company Terms + conditions

Round Blue Dot Limited

Business Terms and Conditions

These Business Terms and Conditions (“Agreement”) set out the basis on which Round Blue Dot Limited, trading as Round Blue Dot, a company registered in England with number 10292852 having its registered office at 45 Avril Way, London, E4 9HS, United Kingdom (“Round Blue Dot” or “we”) provides our Services to your Company.

We are a business that helps other businesses thrive, so we’ve tried to create balance within this Agreement. So you know what you’re signing up for, we’ve put together a simple summary at the bottom of each section.

1. Ordering and Confirmation

1.1 Space Reservation and/or Sponsorship: Submitting an order (by any means) indicates interest but doesn't guarantee a spot at the Event. You'll need our confirmation email or invoice to secure your space.

1.2 Confirmation: We'll confirm your space by sending an email and/or invoice. This creates a binding agreement, effective from the date of either document.

1.3 Right to Decline: We may decline orders for any reason at our discretion.

Summary of section 1

You only have a confirmed reserved space at the Event once we have accepted your order and sent to you a Confirmation Email and/or an Invoice. This is the point at which we have a ‘contract’. Although we don’t like to do this, sometimes we are unable to accept some orders.

2. Payment Terms

2.1 Due Date: Payment of the full Fee indicated on your invoice is due as per the Invoice Payment Terms.

2.2 VAT: All prices exclude VAT/local sales tax, which will be added where applicable.

2.3 Late Payment: If payment is delayed, we may, at our discretion, cancel your participation in the Event, remove any allocation of exhibition space and omit you from printed or digital promotional materials associated with the Event. We reserve the right to charge you interest on any overdue amount at the rate of 2% per annum above our bank’s base rate from time to time. Interest will accrue on a daily basis from the due date until actual payment of the overdue amount, whether before or after judgement. You must pay any such interest together with the overdue amount.

2.4 Packages and Fees: Our website and event brochures have details on different packages and their pricing. They may vary for different events and different packages.

2.5 No Confirmed Space Without Payment: Full payment is needed to secure your spot at the Event. We also reserve the right to omit you from any printed or digital promotional materials associated with the Event if payment has not been made before attendance.

2.6 Termination Rights: All sums payable to us under this Agreement will become due immediately on termination of this Agreement, despite any other provision.

2.7 No Deductions: You agree to pay the full amount due under this agreement without any deductions for any reason.

Summary of section 2

Because we’re an event, we pay all of our suppliers up front. Our standard payment terms are 14 days. However, we do require all companies to have paid in full before the event itself. If you do not pay in full and on time, you won’t be at our event or feature in any of our promotional materials. You may also be charged interest on any overdue payment.

3. Exhibition Space Allocation

3.1 Weekend Exhibitors: Your specific space is only secured by paying in advance. We reserve the right to reassign your space otherwise, even if a preference is noted on your invoice. We might also need to change your space location at any time.

3.2 One Day Exhibitors: We don't guarantee a specific space (including within multiple event rooms). We reserve the right to assign you anywhere within a comparable price tier.

Summary of section 3

We reserve the right to allocate or re-allocate you to any location (including to any of multiple rooms within the Event venue) of a similar pricing tier regardless of preference or previous allocation.

4. Promotional Materials

4.1 Rights to use your information: In order to enable us to create your Company’s online and offline profiles, you commit to disclose to us the nature of your business, the purposes which you seek to promote at the Event (the job roles you are hiring for) and any other promotional written and graphic materials in advance of the Event, as requested by us from time to time. For the purposes of promoting the Event and your participation at the Event, you grant to us a non-exclusive, royalty-free, irrevocable licence to use and publish: (i) any online or offline information and material about your Company that is publicly available, including information on your Company’s websites, apps, social media sites, press releases and news mentions; (ii) any information or material you provide to us; and (iii) your brand features, including your trademarks, service marks, logos and any other branding assets. Failure to comply with such a request (whether such failure results from a failure to respond or by submitting an inaccurate or incomplete response) may lead to your omission from printed or digital promotional materials associated with the Event. We reserve the right to add to, edit or amend your company profile and job role listings at any time.

4.2 Online Profile Deadlines: Your online profile will go live as soon as possible. You can edit it right up to the Event.

4.3 Print Deadlines: We'll let you know and send you reminders for when we send assets to the printers. We will need to have any changes to us before that deadline for inclusion.

4.4 Other Promotion: We may take photos/videos at the Event, featuring you and your team. These, along with your profiles, can be used in our future promotional activities.

Summary of Section 4

In order to attract more potential attendees that fit your requirements, we work hard to promote your Company’s participation at our Event. You are in control of the value you get - the earlier you give us the required information, the earlier your profiles get published and the more value you will get out of your participation in our Event. There may be instances where we will manually edit your profile ourselves to provide more useful information to candidates about your business & job roles. You will always be able to edit and change any additions to changes we make. Your profile will go live on our site as soon as it is ready, unless you request otherwise. You can make changes to your profile right up until the Event. Although we are planning on phasing out printed materials We will let you know if and when we plan to send your print profiles to the printers. Please make any changes that you want before the print deadline. If there is information missing we may not be able to include your print profile in our booklet without your approval.

5. Round Blue Dot's Services

Subject to our receipt of full payment of the fee from you:

5.1 Floor plan: We will provide you with a floor plan for the venue and specifications for your exhibition space. Whilst we use reasonable endeavours to ensure the accuracy of such plans and specifications, please note that these plans and maps are not to scale. We accept no liability for variation in the actual size or location of each exhibition space provided.

5.2 Space Allocation: We'll aim for your requested space (along with any extras included in the package you have paid for) but reserve the right to reassign you (if necessary), even among multiple rooms, within a similar price tier - if this happens we will strive to give you as much notice as possible.

5.3 Profile Creation: With your input, we'll make your profiles based on your provided info - the earlier you give it to us, the better.

5.4 Quality of attendees: We screen attendees but don't guarantee you'll find the perfect hires that you wish to hire.

5.5 Right to Eject: We hope we do not have to do it, but if the situation requires, for example, unacceptable behaviour or safety concerns, we reserve the right to refuse entry to our Events at our discretion.

Summary of section 5

Our Services include providing you with an exhibition space, running the Event, creating your online and print profiles, screening candidates and a lot more hard work behind the scenes to make this a good Event for everyone. If you do not provide the information and materials for your profiles, we cannot create them for you. We try not to do it, but we may have to exclude people from our Event if we need to in order to keep our Event running well for everyone else.

6. Company's Further Responsibilities

6.1 Cooperation: Work with us on everything related to your participation, giving us timely and accurate information. You will also ensure that you obtain all necessary licences and consents to grant the licences to us under clause 4.

6.2 Venue Rules: You will follow all venue rules and our instructions, including fire, health, and safety. We'll let you know these beforehand. It is your responsibility to acquaint your Team Members with such regulations and procedures. These are available on request from us both prior to and during the Event.

6.3 Attendee Limits: Do not exceed the team member limit for your pricing tier, and do not send them to register as an attendee/candidate. We have the right to remove any extra team members found representing your company with immediate effect.

Summary of section 6

You must do your part in ensuring that you get the most out of your participation in the Event. This includes co-operating with our reasonable requests. You must comply with the rules at the Event. Please follow the instructions and the safety policies. Please ensure that you do not have more Team Members at the Event than you have paid for. For many, many reasons such as fairness to others, creating a good ambience, crowd control and safety, we have to remove attendees who are not supposed to be at the Event.

7. Indemnification

7.1 You agree to defend, indemnify, and hold us harmless from any losses liabilities, damages, expenses, costs or claims arising from your actions or negligence related to this Agreement.

Summary of section 7

You are responsible for any damage caused by anything you do at the Event or in any way relating to your participation under this Agreement.

8. Cancellation and Refunds

8.1 60+ Days' Notice: Cancel 60 or more days before the Event and get a 50% Fee refund. Unless payment has not been made, in which case, we will send you a credit note for 50% of the Fee. You will remain liable for the outstanding 50% of the Fee.

8.2 Less Than 60 Days: You will not receive a refund or credit note if you cancel within 60 days of the Event.

8.3 Cancellation due to our negligence: This policy doesn't apply if cancellation is due to our negligence.

Summary of section 8

This may sound harsh but due to the significant upfront costs of organising the Event, reserving the venue and all the promotional activities that go with it, including promoting your Company, we can only refund 50% of the Fee if you cancel any time up to 60 days before the Event.

9. Termination

9.1 Late Payment: We can terminate this Agreement immediately if you don't pay on time and remain in default after 14 days' notice.

9.2 Other Breaches: Either of us can terminate with immediate notice if the other breaches the Agreement without fixing it in 10 days, or if the other company becomes insolvent.

Summary of section 9

We may terminate this Agreement if you fail to pay on time. Either of us may terminate this Agreement if the other person breaches this Agreement or goes bust.

10. Alteration of Event Dates and Time

10.1 Our Rescheduling Rights: We may change the Event dates, times, and/or venue with the following conditions:

The change doesn't push the Event beyond 36 months of the original date.
We may adjust the cancellation policy (clause 8) as a result of the changes.
We reserve the right to move the Event to a digital format at any time.

Summary of section 10

In the unlikely instance that we must change or postpone an event, we will do all we can to reschedule for another appropriate time. However due to the upfront expenses of putting on such an event, we can’t provide a full refund.

11. What Round Blue Dot Is Responsible And Not Responsible For

11.1 Our Level of Service: We take pride in everything we strive to provide services offered with reasonable skill and care, and sincerely hope you enjoy them. Whilst we make every effort to ensure the event (and lead up/post event) runs smoothly, we unfortunately can't 100% guarantee a perfect Event or the accuracy of all displayed information.

11.2 Security: We take reasonable security precautions for you and your property, but we're not liable for any loss or damage.

11.3 What We Don't Promise: Other than what's expressly in this Agreement, we make no specific promises about:

Our Services always working 100% flawlessly
Guaranteeing the exact number or quality of candidates you'll meet

11.4 Your Actions: We're not liable for costs, charges, or losses if something goes wrong due to you, your team, or anyone you hire not following our guidelines.

11.5 COVID-19: You acknowledge the risk of COVID-19 at any gathering, even with precautions in place. You assume all risks related to COVID-19 for yourself and your team members by attending the Event, and won't hold us liable for personal injury, illness, permanent disability, and death to you and others.

11.6 Legal Exclusions: Where allowed by law, we exclude all implied warranties (e.g., about merchantability or fitness for a purpose).

11.7 Limits on Our Liability (Even If We're Negligent): We won't be liable for:

Economic losses (lost profits, revenue, contracts, etc.)
Loss of goodwill or reputation
Indirect or consequential losses
Damage to or loss of data, software, or materials/items related to your exhibition space.

11.8 Insurance: If you're worried about the risks we've excluded our liability for, consider getting your own insurance.

11.9 We're Not Liable For:

Fraud
Death or injuries caused by our negligence
Legal promises implied by law that we can't exclude
Other liabilities we can't exclude under the law

11.10 Risk Allocation: Our limited liability in these terms is reasonable because:

How you use the services is beyond our control
We didn't design the services solely for your specific needs
Our fees (if any) reflect this risk allocation

11.11 Your Marketing: We're not responsible for the outcome of any additional marketing activities you choose to do.

11.12 Our Total Liability Limit: Where allowed by law, our total liability (for any kind of claim related to the Event) is capped at the amount you paid us to attend.

11.13 Everyone Is Protected: Our limits and exclusions also apply to our directors, officers, staff, subcontractors, etc.

Summary of section 11

We pride ourselves on giving you a service that you will want to use again and again. However hard we try, we cannot promise that everything will run smoothly. If you see anything that you are concerned about, please contact us to let us know. This rest of this section sets out what we are not responsible for and it is best that you read it in full. We will market the event and feature certain companies and their job roles in that activity. However we cannot guarantee that every single job role will be included due to the size of the event and number of job roles on offer.

12. Unforeseen Circumstances

We’ll do everything we can to keep to the terms of this agreement, but there are a few things which are beyond our control.

12.1 Things Beyond Our Control: If 'force majeure' events (pandemics, extreme weather, terrorism, government actions, strikes, etc.) prevent us from delivering Services, we're not liable.

12.2 Minimising Disruption: If we have to change the venue, date, or other aspects, we'll aim to find the best possible alternative within reason.

13. Other Things You Should Know

13.1 This Is the Whole Deal: This Agreement (plus the Confirmation Email/Invoice) is the entire agreement between us about the Services. This Agreement is governed by the laws of England and Wales and you agree to settle any disputes in their courts.

13.2 No Transfers: This Agreement is for you/your company only - you agree not to transfer it to anyone else. We can transfer this agreement for our Services to another organisation provided this does not adversely affect your rights under this Agreement.

13.3 Changes Need Writing: We both need to agree in writing (signed by authorised reps) to make changes to this Agreement.

13.4 After this Agreement comes to an end: The provisions of this Agreement, which by their nature extend beyond the termination, will survive termination of this Agreement.

13.5 Third Parties: No one outside of this Agreement has rights to enforce it under the Contracts (Rights of Third Parties) Act 1999. If a court finds part of this Agreement unenforceable, the rest still stands.

13.7 Notices: Written notices go to the addresses on the Order Form unless changed in writing. Notices are valid when sent (if via email/fax followed by mail) or when received (registered mail).

13.8 No Waiver: If we don't immediately enforce a right, it doesn't mean we give it up forever.

13.9 Counterparts: This Agreement can be signed in multiple copies, each valid as the same document.

13.10 Headings: These are for convenience, not for changing the meaning of the Agreement.

14. Data Protection

You and us will both comply with our respective obligations under the data protection laws in respect of your Team Members’ contact details.

14.1 This clause 14 sets out the framework for the sharing of the Shared Personal Data between you and us as data controllers.

14.2 Both parties will comply with all applicable requirements of the Data Protection Legislation. This clause 14 is in addition to, and does not relieve, remove or replace a party's obligations under the Data Protection Legislation.

14.3 Without prejudice to the generality of clause 14.2, the Company will ensure that it has all necessary appropriate consents and notices in place to enable lawful transfer of the Shared Personal Data to us for the duration and purpose of this Agreement.

14.4 We will only process the Shared Personal Data for the Agreed Purposes.

14.5 We have in place appropriate technical and organisational measures, to protect against unauthorised or unlawful processing of Shared Personal Data and against accidental loss or destruction of, or damage to, those data.

14.6 We will ensure that our personnel who have access to and/or process the Share Personal Data are obliged to keep them confidential.

14.7 We will not transfer any personal data outside the UK unless we: • comply with the provisions of Articles 26 of the GDPR (in the event the third party is a joint controller); and • ensure that (i) the transfer is to a country approved by the European Commission as providing adequate protection pursuant to Article 45 GDPR; (ii) there are appropriate safeguards in place pursuant to Article 46 GDPR; or (iii) one of the derogations for specific situations in Article 49 GDPR applies to the transfer.

14.8 You shall assist and cooperate with us in responding to any request from a data subject and in ensuring compliance with our obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultation with supervisory authorities and regulators.

14.9 You shall notify us without undue delay on becoming aware of any breach of the Data Protection Legislation.

14.10 Both parties shall maintain complete and accurate records and information to demonstrate compliance with this clause 14.

Definitions

"Affiliated Organisations": This means any of our subsidiaries or holding companies.

"Agreed Purposes": This refers to 1) Each party doing what's needed to fulfil this Agreement, 2) Managing our business relationship, and 3) Letting you know about other similar events we organise.

Data-Related Terms: Words like "Controller”, “processor”, “personal data", etc. have specific meanings under data protection laws (GDPR, Data Protection Act 1998, and successors as things evolve).

"Shared Personal Data": This specifically means the name, title, email, and phone of each Team Member.

"Team Members": Anyone representing your company, whether staff, contractor, consultant, or agent.

"You", "your": The individual, organisation, or company placing the order for exhibition/sponsorship.

"We", "us", "our": Refers to Round Blue Dot Limited, trading as Round Blue Dot.