Future Directions in Hems Conference Terms and Conditions

Registration Terms and Conditions 

By registering for the KSS HEMS Conference, you accept these terms and conditions (this “Agreement”). These terms should become binding on you and us when you complete your event booking and we issue you with a written confirmation of a place at the event. 

The KSS HEMS Conference is being organised by Air Ambulance Promotions Ltd, a wholly owned subsidiary of Air Ambulance Charity Kent Surrey Sussex (KSS) and is a registered company in England and Wales (No. 2674568).  Air Ambulance Charity Kent Surrey Sussex (KSS) is a registered charity in England and Wales (No. 1021367) and a registered company limited by guarantee in England and Wales (No. 2803242). The registered address for correspondence is Rochester City Airport, Maidstone Road, Chatham, Kent ME5 9SD. 


The conference will take place at The Holiday Inn, Povey Cross Road, Horley RH6 0BA.This is a fully accessible site. So that we can make your day as enjoyable as possible, please contact us to discuss any specific accessibility needs. 

Dietary Requirements 

Please ensure you have included any dietary requirements on the booking form. Alternatively, please contact us at hemsconference@aakss.org.uk if you have any special dietary requirements. 


The fee for attending the conference is £75 inclusive of VAT for early bird tickets (booking before xx) and £85 inclusive of VAT after this date.  All payments must be made in full at the time of the booking via our website. We accept credit and debit cards for these payments, which are handled by Stripe International. Your account will be charged for payment at the time that the order is placed.  

If you are an organisation wishing to book a group or an individual, please contact us at hemsconference@aakss.org.uk. 

We will confirm your booking by email. Please contact us if you have not received your confirmation within 24hours. 

Travel and accommodation are not included.   

Cancellations and Refunds 

A refund, less a £10 administration fee, will be paid if a cancellation is received, in writing, at least four weeks before the conference. We regret that cancellations after this time cannot be refunded, and that a refund for failure to attend a conference cannot be made. 
Credit card refunds will only be made to the card in which the original payment was taken. 


We will always try to accommodate a substitute delegation, just contact us at hemsconference@aakss.org.uk and let us know who they are. 

Provision of Services 

We will make every effort to deliver the event to you in accordance with the information supplied, but the event is subject to change, and we cannot guarantee particular speakers will be available to attend to speak. If due to circumstances beyond our control we have to make changes to the programme, we will do our best to communicate these changes to you in advance, but there may be circumstances where we have to make changes at short notice. 

During the conference we will be relying on technology for the delivery of some of the talks. Whilst we will make every effort to ensure that no technical problem interfere with the provision of the event, should this be the case it will not be treated as a breach of our obligations to you. 

Force Majeure Event 

We will not be liable or responsible for any failure to perform or delay in performance of any of our obligations under these terms and conditions that are caused by events outside our reasonable control (“Force Majeure Event”). A Force Majeure Event includes any act, event, non-occurrence, omission or accident beyond our reasonable control and includes in particular (without limitation) the following: strikes or other industrial action; civil commotion, riot, invasion, terrorist attack or threat of terrorist attack; fire, storm, flood or other natural disaster; impossibility of the use of railway, shipping, aircraft, motor transport or other means of public or private transport or delays in relation to such transport; or impossibility of the use of public or private telecommunication networks. Our obligations under these terms and conditions are suspended for the period that the Force Majeure Event continues, and provided that if the Force Majeure Event renders, in our opinion, the event not viable, whether from a financial or logistical point of view, then we may cancel or postpone the event.  

If we choose to postpone the event to another date (and/or place), we will offer you the opportunity of attending the alternative date subject to payment of any increase in the delegate fee or refund if the delegate fee is reduced. If the event is cancelled as a result of a Force Majeure Event, we will provide refunds to delegates on the basis of any sums remaining to us after satisfying all our obligations in respect of the cancelled event. You acknowledge that it may be on this basis that no refund is possible. 

Data Protection 

By registering for this event, you are agreeing that your personal data will be included on our registration database. We will send you information relating to this conference and, depending on any preferences you have expressed at the time of booking, we will use and process your personal data as set out in our Privacy Notice.  

Photography and filming 

To comply with global data privacy laws, KSS imposes certain restrictions on the use of multimedia at its events (e.g. photography, video, audio, online streaming, and all future mediums).  An attendee is permitted to use hand-held cameras and/or smart phones to take photographs and capture digital images for personal, non-commercial use, provided the photography is not disruptive. Photographs may not be published, sold, reproduced, transmitted, distributed or otherwise commercially exploited in any manner whatsoever. 

KSS may hire professional service providers (photo/video/streaming/audio) to document and display the event experience.  If you do not wish to be captured on photo or video, please contact us at least 24 hours before the conference.  

KSS may also use social media (e.g. Facebook/Twitter) to: (i) post real-time photos and videos to its social media feeds; and (ii) display select submissions from those feeds on monitors throughout the event venue.  Attendees and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided it does not infringe upon the rights of any attendee, sponsor, third party, or KSS.  Such infringement would include, but is not limited to, defamation or infringement of intellectual property rights.  In the event an attendee requires a release or permission to protect the rights of a third party, obtaining such a release or permission shall be the sole responsibility of the attendee.    

By attending the event, you acknowledge and agree as follows: (a) KSS may edit and use footage it captures at the event for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business; and (b) due to the prevalence of mobile recording devices in today’s world, KSS disclaims all liability for the capture of your image in any multimedia format by other attendees at the event. 

Your obligations 

KSS is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors, at KSS-related events. KSS has no tolerance for discrimination, harassment, or bullying in any form at KSS-related events. Participants are expected to adhere to these principles and respect the rights of others.  If you witness or are subject to unacceptable behaviour, please report this to a member of the event staff. 

If you act in any way which in our opinion is likely to cause any harm or nuisance to any person at the Conference, you will be required to leave, and we shall not be liable to refund your Booking Fee or any other payment.   

You must comply at all times with the health and safety policy of the venue including any government guidelines regarding Coronavirus. You must comply with all requests from us or the venue with regard to health and safety and failure to do so will result in you being asked to leave the event (in which case no refund will be provided). You may not bring any equipment or items of a hazardous or dangerous nature to the Conference.   

You shall not cause any damage to any part of the venue (including outside areas, and all inside walls, flooring, fixtures and fittings). You are solely liable for any damage caused by you to any such area of the venue and shall fully reimburse us in relation to any damage so caused.  

You must keep your personal belongings with you at all times and we accept no liability for any damage to, loss of or theft of any of your belongings or other items brought to the Conference by you.  

Governing Law and Jurisdiction 

These Terms are governed by the law of England and Wales, and any disputes (contractual or non-contractual) are subject to the exclusive jurisdiction of the courts of England and Wales. 

Saving lives when every second counts

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