Optimising Inclusivity in PHEM Registration Terms and Conditions
Optimising Inclusivity in PHEM Registration Terms and Conditions
By registering for the Optimising Inclusivity in PHEM Symposium (“symposium”), 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 symposium is being organised by Air Ambulance Charity Kent Surrey Sussex (KSS) 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.
Accessibility
The symposium will take place at Robert Denholm House. 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 phemsymposium@aakss.org.uk if you have any special dietary requirements.
Payment
There is no charge for attendance at this symposium, but attendees will be required to fund their own transportation to and from the venue.
We will confirm your booking by email. Please contact us if you have not received your confirmation within 24hours.
Cancellations and Assignments
Please let us know if you are unable to attend. We will always try to accommodate a substitute delegation, just contact us at phemsymposium@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 symposium 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.
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 symposium 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 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 symposium, 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 symposium.
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 symposium 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.
Optimising inclusivity in PHEM Code of Conduct
Our symposiums have been created to enable all those participating to benefit from a free exchange of professional opinions and evidence-based research. To provide all participants, including delegates and speakers, the opportunity to benefit from the symposium, we are committed to facilitating a harassment-free environment for everyone.
Air Ambulance Promotions Ltd (AAPL) is a wholly owned subsidiary of Air Ambulance Charity Kent Surrey Sussex (KSS). We pride ourselves on our strong commitment to diversity, equity and the free expression of ideas; creating an environment where everyone feels free to be their authentic selves. We firmly believe in the value of freely discussing and debating ideas and concepts – with a fundamental respect for the rights, dignity and value of all persons regardless of actual or perceived gender, gender identity, race, sexual orientation, ability, socioeconomic status, age or religion. We therefore remind all symposium attendees that professional ethics and norms apply as standard of behaviour and interactions.
We aim to provide an environment in which diverse participants may learn, network, and enjoy the company of colleagues in an environment of mutual respect. We recognise the shared responsibility to create and maintain this environment for the benefit of all. Therefore, some forms of behaviour are unacceptable.
Unacceptable behaviours include:
- Persistent and unwelcome solicitation of emotional or physical intimacy, including accompanied by real or implied threat of professional harm.
- Aggressive, intimidating, harassing, abusive, derogatory or demeaning speech or actions.
- Prejudicial actions or comments related to actual or perceived gender, gender identity, race, ethnicity, sexual orientation, ability, socioeconomic status, age, or religion that coerce others, foment broad hostility, or otherwise undermine professional equity, or the principles of free academic exchange.
- Deliberate intimidation, stalking, or following.
- Harassing photography or recording.
- Sustained disruption of talks or other events.
- Physical assault (including unwelcome touch and/or groping).
- Real or implied threat of physical harm and/or professional reputational damage.
All participants are expected to observe these rules and behaviours in all symposium venues, whether real or virtual, and symposium social events. This may include proactively helping to mitigate or avoid unacceptable behaviours if there is the potential for such harm to take place. Participants asked to stop a hostile or harassing behaviour are expected to comply immediately.
Where behaviour during the symposium is clearly unacceptable, the symposium organisers will ask the individual to withdraw their remarks or stop the unacceptable behaviour. If an individual refuses, or persists in inappropriate behaviour, the symposium organiser will insist that the individual leaves the symposium and they will not be entitled to a refund of their fees. That individual may then be excluded from future events and their funding organisation may, where it appropriate to do so, be informed of the incident and the action taken.
If you witness inappropriate behaviour or feel you have been subjected to such behaviour, we encourage an open dialogue with one of our symposium organisers. Informal resolution of any issues is encouraged. However, for more serious incidents, a formal complaint can be made, and our complaints procedure will be followed.
If we believe that there is a risk of immediate physical harm or danger, we will act to ensure the safety of symposium participants regardless of whether a complaint is pursued.
