Event Terms & Conditions
Conferences, Exhibitions, Seminars and Dinners
These Event Terms & Conditions apply to all conferences, exhibitions, seminars, dinners, awards ceremonies and other events organised by Scottish Renewables (“Scottish Renewables”, “we”, “us” or “our”), unless otherwise stated in specific event terms.
By registering for, purchasing a ticket, booking a table or otherwise attending or participating in a Scottish Renewables event, you agree to comply with these Event Terms & Conditions.
1. Registration and Payment Terms
1.1 Registration for an event constitutes a commitment to pay the applicable registration, ticket, table, exhibition or sponsorship fee in full.
1.2 Payment will be made by the payment method specified by Scottish Renewables at the time of registration or on the invoice issued to the booking organisation.
1.3 All invoices relating to an event must be paid in full before the date of the event. Where the standard payment terms stated on an invoice would result in payment falling due after the event date, the event-specific requirement to pay before the event takes precedence.
1.4 Scottish Renewables reserves the right to refuse admission to an event, or to prevent participation in an event, where the relevant fees have not been paid in full before the event.
1.5 Where an organisation has made multiple bookings or registrations, the organisation remains responsible for ensuring that all applicable event fees are paid in full before the relevant event.
2. Cancellation and Substitution Policy
Delegate Cancellations
2.1 For conferences, seminars and similar events, cancellations received in writing not less than eight (8) days prior to the event will receive an 85% credit against the applicable booking fee. Scottish Renewables will retain an administration fee equivalent to 15% of the contract fee.
2.2 No credit will be issued for delegate cancellations received within seven (7) days, inclusive, of the event.
2.3 Delegate substitutions may be accepted at Scottish Renewables’ discretion, subject to reasonable advance notice and any applicable requirements relating to the event.
Exhibitor Cancellations
2.4 For exhibition bookings, cancellations received in writing not less than twenty-nine (29) days prior to the event will receive an 85% credit against the applicable booking fee. Scottish Renewables will retain an administration fee equivalent to 15% of the contract fee.
2.5 No credit will be issued for exhibitor cancellations received within twenty-eight (28) days, inclusive, of the event.
2.6 Exhibitor places or delegate registrations may be substituted for the same event at any time, subject to reasonable advance notice to Scottish Renewables.
Scottish Green Energy Awards
2.7 For dinner table and dinner ticket bookings, cancellations received in writing not less than twenty-nine (29) days prior to the event will receive an 85% credit against the applicable booking fee. Scottish Renewables will retain an administration fee equivalent to 15% of the contract fee.
2.8 No credit will be issued for dinner table or dinner ticket cancellations received within twenty-eight (28) days, inclusive, of the Scottish Green Energy Awards.
3. Event Cancellation, Changes and Substitutions
3.1 If Scottish Renewables cancels an event, Scottish Renewables will refund 100% of the event fee paid for the cancelled event.
3.2 Scottish Renewables reserves the right to make reasonable changes to the advertised event programme, including changes to speakers, topics, timings, venue arrangements, exhibition plans and other event content, where circumstances beyond our reasonable control require such changes.
3.3 Scottish Renewables will endeavour to communicate material changes to attendees as soon as reasonably practicable.
3.4 No liability will arise from changes to speakers, topics, exhibition plans or other elements of an event where such changes are necessary due to circumstances beyond Scottish Renewables’ reasonable control.
4. Event Conduct and Behaviour Policy
4.1 Scottish Renewables is committed to providing events that are safe, professional, respectful and inclusive for everyone attending, participating in or working at our events.
4.2 This policy applies to all attendees and participants, including delegates, speakers, exhibitors, sponsors, members, guests, suppliers, contractors and anyone else attending or working at a Scottish Renewables event.
4.3 We expect everyone attending our events to:
- treat other attendees, speakers, exhibitors, sponsors, venue staff, contractors and Scottish Renewables employees with courtesy, respect and dignity;
- behave professionally and appropriately;
- respect personal boundaries and the privacy of others;
- comply with reasonable instructions from Scottish Renewables, venue staff and security personnel;
- comply with the rules and requirements of the event venue; and
- raise any concerns about inappropriate behaviour with a member of the Scottish Renewables event team as soon as reasonably practicable.
4.4 Unacceptable behaviour
Scottish Renewables will not tolerate harassment, abuse, intimidation, discrimination, threatening or aggressive behaviour towards anyone attending or working at our events.
This includes, but is not limited to:
- verbal abuse, insults, threats or intimidation;
- aggressive, confrontational or threatening behaviour;
- bullying or harassment;
- sexual harassment, unwanted sexual attention, sexual comments or unwanted physical contact;
- discriminatory, derogatory or offensive comments or behaviour;
- unwanted or inappropriate physical contact;
- persistent unwanted communications or attention;
- inappropriate photography, filming or recording of individuals;
- behaviour that deliberately disrupts presentations, discussions or other event activities;
- behaviour that creates a risk to the safety or wellbeing of another person; and
- encouraging, facilitating or participating in any of the above behaviour.
In particular, abuse, harassment or intimidation of Scottish Renewables employees or event staff will not be accepted under any circumstances. Our employees and event staff are entitled to carry out their roles without being subjected to abusive, threatening, intimidating or inappropriate behaviour.
4.5 This policy applies throughout the event and, where connected to the event, to associated receptions, dinners, networking activities and other official event-related activities.
5. Alcohol and Responsible Behaviour
5.1 Alcohol may be served at some Scottish Renewables events, including receptions, dinners and awards ceremonies.
5.2 Where alcohol is available, attendees are expected to consume it responsibly and to maintain appropriate standards of behaviour throughout the event.
5.3 Consumption of alcohol does not excuse or justify abusive, threatening, harassing, discriminatory, aggressive, inappropriate or unsafe behaviour.
5.4 Attendees remain responsible for their conduct regardless of the amount of alcohol they have consumed.
5.5 Scottish Renewables and/or the event venue may intervene where an attendee appears excessively intoxicated or where their behaviour is inappropriate, disruptive or presents a risk to themselves or others.
5.6 Depending on the circumstances, Scottish Renewables and/or the event venue may:
- ask an attendee to stop consuming alcohol;
- request that an attendee leave the event or venue;
- refuse further service of alcohol where this is within Scottish Renewables’ or the venue’s control;
- involve venue security or other appropriate personnel; and
- report serious incidents to the relevant authorities where appropriate.
5.7 Attendees must comply with all applicable venue requirements relating to alcohol consumption and any instructions issued by venue staff or Scottish Renewables.
5.8 Scottish Renewables reserves the right to refuse entry to, or remove from an event, any person whose behaviour is considered inappropriate, unsafe, disruptive or in breach of these Event Terms & Conditions.
6. Consequences of Unacceptable Behaviour
6.1 Scottish Renewables reserves the right, acting reasonably and in the interests of the safety and wellbeing of attendees, staff and other participants, to take appropriate action where these Event Terms & Conditions are breached.
6.2 Depending on the nature and seriousness of the conduct, this may include:
- issuing a warning;
- asking the individual to stop the behaviour;
- asking the individual to leave the event or venue;
- refusing entry to the event;
- refusing admission to future Scottish Renewables events; and/or
- reporting serious or potentially criminal behaviour to the venue, security personnel or the appropriate authorities.
6.3 Where an individual is removed from an event or refused entry because of a breach of these Event Terms & Conditions, Scottish Renewables will not normally provide a refund or credit for any ticket, table, registration or other event fee.
6.4 Scottish Renewables reserves the right to take such action whether the conduct occurs during the formal event programme or during an associated reception, dinner, networking activity or other event-related activity.
7. Venue Requirements and Health & Safety
7.1 All attendees must comply with reasonable health and safety requirements and instructions issued by Scottish Renewables, the event venue, security personnel or other authorised representatives.
7.2 Scottish Renewables reserves the right to refuse entry to, or remove from an event, any person whose conduct presents a risk to the health, safety or wellbeing of themselves or others.
7.3 Attendees are responsible for taking reasonable care of their own safety and the safety of others while attending Scottish Renewables events.
8. Exhibitions
8.1 Exhibition plans are correct at the time of publication but may be subject to change due to circumstances beyond the control of Scottish Renewables.
8.2 Scottish Renewables reserves the right to alter or modify exhibition plans where reasonably necessary and will endeavour to communicate material changes as soon as reasonably practicable.
8.3 Exhibitors must comply with all applicable venue requirements and reasonable instructions from Scottish Renewables and venue staff.
9. Speakers and Event Content
9.1 Speakers and topics are confirmed at the time of publication but may be subject to change due to circumstances beyond the control of Scottish Renewables.
9.2 Scottish Renewables reserves the right to substitute, alter or cancel speakers, sessions or topics where reasonably necessary.
9.3 Scottish Renewables will endeavour to update event information where material changes occur.
10. Complaints and Reporting Concerns
10.1 Anyone who experiences or witnesses behaviour that they believe breaches these Event Terms & Conditions is encouraged to report the matter to a member of the Scottish Renewables event team as soon as possible.
10.2 Where there is an immediate safety concern, attendees should notify Scottish Renewables event staff, venue security or the appropriate emergency services as appropriate.
10.3 Reports will be taken seriously and Scottish Renewables will consider what action is appropriate based on the circumstances and information available.
10.4 Scottish Renewables may share information about an incident with the event venue, security personnel, relevant contractors or the appropriate authorities where reasonably necessary to address a safety concern, investigate an incident or comply with legal obligations.
11. General
11.1 By registering for or attending a Scottish Renewables event, you confirm that you have read and agree to comply with these Event Terms & Conditions.
11.2 These Event Terms & Conditions may be updated from time to time. The version applicable to an event will be the version published or otherwise provided by Scottish Renewables for that event.
11.3 If any provision of these Event Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will continue to apply.
Contacting Us
If you have any questions about these Event Terms & Conditions, please contact:
Scottish Renewables
Email: events@scottishrenewables.com