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Events terms and conditions

Bookings

• Bookings do not automatically guarantee you a place. Your booking is confirmed when we have notified you by email. Once a booking is confirmed these terms and conditions will come into effect.
• Bookings are allocated on a first-come, first-served basis with priority given to direct recruiters. Recruitment intermediaries will be added to a waiting list and advised at a later stage if there are any spaces available.
• Any person submitting a booking form or request on behalf of other companies must have the necessary authority to do so.
• Once booked the company does not have the authority to offers its place at the event to any other organisation or individual.
• In the event that a recruitment intermediary is acting on behalf of a company, proof must be presented in writing that permission has been granted by the company.
• The company is liable for the full charges listed on the booking form.
• The university reserves the right to change the venue to an alternative, which is in the reasonable opinion of the university of equal suitability
• We reserve the right to refuse booking at our discretion.
• We reserve the right to amend or cancel the event at any time.
• We are unable to host or advertise events that can be classed as discriminatory. 

Cancellations

Cancellations by us

• We reserve the right to amend or cancel the event at our sole discretion at any time prior to the date of the event. Where such cancellation takes place, we will notify you in writing by email as soon as possible. We will refund you in full should we cancel an event.

Cancellations by you

• If you wish to cancel your place at an event, you must notify us by email. All cancellations must be notified to us by email.

  • 30 days or less: 100% of the event fee
  • Four weeks to six weeks: 75% of the event fee
• If you fail to attend the event without cancelling the booking, you will not be entitled to a refund

Invoicing and charges

• Please see below the invoicing timescales for careers fair bookings. Once an invoice has been raised, this must be settled within 30 days.

  • Fair bookings that will take place before 1 August will be invoiced upon booking confirmation.
  • Fair bookings that will take place after 1 August will be invoiced after this date.
• Please see below the invoicing timescales for bespoke event bookings. Once an invoice has been raised, this must be settled within 30 days.
  
  • Bespoke event bookings that will take place before 1 August will be invoiced upon booking confirmation.
  • Bespoke event bookings that will take place after 1 August will be invoiced after this date.
• Invoices for presentations will be issued after the event has taken place to allow for any additional charges occurred and must be settled within 30 days.
• Catering must be finalised no later than seven days before the event and cannot be altered after this time. The full amount will be added to your invoice.
• All charges are liable to VAT at the current government rate.
• The company accepts full responsibility for paying all charges set out on the booking form and any extra charges or interest payments which may arise.

On the day

• We are unable to guarantee student numbers on the day.
• You are responsible for any exhibition materials that you bring into the event. We do not accept liability for any lost or damaged exhibition materials. Our event may have stand size restrictions. Please refer to the specific event booking form with further information on these restrictions. If you fail to adhere to these sizes, you might be subject to additional charges.
• We are unable to make any alterations to the booking, the room layout and any requirements on the day of the event.
• You are not permitted to play music nor amplify sounds at an event.
• It is your responsibility to ensure you have all valid rights, licences and permissions to any projected materials that you wish to use in connection with the event.
• We reserve the right to remove from display any exhibition materials deemed unsuitable.
• Where the event is being held outside, you are responsible for ensuring that your exhibition materials are suited to and can withstand current and forecast weather conditions. You shall remain responsible for securing or dismantling your exhibition materials in the the interests of safety where weather conditions change.
• You shall observe the University’s No Smoking and Health and Safety policies, copies of which can be requested from the University, and comply with all relevant health and safety legislation.
• You are not permitted to bring any item into the event venue (or anywhere on the University’s premises) which could endanger others, including but not limited to hazardous equipment such as gas cylinders, halogen gas, or unmaintained equipment.
• Except for assistance dogs, pets and other animals are not permitted in the event venue.
• You should not move any of the furniture provided by the University. If such furniture is required to be rearranged or removed, the University should be consulted and arrange for this to happen.
• You are responsible for their own stand setup and shall endeavour to complete their stand set up at least 30-minutes prior to the event start time. This shall include but is not limited to ensuring that:
  • any exposed cables are covered with matting or other appropriate covering and
  • any electrical equipment they intend to use at events has been subject to and passed Portable Appliance Testing and marked as such. Where it is not, the University reserves the right to refuse permission to use the equipment.
• You shall report any situation which they believe to be hazardous or potentially hazardous to the University immediately. Companies who give away food and/or drinks to students or fellow attendees as part of their promotional activities at the event must comply with all relevant health and safety legislation, and visibly display all allergen information relating to the food/drink.
• For the avoidance of doubt, you are prohibited from selling alcohol at events.  You accept full liability for any injury that may occur as a result of giving away any food and/or drinks, and the University shall have no liability whatsoever.

General information

• Please refer to the specific event information sheet or booking form in relation to conditions regarding additional requests for lunches and power on the day.
• You must hold product, public and employers’ liability insurance, plus any other necessary insurance policies, to an amount sufficient to cover its potential liabilities under these Terms.
• Any damage to the event venue or property owned by the University incurred as a result of the acts on the part of you, your company’s representative or subcontractor may result in a charge to remedy such damage.
• Except to the extent prohibited by law, neither party shall be liable to the other for any indirect, special, or consequential losses in connection with the event.
• All companies who are attending a recruitment fair are expected to be promoting their job opportunities or upcoming recruitment campaigns. We advise that the vacancies are uploaded before the event takes place to maximise engagement. Please note that all vacancies must comply with our vacancy advertising policy.
• If you are taking pictures or uploading content to online platforms, please make sure you inform the students or staff and you have the right company permissions before doing so.
• The University of Nottingham is private property and you must be granted permission to be on campus.
• If you would like the Careers and Employability Service to advertise an event that is off campus, you must have public liability insurance and health and safe regulations in place.
• If you are collecting student person information, you must ensure that the information is used in accordance with the General Data Protection Regulation 2018.
• The University shall not be liable to the company for any loss, damage or expense incurred by the company due to circumstances outside the control of the university.

Policy

• The University reserves the right to cancel any booking for the events when circumstances are beyond the university’s control including without limitation: fire, flood, earthquake, elements of nature or Acts of God, act of war, terrorism, riots, student protests, pandemic, malicious damage, civil disorder, rebellions or revolutions, strikes, lockouts, court orders, police orders or third party failure and accepts no liability for any inconvenience or loss caused to the company.
• The University may also cancel the event with no liability if the event might in the university's reasonable opinion prejudice the reputation or business of the university.
• Any complaint or dispute must be made in writing by the company within seven working days of the event taking place.
• Each party warrants the other that all personal data (as defined in the Data Protection Act 2018) handled by either party is strictly in accordance with the General Data Protect Regulation.
• We do not allow companies to bring their own security onto campus.
• There is the potential that protests may take place at our careers fairs. We work closely with the security teams to manage this and endeavour to ensure that any disruption we experience is minor and peaceful. 
• Each party acknowledges and confirms that nothing contained in these Terms shall give it any right, title or interest in or to any intellectual property rights of the other party.
• No failure or delay by a party to exercise any right or remedy provided under these Terms or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy.
• No third party is entitled to enforce any of these Terms, whether by virtue of the Contracts (Rights of Third Parties) Act 1999 (which is expressly excluded) or otherwise.
• These Terms and any dispute or claim arising out of or in connection with them or their subject matter or formation shall be governed by and construed in accordance with the law of England.

December 2024