CONFERENCE AND EVENTS TERMS AND CONDITIONS
- Terms and Conditions
We are a Round Table on Responsible Soy Association, with legal address at Utoquai 29/31 (8008) Zürich, Switzerland, (“RTRS”, “us” or “we“). For reference, visit www.responsiblesoy.org for further details. These terms and conditions apply to all conferences and events, both virtual and “in-person”, operated by or on behalf of RTRS (“RTRS Events”). By booking to attend a RTRS Event you agree to these terms and conditions, so please read them carefully before booking.
Further details about each RTRS Event will be set out in a programme for the relevant RTRS Event, a link to which will be available via the RTRS website.
- RTRS Conferences and Events
When you submit a booking for an RTRS Event you are making an application to us to attend it. You must provide full and accurate details of your identity and contact information. Failure to do so may result in your booking being cancelled. Our acceptance of your booking will take place when full payment is received and we issue a written confirmation of your booking. RTRS reserves the right to refuse an application for attendance for any reason.
We will send an email confirmation of your booking to the email address you provide to us when we accept your booking. It is your responsibility to ensure that the email address you provide to us is valid.
All conference bookings are non-transferable and cannot be resold, transferred or passed on to another person, whether for commercial gain or otherwise.
Name badges can only be used by the booked attendee to access the event or social function; name badges cannot be shared or borrowed by any other person, whether registered for the event or otherwise.
Any breach of these terms will result in the booked attendee being required to leave the event / conference with immediate effect and the cancellation of their booking without reimbursement or refund of any previously paid fees.
For RTRS Events held online, you must not share, sell or otherwise make available to any other person the link, password or other access details we may provide you to enable you to attend the online RTRS Event.
Participants are responsible for making their own travel arrangements to attend RTRS Events. It is recommended that you check any visa requirements with your local embassy or consulate. In particular, participants should inform themselves of the entry requirements (i.e. visa requirements) of the event location and complete the necessary formalities in good time before the event begins. RTRS will not be liable if a visa application is denied, a visa is received too late to attend, or if the attendee is not able to travel to an RTRS Event for any other reason.
RTRS endeavours to accommodate all special dietary requests confirmed to us before bookings close. Requests made after this time cannot be guaranteed and all dietary requests are subject to local availability (which is outside RTRS’s control).
- Consent to filming
RTRS films, records and photographs all RTRS Events and some of this content may be used for future RTRS marketing materials, member communications, products or services. Should you have any concerns about this, or if you do not wish to be featured in any of these materials, please email info@responsiblesoy.org.
RTRS will be entitled to change the venue and make minor changes to the timing and content of any RTRS Event. RTRS as well as its officers and staff accept no responsibility for any views expressed, presentations or materials produced by speakers at any RTRS Event.
- Conduct and security at RTRS Events
In the interests of safety and comfort for all our guests, you acknowledge that admission to any RTRS Event is subject to strict security arrangements and that we may conduct security checks prior to your entering the venue. You acknowledge that restrictions and additional terms may apply to RTRS Events depending on the nature of the event and the venue. You agree that you will observe and comply with any such security arrangements, terms or restrictions. Failure to comply will result in entry being refused. No refund of fees or any other costs will be made in these circumstances.
We reserve the right to request that you leave a RTRS Event if your conduct is unacceptable (in RTRS’s reasonable opinion) or if you represent a security threat to the RTRS Event. No refund of fees or any other costs will be made in these circumstances.
Badges
For security reasons, name badges are required to be worn visibly at all times during an RTRS Event. Proof of identity is required to collect your badge and for a replacement badge to be issued. Anyone not wearing a badge must get a replacement badge from RTRS staff or will be required to leave the venue immediately. Anyone found wearing a badge that they are not entitled to wear will have the badge removed and will be required to leave the RTRS Event.
Promotional literature
No individual or organisation may display or distribute publicity material or other printed matter during an RTRS Event, unless by prior arrangement with the RTRS. Organisations and companies wishing to discuss promotional opportunities should contact the RTRS Communication Department at info@responsiblesoy.org.
Photography
The unauthorised use of photographic and recording equipment is prohibited at RTRS Events. You are not permitted to make (or facilitate the making of) any video or audio recordings of any RTRS Events, or use any photographs, clips or screenshots of any RTRS Events for commercial purposes, unless expressly permitted by RTRS. Any materials which may be distributed by or on behalf of RTRS in connection with any RTRS Events may not be reproduced without our written permission.
- Payment of booking fees
When booking an RTRS Event, full payment of the booking fee is required at the time we accept your booking, unless otherwise specified in the Event Programme. Details of the fees applicable for the relevant RTRS Event will be set out in the Event Programme and the web page via which you book the RTRS Event.
VAT will be added to delegate fees as appropriate. Our prices may change at any time but any price change will not affect bookings that we have confirmed with you. Booking fees for RTRS Events can only be paid in the booking fee currency listed in the Event Programme.
Payment Methods: RTRS accepts various payment methods. If your payment is not processed successfully, please contact us directly at finance@responsiblesoy.org so we can verify whether your chosen method is supported by our payment service provider. For bank transfer payments, please be aware that these may not be automatically validated. If you encounter any issues, please reach out to us, though responses may be delayed as access to banking information is not always immediate.
It is the responsibility of the cardholder to ensure that the card’s security details are ready and to check that there is a sufficient balance on the card for the payment to complete.
All fees payable to us by you in relation to an RTRS Event shall be paid free and clear of all deductions or withholdings whatsoever.
If any deductions or withholdings are required by law to such fees, you shall pay such sum as will, after the deduction or withholding has been made, leave us with the same amount as we would have been entitled to receive in the absence of any such requirement to make a deduction or withholding.
- Special Requests and Requirements
(i) If you have any special request or a physical condition requiring specific arrangements, you must advise us at least 28 days before the event. Although we will endeavour to meet any reasonable requests, we regret that we cannot promise that any request will be met unless we have specifically confirmed this in writing.
(ii) Confirmation that a special request has been noted or the inclusion of your request on the confirmation or any other documentation is not confirmation that the request will be met. Unless and until specifically agreed by RTRS, all special requests are subject to availability.
(iii) We regret that we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as ‘standard’ bookings subject to the above provisions on special requests.
- Changes or Cancellation
By you
Once your booking and payment for an RTRS Event is complete we will not be able to refund you where you do not attend the RTRS Event or if you cancel your RTRS Event booking, save as set out below.
The Event Programme for each RTRS Event will set out a deadline for cancellations (the “Cancellation Deadline”) and any applicable administrative charges. If your cancellation is received in writing at the RTRS office by the Cancellation Deadline, fees will be refunded less any applicable administration charge. Refunds will be made minus any monies owed to RTRS.
Conference bookings or social function bookings received after the Cancellation Deadline date will not be eligible for any refund of fees. Please note that no exception will be made to this policy. Should you have difficulties in obtaining your visa and are not able to attend the RTRS Event this cancellation policy will still apply.
Please note that the cancellation terms and conditions as indicated will apply as soon as your booking and payment is received by the RTRS.
Provided you have cancelled your booking to attend an RTRS Event in accordance with these terms and conditions and any other policies set out in the relevant RTRS Event Programme, you must then confirm to us in writing at the RTRS office as soon as possible, but in no event later than 3 calendar months from the date of any such RTRS Event, all necessary details to enable any reimbursement owed to you to be paid. We regret that no refunds will be made after the date that is 3 calendar months after the date of the relevant RTRS Event.
By us
We reserve the right, at any time, with or without giving notice, in our absolute discretion and without giving any reason, cancel or postpone an RTRS Event, change its venue or any of the other published particulars, or withdraw any invitation to attend. In any case, we will not be liable for any loss, liability, damage or expense suffered or incurred by any person, nor will we return any money paid to us in connection with the RTRS Event unless we are satisfied not only that the money in question remains under our control but also that the person who paid it has been unfairly prejudiced (as to which, decision shall be in our sole and unfettered discretion and, when announced, final and conclusive).
RTRS shall have no liability to you, for a refund or otherwise, where the RTRS is forced to cancel or reschedule part or all of an RTRS Event due to reasons beyond our reasonable control. However, refunds may be paid at RTRS’s discretion.
- Liability
(a) Nothing in these terms and conditions excludes or limits RTRS’s liability for personal injury or death due to its negligence, or for fraud or fraudulent misrepresentation. You may have certain rights under the law, for example that we will provide the RTRS Event with reasonable care and skill. Nothing in these terms will affect these rights.
(b) Except as stated above, we will not be liable for: (i) losses not caused by our breach of these terms and conditions; (ii) indirect losses (which means loss of a type which you and we could not have reasonably anticipated arising at the time of entering into these terms and conditions); (iii) failure to meet any of our obligations where such failure is due to events beyond our control; (iv) any third party platforms on or via which online RTRS Events are accessed, facilitated or hosted (your access to and use of any such platforms is at your own risk and may be subject to the third party’s own terms and conditions); (v) any loss of enjoyment or wasted expenditure; or (vi) any increase in any loss or damage which results from breach by you of any of these terms and conditions or your negligence.
(c) Except as stated above in this section 8, our total liability to you is limited to an amount equal to the fees we have actually received from you for the relevant RTRS Event.
(d) Personal arrangements including travel, accommodation or hospitality relating to a RTRS Event which have been arranged by you are at your own risk.
(e) You are solely responsible for your transport to and from the RTRS Event, your accommodation and all other costs not specifically included in the price of the RTRS Event booking fee.
(f) Please ensure you take care of your personal possessions as the RTRS cannot accept any liability for them unless loss or damage is caused by our negligence.
- Data Protection
For full details on the personal data we collect in relation to RTRS Events and how we use it, please visit our privacy policy at https://responsiblesoy.org/politica-de-privacidad-y-cookies?lang=en
- General
These terms and conditions are a contract between you and us. No other person shall have any right to enforce any of the terms.
Each of the paragraphs of these terms and conditions operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
We may revise our terms and conditions from time to time, for example to reflect changes in relevant laws or regulatory requirements or improvements we make to the RTRS Events and related services. However, any change to the terms and conditions will not apply to bookings for RTRS Events which you have already made.
This agreement between us shall be governed by and construed in accordance with Swiss law and the parties agree that the Swiss courts shall have exclusive jurisdiction in relation to any claim (whether contractual or non-contractual) arising in connection with this agreement.
