TERMS & CONDITIONS
Legal Pages
Privacy Policy
Here at Conference Solutions, we understand that clients care about the use and storage of their personal information and that of their customers and personnel. We value your trust in allowing us to do this in a careful and sensible manner. We have created this privacy notice in order to demonstrate our commitment to the privacy of anyone whose data we hold.
What information we collect
When we work with you, we will collect and/or process relevant personal information, to make sure we have everything we need in order for us to deliver the services you have requested. This may be your own information and/or that of your customers and colleagues. We use this information for administration of your contract and to support the delivery of the services you have asked for.
The type of personal information we may collect and/or process will depend upon the services requested, but might include:-
Name
Address (work and/or home)
Telephone number(s) Email address
Payment details
Why do we need this information?
The information requested will be required to complete the services that have been requested. We use the information we collect and/or process in a variety of ways, including the following:
- We use the information provided to supply you, your customers or personnel with contractual documents.
- We use the information that we collect and/or process to provide all features of the service you have requested, to respond to comments and questions and otherwise to provide support to you, your customers and your personnel, as our customer.
- We may use email addresses or other information we collect and/or process to contact you, your customers and your personnel for administrative purposes in making arrangements as specified in any project we are working on with you.
How long do we keep this data?
We will retain this personal information about you, your customers and your personnel for as long as you are a customer and a further three years thereafter, or until we are advised that you wish for your personal information to be removed (see your rights, below). We will also remove your information if your company requests this (if you have left the business for example)
Your rights
Under Data Protection law you have rights related to how we protect and look after your personal information.
You can also ask:
- that any inaccurate information we hold about you is corrected;
- that we delete information about you in certain situations;
- that we stop using your personal information for certain purposes;
- that we don’t make decisions about you by completely automated means;
- that personal information you have given us be provided to you in a common machine-readable format.
The rights set out above may apply in limited circumstances, and we may not always be able to comply with your request to exercise these rights. We will always try to respond to a request to exercise your rights within 1 month.
If you are unhappy with the way we handle your personal information, please contact us at the address below. We will try to address your concerns. If you have a complaint about the way we have handled your information, you can contact the Information Commissioner’s Office who is the relevant authority in the UK.
Company Information:
In some instances: – the data controller is Conference Solutions Ltd
In some instances: – the data processor is Conference Solutions Ltd
For enquiries or requests, please email md@conferencesolutions.uk.com
Registered head office:
27 Chester Rd, Castle Bromwich, Birmingham B36 9DA
Registered in England
Terms & Conditions
Effective Date: 29th April 2025
Welcome to Conference Solutions. These Terms and Conditions (“Terms”) govern the provision of event management services by Conference Solutions (“we,” “us,” “our”) to the Client (“you,” “your”), as outlined in your individual service agreement or proposal.
By entering into a service agreement with us or using our services, you agree to be bound by these Terms. Custom clauses may apply depending on your business type and specific event requirements.
1. Services Provided
We offer tailored event management solutions, including but not limited to:
- Conference planning and execution
- Venue sourcing and logistics
- Delegate management
- Audio/visual production coordination
- Marketing and promotional support
- Virtual and hybrid event setup
The scope of services will be detailed in a Client Proposal or Agreement specific to each project.
2. Client Responsibilities
You agree to:
- Provide accurate, timely information necessary for event planning
- Designate a primary point of contact
- Review and approve deliverables within agreed timeframes
- Fulfil payment obligations as outlined in your proposal
Failure to do so may impact timelines, budgets, or deliverables.
3. Fees and Payment Terms
- All fees are quoted exclusive of VAT (if applicable).
- Payment schedules will be outlined in your agreement, typically including a deposit and milestone-based payments.
- Late payments may incur interest at 2% per month or the maximum allowed by law.
Custom pricing and terms may apply depending on the nature of the business or event.
4. Cancellations and Refunds
Cancellations must be made in writing. Refunds and cancellation fees depend on the timing and resources committed:
- 60+ days before the event: [xx]% refund
- 30–59 days: [xx]% refund
- Less than 30 days: No refund
Certain vendor or venue fees may be non-refundable and are passed on to the client.
5. Event Changes and Force Majeure
We will make every effort to deliver your event as planned. However, we are not liable for delays or non-performance due to circumstances beyond our control, including:
- Natural disasters
- Pandemics
- Strikes
- Power outages
- Government restrictions
In such cases, we will work with you to reschedule or adapt the event format (e.g., move online).
6. Liability and Insurance
- We carry public liability and professional indemnity insurance.
- You are responsible for ensuring attendees are covered under appropriate insurance for travel, health, or equipment.
We are not liable for indirect losses, including loss of profit or reputation.
7. Intellectual Property
Any event materials, designs, or content produced by Conference Solutions remain our intellectual property unless otherwise agreed. You are granted a non-exclusive license to use such materials for the specific event only.
8. Confidentiality
Both parties agree to keep proprietary or sensitive information confidential unless required by law or with written consent.
9. Governing Law
These Terms shall be governed by and construed in accordance with the laws of [Insert Jurisdiction], and any disputes shall be subject to the exclusive jurisdiction of the courts of that location.
10. Client-Specific Terms
Each event and client may require additional or modified terms depending on:
- Industry (e.g., medical, financial, government)
- Event type (e.g., training seminar, product launch, internal conference)
- Technology or software integrations
- Accessibility requirements
These specifics will be outlined in your custom Client Agreement or Statement of Work (SOW).
Contact
For any questions regarding these Terms, please contact:
Conference Solutions
Phone: 0121 776 7788
Cookies Policy
Last Updated: 25th March 2025
Conference Solutions ("we," "our," or "us") uses cookies and similar tracking technologies on our website to enhance your browsing experience, analyze site traffic, and personalize content. This Cookies Policy explains how and why we use these technologies and your rights to control their use.
1. What Are Cookies?
Cookies are small text files that are stored on your device when you visit a website. They help us recognize your device, remember your preferences, and improve website functionality. Cookies can be "session cookies" (which expire when you close your browser) or "persistent cookies" (which remain on your device until deleted or expire after a set period).
2. How We Use Cookies
We use cookies for the following purposes:
- Essential Cookies: These cookies are necessary for the website to function properly, such as enabling navigation and access to secure areas.
- Performance and Analytics Cookies: These cookies help us understand how visitors interact with our website by collecting information about page visits, time spent, and other metrics.
- Functional Cookies: These cookies enhance user experience by remembering preferences, such as language settings or login details.
- Advertising and Marketing Cookies: These cookies help us deliver relevant advertisements and track the effectiveness of marketing campaigns.
3. Third-Party Cookies
We may allow third-party service providers to place cookies on our website for analytics, advertising, or other purposes. These third parties have their own privacy policies governing their use of cookies.
4. Managing Your Cookie Preferences
You can control and manage cookies in several ways:
- Adjust your browser settings to accept, reject, or delete cookies.
- Use our cookie consent banner to manage your preferences.
- Opt out of targeted advertising through third-party opt-out tools (e.g., Network Advertising Initiative, Digital Advertising Alliance).
