Event Terms & Conditions

The services offered by Pion are subject to an Event Booking Form and these Terms and Conditions together, the “Agreement”.

The Special Terms section of the Event Booking Form can be used to confirm any changes to these Terms and Conditions. Changes to the Terms and Conditions must be agreed to by both Parties and only become effective once an Event Booking Form has been signed by both Parties. In the event of any conflict between the Event Booking Form (including the Special Terms section) and the Terms and Conditions, the Event Booking Form takes precedence.

The Pion services are offered by one of our two companies, the relevant company will be set out on an Event Booking Form.

Parties to the Agreement:

1. “Customer” refers to the customer stated on an Event Booking Form who is purchasing the Pion Services; and

2. “Pion” refers to the company stated on the Event Booking Form,

each a “Party” and together the “Parties”

‍1. DEFINED TERMS

“Applicable Law”	means all applicable laws, legislation, statutes and statutory instruments, existing from time to time.
“Attendee”	means any individual who registers for, is invited to, or participates in a Pion event, whether in person or virtually.
“Business Day”	means each day which is not a Saturday or Sunday or a bank or public holiday in the United Kingdom or the United States (depending on the location of the Event).
“Charges”	means the fees payable to Pion for the Services set out in the Event Booking Form.
“Confidential Information”	means all information (whether written, oral or in some other form) disclosed to or obtained by one Party (whether directly or indirectly) from the other (whether before or after the signing of this Agreement), including all information relating to that other Party’s or its group companies’ business, operations, systems, processes, products, trade secrets, know how, contracts, finances, plans, strategies or current, former or prospective clients, customers, partners or suppliers (together with copies made of any of the foregoing) and which information is marked as being confidential or might reasonably be assumed to be confidential, but excluding information which (a) is available to the public other than because of any breach of this Agreement; (b) is, when it is supplied, already known to whoever it is disclosed to in circumstances in which they are not prevented from disclosing it to others; or (c) is independently obtained by whoever it is disclosed to in circumstances in which they are not prevented from disclosing it to others.
“Customer Materials”	means the Customer’s intellectual property and other branding, promotional materials and information provided by the Customer which is required in order to launch and promote the Services prior to the Event.
“Effective Date”	means the last date of signature on an Event Booking Form entered into between the Parties.
“Event”	means an event hosted by Pion as further described in the Event Booking Form.
“Event Date”	means the proposed first day of an Event as detailed in the Event Booking Form.
“Force Majure Event”	means any event or circumstance that is beyond the reasonable control of the affected Party (the “Affected Party”), which prevents or delays the performance of any of the Affected Party’s obligations under the Agreement. Force Majeure Events may include, but are not limited to: acts of God, including natural disasters such as earthquakes, floods, or hurricanes; fire, explosion, or widespread electrical outages; war, terrorism, civil unrest, rebellion, or insurrection; epidemics, pandemics, or other public health emergencies; strikes, lockouts, or other industrial disputes (excluding those involving the Affected Party's workforce); governmental actions, or impositions of embargoes or trade restrictions; or failure of third-party service providers or suppliers due to any of the above causes. A Force Majeure Event shall not include the Affected Party’s financial diﬃculties or the Affected Party’s inability to pay any sums owed under the Agreement; or events that could reasonably have been anticipated and mitigated by the Affected Party.
“Insolvency Event”	means, in relation to a Party (the “Impacted Party”) any of the following events or conditions: the Impacted Party is unable to pay its debts as they fall due, or becomes insolvent within the meaning of applicable insolvency legislation; the Impacted Party is subject to any form of bankruptcy, liquidation, administration, or winding-up proceedings, whether voluntary or involuntary; a receiver, administrator, liquidator, or similar oﬃcer is appointed over the whole or a substantial part of the Impacted Party’s assets or business; the Impacted Party enters into any voluntary arrangement, compromise, or composition with creditors; the Impacted Party suspends payment of its debts or ceases, or threatens to cease, to carry on its business; or the Impacted Party’s financial position becomes such that, in the opinion of a competent authority, the party is likely to be unable to meet its debts as they become due.
“Intellectual Property Rights”	means patents, patentable rights, copyright, design rights, utility models, trade marks (whether or not any of the above are registered), trade names, rights in domain names, rights in inventions, rights in data, database rights, rights in know-how and confidential information, and all other intellectual and industrial property and similar or analogous rights existing under the laws of any country and all pending applications for and right to apply for or register the same (present, future and contingent, and including all renewals, extensions, revivals and all accrued rights of action).
“Service Commencement Date”	means the date on which the Services commence. The Service Commencement Date shall be set out under the Event Booking Form.
“Services”	means the services purchased by the Customer which may include but are not limited to: Event Tickets, Event Sponsorship Packages, Event Exhibition and any other Services provided by Pion in conjunction with the delivery of the Event. The Services purchased by the Customer shall be set out under the Event Booking Form.
“Sponsor”	means a company that purchases Services from Pion in relation to the Event, as set out in an Event Booking Form.
“Sponsorship Packages”	means customised service packages provided by Pion to a Sponsor in connection with an Event, as detailed in the Event Booking Form. These packages may include, but are not limited to, branding opportunities, speaking engagements, exhibitor space, digital promotions, and other marketing or attendee engagement activities tailored to the Event.
“Term”	means duration during which an Event Booking Form remains active and in effect.

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2. TERM AND DURATION

2.1 From the Effective Date, the Parties shall be bound by the terms of this Agreement.

2.2 Services. This Agreement shall continue until the later of: (i) the final day of the relevant Event; or (ii) the date on which Pion has successfully delivered any post-event materials included in the purchased

2.3 Upon the expiry of the Term, neither Party shall have any further obligations under this Agreement, except for any provisions that expressly or by their nature survive termination.

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3. SERVICES

3.1 The Customer agrees to purchase the Services in accordance with the terms of this Agreement, and Pion agrees to provide the Services in accordance with the terms of this Agreement.

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3.2 THE EVENT

3.2.1 Pion reserves the right to amend any details pertaining to the Event, including the date(s), times and location of the Event at its sole discretion. Pion will notify the Customer of any material change to the Event in writing.

3.2.2 The Customer is responsible for ensuring that its representatives attending the Event, including Attendees attending on behalf of the Customer, conduct themselves in a professional and respectful manner at all times during the Event. Any display of harassment, discrimination, or abuse of any kind directed toward other Attendees, Sponsors, or Event staff, or any conduct that disrupts the Event or endangers the health, safety, or wellbeing of others, will not be tolerated. Pion reserves the right to remove any individual from the Event at any time if their behaviour is deemed inappropriate, disruptive, or in violation of the Agreement. No refunds or compensation will be provided in such cases.

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3.3 TICKETS

3.3.1 Tickets for the Event must be purchased through Pion via the authorised partner, Eventbrite. Upon successful payment, a booking confirmation will be issued. Entry to the Event is contingent upon presenting a valid ticket. Tickets purchased from unauthorised sources may be invalid, Pion accepts no responsibility for any issues arising from such purchases.

3.3.2. Tickets may not be resold, except where expressly authorised by Pion. Any unauthorised resale of tickets may result in cancellation without refund. Pion reserves the right to verify ticket ownership and may refuse entry if the ticket cannot be verified.

3.3.3. Tickets purchased for Attendees are fully refundable provided the ticket holder cancels their ticket no later than thirty (30) days prior to the Event Date. Tickets may be transferred to another Attendee’s name no later than forty-eight (48) hours prior to the first day of the Event.

3.3.4 If the Event is cancelled or rescheduled, ticket holders will be offered the choice of a refund or a transfer to a rescheduled date. Refunds will be issued to the original payment method via Eventbrite. This Clause does not apply to Sponsorship Packages or Exhibitors.

3.3.5 Pion is not responsible for any additional costs incurred by the Customer during, or for the purpose of attending the Event, including but not limited to; travel or accommodation for Attendees or Sponsors.

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3.4 SPONSORSHIP

3.4.1 Event Booking Form. The relevant Sponsorship Packages and Services provided by Pion are outlined under the

3.4.2 The Customer must provide all necessary Customer Materials required by Pion to deliver the Sponsorship Package or other applicable Services, in accordance with the deadlines specified by Pion. Failure to meet these deadlines may limit promotional opportunities, with no refund or compensation due.

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3.5 EVENT EXHIBITION

3.5.1 Dependant on the Sponsorship Package purchased, the Sponsor may be allocated exhibition space at the Event, the “Event Exhibition”. The Event Exhibition may include, but is not limited to; a dedicated area including a branded booth, branding opportunities, a speaking slot, and other promotional activities, as detailed in the Event Booking Form.

3.5.2 The Customer is responsible for complying with all guidelines regarding Event Exhibition setup, branding placement, and operational requirements. Pion reserves the right to modify Event Exhibitions where necessary to ensure the effective running of the Event.

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4. FEES AND PAYMENT TERMS

4.1 The Charges for the Services are set out under the Event Booking Form and are payable within thirty (30) days of the invoice date. Invoices will be sent out on or shortly after the Effective Date.

4.2 If any of the Charges fail to be paid in accordance with the above payment terms, Pion may suspend the Services. Late or non-payment of the Charges may result in interest and administrative charges.

4.3 The Charges are exclusive of sales tax. The Customer is responsible for all taxes, duties and additional charges of any kind which are imposed upon the Customer.

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5. INSURANCE

5.1 Sponsors purchasing Sponsorship Packages or Event Exhibition via an Event Booking Form must, at their own cost, maintain Public Liability Insurance, Employer’s Liability Insurance, Property Insurance, and any other insurance required by Pion as notified in writing. The Sponsor shall provide Pion with a certificate of insurance or other satisfactory evidence of coverage upon request.

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6. CANCELLATION AND REFUNDS

6.1 If a Sponsor wishes to cancel any purchased Sponsorship Package or Event Exhibition, the refund policy set out below will apply. The refund provided is determined by how many days prior to the Event written notice of cancellation is received:

(i) 180 days or more prior to the Event: Sponsor will receive a refund of 75% of the Charges paid for the cancelled Sponsorship Package and/or Event Exhibition.

(ii) Between 179 and 91 days prior to the Event: Sponsor will receive a refund of 50% of the Charges paid for the cancelled Sponsorship Package and/or Event Exhibition.

(iii) 90 days or fewer prior to the Event: No refund will be provided.

6.1.2 All cancellation requests must be submitted in writing to Pion. The effective date of notice of cancellation will be the date Pion receives the written request.

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7. WARRANTIES

7.1 Each Party to the Agreement warrants to the other that:

7.1.1 It has all rights, licences, consents and approvals necessary to enter into and to perform its obligations under this Agreement;

7.1.2 It will perform its obligations under this Agreement with reasonable care and skill and in accordance with generally recognised commercial practices, standards in the industry and all Applicable Laws.

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8. CONFIDENTIALITY

8.1 The Parties acknowledge and agree that the terms of the Agreement constitute Confidential Information. Subject to Clause 8.2, each Party shall: (i) keep confidential all Confidential Information of the other Party which it receives in connection with the Agreement; (ii) apply to it no lesser security measures and degree of care than those which it takes in protecting its own Confidential Information and in any event no less than that which a reasonable person or business would take in protecting its own confidential information; (iii) only use such Confidential Information as strictly necessary for the performance of, or exercise of its rights under, the Agreement; (iv) not disclose such Confidential Information to any third party other than its professional representatives); and (v) promptly, upon request and, in any event, upon termination of the Agreement (for whatever reason), return to the other Party or destroy (at the other Party’s request) all materials incorporating, embodying or recording any such Confidential Information in its possession or control and, if requested by the other party, certify in writing that it has done so.

8.2 Either Party may disclose the other’s Confidential Information to the extent required by law or by any court, tribunal, regulatory or other authority with competent jurisdiction to order its disclosure (but only to the extent of such requirement), provided that the Receiving Party promptly provides the Disclosing Party with prior notice of such disclosure (to the extent legally permitted).

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9. INTELLECTUAL PROPERTY AND DATA

9.1 Nothing in the Agreement shall cause the ownership of any Intellectual Property Rights belonging to one Party to be transferred to the other.

9.2 Pion shall remain the sole owner of all Intellectual Property Rights in the Pion IP , and the Services shall be owned by Pion. Pion grants the Customer a non-exclusive, non-transferable, country-specific, royalty-free licence to use the Pion IP for the duration of the Term to such extent as is necessary to enable the Customer to market and promote the Services and the Event.

9.3 The Customer shall remain the sole owner of all Intellectual Property Rights in the Customer IP. Under the Agreement the Customer grants Pion, a non-exclusive, non-transferable, country-specific, royalty-free licence to use the Customer IP to such extent as is necessary to enable Pion to provide the Services and to perform its obligations under the Agreement.

9.4 The Parties may provide one another with guidance in relation to each Party’s respective Intellectual Property Rights.

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10. DATA PRIVACY

10.1 Pion collects and processes personal data from Customers. Pion processes such data in accordance with Pion’s Privacy Policy: https://www.wearepion.com/privacy-policy. Pion also uses third-party platforms such as Eventbrite and a badge scanning service to collect personal data relating to Attendees.

10.2 All registration data is uploaded into Pion’s marketing platforms and may be used to send email communications regarding other Pion-hosted Events, including relevant event updates, future editions, and related industry insights, unless the individual has opted out.

10.3 Pion will share Attendee data, including the name, email address, company, and job title of each Attendee with Sponsors, unless the Attendee has expressly requested otherwise.

10.4 Personal data is retained for a period of three (3) years, unless a request for deletion is received. Attendees and Sponsors may contact Pion at any time to request data removal in accordance with applicable data protection laws.

10.5 Where Pion has shared Attendee data with Sponsors in accordance with this Agreement, Attendees wishing to request data removal must contact the relevant Sponsor directly. Sponsors are required to handle personal data in compliance with applicable data protection laws.

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11. INDEMNIFICATION

11.1 The Customer shall indemnify, defend, and hold harmless Pion, its aﬃliates, and their respective oﬃcers, directors, employees, and agents from and against any and all claims, demands, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

(i) the Customer’s breach of this Agreement;

(ii) any claim brought by a third party arising from or related to the Customer’s participation in the Event, including but not limited to claims for personal injury, property damage, or intellectual property infringement; and

(iii) any failure by the Customer to comply with Applicable Laws, regulations, or industry standards.

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12. LIMITATION OF LIABILITY

12.1 Pion shall not be liable in any circumstances for consequential, special or indirect damages or the following damages whether direct or indirect: loss of profits, loss of revenue, economic loss, loss of business or contracts, loss of anticipated savings or goodwill, loss of data (or any losses arising from a claim by a third Party for any of the above losses) whether arising under contract, statute, tort (including, without limitation negligence) or otherwise.

12.2 Subject to Clause 12.1:

12.2.1 Pion’s liability for all claims arising under or in connection with this Agreement (whether arising under contract, statute, tort (including without limitation negligence) or otherwise) shall be limited to the actual Charges paid to Pion by the Customer under this Agreement during the twelve (12) months immediately preceding the date on which the claim arose; and

12.2 Pion will not be liable for its failure to comply with the provisions of this Agreement if such default is attributable to any acts or omissions of the Customer, its agents, employees or contractors including without limitation, the failure of the Customer to perform its obligations under this Agreement; any damages arising from Pion complying with the Customer’s instructions or requirements; any damages arising from the Customer failing to secure any necessary consents, licences or permissions; any damages arising from the Customer failing to correctly enter information into its own system(s); any act or omission of the Customer in connection with the promotion and publicising of the Event.

12.3 Nothing in this Clause 12 shall exclude or restrict the Customer’s obligation to pay the Charges.

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13. TERMINATION

13.1 Without prejudice to any other rights or remedies which either Party may have, a Party (“Party 1”) may terminate the Agreement or an individual Event Booking Form with immediate effect on written notice to the other Party (“Party 2”) if:

13.1.1 Party 2 commits a material breach of the Agreement provided that any remediable breach fails to be remedied by Party 2 within thirty (30) Business Days of Party 1 being notified of such a breach in writing; or

13.1.2 Party 2 suffers an Insolvency Event.

13.2 Upon termination of the Agreement for any reason, Pion shall cease to provide the Services.

13.3 Any provision of the Agreement that expressly or by implication is intended to come into or continue in force on or after termination of the Agreement shall remain in full force and effect.

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14. GENERAL

14.1 Neither Party shall be liable to the other for any delay or non-performance of its obligations under this Agreement arising from a Force Majeure Event. In the event that either Party is delayed or prevented from performing its obligations under this Agreement as a result of a Force Majeure Event such Party shall: (a) give notice in writing of such delay or prevention to the other party as soon as reasonably possible stating the commencement date and extent of such delay or prevention, the cause thereof and its estimated duration; (b) use all reasonable endeavours to mitigate the effects of such delay or prevention upon the performance of its obligations under this Agreement; and (c) resume performance of its obligations as soon as reasonably possible after the removal of the cause of the delay or prevention. Nothing in this Clause shall exclude or restrict the Customer’s obligation to pay the relevant Charges set out under Clause 4.

14.2 No variation or modification to the Terms and Conditions or an individual Event Booking Form shall be valid unless it is in writing and signed by each Party.

14.3 Failure to exercise, or any delay in exercising, any right or remedy provided under this Agreement or by law shall not constitute a waiver of that (or any other) right or remedy, nor shall it preclude or restrict any further exercise of that (or any other) right or remedy.

14.4 If any provision of this Agreement (or part of any provision) is or becomes invalid, illegal or unenforceable, it shall be deemed to be deleted, and the validity and enforceability of the other provisions of this Agreement shall not be affected.

14.5 This Agreement constitutes the entire agreement between the Parties and supersedes and extinguishes all previous agreements (written or oral) relating to the subject matter of this Agreement. Each Party acknowledges that, in entering into this Agreement, it does not rely on, and shall have no remedies in respect of, any representation or warranty (whether made innocently or negligently) that is not set out in this Agreement.

14.6 Either Party may subcontract any of its obligations under this Agreement, provided that the original Party remains fully liable for the performance of its subcontractors. However, the Customer must provide Pion with prior written notice of any proposed subcontracting, and Pion reserves the right to refuse such subcontracting on reasonable grounds.

14.7 Neither party shall, without the prior written consent of the other party, assign or transfer this Agreement or all or any of its rights or obligations under this Agreement. However, Pion may assign or transfer this Agreement or all or any of its rights or obligations under this Agreement without the prior written consent of the Customer to: (a) a parent or subsidiary of; (b) an acquirer of all or substantially all of its assets; or (c) a successor by merger.

14.8 Any notice under the Agreement shall be sent by email to the other Party’s email address as may have been notified by that Party for such purposes. A notice sent by email shall be deemed received at the time of transmission.

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15. GOVERNING LAW AND JURISDICTION

15.1 Subject to which entity is named on an Event Booking Form, the following governing law and exclusive jurisdiction shall apply to any dispute or claim arising out of it in connection with the Agreement:The Beans Group Limited or unspecified: The laws of England and Wales and the courts of England and Wales.The Beans Group, Inc: The laws of the state of New York (without regard to its conflicts of laws rules) and New York courts.

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