Frequently Asked Questions

I have two discounts /offers I would like to use for my conference registration; can I use both of them?
No, we do not combine discounts /offers but we will honour the discount that is better for you.

Are the meals included?
Yes, all refreshments and conference lunches have been carefully selected to offer you the best in banqueting. Check the agenda for timings.

How many attendees will be at my conference?
This varies for each conference. Please do ask at our registration desk if you would like us to assist in facilitating meetings with anyone present to ensure you receive maximum benefit from the day.

How can I get to the venue?
The hotel details, including website telephone number and address, are listed on the conference website; you will also be told the venue when booking your place. For more details on the venue or travelling to the conference check the “venue” section on the website or contact us if you require further information.

What about accommodation?
The cost of the hotel accommodation and travel is not included in the registration fee. To take advantage of our corporate accommodation rate, please state you are attending a ViB events conference when making your reservation.

What should I wear?
Speakers and delegates normally wear formal business attire whilst attending the conference.

Special Needs
If you have any special needs, disabilities, and/or dietary requirements please do let us know when you register for the event.

Do I have to pre-select the streams that I want to attend for a multiple stream conference?
Yes, for planning reasons we will need to know who is attending which stream.

When should I pay for the conference?
Once you have completed and returned the registration form, we require full payment within five days from the invoice date, however full payment must be received prior to the event if this is sooner.

How should I pay for the conference?
The simplest method of payment is via credit card using our secure on line bookings. If you wish to book off line you will need to provide a credit card number as a guarantee at the time of booking in order to secure your place. Please indicate if you wish to make immediate payment by credit card, or if you prefer to receive an invoice to facilitate payment via bank transfer or cheque (drawn on a UK bank).

We accept Visa, MasterCard, Maestro and Solo. Cheques should be drawn on a UK bank account and made payable to: ViB events International Ltd. Bank transfers should be made to Lloyds TSB, account number 01492549 sort code 30-00-02 IBAN number: GB94 LOYD 3000 0201 4925 49 (sterling account.) or to our Euro account, number: 86183313 sort code 30-12-18 IBAN number: GB72 LOYD 3012 1886 1833 13

Late registrations received within 10 days from the start of the event must pay by credit card at the time of booking. If you have any questions concerning payment please feel free to contact our customer services team on +44 (0) 207 753 4201.

How can I get a receipt for my credit card payment?
There are two ways you can receive receipt of credit card payment:

1. Unless otherwise requested, or if payment is made close to the event date, we will post you your receipt
2. In the event of payment being made close to the event you can collect the receipt in person at the conference

We are happy to fax a copy of the receipt for your records until you receive the original.
You will need to advise our customer services team which option is preferable.

I am already busy at the time of the conference; can I still get the materials used?
Yes, if you know you before booking that you cannot attend you can purchase materials used at the conference.

When will I receive my conference material?
Depending on whether you are a delegate or are document purchaser you will receive your conference material at different times:
Delegates: Your badge and delegate pack will be available for collection at registration on the first morning of the conference.
Document Purchaser: Providing that payment has been received documents will be posted out two weeks from the event date.
Online document Purchasers: Your password will be sent two weeks after the event.

Can I receive a copy of the presentations?
Yes, you will receive a hard copy of the presentations in the delegate pack at the event. Presentations are also available after the conference on our website. To access this feature you must use a password that we will supply you with when the presentations are available. The distribution of presentation materials is subject to the speakers’ permission. If you are unable to attend the event, it is also possible to purchase a password to access material on the website after the event. For more details please call +44 (0) 207 753 4201.

What happens if I have to cancel?
Cancellations may be made by phone but must be confirmed in writing within the specified period, please see the event brochure for individual cut of dates. Please quote the conference reference number and delegate name when cancelling. Cancellations must be received in writing more than 28 days prior to the conference; these cancellations will be subject to a 50% administration charge. You have the option of receiving a 50% credit to be used at another ViB events conference for up to one year from the date of issuance, or to receive a 50% refund. We regret that for cancellations received less than 28 days prior to the event no credits or refunds can be issued, though substitute delegates are welcome at any time at no extra charge, but must be confirmed in writing prior to the event.

What happens if the event is postponed or cancelled?
In the event that ViB events postpones or cancels an event, delegate payments at the date of cancellation/ postponement can either be credited to a future ViB events event or refunded. This credit will be available for up to one year from the date of issuance. If the delegate is unable to attend the rescheduled event, the delegate is welcome to send a substitute delegate, free of charge, or will receive a credit representing payments made towards a future ViB events event.

Can I substitute a delegate?
Yes, you can substitute a delegate at no extra charge - we need full registration details in writing before the conference in order to substitute a delegate. For more information on the details we require feel free to contact our customer services team on +44 (0) 207 753 4201.

Will I receive any information from you in the mail?
After the conference, from time to time, you may receive brochures on related topics.

Will I receive any e-mails from you?
If you have opted-in to e-mail communication with ViB events you will receive related market information and advanced notification of related conferences.

Will my contact details be shared with third parties?
SPG Media Group PLC or its subsidiaries may contact you by mail, phone or email about products and services, which we believe to be related to you. We may also disclose your details to relevant third parties working in areas related to your area of interest, so that they can contact you directly. If you do not wish our sister companies of third parties to contact you please tick the appropriate boxes your booking form

Indemnity
Should the event be restructured, postponed or cancelled for reasons or circumstances beyond our control, ViB events reserve the right to reschedule the event and/or withdraw delegate’s attendance upon written notice to you. If your attendance is withdrawn by ViB events or the event is cancelled you will receive a full refund of your fee. This legally binding contract is governed by and will be construed in accordance with English law and each party irrevocably agrees that the courts of England will have the non-exclusive jurisdiction to deal with any disputes arising out of or in connection with this contract. You the client, your executive(s) or your agents may not transfer or assign any of the rights or obligations of this Agreement (in whole or part) without ViB events’ prior consent. These terms and conditions, along with the Agreement, constitute the entire contract and understanding between you and ViB events.

Please note that speakers and topics were confirmed at the time of publishing, however, circumstances beyond the control of the organisers may necessitate substitutions, alterations or cancellations of the speakers and/or topics. As such, ViB events reserve the right to alter or modify the advertised speakers and/or topics if necessary. Any speaker of schedule substitutions or alterations will be updated on our web page as soon as possible.

What code should I use?

How to find your reference code on your brochure

If you can not find your booking code or you do not have a brochure use the following codes: TM = if you have spoken to telesales, MA = if you have spoken to ViB events marketing department, requested a PDF, are responding to an advertisement, or email. BA = if you have come from a banner advert on another site. If you read or received information that specifies a code please use the code listed.