Terms and conditions of registration and attendance

Terms and conditions of registration, ticket purchase and event attendance for Aviation Carbon events

 

1. General:

a) The words “registration” and “order” are used interchangeably throughout our website, and their meaning is equivalent.
b) The registration / order process results in a confirmed order to attend the event. An entry ticket is sent by email from our registration system to the person who order the ticket(s). The ticket must be presented at the event registration desk as proof of entitlement of entry, in electronic or printed paper format.
c) When you register to attend an event organised by Aviation Carbon Events (ACE), we have to commit to, and pay for, your place at the venue, and we incur direct significant costs for each registered delegate. Therefore, when you register to attend our events we consider your registration as binding, even if you have benefited from a free ticket. Nevertheless, we do have a cancellation policy which is explained further down this page.
d) Delegate name badges which are provided at the registration desk must be worn and fully visible to other delegates and staff at all times. This is for security reasons as well as the ability to quickly identify people.

 

2. Registration Categories:

The ticket categories and associated prices, are subject to change without notice.
ACE reserves the right to finally determine the category of any individual registrant or organisation.
ACE reserves the right to reject a registration where the incorrect registration category has been selected or a discount code has been exceeded or used incorrectly.
ACE reserves the right to deny people from registering and attending our events where we consider that there has been abuse of our systems, instructions, processes.
Incorrect use of any category will be charged at the full commercial rate.

Discounts cannot be combined nor accumulated across our discount code partners. This means, for just one example, if your company has already registered the maximum number of persons using a partner code, other staff or representatives cannot then additionally use any other discount codes from any other partner or ourselves, or vice-versa. You also cannot claim one discount on top of another to achieve a combined greater discount.

 

3. Pricing:

i) For the avoidance of any doubt, the applicable price of any ticket (entry pass) to an Aviation Carbon event at any time is the one displayed in our “Eventzilla” powered registration system, at https://2025.www.aviationcarbon.aero at any given moment whilst registration is open. We endeavour to update all references to prices elsewhere on our websites and other communications, however, we cannot guarantee that they are always updated due the time required to update websites and delays in transmitting information across the worldwide internet. All prices shown are per 1 entry ticket.

ii) All prices shown are exclusive of UK VAT (value added tax) which shall be added at the prevailing rate during the registration and payment process. Any discounts applied are deducted from the price net of VAT as shown in the Eventzilla system. After the discount is applied, VAT shall then be applied to the sale. You may be able to apply to reclaim VAT incurred from your local tax authority, however, we cannot enter into any discussions with you concerning VAT payment nor refunds. All prices advertised are per entry ticket.

iii) The organisers reserve the right to increase or decrease or remove ticket prices, and any discount rates, or offers, or change ticket types and names, at any time and without notice and without any liability nor any rebate to refund any amount in respect of any registration already made. Discount offers are offered purely on a goodwill basis and are not contractual in any way, they can be changed or withdrawn at any time. In other words, the price that you pay at the time of your registration on our ‘Eventzilla’ system is binding and no further discounts or reductions shall apply, nor are prior discounts or prices applicable.

 

4. Cancellations and No-Shows:

i) If you cannot attend an Aviation Carbon event for which you registered, you must request us in writing to consider your substitution by another colleague from your organisation, as soon as possible. You should notify your request and details of your nominated substitute using our contact form. We will review your request and reply to you and the nominated substitute via email as soon as possible.

ii) If you fail to attend the event without a confirmed substitute from your organisation, your registration fees shall not be refunded.

iii) If you have benefited from registering with an airline discount entry ticket, and you fail to attend without organising a confirmed substitute, or provide us with at least 7 days notification prior to the event start date, we reserve the right to charge you the full amount of the non-discounted delegate rate applicable for your ticket category, which we shall use as compensation for the wasted place and the related costs incurred that we committed to upon behalf of your registration. We reserve the right to request from you evidence for your non-attendance, for example, doctor’s note, failed visa application.

iv) If we confirm your nomination of substitute and they do not attend, we fully reserve the right to charge you for their non-attendance to the full amount of the non-discounted delegate rate applicable for your ticket category.

v) If registration fees are not received and cleared on our account within 30 days of registration, your registration shall be cancelled and if so you shall be liable to pay a GBP 50 (+ VAT) cancellation administration fee in addition to the cost of the registration fee. If you are facing payment issues, you must contact us in writing and stating your order number.

vi) If the registration is cancelled for any other reason, for example failing our validation checks, an administrative fee of £60 (£50 +UK VAT)  shall be charged by deducting this amount from any refund.

vii) Please ensure that you have your own cancellation insurance and travel insurance, we are not able to provide refunds in any circumstances.

 

5. Data and Privacy:

By registering for an Aviation Carbon event, you give us explicit consent that –

i) we can store your submitted data on their websites and other information systems and use it for event registration, event management and on-site attendance and related purposes.

ii) specifically that we may print a) your name, b) organisation name, and c) job title d) organisation logo on our printed conference material and PDF electronic files distributed at the event to all registrants. You also consent to us sharing a) your name, b) organisation name, and c) job title with our event partners and sponsors so that they may know if their association members or clients are attending the event. You consent that these details will appear in the event app. You consent that your organisation name and logo appears on our websites and other promotional and event media.

iii) we may share your registration information with the whole event organisation team, as we deem appropriate, so that we are able to organise and deliver the event.
iv) and you agree to our full and terms conditions and privacy policies at https://www.aviationcarbon.aero/terms-and-conditions/ and https://www.aviationcarbon.aero/privacy/.

 

6. Communication before, during and after the events:

i) By registering for an Aviation Carbon event you consent that we may display your company name and logo on our website and related event materials to help inform attendees and other viewers that your organisation is attending.

ii) As public events, we may take photographs, video and audio recordings at an Aviation Carbon event. When you register for our events, you consent that the aforementioned media which might contain your image, voice and your company name and logo, may be used by Aviation Carbon Events in our role as event organiser and displayed on our websites or our other communication channels without further permission and without any requirement to compensate.
If you are speaking or presenting, you consent that we may post your presentation in PDF format on our website or send via email or share via a cloud storage service, as well as sharing in a similar manner any related video and audio recordings. You may amend your presentation slides prior to the post-event release for reasons of confidentiality, etc, but you must inform us in writing and in advance.

 

7. Respect for other attendees:

i) By registering for an Aviation Carbon event you agree to dress in standard international “business casual” or “business formal” attire, or your regional or cultural business attire equivalents. Casual wear is not permitted and you agree that you may be requested by a member of our team to change immediately into suitable attire; if you do not agree, we reserve the right to ask you to leave the conference area until the required attire is worn.

ii) You agree not to act to deliberately detract from or interfere with a presentation or a discussion panel, or our event partner’s / sponsor’s / exhibitor’s marketing efforts. You will not make legally unsubstantiated claims about other delegates or their products at our events, or in connection with our events. We reserve the right to ban from our events any person whom in our opinion transgresses our policies.

iii) You agree not to distribute brochures or any other marketing collateral unless you are contracted to our event as an official partner, sponsor or exhibitor. We fully reserve the right to make a judgement regarding any such complaint or our observation if it occurs, and we may choose to expel any such attendee and other members of their organisation attending, without notice nor refund nor any other liability, even a permanent from our events. We reserve the right to seek financial compensation equivalent to at least the fees paid by our official sponsors / exhibitors if an attendee has distributed unauthorised marketing collateral without the explicit written permission of our Director of Operations. For the avoidance of doubt, the exchange of standard size / format professional business cards is permitted on a direct one to one basis by any attendee with any another attendee.

 

8. Food and drink

Aviation Carbon Events shall in no way be held liable for allergic reactions to food, or other incidents. These are wholly within the responsibility of the Marriott hotel and / or the attendee. As per the registration process notification, if you have a severe allergy you shall inform the hotel directly, and no later than 15 days before the event start date. If your allergy is life threatening, unfortunately, our venue will not be able to cater for you, please do not proceed with registration. We do not guarantee food preferences selected during registration; they may not be available, or logistically feasible, or too expensive.

 

9. Governing Law

These terms and conditions are governed by and to be construed in accordance with English law. Any disputes shall be subject to the exclusive jurisdiction of the English courts, or ACE may choose arbitration and whose decision shall be final and binding on all parties.

 

Update: Aviation Carbon 2025