23rd September 2017

Terms and conditions

Terms and conditions for all participants
1. All fees must be paid in full at the time of registration or within 15 working days of reserving a space. We will only be able to confirm your registration once we have received your fees. All money transfer charges are to be met by the senders.
2. All services are offered on an as-is basis.
3. Privacy: Personal information (name, postal address, email, telephone and fax) provided by participants will be held in our database and may be shared internally across OGV members and participants. We may share this information with sponsors and interested third parties for marketing. If you do not wish to disclose your details to third parties please tick the opt-out box during registration/booking or informing us in writing thereafter.
3.1 Privacy: Your name and business address may be shared with other participant and may be included in the event documentation. If you do not wish to disclose your details in this manner then please tick the opt-out box during registration/booking or informing us in writing thereafter.
4. Photography: We will carry out still and video filming during event and will use photos and videos on our websites and/or audio/video channels for promotional purposes. By agreeing to attend this event you grant us, the Photographer and our distributors, the right and permission to take, hold, use, edit, digitise, publish, add to, delete from and adapt the photographs, video images and audio recordings in any printed or electronic media, including the Internet, throughout the world for any lawful purpose, including advertising and promotional purposes, in perpetuity and without compensation and attribution. If you do not wish your images or recordings to be used in this manner, please inform us in writing at least four weeks before the event.
5. Insurance: Event participants are responsible for taking appropriate insurance cover, including medical insurance, in connection with their attendance of the event. The event organisers and hosts, OGV or any individuals associated with the event or OGV in any capacity shall not be liable for any kind of loss or damage to personal property, delegates, sponsors or exhibitors.
6. Occasionally, it may be unavoidable to change the event agenda and the identity of speakers for reasons beyond our control.
7. Should there be a change in the event venue for any reason, for example to accommodate higher number of participants, all participants will be notified in advance. However, there will be no liability whatsoever to the event organisers and hosts, OGV or any individuals affiliated with the event or OGV in any capacity.
8. The information given in presentations or at exhibitions in connection with the event shall come from diverse sources and it is not in the capacity of the event organisers or OGV to validate it. Therefore, the event organisers or OGV accept no responsibility for the correctness of the information, and the event organisers and hosts, OGV or any individuals affiliated with the event or OGV in any capacity shall have no liability of any kind in any country or court of law.
9. The event organisers and hosts, OGV or any individuals associated with the event or OGV make no representation or warranty of gain of business or profits as a result of use of services or information provided in connection with the event and shall not be liable for any direct or indirect damages, loss of business, employment, profits or anticipated savings resulting from the use of the services or information provided in connection with the event, in any country or court of law.
10. The event organisers and hosts, OGV or any individuals associated with the event or OGV shall not be liable, in any country or court of law, for infringement of third party rights by an event delegate or other participant.
11. The event website and that of OGV contains links to a number of other websites, provided for the convenience of the users. The contents of these websites are maintained by their owners, for which we take no responsibility, neither providing a link on our website means that we necessarily agree to their contents, nor we are responsible for contents of any website linking to this website.
12. We have the right to accept or reject a registration and/or presentation application without giving reasons and our decision shall be final. We also reserve the right to reject a previously accepted application or presentation without giving reasons and our decision shall be final.
13. Please note OGV as an independent entity contracts for the use of facilities and has no formal connection with the owners of these facilities such as the University of Oxford, Oxford Brookes University or others. Venue may change due to unforeseen circumstances.
14. We reserve the right to change the Terms and Conditions, prices or the contents of the website at any time without prior notice.
15. The event participants shall be responsible for compensating any loss should they cause damage to the host’s property or the venue.
16. These Terms & Conditions apply to all participants of this event, including speakers, training participants, pitching participants, investors, sponsors and exhibitors.
17. We reserve the right to change the Terms and Conditions, prices and the contents of this document at any time without prior notice for new participants.
18. All participants must consult other Terms and Conditions below and other specific ones that apply to them as below.

Event Copyright Information
By agreeing to participate and present at this event, all presenters, including speakers, poster presenters, sponsors, exhibitors and advertisers declare to abide by the following copyright agreement. If you have any questions, or if you do not wish your presentation to be disclosed in any particular manner, please inform us at the time of submission of the presentation material.
The copyrights, patent rights, ownership, the right to re-use the content and the right to store, display and distribute contents of oral and poster presentations and documents submitted for this event (hereafter referred to as ‘the presentations’ and ‘the documents’, respectively) remain with the presenter(s) and the original copyright holder(s). However, the presenter(s) and the copyright holder(s) of the presentations (authors, their employers or any other parties claiming copyright in the presentation work) agree and undertake for the full legal term of the copyright and its any extensions or renewals, throughout the world that:
1. They have the right to present this work at this event.
2. The presentation does not infringe anyone’s copyright or other rights. If any copyrighted material is included the presentation, the presenter(s) have obtained appropriate written permission(s) from the original copyright holder(s) to present such materials.
3. You have exercised every care to ensure that the work reported in this presentation is accurate and that you have followed ethical guidelines in the preparation of any presentation or document planned to be shared at the event.
4. You will be wholly responsible for any legal action taken against you resulting from your infringement of anyone’s copyrights or other rights.
5. You agree to indemnify us for all costs, expenses or legal fees arising out of your breach of any clause of this agreement.

Non-disclosure Agreement
By agreeing to participate and present at this event, all presenters, start-ups, investors, mentors, including speakers, poster presenters, sponsors, exhibitors and advertisers declare to abide by the following Non-Disclosure Agreement.
1. Each of the parties to this Non-Disclosure Agreement intends to disclose information (the Confidential Information) to the other party for the purpose of assessing venture viability before discussing the possibility of the parties entering into a funding arrangement, partnership for joint venture, or other similar collaboration] (the Purpose).
2. Each party to this Agreement is referred to as ‘the Recipient’ when it receives or uses the Confidential Information disclosed by the other party.
3. The Recipient undertakes not to use the Confidential Information disclosed by the other party for any purpose except the Purpose, without first obtaining the written agreement of the other party.
4. The Recipient undertakes to keep the Confidential Information disclosed by the other party secure and not to disclose it to any third party [except to its employees [and professional advisers] who need to know the same for the Purpose, who know they owe a duty of confidence to the other party and who are bound by obligations equivalent to those in clause 3 above and this clause 4.
5. The undertakings in clauses 3 and 4 above apply to all of the information disclosed by each of the parties to the other, regardless of the way or form in which it is disclosed or recorded but they do not apply to:
a. any information which is or in future comes into the public domain (unless as a result of the breach of this Agreement); or
b. any information which is already known to the Recipient and which was not subject to any obligation of confidence before it was disclosed to the Recipient by the other party.
6. Nothing in this Agreement will prevent the Recipient from making any disclosure of the Confidential Information required by law or by any competent authority.
7. The Recipient will, on request from the other party, return all copies and records of the Confidential Information disclosed by the other party to the Recipient and will not retain any copies or records of the Confidential Information disclosed by the other party.
8. Neither this Agreement nor the supply of any information grants the Recipient any licence, interest or right in respect of any intellectual property rights of the other party except the right to copy the Confidential Information disclosed by the other party solely for the Purpose.
9. The undertakings in clauses 3 and 4 will continue in force [indefinitely] from the date registering for the OGV event.
10. This Agreement is governed by, and is to be construed in accordance with, English law. The English Courts will have non-exclusive jurisdiction to deal with any dispute which has arisen or may arise out of, or in connection with, this Agreement.

Cancellation Policy
Cancellations Charges:
1. Up to 20 working days before the event begins: Full refund minus £100 administrative charge (for free investor tickets, please refer to above for special conditions).
2. Up to 10 working days before the event begins: 75% refund (plus administration charge of £100).
3. We regret that we are unable to refund if cancelled less than 10 working days before the event begins; However we welcome substitute delegates, but please let us know 24 hours in advance for us to update registration records.
4. We will deduct any additional bank transfer fees associated with the refund in addition to the administrative charges.
5. This cancellation policy applies to registration fee and meal bookings. The delegates must obtain appropriate insurance to cover cancellations, including due to medical reasons, or visa issues.
6. In the unlikely event of cancellation of the event (also see Clause 7 below), the maximum liability shall be limited to full refund of the fees received by us at the time of booking, with no additional liability whatsoever to the event organisers and hosts, OGV or any individuals affiliated with the event or OGV in any capacity. We may also deduct any additional bank transfer fees associated with the refund.
7. In the unlikely event of the change of the event dates for any reasons beyond our control, such as but not limited to natural disaster, a disease epidemic or pandemic, war or act of terrorism, the maximum liability to us shall be limited to 75% of the fees received by us at the time of booking, with no additional liability whatsoever to the event organisers and hosts, OGV or any individuals affiliated with the event or OGV in any capacity. We may also deduct any additional bank transfer fees associated with the refund.
8. No refund will be given for services that have been provided already, such as a weblink or an advertisement on the event website.

Special terms and conditions for free investor tickets (in addition to above):
1. We understand that circumstances sometimes change and that occasionally delegate bookings need to be cancelled. However, processing bookings and cancellations incurs significant costs for us, and so – as is the case with other providers of conferences and similar pre-booked services – we need to recover these costs. You agree to this when confirming acceptance of our terms and conditions during the booking process. Our cancellation fees are in line with other organisations.
2. Please note, though, that there is no charge for simply replacing your delegate. To do this, please email us at pitch@oxfordglobalventures.com along with the replacement delegate’s job title and email address. However if you cannot find a replacement then the terms are as follows: Cancellations 14 or more days before the event will be charged at £100 including VAT per delegate.
3. Cancellations made less than 14 days before the event will be charged at the early bird delegate fee of £360 including VAT. Cancellations must be notified in writing to pitch@oxfordglobalventures.com

Special terms and conditions for sponsors (in addition to above):
1. All fees must be paid in full within 20 working days of the booking. All money transfer charges are to be met by the senders.
2. All services are offered on an as-is basis.
3. Personal information (name, postal address, email, telephone and fax) provided by participants will be held in our database and may be shared internally across OGV members and participants. We may share this information with sponsors and interested third parties for marketing. If you do not wish to disclose your details to third parties please inform us in writing.
4. Should there be a change in the event venue for any reasons, for example to accommodate the participants’ number, all participants will be notified well in advance. However, there shall be no liability whatsoever to the event organisers and hosts, OGV or any individuals affiliated with the event or OGV in any capacity.
5. If in the unlikely event, for reasons beyond our control, that we are unable to provide a listed sponsorship or exhibition deal, service, facility or arrangement, the maximum liability shall be limited to proportional refund of the package sponsorship or exhibition fee received by us at the time of booking, with no additional liability whatsoever to the event organisers and hosts, OGV or any individuals affiliated with the event or OGV in any capacity. We may deduct any additional bank transfer fees associated with the refund.
6. No refund will be given for services that have been provided already, such as a weblink or an advertisement on the event website.
7. Exhibitors, sponsors and advertisers are responsible for setting up their exhibitions and for providing us the agreed advertisement information, and paying government taxes and duties in relation to import/export of their goods.
8. Exhibitors, sponsors and advertisers are responsible for the correctness of information they provide us.
9. The event organisers and hosts, OGV or any individuals associated with the event or OGV make no representation or warranty of gain of business or profits as a result of use of services or information provided in connection with the event and shall not be liable for any direct or indirect damages, loss of business, employment, profits or anticipated savings resulting from the use of the services or information provided in connection with the event, in any country or court of law.
10. The event organisers and hosts, OGV or any individuals associated with the event or OGV shall not be liable, in any country or court of law, for infringement of third party rights by an event delegate, exhibitor or sponsor.
11. The event website and that of OGV contains links to a number of other websites, provided for the convenience of the users. The contents of these websites are maintained by their owners, for which we take no responsibility, neither providing a link on our website means that we necessarily agree to their contents, nor we are responsible for contents of any website linking to this website.
12. We have the right to accept or reject a booking application without giving reasons and our decision shall be final.
13. We have the right to accept or reject a sponsorship deal or advertisement without giving reasons and our decision shall be final. We also reserve the right to reject a previously accepted application without giving reasons and our decision shall be final.
14. Please also consult Terms and Conditions for event participants, which also apply to exhibitors and representatives of sponsors.