separately by our event Partners.

Registration and entrance to Digital City Expo is FREE to visitors, speakers and exhibitors who have pre-registered online. We reserve the right to change terms and conditions with no prior notice and can refuse entry or insist that any visitor leaves the exhibition and conference for any reason. Attendees must register with a business address in order to qualify. We reserve the right to retract a ticket from any registrations who do not meet the attendee criteria.  

Priority Pass cancellations are permitted 28 days or more in advance of the event. Digital City Expo regrets that no Priority Pass cancellations are acceptable within 28 days before the event date, and therefore no refunds are payable after this point. However a substitute guest can be nominated to use your pass. All requests for cancellations or substitutions must be made in writing to hello@digitalcityfestival.com 

Where circumstances force cancellation of the event in its entirety, Digital City Expo will offer a full refund to each paying Priority Pass holder within 28 days of the cancellation.

Individuals are responsible for cancelling their own hotel and travel reservations. We don’t accept liability for hotel or travel costs.

Attendance

On arrival at Digital City Expo, you will have to check in to retrieve your visitor pass.

Exhibitors, sponsors, theatre managers, speakers and other associates may have barcode readers. By allowing your pass to be scanned you consent to passing over your registration details. Allowing your badge to be scanned is akin to handing over a business card. They may use this data for marketing purposes, analytics and/or statistics. The exhibitor's use of personal data is subject to the provisions of the General Data Protection Regulation (GDPR) 2018. 

Please note that by allowing your badge to be scanned by an exhibitor, sponsor or speaker at the show, they will have access to your name and contact information, provided during this registration process, and they may contact you post-event. If you do not want your details to be shared, you should refrain from having your badge scanned at their stands/theatres.

Programme & Speakers

We make every effort to ensure that all information given is true, accurate and complete at the time of writing. However changes can happen due to circumstances beyond our control and we reserve the right to make any such changes without prior notice.

Filming & photography

A production crew will take photos and film the event. By registering for the event you consent to images and footage of you being used in promotional material for this event and in the future.

Accessibility

We make every effort to ensure that our events are accessible and enjoyable for all our visitors, so if you require any particular assistance, please let us know as soon as possible so that we can make any arrangements.

Our brand guidelines

When using our brand logo or assets as part of your own advertisement and promotion, you must comply with our brand requirements available at (enter link)

T&Cs for sales contracts only:

Exhibiting or sponsoring Digital City Expo 

You can place an order, either in writing or verbally. We will confirm the details of your order and draw up a Contract, subject to the following terms & conditions:

  • Until the Contract has been signed by both parties, the Organiser has the right without giving notice to relocate any elements of your order to another exhibitor/sponsor and the booking will be null and void. 

  • The preference of the location of your exhibition space or speaking slot will be given in order of bookings and we’ll make every effort to accommodate your preference; However, we reserve the right to make a stand or speaking slot reallocation at any time; If the space/time is reduced, the price will be reduced proportionate to the amount of the reduction. 

  • Any bookings within 3 months of the Expo must be paid in full, within 7 days or before the show, whichever is earliest;  Any special payment terms must be agreed in writing.

  • You cannot cancel or withdraw your order once a Contract has been signed. 

  • In the event of any Exhibitor/Sponsor ceasing to carry on business or committing any act of bankruptcy, or of a Company going into liquidation, the Organisers shall be entitled to determine the contract forthwith, and all the monies paid by the Exhibitor under such contract shall be forfeited.

If you fail to pay any sum due to us or fail to observe any of the requirements of these terms,  we reserve the right to revoke your allotment of space and/or speaking slot and your brand, agents and property, at your expense from the event premises and to reallocate your space. Such action by the Organisers shall not prejudice any other remedy they shall have against the Exhibitor nor reduce the amount paid or owing by him, the Exhibitor, to the Organisers.

Promotions and presentations 

Organisation and promotion of the Exhibition lies at the discretion of the Organiser. We reserve the right at any time to amend or vary the manner or methods of the organisation and promotion. The Exhibitor/Sponsor acknowledges that the Organiser shall not be held responsible for the failure of any contracted exhibitors to attend the exhibition or the failure of any number of attendees to attend the Exhibition for any reason beyond the reasonable control of the Organiser. Any application for space shall not be conditional on the presence or location of any other exhibitor.

Postponement or abandonment 

The Organiser at any time, without prior notification, may change the location of the venue, the date, the opening and closing times of the Exhibition. The Exhibitor shall not have any claim against the Organiser in respect of any loss or damage whatsoever consequent upon the Exhibition failing to be held for any reason outside the Organiser’s control or the Exhibition venue being or becoming wholly or partially unavailable for the holding of the Exhibition for any reason. If by rearranging the venue, the period of the Exhibition, the size or location of the stands, postponing the Exhibition or by doing any other reasonable thing the Exhibition can be held, the contract for space shall be binding save that it shall be deemed to be varied to allow for the necessary change in venue, dates or period of the Exhibition, stand size, location or otherwise.