31 Media Limited COVID-19 Terms & Conditions
These COVID-19 terms should be read in conjunction with our Delegate Booking Terms, Sponsorship Booking Terms, and 31 Media’s wider Terms and Conditions of Business.
COVID-19 is impacting the way in which 31 Media events can be run. It’s important that you understand the precautions that we are taking to ensure your safety and what may happen should circumstances change.
The safety and well-being of all visitors that attend our events is of utmost importance and so 31 Media will adhere to all Government guidelines without notice, whether verbal or written. This means that we may change a venue, change the date, postpone an event, or cancel the event without notice. 31 Media will of course inform you of any changes as soon as practically possible.
In addition, 31 Media will adhere to any regulations and policies set out by each venue or property that 31 Media uses to facilitate each event.
At each event 31 Media will look to maintain social distancing, increase sanitisation, decrease congestion in all areas. Food service will be altered to minimise contact and to ensure hygiene.
All attendees will be asked to confirm their health status prior to attending and where necessary will be required to have their temperature take before gaining entry to the event. We may at any time during the event also ask for you to have your temperature to be taken.
If you attend an event and 31 Media staff identify, or 31 Media staff are made aware that you have one of the following symptoms, or display signs that you are unwell, you may be denied further access to the event or asked to leave.
The following symptoms are common with COVID-19
- continuous cough
- fever/high temperature (37.8C or greater)
- loss of, or change in, sense of smell or taste (anosmia)
A new continuous cough is where you:
- have a new cough that’s lasted for an hour
- have had 3 or more episodes of coughing in 24 hours
- are coughing more than usual
Here’s just some of the things we are doing to make sure you and your guests feel safe and enjoy their visit:
- Floor mats sprayed with diluted bleach every two hours
- All handrails, door handles and lift panels disinfected every hour
- All restrooms assigned with attendants during events to carry out on-going cleaning and disinfecting work
- Tables and chairs disinfected twice a day and main rooms every 1-2 hours when possible
- All staff members required to wear face masks and catering staff to wear masks and gloves
- All guests required to wear face masks (we will provide complementary face masks where necessary)
- Hand sanitising gel stations readily available in your event space
- Temperature check for all staff members when reporting for duty every day and details recorded.
- Temperature check for all guests entering the venue
- Special rubbish bins for disposal of used face masks at exit points
- Signage specifying venue and event-specific social distancing measures
- We will work with our clients to prevent congestion such as staggered arrival/departure times and catering breaks
- “Virtual Delegate” swag bags featuring information from your exhibitors and speakers, your organisation and including an item from our gift shop and a sweet from our caterer Benugo (at an additional cost)
These measures may change in line with the most up to date health advice but generally speaking if you feel unwell in any way you should not attend one of our events and seek medical advice.
Rest assured, the safety of our attendees, speakers and staff is paramount and as an organisation we will work to ensure the safest environment possible.
Government Guidelines, restrictions and advice is consistently evolving regarding COVID-19 and as such 31 Media consistently monitors advice from the UK Government, NHS England and the WHO.
Any restrictions that are put in place by the UK Government will be followed by 31 Media; and while we will do everything possible to minimise the impact on our customers, please note that at times the process and service you receive from us may be slower than expected while we implement any necessary changes as required by law.
Event Postponement/Cancellation – Delegates
If your ability to attend a live event is impacted as you have contracted COVID-19, you will be able to transfer the full value of your registration to a colleague for participation in the booked event.
If you are unable to attend the event due to Government COVID-19 restrictions, then you will be able to transfer your ticket for participation to a similar future event taking place within 12 months
If 31 Media has to postpone the event due to Government COVID-19 restrictions and you are unable to make the new date, then you will be able to transfer your registration to a colleague for the event booked or transfer your ticket for participation to a similar future event within 12 months
(Please note that tickets prices vary per event and so the face value of the original ticket purchased may be in value than the event in which the ticket is transferred to)
Should 31 Media have to cancel the event in its entirety due to Government COVID-19 restrictions then you can either transfer your ticket to a future similar event without time restriction, or choose a refund less a 15% administration fee upon written notice (refunds will be provided within 60 days of your written notice)
Event Postponement/Cancellation – Sponsors
If your business is unable to attend a live event due to Government COVID-19 restrictions, you will be able to transfer your sponsorship to a similar future event within a 12-month period
If 31 Media has to postpone the event due to Government COVID-19 restrictions and you are unable to make the new date, then you will be able to transfer your sponsorship to a similar future event within a12 month period. Or you may opt to be the sole sponsor of a focused webinar based on a subject of your choice, where 31 Media will provide the platform, scheduled, facilitation, and deliver up to 100 active delegates
Should 31 Media have to cancel the event in its entirety due to Government COVID-19 restrictions then you can either transfer your sponsorship to a similar event without time restriction or you may opt to be the sole sponsor of a focused webinar based on a subject of your choice, where 31 Media will facilitate, provide, and deliver up to 100 active delegates or you may choose a refund less a 15% administration fee upon written notice (refunds will be provided within 60 days of your written notice)
(Please note that sponsorship packages and prices vary per event, and while 31 Media will endeavour to deliver the full agreed sponsorship package at an alternative event sometimes this may not be possible)
(Webinar delivery requires at least 2 clear calendar months lead time and will be booked on a first come first served basis)
We appreciate your understanding and flexibility during this challenging time for the events industry and we look forward to continuing to connect organisations and provide critical business content to our community.
If you are concerned about COVID-19 or wish to find further advice you can visit the National Health Service: https://www.nhs.uk/conditions/coronavirus-covid-19/
Or you can download the: NHS COVID-19 APP HERE