Online Event Booking Terms And Conditions

This page (together with the documents referred to on it) tells you the terms and conditions on which we, the University of Southampton ("We", "Us", "Our"), enable you ("You", "Your") to make an online booking in respect of any of Our courses, conferences, workshops, meetings or seminars offered by our Centre for Language Linguistics and Area Studies ("Events") listed in Our brochures and flyers and on Our Website ("Our Site"). Please read these terms and conditions carefully before booking any of Our Events. You should understand that by booking any of Our Events, You agree to be bound by these terms and conditions.

You should print a copy of these terms and conditions for future reference. Please read these Online Event Booking Terms and Conditions together with our General terms and conditions

Please understand that if You refuse to accept these terms and conditions, You will not be able to book any of Our Events online. 

1.            The University

1.1     The University of Southampton operates the Website. The University of Southampton is a Higher Education Institution incorporated by Royal Charter based in the United Kingdom. Our main address is University of Southampton, Highfield, Southampton, SO17 1BJ.

2.            Your status

2.1     By making a booking through Our Site, You warrant that:

• You are legally capable of entering into binding contracts;

• You are at least 18 years old; and

Any personal information You provide to Us will be complete and accurate.


3.            How the contract is formed between You and Us


3.1         After creating your website user account You will receive an automated email from us confirming your account username and password to allow you to log in and access Our secure online booking and payment system.


3.2         You will be able to select the Event(s) You or a colleague wish to attend by completing an Event Registration Form and will be given an opportunity to review the information provided before proceeding to our secure payment server.


3.3         Once You have made full payment of the Fees for the Event and any additional costs associated with the Event (as indicated in the description of the Event) You will receive an electronic receipt followed by an e-mail from Us acknowledging that We have received Your  payment and You or the named delegate are registered to attend the Event.


3.4         The contract between Us ("Contract") will only be formed when We send You the email confirming the Event booking (“Booking Confirmation”).

3.5     The Contract will relate only to those Events which You have completed a registration form and made payment for.

3.6     There are a limited number of places at each Event and these will be allocated on a first come first served basis through an automated process. If an Event is fully booked, a message will appear on-line advising You that this is the case and You will not be able to make payment.

4.            Course/Event content

4.1     We will make reasonable efforts to provide the Events described on our Site, but the University reserves the right to make changes to the published programme of an Event (but not the overall content), for example to timings, and/or speakers if one of the advertised speakers is unable to attend. In such cases, You will not be entitled to cancel.

5.            Course/Event Venue

5.1     Our Events are held at a number of venues including at Our premises and external venues. You acknowledge that We may have to change the published venue for the Event for reasons beyond Our control and in such cases; You will not be entitled to cancel unless the change in venue represents a significant disadvantage to You.

5.2     Unless the price for the Event expressly states that accommodation and meals are included in the total fee payable, You will be liable for your own costs associated with attending the Event including but not limited to travel costs, accommodation and meals.

5.3     You are liable for any loss or damage which You may cause to Our premises or that of the external venue and agree to adhere to all housekeeping rules, procedures and policies (including policies as to behaviour and conduct) that may be in place at any venue from time to time.

5.4     If you have a disability or medical condition that requires special arrangements to be made, please notify Us of Your requirements when making Your booking.

6.            Price and payment

6.1     The price of any of Our Events will be as quoted in Our brochures and flyers and on Our Site from time to time, except in cases of obvious error.

6.2     Prices include VAT where applicable unless it is stated otherwise on the relevant page of Our Site.

6.3     The Site contains a large number of Events and it is possible that despite Our best efforts, some of them are incorrectly priced.

6.4     If a pricing error is obvious and unmistakeable, and could reasonably have been recognised by You as an error, We are under no obligation to supply the Events to you at the incorrect (lower) price, even after sending the Booking Confirmation.

6.5     Prices are liable to change at any time, but changes will not affect bookings in respect of which We have already sent You a Booking Confirmation, except in cases of obvious error as set out above.

6.6     Please note that We cannot guarantee the security of data which You send us by email. Accordingly please do not send Us payment information using email. Unless We are fraudulent or negligent, We will not be liable to You for any losses caused as a result of unauthorised access to the personal and transactional information that You provide Us when making a booking.

7.         Cancellation and Refund of Events

7.1     We reserve the right to cancel any Event where We need to do so (including but not limited to circumstances outside of Our control, where sufficient numbers have not booked for the Event or the speakers are unavailable or cancel the Event ) any time prior to the date for providing that Event. Where such a cancellation takes place, the University will notify You in writing by email of that cancellation.


7.2     The University shall not be liable for any costs, losses or expenses that You may incur due to such cancellation of an Event pursuant to clause 7.1, including but not limited to any travel or accommodation costs unless You paid for these through Us. We shall refund your payment (in full as soon as possible) or offer You an alternative Event if one is available. You have the choice of accepting the refund, a credit note or attending the alternative Event.


7.3     If You cancel the Contract between us by giving Us in excess of 7 working days’ notice in writing prior to the Event, You shall be entitled to a credit note for the full value of the Event booked (which can be redeemed against any of Our other Events). Such credit note must be used within the financial year of issue. We will process the credit note due to You as soon as possible. If You cancel the Contract between us by giving Us notice in writing less than 7 working days prior to the Event, You shall not be entitled to any credit note.

7.4     Substitute attendees may be accepted by Us, at Our sole discretion, provided that the substitute attendee meets any applicable eligibility criteria for the relevant Event.

7.5     If You fail to attend an Event for which You are registered and have not given Us prior notice then You shall not be entitled to any credit note pursuant to Our refunds policy.

7.6     We will usually refund any money received from You using the same method originally used by You to pay for Your purchase but reserve the right to refund using an alternative method.

8.         Rights in materials

8.1     All copyright and other rights (including all intellectual property rights) in materials provided to You during or for the purposes of any of Our Events (including, without limitation, Course notes, slides, brochures, articles or case studies) are Our property or that of our licensors. You are entitled to use such materials only for Your own personal use. You are not entitled to copy such materials (except as permitted by law) nor are You entitled to use or authorise others to use such materials for any commercial purposes. Please note that this applies to all materials (if any) made available to You on the day of the relevant Event or available on line after the Event.

9.         Our liability

9.1     Subject to the following paragraphs, We will be responsible for any losses You suffer as a direct result of Us breaching these online event booking terms and conditions if those losses were reasonably foreseeable to both You and Us at the time the Contract was formed. Our liability to You under these online event booking terms and conditions will not exceed the higher amount of either the total price charged for the Event(s) that You have booked or £100.

9.2     Subject to the paragraph above, Event attendees shall be required to keep their personal belongings with them at all times and We accept no liability for damage to, or loss of, personal belongings. We do not accept any responsibility for any loss (including, without limitation, theft) of any property occasioned on Our premises or at external venues save for any damage caused by Our negligence in which circumstances Our liability shall be limited to the amount of Our insurance for such losses. We will not be responsible to You or any third party for any business loss (including loss of revenue, profits, contracts, anticipated savings, wasted expenditure, data or goodwill) or any other loss or damage which does not result directly from Our actions or the actions of Our sub-contractors or agents, is consequential or was not reasonably foreseeable to both You and Us when the Contract was formed.

9.3     Nothing in these online event booking terms and conditions excludes Our liability to You for

·         personal injury or death caused by Our negligence;

·         fraud or fraudulent misrepresentation;

·         any other matter for which it would be illegal for Us to exclude or attempt exclude liability.

9.4     We will not be liable for any breach of Our obligations in any circumstances where Our failure to perform Our obligations is caused in whole or in part by Your failure to perform any of Your obligations under these terms and conditions, including but not limited to any failure or delay in making payment.

10.      Written communications

10.1    Applicable laws require that some of the information or communications We send to You should be in writing. When using Our Site, You accept that communication with Us will be mainly electronic. We will contact You by e-mail or provide You with information by posting notices on Our Site. For contractual purposes, You agree to this electronic means of communication and You acknowledge that all contracts, notices, information and other communications that We provide to You electronically comply with any legal requirement that such communications be in writing. This condition does not affect Your statutory rights.


11.      Privacy

11.1    We will process information about you in accordance with Our Privacy Policy. By using the Site, you consent to such processing and warrant that all data provided by you is accurate.

12.      Notices

12.1    All notices given by You to Us must be given on a working day and during working hours to with a physical copy being sent to: LLAS Centre for Languages, Linguistics and Area Studies, Avenue Campus, Highfield, University of Southampton, Southampton, SO17 1BF

12.2    We may give notice to You via post, email or by posting notices on the Site.  Notice will be deemed received and properly served immediately when posted on Site, 24 hours after an e-mail is sent, or two days after the date of posting of any letter by first class post. In proving the service of any notice, it will be sufficient to prove, in the case of a letter, that such letter was properly addressed, stamped and placed in the post and, in the case of an e-mail, that such e-mail was sent to the specified e-mail address of the addressee.

13.      Publicity

13.1    We may use photographs taken at Events in publicity and marketing materials, including use on Our Site. Your attendance at an Event may mean that You are featured in such photographs and You are deemed not to object to the taking of such photographs as detailed above. If You do not wish to be included in any photograph, please notify the photographer at the relevant Event prior to the photographs being taken.

14.      Transfer of rights and obligations

14.1    The Contract between You and Us is binding on You and Us and on Our respective successors and assigns.

14.2    You may not transfer, assign, charge or otherwise dispose of a Contract, or any of Your rights or obligations arising under it, without Our prior written consent. We may transfer, assign, charge, sub-contract or otherwise dispose of a Contract, or any of Our rights or obligations arising under it, at any time during the term of the Contract.

15.      Circumstances outside Our control

15.1    We will not be liable or responsible for any failure to perform, or delay in performance of, any of Our obligations under a Contract that is caused by events outside Our reasonable control ("Force Majeure Event") which includes any act, event, non-happening, omission or accident beyond Our reasonable control and includes in particular (without limitation): strikes, lock-outs or other industrial action; civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war; fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster; impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport; impossibility of the use of public or private telecommunications networks; and/or the acts, decrees, legislation, regulations or restrictions of any government.

15.2    Our performance under any Contract is deemed to be suspended for the period that the Force Majeure Event continues, and We will have an extension of time for performance for the duration of that period. We will use Our reasonable endeavours to bring the Force Majeure Event to a close or to find a solution by which Our obligations under the Contract may be performed despite the Force Majeure Event.

16.      Waiver

16.1    If We fail, at any time during the term of a Contract, to insist upon strict performance of any of Your obligations under the Contract or any of these terms and conditions, or if We fail to exercise any of the rights or remedies to which We are entitled under the Contract, this shall not constitute a waiver of such rights or remedies and shall not relieve You from compliance with such obligations. A waiver by Us of any default shall not constitute a waiver of any subsequent default.

17.      Severability

17.1    If any of these terms and conditions or any provisions of a Contract are determined by any competent authority to be invalid, unlawful or unenforceable to any extent, such term, condition or provision will to that extent be severed from the remaining terms, conditions and provisions which will continue to be valid to the fullest extent permitted by law.

18.      Entire agreement

18.1    These terms and conditions and any document expressly referred to in them represent the entire agreement between us in relation to the subject matter of any Contract and supersede any prior agreement, understanding or arrangement between us, whether oral or in writing.

18.2    We each acknowledge that, in entering into a Contract, neither of us has relied on any representation, undertaking or promise given by the other or be implied from anything said or written in negotiations between us prior to such Contract except as expressly stated in these terms and conditions.

18.3    Neither of us shall have any remedy in respect of any untrue statement made by the other, whether orally or in writing, prior to the date of any Contract (unless such untrue statement was made fraudulently) and the other party's only remedy shall be for breach of contract as provided in these terms and conditions.

19.      Our right to vary these terms and conditions

19.1    We have the right to revise and amend these terms and conditions from time to time to reflect changes in technology, changes in payment methods, changes in relevant laws and regulatory requirements and changes in Our system's capabilities.

19.2    You will be subject to the policies and terms and conditions in force at the time that You place a booking with Us, unless any change to those policies or these terms and conditions is required to be made by law or governmental authority (in which case it will apply to bookings previously made by You), or if We notify You of the change to those policies or these terms and conditions before We send You the Booking Confirmation (in which case We have the right to assume that You have accepted the change to the terms and conditions, unless You notify Us to the contrary within seven working days of receipt by You of the Booking Confirmation).

20.      Law and jurisdiction

20.1    Contracts for the booking of Our Events through Our Site will be governed by the law of England and Wales. Any dispute arising from, or related to, such Contracts shall be subject to the non-exclusive jurisdiction of the courts of England and Wales.