EVENT TERMS AND CONDITIONS
These booking conditions (the “Terms”), apply to all Attendees at Events. Attendance at an Event by any Attendee indicates their agreement to these Terms.
1. Definitions
In these Terms the following capitalised words and expressions have the meanings set out against them below:
WSDC/we/us/our: the Wine Society Dining Club.
Attendee/You/Your: any individual who is registered for an Event (whether as a member or a guest).
Data Protection Laws: any applicable laws and regulations relating to the processing, privacy and use of personal data including, without limitation, GDPR (EU Reg 2016/679), national laws, regulations and secondary legislation, as amended from time to time; laws or regulations implementing Council Directive 2002/58/EC.
Event: an event operated by or on behalf of the WSDC including without limitation a tasting, a dinner or other event.
Event Confirmation: our written (including digital) confirmation of your registration for a place at that Event.
Event Date: the date on which the Event is scheduled to take place.
Event Venue: the venue at which the Event is held.
Fee: the fee payable by a member for Attendee places in order to attend an Event.
Losses: actions, damages, claims, liabilities, costs, losses and expenses (including, without limitation, reasonable legal fees).
Registration Details: the data (including without limitation personal data, dietary or special access requirements) provided by members when they register Attendees to attend an Event.
2. Registration for Events
2.1. Valid registration and payment for an Event shall entitle admittance to that Event as an Attendee, subject to these Terms.
2.2. You must provide us with full and accurate Registration Details for each Attendee you are booking for at least two Business Days before the Event. We reserve the right to refuse entry to anyone whose name does not appear on our register of Attendees at the start of the Event. It is your responsibility to inform us of any changes to the Registration Details by contacting us using the contact information provided to you in any Event Confirmation.
2.3. Any dietary or special access requests made less than 5 working days before an Event may not be accommodated.
2.4. All registrations for Events are subject to availability and to acceptance by us.
2.5. By attending the Event you acknowledge that photographs and filming may take place at the Event. We reserve the right to use images and videos recorded at the Event with your photograph and/or likeness in future club materials, including social media channels, websites, and print material, without obtaining any further approval from you or payment to you. If you do not wish your photograph to be taken at an Event please notify the photographer during the Event.
2.6. Attendees must be over the age of 18.
3. Attendance Requirements
3.1. Each Attendee shall:
(a) observe any rules or policies of the Event Venue including in relation to health and safety and any reasonable instructions issued by WSDC and/or the Event Venue management; and
(b) behave in a legal, respectful and appropriate manner that does not break any law or regulation, cause any physical damage or risk bringing WSDC or the Event Venue into disrepute.
3.2. You agree that your travel to and attendance at an Event is at your own risk and not the responsibility of WSDC.
4. Attendee Obligations
4.1. The WSDC or the Event Venue reserves the right to remove any Attendee from an Event if, at its discretion, it determines that such Attendee’s presence or conduct is in breach of paragraph 3.
4.2. WSDC reserves the right to recover from you any loss or damage incurred or suffered by us, the Event Venue or any other Attendees as a result of your failure to comply with these Terms.
5. Fees
5.1. Payment in full of any Fees for the Event is due upon registration. If such payment is insufficient or declined for any reason, we may refuse entry to the Event.
5.2. Fees are inclusive of amounts in respect of any applicable value added tax (VAT). However, business entertaining is not permitted at WSDC events and VAT invoices will not be issued.
6. Changes to Event
6.1. Although the details of the Event are correct at the time of publication, if necessary we may change the format, content, venue, speakers, hosts, wines and/or timing of an Event for a reasonably comparable alternative. WSDC shall use its reasonable endeavours to notify all Attendees of any such changes prior to an Event.
6.2. The wines served at WSDC Events are most often mature fine wines. The nature of these wines means that there can be bottle variation and/or damage to the wine through ageing. Whilst the WSDC always endeavours to have a spare bottle of each wine in case of such incidence, the WSDC shall hold no liability in the event that a wine is considered substandard.
7. Cancellation and Substitution
7.1. Event tickets cannot be resold. Attendees may be substituted by other individuals at no cost, subject to written notification to the WSDC Club Administrator and compliance with these Terms, including (without limitation) the need to provide Registration Data for the replacement Attendee at least 2 business days in advance of attending the Event and subject to screening.
7.2 If an Attendee can no longer attend and another individual will not be substituted, you should notify the WSDC Club Administrator as soon as possible. If notice is received more than 5 working days before the event, then a refund will be issued. If less than 5 working days before the event, then a refund will only be issued if the WSDC is able to do so without incurring a loss, either because the venue does not charge the club for the cancellation or because it is possible to resell the ticket.
7.3. We may in exceptional circumstances need to cancel or postpone an Event, in which case we shall notify you as soon as reasonably practicable. In the event of cancellation, subject to clause 9 (Force Majeure), we will issue you a full refund of relevant Fees paid by you. In the event of postponement we shall offer you the option to reregister for the rescheduled Event or, subject to clause 9 issue you a full refund of relevant Fees paid by you. Our liability to you as a result of any cancellation or postponement of an Event shall be limited to the amount of Fees which you have paid to us for that Event only and we shall not be liable for any additional Losses incurred by you as a result of such cancellation or postponement.
7.4. Refunds shall be issued by bank transfer. The WSDC does not hold bank details for its members and it will be necessary for you to provide these to the Treasurer in order to receive the refund.
8. Data Processing
8.1. In this clause 8 the terms “personal data”, and “processing” shall have the meanings ascribed to them under the Data Protection Laws).
8.2. WSDC shall:
(a) comply with all applicable requirements of the Data Protection Laws; and
(b) process any personal data which it obtains or holds in relation to an Attendee under or in relation to these Terms only for the purposes of carrying out its obligations under these Terms.
8.3. We may use your personal data for the purpose of providing services in relation to Events, including, but not limited to Event registration, communications, Event access, dining, administration (including before, after and during the Event), invoicing and payment, attendee lists, post-Event feedback and Attendee verification.
8.4. In order to fulfil our obligations to you in relation to the Event, we may share relevant personal data with presenters, Event venue management, printers, finance partners and other relevant event service providers (e.g. caterers).
9. Force Majeure
9.1. In this clause, “Force Majeure” means circumstances which are beyond our reasonable control and which are reasonably likely to affect the successful delivery of the Event or would make it inadvisable, impracticable, illegal, or impossible for us to perform our obligations under these Terms.
9.2. If, as a result of Force Majeure, WSDC or the Event Venue cancels the Event, we shall use reasonable endeavours to reschedule the Event to take place within two months of the original Event Dates.
9.3. If we are unable to reschedule the Event in accordance with clause 9.2, we shall refund the Fees as soon as reasonably practicable and in any event within 30 days from the date of notice of cancellation.
9.4. Without prejudice to our obligation to refund any Fees to Attendees, we accept no liability and shall pay no compensation where the performance of our obligations is made illegal, impossible or inadvisable as a result of Force Majeure.
10. Limitation of liability
10.1. Nothing in these Terms shall limit or exclude our liability for any liability which cannot be limited or excluded by applicable law (including without limitation death or personal injury, fraud or fraudulent misrepresentation).
10.2. You agree that your attendance at the Event is at your sole risk and responsibility.
10.3. Subject to clause 10.1, we shall not be liable, whether based on a claim in contract, tort (including negligence), breach of statutory duty or otherwise, for any indirect or consequential losses. Our total liability to you shall not exceed the total Fee paid or payable under these Terms.
11. General
Amendments: We may amend these Terms from time to time. Any such amendments shall be published on our website and shall be effective 6 working days after publication. You will be deemed to have accepted them if you attend the Event. If you do not wish to accept them, you must cancel your attendance in accordance with clause 7 of these Terms.
Entire Agreement: These Terms together with the WSDC Privacy Policy and your completed registration form where relevant represent the entire agreement and understanding between you and WSDC relating to your attendance at the Event and supersedes all previous terms and communications whether written or oral.
Governing Law: These Terms shall be governed by and construed in accordance with the laws of England and Wales and exclusive jurisdiction of the English courts.