Terms & Conditions
Definitions
‘The Company’ means ATS Conference a trading name of Advanced Thinking Systems Ltd. ‘The Client’ means the legal person with whom the Contract is made by the Company.
Acceptance
All quotations given shall be deemed accepted upon receipt in writing, or by fax, email or other electronic means of the Client's order and no contract shall be concluded until such confirmation is received.
Responsibilities of Person Signing
The person signing the contract warrants that they have the authority of the Client to make their contract on the Client’s behalf. The said person hereby indemnifies the Company against all losses and costs that may be incurred by the Company if this is not so.
Payment
Unless otherwise agreed in writing, payment under the contract for approved credit clients will fall due as follows:
30 days from date of invoice issued following the conference
For new clients without credit approval, payment will fall due as follows:
30% of the contract price : on confirmation of the order
Balance of the contract price : within 30 days of invoice issued following the conference
The Company reserves the right to cancel its obligations under the contract if any payment under this or any other contract between the Company and the Client has not been received by the relevant due date. Credit accounts are interest free if settled within the above terms, but the Company reserves the right to charge interest on overdue accounts (both before and after any judgement) at the rate of 2% per month calculated on a daily basis from the due date for payment or compensation and Interest whichever is the greater pursuant to the Late Payments of Commercial Debts [Interest] Act 1998.
Cancellation
In the event of cancellation for reasons beyond the Company’s reasonable control the agreed rental charges shall be as follows from the date of cancellation:
less than two weeks notice prior to the conference 100%
Between two weeks and one calendar month 75%
Between one and three months 50%
More than three months nil*
* Advance deposits are non-refundable.
For the avoidance of doubt any costs incurred by the Company for third party services or goods for the Client shall be the Client’s own responsibility and recoverable. The client shall also refund the Company any expenses incurred or loss suffered by the Company. Any decision to waive all or part of the above cancellation fees shall be at the sole discretion of the Company. In addition, the Company reserves the right to recharge any costs incurred for services booked with third parties including but not limited to travel tickets and accommodation.
Conference venue
Unless otherwise agreed in writing, it is the responsibility of the Client to ensure that:
- Access to the venue is made available to the Company in sufficient time and not less than 2 hours before commencement of the Conference to enable installation and testing of the equipment to take place. No liability is accepted for delays to the conference start if adequate set-up time is not allowed.
- The venue is properly set out for the installation of the Company's equipment, with any platforms, staging or tables in position.
- (All equipment, once installed, may remain in place and that, for the period of hire, the conference room will not be required for purposes (e.g. dinners, dances, receptions, etc.) which would entail the equipment being dismantled and reinstalled.
- Adequate precautions will be taken by the Client to ensure the security of the venue and of the Company's equipment whilst at the venue. In particular the Client will ensure that the room in which the Company’s equipment is located is securely locked outside of conference hours.
- Adequate time is made available at the conclusion of the proceedings for dismantling and removal of the equipment.
Risk and the Issue of Keypads
Regardless of the persons or method employed for keypad issue, the client shall be responsible in the event of loss or damage to the keypad units. The Client or their Customer will be issued, prior to conference, with the agreed number of keypads. As soon as possible after the conference the number of keypads shall be counted and minuted jointly by a Client representative and Company representative to determine any loss or damage. In the event of damage or loss invoicing shall be based on this record. When the client is unable or unwilling to participate in this inventory, the Company representative shall proceed in good faith. Should keypad units not be returned before the Company representative leaves site, the Company will invoice for loss of the keypad units.
For the duration of the period of hire, the Client shall be responsible for the loss of any receivers and keypads. For insurance purposes the replacement value of voting keypad is £195. If a keypad has been invoiced and within three months is returned in good condition to the Company a full refund of amounts paid will be made.
Liability
The Company's liability for loss or damage arising out of a breach of this contract shall not in any event exceed the value of this contract. The Company does not accept liability for any consequential loss or damage arising from the supply of equipment or services and any express or implied condition is hereby excluded.
Responsibility - Third Party
The Client shall at all times and in all respects indemnify the Company against and from, any and every expense, liability, loss, claim or proceeding whatsoever in respect of any personal injury whatsoever and in respect of damage to any property whatsoever (including the audience response equipment) arising out of or in connection with or consequent upon the hire, delivery, use, misuse, non-use, collection or return of the audience response equipment or any part thereof.
Consequential Losses and Personnel Insurance
Regardless of whether the system is operated by the Client or the Companys appointed personnel, the Company shall not be liable for any consequential expense, liability, loss, claim or proceeding, whatsoever caused by, or arising out of, the late delivery, non-delivery, unsuitability, or repossession of the audience response equipment, or any part thereof or any breakdown, or stoppage of the same.
Force Majeure
The Company shall not be held liable to the Client if fulfilment of its obligations under the contract is prevented or hindered by force majeure. For the purposes of this condition, force majeure shall mean any circumstance beyond the control of the Company.
Carriage Charges
Unless specifically stated charges do not include carriage and any expenses incurred by the Company in delivering, recovering voting equipment or attempting the same will be paid by the Client.
Conditions
These Terms and Conditions shall be deemed to be incorporated into all contracts for services provided by the Company which shall be deemed to be carried out pursuant to a contract incorporating these Terms and Conditions. Each provision of these conditions is to be construed as a separate provision applying and surviving even if for any reason one or another of the said provisions is held inapplicable or unreasonable in any circumstances.
Instructions
The Client shall be liable to the Company in respect of all work carried out by the Company subject to these Conditions of Service whether or not such Client purports to contract as an agent. The Client may not without the express prior written agreement of the Company assign the benefit or burden of any contract with the Company.
Logistics
Where it is not possible to give actual transportation costs at the time of quote, an accurate costing will be declared to the Client on the booking of such services and added to the final invoice.
Hours of Work
ATS technician costs are based on a 10 hour day, worked between 06.00hrs – 22.00hrs. Should any work need to be carried out beyond this time frame it will be charged as an extra.
Crew Catering and Breaks
The Client shall be responsible for ensuring the crew are provided with adequate subsistence and sufficient time to take appropriate breaks during the conference schedule. Should the event be running to tight deadlines, it is not always possible for ATS crew to obtain the arranged crew catering. In these circumstances an additional charge will be made to cover crew expenses.
Projection
The Company provides an SVGA and an audio feed. If you require video you will need to hire a scan converter and projection equipment. We would be happy to provide an additional quotation for this equipment if required.
Conference Material
The Client shall be responsible for ensuring The Company is issued with relevant conference material, schedule etc, in a timely fashion to enable booking of flights/transportation. In addition, content for programming, including a design template should be made available to The Company one week prior to the conference start date.
Onsite Changes to Programming
The Company will try to accommodate all requests for last minute programming/changes onsite, however it shall not be held responsible for errors made during this period.
Jurisdiction
The contract shall be governed by the laws of England and shall be subject to the jurisdiction of the English Courts
