TERMS AND CONDITIONS
1 Agreement
The Sponsorship and Exhibition Booking Form constitutes an offer by the Sponsor (the person or company/organisation who has contracted on the Booking Form) to sponsor or advertise with the BNA (the Organiser) during 2025, including the BNA2025 Festival of Neuroscience on these terms and conditions only.
The Organiser (BNA Events Ltd, Dorothy Hodgkin Building, Whitson Street, Bristol, England, BS1 3NY. Company number 07784689. VAT number GB 131433357) reserves the right to accept or refuse such offer at its sole discretion.
In the event that the Organiser accepts the Sponsor’s offer, the Organiser will provide written confirmation of the booking and this will create a legally binding contract between the Sponsor and the Organiser on these terms and conditions only, to the exclusion of all others (this ‘Agreement’).
All bookings of sponsor packages are administered on a first-come, first-served basis. A completed Sponsorship and Exhibition Booking Form should be emailed to BNAFestival@outsourcedevents.com to ensure reservation of a desired package.
2 Payment
Upon receipt of the signed Sponsorship and Exhibition Booking Form, the package will be confirmed via return email. The Organiser will issue an invoice by email to the Sponsor in respect of the Sponsor Fee.
The Sponsor shall make full and final payment to the Organiser, no later than 30 days following receipt of the invoice. If the Sponsor Company/Organisation fails to make payment within the set invoice timescales, the Organiser reserves the right to cancel the contract (see Clause 4 - Cancellation). Full payment must be received by The Organiser by 31st January 2025. Payment terms will be immediate for any contract agreed after 31st January 2025.
The Sponsor Fee is exclusive of UK VAT and VAT will be charged where appropriate. All invoices and payments should be in Pounds Sterling (GBP).
3 Term and Termination
This Agreement shall become effective when fully executed by both Sponsor and Organiser.
This Agreement will terminate at the end of the 2025 Festival of Neuroscience, except when expressly stated otherwise.
4 Cancellation
Cancellation of Sponsor booking must be made in writing by email to bnafestival@outsourcedevents.com
If the Sponsor cancels this Agreement, irrespective of when the Sponsorship and Exhibition Booking Form is received, the Organiser shall refund to the Sponsor a percentage of the fees determined in accordance with the following:
| Cancellation date |
Payment retained by Organiser |
| Before 30/09/2023 |
0% |
| From 01/10/2023 to 31/03/2024 |
25% |
| From 01/04/2024 to 20/09/2024 |
50% |
| From 01/10/2024 onwards |
100% |
The Organiser shall be entitled to retain from any refunded fees a sum equivalent to its actual administration expenses, the cost of materials and any costs to which the Organiser has committed when the Sponsor cancels this Agreement. If the Event is cancelled by the Organiser (other than as a result of events beyond the reasonable control of the Organiser – see Clause 6, Force Majeure), the Organiser shall refund the full fee paid by the Sponsor.
If the Sponsor Company/Organisation fails to make payment within the set invoice timescales, the Organiser reserves the right to cancel the contract.
5 Liability and Insurance
The Organiser takes no responsibility for lost, damaged or stolen items in respect of any property bought to the event venue, for those Sponsors with an Exhibition stand or space. It is the Exhibitor's responsibility to properly staff their space. The Exhibitor agrees to indemnify and hold the Organization harmless for any loss, damage, theft, injury or death.
All Sponsors and Exhibitors must provide evidence of their current Public Liability and Employer’s Liability Insurance prior to the event.
All participants coming to the event venue will be subject to the venue Health and Safety and security procedures.
6 Force Majeure
Neither the Organiser, nor the Sponsor shall not be liable for any failure to fulfil this contract where failure is caused by supervening circumstances including acts of God, fire, flood, earthquake, war, riots, acts of terrorism, event platform failure, electrical outages or events which, without fault of either party, render fulfilment impossible.
7 Privacy Policy
All companies who attend our events or advertise with us must adhere to current GDPR regulations.
8 Obligations
The Organiser will;
• Deliver activities laid out in the Sponsorship Prospectus, including the BNA 2025 International Festival of Neuroscience to a high standard and to the best of its ability.
• Share the Sponsor Manual which contains all forms and assets required for the activities included in the relevant package.
• Ensure the Sponsor benefits from all elements of the confirmed Sponsor Package.
• Not knowingly permit (or omit) to anything to be done which is prejudicial to the good image of the Sponsor.
The Sponsor will;
• Send all assets to the Organiser, as laid out in the Sponsor Manual, by the deadline.
• Collaborate closely with the Organiser regarding all activities laid out in the package, including those during the Festival. Any additional events (online or in person) or webinars should not clash with those of the Organiser, if possible.
• Ensure the Sponsor (including its officers, employees, contractors, and agents) and their collateral will comply in all respects with all applicable laws, regulations, and rules and conditions and with any relevant trade codes of practice.
• Not knowingly permit (or omit) anything to be done which is prejudicial to the good image of the Organiser.
9 General
The venue and floorplan may be subject to change.
This agreement shall be governed by the laws of England and Wales. Any dispute shall be subject to the exclusive jurisdiction of English courts.