AGREEMENT FOR PARTICIPATION IN EVENTS
WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION
TERMS AND CONDITIONS
(Public Offer Agreement)
United Kingdom of Great Britain and Northern Ireland
WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED, company number SC752638, incorporated in the United Kingdom (hereinafter referred to as “WESIO” or the “Contractor”), represented by Director Olga Azarova, acting under the authority of the constitutional documents of the company, on the one hand, and an individual, legal representative, parent, guardian, sponsor, customer, organisation, company, association, club, collective participant, or other person applying for participation in educational, business, awareness-raising, networking, conference, forum, training, camp, championship, business tour, or other events organised by WESIO, either independently or in partnership with third parties, on the other hand, have entered into this Agreement as follows.
For the purposes of this Agreement, the person participating in the Event shall be referred to as the “Participant”. The person who submits the application, pays for participation, represents the Participant, acts on behalf of the Participant, sponsors the Participant, or otherwise enters into contractual relations with WESIO shall be referred to as the “Client”, “Customer”, “Applicant”, “Financial Sponsor”, or “paying party”, as the context requires.
This Agreement is a public offer and an agreement of accession. By submitting an Application for Accession, completing an application form, accepting a Conditional Offer Letter, making payment, paying a deposit, receiving an invoice, confirming participation, or otherwise using or accepting access to an Event, the Client agrees to be bound by this Agreement, the Conditional Offer Letter, the Application for Accession, the applicable Participation Policy, Privacy Policy, Event documentation, invoices, pricing documents, and any appendices expressly incorporated into this Agreement.
The Client confirms that they have read, understood, accepted, and agreed to the terms of this Agreement voluntarily, without pressure, deception, or misunderstanding, and that they understand the legal, organisational, financial, tax-related, cancellation, and refund consequences of accession to this Agreement.
1. DEFINITIONS AND INTERPRETATION
1.1. The definitions set out below apply in these Terms and Conditions.
“Acceptance Date” means the date on which WESIO confirms acceptance of the Application for Accession, confirms participation, issues a Conditional Offer Letter, accepts payment, or otherwise confirms the Client’s or Participant’s participation in the Event.
“Acceptance Form” means the form, application, accession document, electronic form, written confirmation, online confirmation, or other document by which the Applicant confirms acceptance of the offer and agrees to participate in the Event.
“Additional Fee” means any fee charged by WESIO for additional services, additional elements of the Event, corrections, changes, administrative services, accompanying persons, optional activities, special requests, late submissions, or other services not included in the basic Event Fee.
“Agreement” means this Public Offer Agreement, the Conditional Offer Letter, the Application for Accession, the Participation Policy, the Privacy Policy, Event-specific terms, pricing documents, programme descriptions, invoices, refund schedules, loyalty programme conditions, special price conditions, and any appendices expressly incorporated by WESIO.
“Application for Accession” or “Application” means the formal request, in written, electronic, oral-confirmed, online, or other acceptable form, made by the Applicant for participation in the Event.
“Client” means the person who submits the Application for Accession, pays or undertakes to pay for participation, represents the Participant, acts as legal representative, parent, guardian, sponsor, customer, organisation, company, association, club, collective participant, or otherwise enters into contractual relations with WESIO under this Agreement.
“Collective Participant” means a Client, Participant, group, association, club, partner organisation, company, educational institution, public organisation, non-profit organisation, corporate group, delegation, or other entity participating under special collective, partner, memorandum-based, group, or loyalty conditions approved by the Contractor.
“Conditional Offer Letter” means a letter, email, invoice, proposal, offer, confirmation, or other communication issued by WESIO inviting the Applicant or Participant to participate in an Event and setting out the conditions of participation.
“Confidential Information” means information that is confidential by its nature, designated as confidential, or which a party knows or ought reasonably to know is confidential, excluding information lawfully available in the public domain.
“Contractor” means WESIO or any other legal entity expressly identified by WESIO as a contractor, co-contractor, organiser, co-organiser, partner, or payment recipient for a particular Event or part of an Event.
“Deposit” means the initial payment required to accept the offer, reserve participation in the Event, secure a place, confirm a booking, or activate a special price, as specified in the Conditional Offer Letter, invoice, Event documentation, or other official communication from WESIO.
“Early Booking Price” means a special reduced price which may be offered by the Contractor for participation booked significantly in advance of the Event, usually from twelve (12) to nine (9) months before the Event, or within any other period determined by the Contractor for a specific Event.
“Event” means any educational, informational, training, networking, conference, forum, seminar, workshop, summit, camp, championship, business tour, business mission, exhibition, online event, hybrid event, club event, awareness-raising programme, international programme, or other programme organised by WESIO independently or in partnership with third parties.
“Event Fee” or “Service Fee” means the fee payable by the Client for participation in the Event as specified in the Conditional Offer Letter, invoice, Application for Accession, pricing document, official Event website, or official Event documentation.
“Financial Sponsor” means an individual, organisation, company, foundation, association, sponsor, partner, or other person that has agreed to pay all or part of the Event Fee, accommodation fee, Additional Fee, or other cost for or on behalf of the Client or Participant.
“International Certificate” means a certificate issued to the Participant in accordance with the terms of the Event, if such certificate is provided for the relevant Event.
“International Diploma” means a diploma issued to the Participant in accordance with the terms of the Event, if such diploma is provided for the relevant Event.
“Intellectual Property Rights” include copyright, designs, patents, trademarks, trade names, business names, domain names, moral rights, know-how, trade secrets, concepts, ideas, information, data, processes, formulae, discoveries, videos, materials, methods, software, content, and any other proprietary rights arising from intellectual activity in the business, educational, scientific, industrial, artistic, or creative fields.
“International Partner Network” means the global network, consortium, group, alliance, or association of companies, organisations, partners, contractors, co-contractors, brands, projects, and initiatives connected with WESIO or cooperating with WESIO.
“International Participant” means a Participant who requires a visa, permit, travel authorisation, entry clearance, or other legal basis to attend an Event in the relevant country.
“Loyalty Programme” means any special pricing, discount, privilege, package, collective participation condition, partner arrangement, club association price, memorandum-based arrangement, sponsor-supported price, early booking arrangement, or other special commercial condition offered by the Contractor at its sole discretion for a specific Event.
“Materials” means any documents, programmes, code, presentations, videos, handouts, manuals, learning materials, digital files, written materials, visual materials, audio-visual content, or other objects containing Intellectual Property Rights provided by WESIO or created in connection with the Event.
“Media” means all forms of media, including digital, electronic, print, television, film, radio, audio, audio-visual, online, social media, and any other media now known or developed in the future.
“Non-Refundable Payment” means any payment, deposit, fee, administrative charge, discounted fee, Early Booking Price, Loyalty Programme fee, collective participation fee, partner price, sponsor-supported fee, memorandum-based fee, or other amount which, under this Agreement, the Conditional Offer Letter, invoice, Event documentation, or applicable refund schedule, is not subject to refund.
“Notice” means any written communication, including communication by email, website publication, electronic message, invoice note, Conditional Offer Letter, Event documentation, or other written or electronic means.
“Notice Address” means the postal address, email address, or other communication details provided by the party in the Application for Accession or otherwise notified to the other party.
“One-Off Service” means a one-time service provided by WESIO to a Client or Participant, whether or not the Client or Participant is enrolled in a broader Event.
“Optional Events” means additional, optional, supplementary, or discretionary events, activities, meetings, tours, visits, networking formats, cultural formats, or services that may be offered by WESIO outside the core Event programme.
“Participant” means the person who participates in, attends, receives access to, or is registered for an Event.
“Participant Kit” means the set of materials, documents, branded items, access rights, or other items specified by WESIO for a particular Event, if any.
“Partners” means institutions, organisations, companies, venues, sponsors, associations, contractors, service providers, hotels, transport providers, technical providers, or other parties associated with WESIO or involved in the Event.
“Premises” means any venue, facility, rented space, conference room, hotel, educational premises, online platform, or other location used for the Event.
“Refund Schedule” means the applicable schedule determining whether and to what extent a payment may be refunded depending on the date of cancellation, the official start date of the Event, the date of payment, the type of Participation Package, the price category, and the specific conditions of the relevant Event.
“Services” means the services offered or provided by WESIO under this Agreement, including participation services, Event organisation, access to programmes, training, networking, administrative support, certificates, additional services, and any ancillary services.
“Subsequent Event Fee” means the remaining fee for participation in the Event after deduction of any Deposit paid by the Client.
“Terms and Conditions” means these terms and conditions, as amended from time to time and made available by WESIO.
2. GENERAL PROVISIONS: OBJECT OF THE AGREEMENT
2.1. The Client receives services related to participation in the Event, and the Contractor undertakes, within the limits and on the terms established by this Agreement, to provide services for the participation of the Participant in the Event selected by the Client or Participant.
2.2. The Client agrees with the selected Event, Participation Package, scope of services, programme description, Event elements, and other conditions specified in the Application for Accession, Conditional Offer Letter, invoice, website information, or other official Event documentation.
2.3. The Client undertakes to pay for the Contractor’s services in the amount, manner, currency, and timeframe specified in the invoice, Application for Accession, Conditional Offer Letter, or other Event documentation.
2.4. Participation packages, Event structure, selected services, dates, and costs may be described in appendices, programme documents, pricing documents, Conditional Offer Letters, invoices, official Event websites, or other official Event documentation.
2.5. By submitting or signing the Application for Accession, paying an invoice, paying a Deposit, accepting a Conditional Offer Letter, or otherwise confirming participation, the Client confirms that they are familiar with and agree to the list of Event elements, participation conditions, payment terms, cancellation terms, refund terms, special price conditions, tax-at-source provisions, and other requirements applicable to the Event.
2.6. Participation rights are personal unless otherwise expressly agreed in writing by the Contractor.
2.7. The provision of services for participation in the Event is carried out according to the Event schedule, programme, and operational plan determined by the Contractor independently.
2.8. The provision of services begins from the date determined by the Contractor and continues until completion of the Event or until the occurrence of circumstances that make the provision of services impossible, including but not limited to:
2.9. Acceptance of services may be confirmed by participation in the Event, completion of the Event, signing of an act of acceptance of services, receipt of a certificate or diploma, use of Event access, receipt of Event materials, attendance at the Event, or any other evidence confirming that the services were provided or made available.
2.10. If certificates, diplomas, confirmations, or other recognition documents are provided for the Event, they may be issued only upon fulfilment of the Event conditions, including full payment, actual participation, completion of required documentation, and compliance with participation rules.
2.11. This Agreement is an agreement of accession. The Client accepts the Agreement as a whole and may not unilaterally alter its terms unless expressly agreed in writing by the Contractor.
2.12. By entering into this Agreement, the Client agrees to full and unconditional acceptance of this Agreement and all documents incorporated into it.
2.13. The Parties acknowledge that this Agreement is not a sham, fraudulent, fictitious, or coerced transaction and is not concluded under the influence of pressure, deception, or material misunderstanding.
2.14. The Client confirms that they have independently assessed the need, possibility, value, risks, and consequences of entering into this Agreement.
2.15. The current valid version of this Agreement may be posted on the Contractor’s website, including [www.wesio.org](http://www.wesio.org), or otherwise made available by WESIO.
2.16. Any Event may be organised by WESIO independently or in cooperation with other legal entities, contractors, co-contractors, partners, sponsors, venues, or service providers.
2.17. Each contractor or co-contractor may receive payment directly for the full or partial participation of the Participant in the Event where this is expressly indicated by WESIO.
2.18. The Client may be required to pay different parts of the Event cost to different contractors or co-contractors, provided that the total amount payable does not exceed the total cost of participation stated by WESIO for the relevant Event, unless additional services, charges, taxes, bank fees, currency charges, administrative fees, or other agreed costs apply.
2.19. In the event of inconsistency between co-contractor arrangements and this Agreement, this Agreement shall prevail unless expressly stated otherwise in writing by the Contractor.
2.20. The Contractor may update, amend, or publish changes to this Agreement, its appendices, policies, Event documents, refund schedules, special price conditions, or Event conditions by any of the following means:
2.21. The Client is deemed to have been informed of published changes from the moment such changes are placed on the Contractor’s website, sent by email, included in an invoice, or otherwise made available through official communication channels.
3. RIGHTS AND OBLIGATIONS OF THE PARTIES
3.1. The Contractor undertakes to organise the Event in accordance with the conditions described on the Event website, Conditional Offer Letter, Application for Accession, programme documentation, invoice, or other official Event materials.
3.2. The Contractor undertakes to provide services within the framework of the selected Participation Package, Event format, and operational possibilities of the Event.
3.3. The Contractor has the right to refuse to provide services to the Client or Participant, or to terminate participation, based on the results of communication, risk assessment, non-compliance, reputational concerns, operational reasons, safety concerns, non-payment, incomplete payment, or other reasonable grounds, without being obliged to provide detailed reasons.
3.4. If the Contractor refuses to provide services to the Client before the Event, the Contractor may return the balance of net funds actually received and retained by the Contractor, after deduction of costs already incurred, third-party obligations, administrative costs, non-recoverable expenses, taxes, bank charges, currency conversion losses, and any losses caused by the Client or Participant.
3.5. The Contractor has the right to receive timely, full, and net payment in accordance with this Agreement, the invoice, and Clause 4.11.
3.6. The Contractor has the right to change the sequence, structure, speakers, topics, venues, timing, technical format, platform, or operational details of the Event within the declared general theme and purpose of the Event.
3.7. The Contractor has the right to terminate this Agreement unilaterally upon occurrence of circumstances stipulated by this Agreement.
3.8. The Contractor has the right to prevent a Participant from attending the Event if the Participant has signs of dangerous, viral, respiratory, infectious, or other illnesses, or if their attendance may create a risk to other participants, staff, organisers, partners, or guests.
3.9. The Contractor may change the Event format from offline to online or hybrid, postpone the Event, relocate the Event, modify the Event structure, or replace certain Event elements in the event of force majeure, epidemic, pandemic, hostilities, legal restrictions, safety risks, venue issues, travel disruption, operational necessity, or other circumstances affecting the Event.
3.10. If it is impossible for the Participant to attend a rescheduled or modified Event, any refund or transfer shall be determined in accordance with Section 5 and shall be limited to net funds actually received and retained by the Contractor after deduction of non-recoverable costs.
3.11. The Client is obliged to observe this Agreement, the Participation Policy, Event rules, ethical standards, health and safety requirements, payment obligations, and all reasonable instructions of the Contractor.
3.12. The Client is obliged to inform the Contractor in advance about any absence, delay, health issue, visa issue, travel problem, special requirement, or other circumstance affecting participation.
3.13. The Client is obliged to compensate the Contractor for any losses, costs, damages, penalties, claims, reputational harm, administrative burden, or third-party claims caused by the Client, Participant, their representatives, guests, relatives, or accompanying persons.
3.14. The Client has the right to receive services in accordance with the selected Participation Package and the terms of this Agreement.
3.15. The Client has the right to request proper performance of the Contractor’s obligations under this Agreement, subject to the limitations, exclusions, and force majeure provisions set out herein.
3.16. The Client has the right to become familiar with Event terms, participation conditions, and relevant Event documentation.
3.17. The Participant may receive a certificate, diploma, confirmation, or other recognition document if such document is provided for the Event and if all applicable conditions are fulfilled, including full payment, personal participation, compliance with Event rules, and completion of required documentation.
4. FEE FOR SERVICES
4.1. Payment for WESIO services, including participation in Events, is made in accordance with the selected Participation Package, invoice, Conditional Offer Letter, Application for Accession, and current prices for WESIO services.
4.2. The Client is obliged to pay the Contractor the amount specified in the invoice in the form of 100% prepayment of the full net invoiced amount, unless otherwise expressly agreed in writing by the Contractor.
4.3. Tariffs, prices, fees, and participation packages are determined separately for each Event and may be published on official Event websites, stated in invoices, included in Conditional Offer Letters, or otherwise communicated by WESIO.
4.4. In addition to the services included in the basic tariff or Participation Package, the Participant or Client may request or receive additional services, which may be subject to Additional Fees.
4.5. The Participation Package, Event programme, cost, selected Event elements, dates, and other conditions may be fixed in the Application for Accession, Conditional Offer Letter, programme document, invoice, appendix, or other official Event documentation.
4.6. Unless otherwise specified in writing, the cost of participation does not include travel, accommodation, meals, visas, insurance, transport, bank charges, taxes in the payer’s jurisdiction, expenses of relatives or accompanying persons, registration of accompanying persons, optional activities, or other third-party costs.
4.7. All listed prices, costs, fees, and invoices are net amounts payable to the Contractor in full unless expressly stated otherwise in writing by the Contractor.
4.8. The Contractor reserves the right to change the cost of the Event due to inflation, change of venue, inclusion of additional services, change in taxation applicable to the Contractor, changes in third-party costs, currency fluctuations, operational necessity, or other significant factors affecting the Event.
4.9. The Contractor shall notify the Client of any material change in cost where such change applies to the Client and shall provide a reasonable explanation where appropriate.
4.10. The Contractor reserves the right to offer additional services and corresponding additional fees. The Client may refuse additional offers unless such services are necessary due to the Client’s own changes, corrections, late submissions, additional requests, or non-compliance.
4.11. NET PAYMENT / WITHHOLDING TAX / INTERNATIONAL TAX RESPONSIBILITY
4.11.1. All invoices issued by the Contractor under this Agreement represent net amounts payable to the Contractor in full, unless expressly stated otherwise in writing by the Contractor.
4.11.2. The Client and any paying party agree that all payments due to the Contractor, including but not limited to Event Fees, Participation Fees, Service Fees, Additional Fees, sponsorship payments, registration fees, accommodation-related payments, administrative fees, or any other payments arising under this Agreement, shall be made free and clear of any deduction, withholding, set-off, counterclaim, bank deduction, remittance tax, repatriation tax, withholding tax, transfer tax, currency control deduction, local tax, fiscal charge, levy, duty, or similar obligation imposed in the jurisdiction of the Client, payer, bank, payment system, sponsor, or any other paying party.
4.11.3. If any law, regulation, tax rule, bank rule, currency control rule, payment system requirement, or administrative practice in the payer’s jurisdiction requires deduction, withholding, reporting, declaration, tax payment, remittance tax, repatriation charge, or similar fiscal action, such obligation shall be borne exclusively by the Client or paying party in addition to the invoiced amount, so that the Contractor receives the full net invoiced amount without reduction.
4.11.4. Under no circumstances shall the Contractor be responsible for, or bear the economic burden of, any taxes, duties, withholding obligations, remittance obligations, repatriation charges, bank deductions, currency control deductions, or similar liabilities arising in the jurisdiction of the Client, payer, sponsor, bank, payment system, or other paying party.
4.11.5. The Client and paying party shall be solely responsible for compliance with their domestic tax laws and payment regulations, including declaration, withholding if mandatory, reporting, payment of applicable taxes, bank compliance, currency control procedures, and obtaining any local tax, treaty, bank, currency control, or payment documents required for making the payment to the Contractor in full.
4.11.6. Any taxes, deductions, charges, fiscal obligations, or administrative requirements arising in the payer’s jurisdiction shall not reduce the Contractor’s invoice value and shall not create any claim, offset, deduction, refund, reimbursement, compensation, or document-provision obligation against the Contractor.
4.11.7. If, notwithstanding the net payment principle set out in this Clause 4.11, the Client, Participant, sponsor, Financial Sponsor, or any paying party insists that the Contractor should directly or indirectly compensate, absorb, account for, reflect, adjust, support, or otherwise accommodate any withholding tax, remittance tax, repatriation tax, local tax, fiscal charge, bank deduction, currency control deduction, or similar obligation arising in the payer’s jurisdiction due to mandatory local law or administrative practice, such request shall be treated as a request for an amended commercial arrangement and not as a tax obligation of the Contractor. In such case, the Contractor shall have the right, at its sole discretion, to revise the total price, invoice amount, Participation Fee, Service Fee, Additional Fee, administrative fee, or other applicable charges in order to cover not only the amount of such tax, deduction, or fiscal charge, but also the additional administrative, accounting, legal, compliance, banking, currency conversion, documentation, and client-servicing costs arising from such arrangement. The Contractor shall not be obliged to accept such arrangement unless it is expressly agreed in writing and reflected in an amended invoice or additional invoice issued by the Contractor.
4.11.8. This Clause shall apply to all international transactions under this Agreement unless expressly prohibited by mandatory law applicable to the payer, in which case the Client and paying party shall remain responsible for ensuring that the Contractor receives the maximum lawful net amount.
4.11.9. For the avoidance of doubt, the Contractor shall not be obliged to obtain, provide, renew, legalise, apostille, translate, certify, submit, or support any certificate of tax residence, double taxation treaty form, tax exemption form, beneficial ownership confirmation, tax relief application, local tax form, bank compliance form, currency control form, or any similar document required by the laws, tax authorities, banks, payment systems, clients, sponsors, or counterparties in the payer’s jurisdiction, unless the Contractor expressly agrees to do so in writing at its sole discretion.
4.11.10. The Client and paying party acknowledge that WESIO operates an international event participation model involving clients, participants, sponsors, partners, and payers from multiple jurisdictions, and that the Contractor cannot reasonably monitor, analyse, administer, or comply with domestic tax withholding, remittance, repatriation, reporting, treaty-relief, double-taxation, banking, currency control, or payment procedures applicable in every payer’s country.
4.11.11. Any such requirements, taxes, deductions, filings, certificates, applications, confirmations, translations, apostilles, legalisations, declarations, or administrative procedures shall remain the sole responsibility and additional cost of the Client or paying party and shall not reduce the net amount payable to the Contractor.
5. CANCELLATION, NON-REFUNDABLE PAYMENTS, REFUND POLICY AND DISPUTE RESOLUTION
5.1. General Refund Principle
5.1.1. Cancellation and refund conditions may vary depending on the specific Event, Participation Package, programme structure, venue obligations, third-party commitments, Early Booking Price, Loyalty Programme, collective participation conditions, and other Event-specific commercial terms.
5.1.2. The Client and Participant agree to comply with the cancellation, refund, Non-Refundable Payment, administrative fee, and other financial conditions stated in this Agreement, the Conditional Offer Letter, invoice, Application for Accession, pricing document, programme documentation, or other official Event documentation issued by the Contractor.
5.1.3. Unless otherwise expressly stated in writing by the Contractor for a specific Event, the Refund Schedule set out in this Section shall apply.
5.2. Non-Refundable Payments
5.2.1. The Contractor may designate certain payments as fully or partially non-refundable, including but not limited to deposits, administrative fees, booking fees, discounted participation fees, Early Booking Prices, Loyalty Programme prices, collective participation fees, partner prices, sponsor-supported prices, memorandum-based prices, and payments connected with third-party obligations.
5.2.2. A payment may become non-refundable because the Contractor has reserved a place for the Participant, declined other potential participants, incurred administrative costs, entered into obligations with venues, hotels, transport providers, speakers, technical providers, partners, or other third parties, or allocated organisational resources for the Client or Participant.
5.2.3. Non-Refundable Payments shall not be returned to the Client unless the Contractor expressly agrees otherwise in writing or unless mandatory law requires otherwise.
5.3. Standard Refund Schedule
5.3.1. Unless otherwise stated in the Conditional Offer Letter, invoice, Event documentation, or special commercial terms approved by the Contractor, the following standard refund schedule shall apply to cancellation by the Client or Participant:
(a) cancellation made ninety (90) or more calendar days before the official start date of the Event: up to one hundred per cent (100%) refund of net cleared funds actually received and retained by the Contractor, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;
(b) cancellation made less than ninety (90) but sixty (60) or more calendar days before the official start date of the Event: up to fifty per cent (50%) refund of net cleared funds actually received and retained by the Contractor, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;
(c) cancellation made less than sixty (60) but thirty (30) or more calendar days before the official start date of the Event: up to twenty-five per cent (25%) refund of net cleared funds actually received and retained by the Contractor, unless otherwise stated in the Event documentation, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;
(d) cancellation made less than thirty (30) calendar days before the official start date of the Event: no refund shall be due, and the payment shall be treated as fully non-refundable.
5.3.2. For Events with complex logistics, international venues, hotel commitments, travel-related arrangements, rented premises, technical production, speaker commitments, or third-party contracts, the Contractor may apply a stricter refund schedule, provided that such schedule is stated in the Conditional Offer Letter, invoice, Event documentation, or official Event terms.
5.3.3. The date of cancellation shall be the date on which the Contractor receives a clear written cancellation notice from the Client by email or other official communication channel accepted by the Contractor.
5.3.4. The number of days before the Event shall be calculated by reference to the official start date of the Event, unless the Event documentation provides otherwise.
5.4. Early Booking Prices, Loyalty Programmes and Special Prices
5.4.1. The Contractor may, at its sole discretion, offer Early Booking Prices, special prices, discounted participation fees, club association prices, partner prices, collective participation prices, memorandum-based prices, loyalty prices, sponsor-supported prices, or other special commercial conditions for specific Events.
5.4.2. Early Booking Prices are usually offered when participation is booked significantly in advance of the Event, including, where applicable, from twelve (12) to nine (9) months before the Event. However, the Contractor may determine different early booking periods, discount levels, payment deadlines, and conditions for each specific Event.
5.4.3. Special prices and Loyalty Programmes may be offered to members of clubs, associations, partner organisations, educational institutions, companies, collective participants, groups, or other persons and organisations with whom the Contractor or its partners have cooperation agreements, memoranda of understanding, partnership arrangements, sponsorship arrangements, or other commercial or institutional relationships.
5.4.4. Any Early Booking Price, Loyalty Programme, collective participation price, partner price, sponsor-supported price, memorandum-based price, or other special price is not automatic and applies only if expressly confirmed by the Contractor in writing, invoice, Conditional Offer Letter, promotional terms, or Event documentation.
5.4.5. Special prices, Early Booking Prices, Loyalty Programme prices, and collective participation prices may be subject to stricter payment, cancellation, refund, transfer, replacement, or non-refundable conditions than standard prices.
5.4.6. Unless otherwise expressly stated by the Contractor in writing, discounted, early booking, loyalty, collective, partner, sponsor-supported, or memorandum-based participation fees are treated as special commercial conditions and may be fully or partially non-refundable.
5.5. Transfer or Replacement Instead of Refund
5.5.1. At its sole discretion, the Contractor may offer the Client transfer of participation to another Event, another date, another format, another Participant, or another Participation Package instead of a refund.
5.5.2. Any transfer or replacement is subject to availability, administrative approval, payment of any price difference, and compliance with Event-specific conditions.
5.5.3. The Contractor is not obliged to offer transfer or replacement unless expressly agreed in writing.
5.6. Refund Amount and Net Funds
5.6.1. Any refund by the Contractor shall be limited exclusively to net cleared funds actually received and retained by the Contractor.
5.6.2. The Contractor shall not be obliged to refund taxes, withholding amounts, transfer deductions, bank charges, payment system fees, currency conversion losses, repatriation taxes, currency control deductions, local fiscal charges, third-party costs, administrative costs, or any sums not actually received and retained by the Contractor.
5.6.3. Refunds may be reduced by administrative charges, banking charges, third-party obligations, venue costs, hotel costs, technical costs, production costs, speaker costs, partner costs, payment provider charges, currency conversion losses, tax costs, and other non-recoverable expenses incurred by the Contractor in connection with the Event.
5.7. Cancellation or Modification by Organiser
5.7.1. If WESIO cancels an Event for reasons outside the Participant’s control, WESIO may, at its sole discretion unless otherwise required by mandatory law, offer one of the following remedies:
(a) a refund of net cleared funds actually received and retained by the Contractor for the affected Event; or
(b) transfer of participation, registration, or equivalent value to a future Event, alternative Event, online format, hybrid format, or other reasonable alternative.
5.7.2. WESIO reserves the right to modify, postpone, reschedule, relocate, digitise, transfer online, replace, or otherwise change the format, structure, timing, speakers, venue, or operational model of the Event due to force majeure, health emergencies, hostilities, legal restrictions, travel disruption, venue issues, operational necessity, safety concerns, or other circumstances beyond reasonable control.
5.7.3. Unless expressly stated otherwise in writing, Event modification, postponement, rescheduling, relocation, transfer to online or hybrid format, replacement of speakers, or adjustment of Event structure shall not automatically constitute cancellation and shall not automatically entitle the Client to a refund beyond the remedies expressly offered by the Contractor.
5.7.4. The Contractor shall not be responsible or liable for any additional losses, expenses, or damages incurred by the Participant, Client, sponsor, relatives, guests, or accompanying persons, including but not limited to travel expenses, accommodation costs, visa fees, insurance costs, opportunity loss, business loss, emotional distress, incidental expenses, or consequential losses.
5.8. Refund Processing
5.8.1. Approved refunds shall generally be processed within thirty (30) calendar days from the date of official cancellation confirmation, subject to banking systems, payment provider procedures, compliance checks, force majeure circumstances, and availability of required payment details.
5.8.2. Refunds shall be processed to the original payer or to another account approved by the Contractor, subject to compliance, anti-fraud, banking, and payment system requirements.
5.9. Dispute Resolution
5.9.1. All disputes, disagreements, claims, or controversies arising out of or in connection with this Agreement, including its existence, validity, interpretation, performance, breach, termination, payment obligations, tax consequences, refund consequences, or Non-Refundable Payments, shall first be resolved through good faith negotiations between the Parties.
5.9.2. The Parties agree to make reasonable efforts to resolve disputes amicably before initiating formal legal proceedings.
5.10. Governing Law and Jurisdiction
5.10.1. If a dispute cannot be resolved through negotiation, it shall be submitted to the competent courts in the United Kingdom in accordance with the governing law provisions of this Agreement.
5.10.2. Unless otherwise expressly specified by the Contractor in writing, this Agreement shall be governed by the laws applicable in the jurisdiction of the Contractor’s incorporation and operation, subject to mandatory rules of United Kingdom law where applicable.
6. LIABILITY AND OPERATION OF THE AGREEMENT
6.1. The Client is responsible for the timeliness, completeness, and net nature of all payments related to participation in the Event.
6.2. The Contractor may terminate this Agreement or deny participation unilaterally in the following cases:
6.3. The Client shall indemnify and hold harmless the Contractor against any losses, claims, deductions, taxes, penalties, administrative charges, bank charges, compliance costs, legal costs, or other expenses arising from the Client’s or paying party’s failure to comply with Clause 4.11 or any payment-related obligations under this Agreement.
6.4. The Contractor shall not be liable for indirect losses, consequential losses, loss of profit, loss of opportunity, reputational loss, travel losses, accommodation losses, visa losses, emotional distress, or other losses not directly caused by the Contractor’s proven breach of this Agreement.
6.5. The Contractor’s liability, where liability cannot be excluded by law, shall be limited to the net amount actually received and retained by the Contractor from the Client for the affected Event.
7. FORCE MAJEURE
7.1. The Parties shall be released from liability for failure or improper performance of obligations under this Agreement where such failure is caused by force majeure, emergency, extraordinary, or unforeseen circumstances beyond reasonable control.
7.2. Force majeure includes but is not limited to natural disasters, earthquakes, floods, fires, storms, epidemics, pandemics, hostilities, war, terrorism, civil unrest, strikes, venue closures, travel restrictions, visa restrictions, governmental acts, legislative changes, prohibitive measures, public authority decisions, transport disruption, technical failures, cyber incidents, payment system failures, banking restrictions, currency control restrictions, and other circumstances beyond reasonable control.
7.3. The Party affected by force majeure shall notify the other Party within a reasonable time after becoming aware of the relevant circumstances.
7.4. Where reasonably possible, the affected Party shall provide confirmation or evidence of force majeure and its expected duration.
7.5. If force majeure continues for more than thirty (30) calendar days, the Contractor may postpone, modify, reschedule, relocate, digitise, replace, or cancel the Event, subject to Section 5.
8. MODIFICATION AND TERMINATION OF THE AGREEMENT
8.1. The Contractor has the right to amend this Agreement, its appendices, policies, Event documents, refund schedules, special price conditions, and other incorporated documents.
8.2. Changes made by the Contractor become binding from the date of publication on the Contractor’s website, Event website, email notification, invoice update, Conditional Offer Letter update, or other written or electronic communication, unless otherwise stated by the Contractor.
8.3. The Contractor may notify the Client of changes by email, website publication, invoice note, Event documentation, or other electronic communication. The Client agrees that such notification is valid and binding.
8.4. If the Client does not submit a written objection or request for termination within ten (10) calendar days from the date of publication or notification of changes, the Client shall be deemed to have accepted the changes.
8.5. The Client independently monitors the Contractor’s website, Event website, email communications, invoices, Conditional Offer Letters, and other official communication channels for changes to this Agreement or Event conditions. The risk of failure to monitor such changes lies with the Client.
8.6. If the Client does not agree with changes, the Client may request termination of the Agreement by giving written notice to the Contractor not less than one (1) month before the proposed termination date, provided that all payment obligations, administrative obligations, cancellation terms, refund limitations, Non-Refundable Payment provisions, and liabilities arising before termination remain valid and enforceable.
8.7. Termination of this Agreement does not release the Client from payment obligations, tax-related obligations, indemnity obligations, confidentiality obligations, intellectual property obligations, refund limitations, Non-Refundable Payment provisions, or other obligations intended to survive termination.
9. CONDITIONS FOR ENTRY INTO FORCE
9.1. This Agreement and its annexes may be distributed electronically by publication on the Contractor’s website, Event website, by email, through application forms, through invoices, or in hard copy.
9.2. Accession to this Agreement may be carried out by any of the following actions:
9.3. The Client’s acceptance of this Agreement and its annexes is complete and unconditional. The Client may not claim that they were not familiar with this Agreement or its incorporated documents if they submitted an application, made payment, accepted an offer, received Event access, or participated in the Event.
9.4. The Agreement enters into force upon acceptance by the Client and remains valid until full fulfilment of the Parties’ obligations, unless terminated earlier in accordance with this Agreement.
9.5. This Agreement and additional agreements may be signed physically, electronically, by electronic signature, by exchange of emails, by acceptance through an online form, by payment of an invoice, or by other legally acceptable means.
10. FINAL PROVISIONS
10.1. All legal relations arising out of or related to this Agreement, including those related to its validity, conclusion, execution, amendment, termination, interpretation, breach, invalidity, payment obligations, refund consequences, Non-Refundable Payments, and tax allocation, shall be governed by this Agreement and the applicable laws of the United Kingdom, subject to the competent jurisdiction determined under this Agreement.
10.2. In the event of any inconsistency between this Agreement and any Participation Policy, Privacy Policy, website statement, promotional material, brochure, Event description, public announcement, email, social media publication, oral statement, presentation, or secondary document, this Agreement shall prevail unless expressly stated otherwise in writing by the Contractor.
10.3. In the event of conflict between local tax practices of the Client, payer, sponsor, bank, payment system, or paying party and this Agreement, the Parties agree that Clause 4.11 reflects their commercial intention that the Contractor shall receive net payment in full.
10.4. Nothing in this Agreement shall be interpreted as an obligation of the Contractor to administer, compensate, reimburse, monitor, support, or provide documents for tax obligations, withholding obligations, currency control obligations, banking procedures, or payment procedures arising in the jurisdiction of the Client, payer, sponsor, bank, payment system, or other paying party.
10.5. The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of the remaining provisions.
10.6. The headings in this Agreement are for convenience only and shall not affect interpretation.
10.7. This Agreement, together with its incorporated documents, constitutes the entire agreement between the Parties concerning participation in the Event.
WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED
Company number SC752638
United Kingdom of Great Britain and Northern Ireland
© 2022–2026 WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED
ALL RIGHTS RESERVED
For the purposes of this Agreement, the person participating in the Event shall be referred to as the “Participant”. The person who submits the application, pays for participation, represents the Participant, acts on behalf of the Participant, sponsors the Participant, or otherwise enters into contractual relations with WESIO shall be referred to as the “Client”, “Customer”, “Applicant”, “Financial Sponsor”, or “paying party”, as the context requires.
This Agreement is a public offer and an agreement of accession. By submitting an Application for Accession, completing an application form, accepting a Conditional Offer Letter, making payment, paying a deposit, receiving an invoice, confirming participation, or otherwise using or accepting access to an Event, the Client agrees to be bound by this Agreement, the Conditional Offer Letter, the Application for Accession, the applicable Participation Policy, Privacy Policy, Event documentation, invoices, pricing documents, and any appendices expressly incorporated into this Agreement.
The Client confirms that they have read, understood, accepted, and agreed to the terms of this Agreement voluntarily, without pressure, deception, or misunderstanding, and that they understand the legal, organisational, financial, tax-related, cancellation, and refund consequences of accession to this Agreement.
1. DEFINITIONS AND INTERPRETATION
1.1. The definitions set out below apply in these Terms and Conditions.
“Acceptance Date” means the date on which WESIO confirms acceptance of the Application for Accession, confirms participation, issues a Conditional Offer Letter, accepts payment, or otherwise confirms the Client’s or Participant’s participation in the Event.
“Acceptance Form” means the form, application, accession document, electronic form, written confirmation, online confirmation, or other document by which the Applicant confirms acceptance of the offer and agrees to participate in the Event.
“Additional Fee” means any fee charged by WESIO for additional services, additional elements of the Event, corrections, changes, administrative services, accompanying persons, optional activities, special requests, late submissions, or other services not included in the basic Event Fee.
“Agreement” means this Public Offer Agreement, the Conditional Offer Letter, the Application for Accession, the Participation Policy, the Privacy Policy, Event-specific terms, pricing documents, programme descriptions, invoices, refund schedules, loyalty programme conditions, special price conditions, and any appendices expressly incorporated by WESIO.
“Application for Accession” or “Application” means the formal request, in written, electronic, oral-confirmed, online, or other acceptable form, made by the Applicant for participation in the Event.
“Client” means the person who submits the Application for Accession, pays or undertakes to pay for participation, represents the Participant, acts as legal representative, parent, guardian, sponsor, customer, organisation, company, association, club, collective participant, or otherwise enters into contractual relations with WESIO under this Agreement.
“Collective Participant” means a Client, Participant, group, association, club, partner organisation, company, educational institution, public organisation, non-profit organisation, corporate group, delegation, or other entity participating under special collective, partner, memorandum-based, group, or loyalty conditions approved by the Contractor.
“Conditional Offer Letter” means a letter, email, invoice, proposal, offer, confirmation, or other communication issued by WESIO inviting the Applicant or Participant to participate in an Event and setting out the conditions of participation.
“Confidential Information” means information that is confidential by its nature, designated as confidential, or which a party knows or ought reasonably to know is confidential, excluding information lawfully available in the public domain.
“Contractor” means WESIO or any other legal entity expressly identified by WESIO as a contractor, co-contractor, organiser, co-organiser, partner, or payment recipient for a particular Event or part of an Event.
“Deposit” means the initial payment required to accept the offer, reserve participation in the Event, secure a place, confirm a booking, or activate a special price, as specified in the Conditional Offer Letter, invoice, Event documentation, or other official communication from WESIO.
“Early Booking Price” means a special reduced price which may be offered by the Contractor for participation booked significantly in advance of the Event, usually from twelve (12) to nine (9) months before the Event, or within any other period determined by the Contractor for a specific Event.
“Event” means any educational, informational, training, networking, conference, forum, seminar, workshop, summit, camp, championship, business tour, business mission, exhibition, online event, hybrid event, club event, awareness-raising programme, international programme, or other programme organised by WESIO independently or in partnership with third parties.
“Event Fee” or “Service Fee” means the fee payable by the Client for participation in the Event as specified in the Conditional Offer Letter, invoice, Application for Accession, pricing document, official Event website, or official Event documentation.
“Financial Sponsor” means an individual, organisation, company, foundation, association, sponsor, partner, or other person that has agreed to pay all or part of the Event Fee, accommodation fee, Additional Fee, or other cost for or on behalf of the Client or Participant.
“International Certificate” means a certificate issued to the Participant in accordance with the terms of the Event, if such certificate is provided for the relevant Event.
“International Diploma” means a diploma issued to the Participant in accordance with the terms of the Event, if such diploma is provided for the relevant Event.
“Intellectual Property Rights” include copyright, designs, patents, trademarks, trade names, business names, domain names, moral rights, know-how, trade secrets, concepts, ideas, information, data, processes, formulae, discoveries, videos, materials, methods, software, content, and any other proprietary rights arising from intellectual activity in the business, educational, scientific, industrial, artistic, or creative fields.
“International Partner Network” means the global network, consortium, group, alliance, or association of companies, organisations, partners, contractors, co-contractors, brands, projects, and initiatives connected with WESIO or cooperating with WESIO.
“International Participant” means a Participant who requires a visa, permit, travel authorisation, entry clearance, or other legal basis to attend an Event in the relevant country.
“Loyalty Programme” means any special pricing, discount, privilege, package, collective participation condition, partner arrangement, club association price, memorandum-based arrangement, sponsor-supported price, early booking arrangement, or other special commercial condition offered by the Contractor at its sole discretion for a specific Event.
“Materials” means any documents, programmes, code, presentations, videos, handouts, manuals, learning materials, digital files, written materials, visual materials, audio-visual content, or other objects containing Intellectual Property Rights provided by WESIO or created in connection with the Event.
“Media” means all forms of media, including digital, electronic, print, television, film, radio, audio, audio-visual, online, social media, and any other media now known or developed in the future.
“Non-Refundable Payment” means any payment, deposit, fee, administrative charge, discounted fee, Early Booking Price, Loyalty Programme fee, collective participation fee, partner price, sponsor-supported fee, memorandum-based fee, or other amount which, under this Agreement, the Conditional Offer Letter, invoice, Event documentation, or applicable refund schedule, is not subject to refund.
“Notice” means any written communication, including communication by email, website publication, electronic message, invoice note, Conditional Offer Letter, Event documentation, or other written or electronic means.
“Notice Address” means the postal address, email address, or other communication details provided by the party in the Application for Accession or otherwise notified to the other party.
“One-Off Service” means a one-time service provided by WESIO to a Client or Participant, whether or not the Client or Participant is enrolled in a broader Event.
“Optional Events” means additional, optional, supplementary, or discretionary events, activities, meetings, tours, visits, networking formats, cultural formats, or services that may be offered by WESIO outside the core Event programme.
“Participant” means the person who participates in, attends, receives access to, or is registered for an Event.
“Participant Kit” means the set of materials, documents, branded items, access rights, or other items specified by WESIO for a particular Event, if any.
“Partners” means institutions, organisations, companies, venues, sponsors, associations, contractors, service providers, hotels, transport providers, technical providers, or other parties associated with WESIO or involved in the Event.
“Premises” means any venue, facility, rented space, conference room, hotel, educational premises, online platform, or other location used for the Event.
“Refund Schedule” means the applicable schedule determining whether and to what extent a payment may be refunded depending on the date of cancellation, the official start date of the Event, the date of payment, the type of Participation Package, the price category, and the specific conditions of the relevant Event.
“Services” means the services offered or provided by WESIO under this Agreement, including participation services, Event organisation, access to programmes, training, networking, administrative support, certificates, additional services, and any ancillary services.
“Subsequent Event Fee” means the remaining fee for participation in the Event after deduction of any Deposit paid by the Client.
“Terms and Conditions” means these terms and conditions, as amended from time to time and made available by WESIO.
2. GENERAL PROVISIONS: OBJECT OF THE AGREEMENT
2.1. The Client receives services related to participation in the Event, and the Contractor undertakes, within the limits and on the terms established by this Agreement, to provide services for the participation of the Participant in the Event selected by the Client or Participant.
2.2. The Client agrees with the selected Event, Participation Package, scope of services, programme description, Event elements, and other conditions specified in the Application for Accession, Conditional Offer Letter, invoice, website information, or other official Event documentation.
2.3. The Client undertakes to pay for the Contractor’s services in the amount, manner, currency, and timeframe specified in the invoice, Application for Accession, Conditional Offer Letter, or other Event documentation.
2.4. Participation packages, Event structure, selected services, dates, and costs may be described in appendices, programme documents, pricing documents, Conditional Offer Letters, invoices, official Event websites, or other official Event documentation.
2.5. By submitting or signing the Application for Accession, paying an invoice, paying a Deposit, accepting a Conditional Offer Letter, or otherwise confirming participation, the Client confirms that they are familiar with and agree to the list of Event elements, participation conditions, payment terms, cancellation terms, refund terms, special price conditions, tax-at-source provisions, and other requirements applicable to the Event.
2.6. Participation rights are personal unless otherwise expressly agreed in writing by the Contractor.
2.7. The provision of services for participation in the Event is carried out according to the Event schedule, programme, and operational plan determined by the Contractor independently.
2.8. The provision of services begins from the date determined by the Contractor and continues until completion of the Event or until the occurrence of circumstances that make the provision of services impossible, including but not limited to:
- violation of payment terms by the Client;
- failure to pay the full net invoiced amount;
- violation of ethical, health, safety, or participation rules by the Participant or Client;
- force majeure circumstances;
- failure to provide required documents or information;
- legal, technical, operational, security, health, travel, venue, or organisational circumstances beyond the reasonable control of the Contractor;
- other circumstances that prevent the Contractor from starting, continuing, or completing the provision of services.
2.9. Acceptance of services may be confirmed by participation in the Event, completion of the Event, signing of an act of acceptance of services, receipt of a certificate or diploma, use of Event access, receipt of Event materials, attendance at the Event, or any other evidence confirming that the services were provided or made available.
2.10. If certificates, diplomas, confirmations, or other recognition documents are provided for the Event, they may be issued only upon fulfilment of the Event conditions, including full payment, actual participation, completion of required documentation, and compliance with participation rules.
2.11. This Agreement is an agreement of accession. The Client accepts the Agreement as a whole and may not unilaterally alter its terms unless expressly agreed in writing by the Contractor.
2.12. By entering into this Agreement, the Client agrees to full and unconditional acceptance of this Agreement and all documents incorporated into it.
2.13. The Parties acknowledge that this Agreement is not a sham, fraudulent, fictitious, or coerced transaction and is not concluded under the influence of pressure, deception, or material misunderstanding.
2.14. The Client confirms that they have independently assessed the need, possibility, value, risks, and consequences of entering into this Agreement.
2.15. The current valid version of this Agreement may be posted on the Contractor’s website, including [www.wesio.org](http://www.wesio.org), or otherwise made available by WESIO.
2.16. Any Event may be organised by WESIO independently or in cooperation with other legal entities, contractors, co-contractors, partners, sponsors, venues, or service providers.
2.17. Each contractor or co-contractor may receive payment directly for the full or partial participation of the Participant in the Event where this is expressly indicated by WESIO.
2.18. The Client may be required to pay different parts of the Event cost to different contractors or co-contractors, provided that the total amount payable does not exceed the total cost of participation stated by WESIO for the relevant Event, unless additional services, charges, taxes, bank fees, currency charges, administrative fees, or other agreed costs apply.
2.19. In the event of inconsistency between co-contractor arrangements and this Agreement, this Agreement shall prevail unless expressly stated otherwise in writing by the Contractor.
2.20. The Contractor may update, amend, or publish changes to this Agreement, its appendices, policies, Event documents, refund schedules, special price conditions, or Event conditions by any of the following means:
- publication on the Contractor’s website;
- sending notice by email;
- publication on an Event website;
- inclusion in a Conditional Offer Letter, invoice, pricing document, or official Event documentation;
- other written or electronic communication.
2.21. The Client is deemed to have been informed of published changes from the moment such changes are placed on the Contractor’s website, sent by email, included in an invoice, or otherwise made available through official communication channels.
3. RIGHTS AND OBLIGATIONS OF THE PARTIES
3.1. The Contractor undertakes to organise the Event in accordance with the conditions described on the Event website, Conditional Offer Letter, Application for Accession, programme documentation, invoice, or other official Event materials.
3.2. The Contractor undertakes to provide services within the framework of the selected Participation Package, Event format, and operational possibilities of the Event.
3.3. The Contractor has the right to refuse to provide services to the Client or Participant, or to terminate participation, based on the results of communication, risk assessment, non-compliance, reputational concerns, operational reasons, safety concerns, non-payment, incomplete payment, or other reasonable grounds, without being obliged to provide detailed reasons.
3.4. If the Contractor refuses to provide services to the Client before the Event, the Contractor may return the balance of net funds actually received and retained by the Contractor, after deduction of costs already incurred, third-party obligations, administrative costs, non-recoverable expenses, taxes, bank charges, currency conversion losses, and any losses caused by the Client or Participant.
3.5. The Contractor has the right to receive timely, full, and net payment in accordance with this Agreement, the invoice, and Clause 4.11.
3.6. The Contractor has the right to change the sequence, structure, speakers, topics, venues, timing, technical format, platform, or operational details of the Event within the declared general theme and purpose of the Event.
3.7. The Contractor has the right to terminate this Agreement unilaterally upon occurrence of circumstances stipulated by this Agreement.
3.8. The Contractor has the right to prevent a Participant from attending the Event if the Participant has signs of dangerous, viral, respiratory, infectious, or other illnesses, or if their attendance may create a risk to other participants, staff, organisers, partners, or guests.
3.9. The Contractor may change the Event format from offline to online or hybrid, postpone the Event, relocate the Event, modify the Event structure, or replace certain Event elements in the event of force majeure, epidemic, pandemic, hostilities, legal restrictions, safety risks, venue issues, travel disruption, operational necessity, or other circumstances affecting the Event.
3.10. If it is impossible for the Participant to attend a rescheduled or modified Event, any refund or transfer shall be determined in accordance with Section 5 and shall be limited to net funds actually received and retained by the Contractor after deduction of non-recoverable costs.
3.11. The Client is obliged to observe this Agreement, the Participation Policy, Event rules, ethical standards, health and safety requirements, payment obligations, and all reasonable instructions of the Contractor.
3.12. The Client is obliged to inform the Contractor in advance about any absence, delay, health issue, visa issue, travel problem, special requirement, or other circumstance affecting participation.
3.13. The Client is obliged to compensate the Contractor for any losses, costs, damages, penalties, claims, reputational harm, administrative burden, or third-party claims caused by the Client, Participant, their representatives, guests, relatives, or accompanying persons.
3.14. The Client has the right to receive services in accordance with the selected Participation Package and the terms of this Agreement.
3.15. The Client has the right to request proper performance of the Contractor’s obligations under this Agreement, subject to the limitations, exclusions, and force majeure provisions set out herein.
3.16. The Client has the right to become familiar with Event terms, participation conditions, and relevant Event documentation.
3.17. The Participant may receive a certificate, diploma, confirmation, or other recognition document if such document is provided for the Event and if all applicable conditions are fulfilled, including full payment, personal participation, compliance with Event rules, and completion of required documentation.
4. FEE FOR SERVICES
4.1. Payment for WESIO services, including participation in Events, is made in accordance with the selected Participation Package, invoice, Conditional Offer Letter, Application for Accession, and current prices for WESIO services.
4.2. The Client is obliged to pay the Contractor the amount specified in the invoice in the form of 100% prepayment of the full net invoiced amount, unless otherwise expressly agreed in writing by the Contractor.
4.3. Tariffs, prices, fees, and participation packages are determined separately for each Event and may be published on official Event websites, stated in invoices, included in Conditional Offer Letters, or otherwise communicated by WESIO.
4.4. In addition to the services included in the basic tariff or Participation Package, the Participant or Client may request or receive additional services, which may be subject to Additional Fees.
4.5. The Participation Package, Event programme, cost, selected Event elements, dates, and other conditions may be fixed in the Application for Accession, Conditional Offer Letter, programme document, invoice, appendix, or other official Event documentation.
4.6. Unless otherwise specified in writing, the cost of participation does not include travel, accommodation, meals, visas, insurance, transport, bank charges, taxes in the payer’s jurisdiction, expenses of relatives or accompanying persons, registration of accompanying persons, optional activities, or other third-party costs.
4.7. All listed prices, costs, fees, and invoices are net amounts payable to the Contractor in full unless expressly stated otherwise in writing by the Contractor.
4.8. The Contractor reserves the right to change the cost of the Event due to inflation, change of venue, inclusion of additional services, change in taxation applicable to the Contractor, changes in third-party costs, currency fluctuations, operational necessity, or other significant factors affecting the Event.
4.9. The Contractor shall notify the Client of any material change in cost where such change applies to the Client and shall provide a reasonable explanation where appropriate.
4.10. The Contractor reserves the right to offer additional services and corresponding additional fees. The Client may refuse additional offers unless such services are necessary due to the Client’s own changes, corrections, late submissions, additional requests, or non-compliance.
4.11. NET PAYMENT / WITHHOLDING TAX / INTERNATIONAL TAX RESPONSIBILITY
4.11.1. All invoices issued by the Contractor under this Agreement represent net amounts payable to the Contractor in full, unless expressly stated otherwise in writing by the Contractor.
4.11.2. The Client and any paying party agree that all payments due to the Contractor, including but not limited to Event Fees, Participation Fees, Service Fees, Additional Fees, sponsorship payments, registration fees, accommodation-related payments, administrative fees, or any other payments arising under this Agreement, shall be made free and clear of any deduction, withholding, set-off, counterclaim, bank deduction, remittance tax, repatriation tax, withholding tax, transfer tax, currency control deduction, local tax, fiscal charge, levy, duty, or similar obligation imposed in the jurisdiction of the Client, payer, bank, payment system, sponsor, or any other paying party.
4.11.3. If any law, regulation, tax rule, bank rule, currency control rule, payment system requirement, or administrative practice in the payer’s jurisdiction requires deduction, withholding, reporting, declaration, tax payment, remittance tax, repatriation charge, or similar fiscal action, such obligation shall be borne exclusively by the Client or paying party in addition to the invoiced amount, so that the Contractor receives the full net invoiced amount without reduction.
4.11.4. Under no circumstances shall the Contractor be responsible for, or bear the economic burden of, any taxes, duties, withholding obligations, remittance obligations, repatriation charges, bank deductions, currency control deductions, or similar liabilities arising in the jurisdiction of the Client, payer, sponsor, bank, payment system, or other paying party.
4.11.5. The Client and paying party shall be solely responsible for compliance with their domestic tax laws and payment regulations, including declaration, withholding if mandatory, reporting, payment of applicable taxes, bank compliance, currency control procedures, and obtaining any local tax, treaty, bank, currency control, or payment documents required for making the payment to the Contractor in full.
4.11.6. Any taxes, deductions, charges, fiscal obligations, or administrative requirements arising in the payer’s jurisdiction shall not reduce the Contractor’s invoice value and shall not create any claim, offset, deduction, refund, reimbursement, compensation, or document-provision obligation against the Contractor.
4.11.7. If, notwithstanding the net payment principle set out in this Clause 4.11, the Client, Participant, sponsor, Financial Sponsor, or any paying party insists that the Contractor should directly or indirectly compensate, absorb, account for, reflect, adjust, support, or otherwise accommodate any withholding tax, remittance tax, repatriation tax, local tax, fiscal charge, bank deduction, currency control deduction, or similar obligation arising in the payer’s jurisdiction due to mandatory local law or administrative practice, such request shall be treated as a request for an amended commercial arrangement and not as a tax obligation of the Contractor. In such case, the Contractor shall have the right, at its sole discretion, to revise the total price, invoice amount, Participation Fee, Service Fee, Additional Fee, administrative fee, or other applicable charges in order to cover not only the amount of such tax, deduction, or fiscal charge, but also the additional administrative, accounting, legal, compliance, banking, currency conversion, documentation, and client-servicing costs arising from such arrangement. The Contractor shall not be obliged to accept such arrangement unless it is expressly agreed in writing and reflected in an amended invoice or additional invoice issued by the Contractor.
4.11.8. This Clause shall apply to all international transactions under this Agreement unless expressly prohibited by mandatory law applicable to the payer, in which case the Client and paying party shall remain responsible for ensuring that the Contractor receives the maximum lawful net amount.
4.11.9. For the avoidance of doubt, the Contractor shall not be obliged to obtain, provide, renew, legalise, apostille, translate, certify, submit, or support any certificate of tax residence, double taxation treaty form, tax exemption form, beneficial ownership confirmation, tax relief application, local tax form, bank compliance form, currency control form, or any similar document required by the laws, tax authorities, banks, payment systems, clients, sponsors, or counterparties in the payer’s jurisdiction, unless the Contractor expressly agrees to do so in writing at its sole discretion.
4.11.10. The Client and paying party acknowledge that WESIO operates an international event participation model involving clients, participants, sponsors, partners, and payers from multiple jurisdictions, and that the Contractor cannot reasonably monitor, analyse, administer, or comply with domestic tax withholding, remittance, repatriation, reporting, treaty-relief, double-taxation, banking, currency control, or payment procedures applicable in every payer’s country.
4.11.11. Any such requirements, taxes, deductions, filings, certificates, applications, confirmations, translations, apostilles, legalisations, declarations, or administrative procedures shall remain the sole responsibility and additional cost of the Client or paying party and shall not reduce the net amount payable to the Contractor.
5. CANCELLATION, NON-REFUNDABLE PAYMENTS, REFUND POLICY AND DISPUTE RESOLUTION
5.1. General Refund Principle
5.1.1. Cancellation and refund conditions may vary depending on the specific Event, Participation Package, programme structure, venue obligations, third-party commitments, Early Booking Price, Loyalty Programme, collective participation conditions, and other Event-specific commercial terms.
5.1.2. The Client and Participant agree to comply with the cancellation, refund, Non-Refundable Payment, administrative fee, and other financial conditions stated in this Agreement, the Conditional Offer Letter, invoice, Application for Accession, pricing document, programme documentation, or other official Event documentation issued by the Contractor.
5.1.3. Unless otherwise expressly stated in writing by the Contractor for a specific Event, the Refund Schedule set out in this Section shall apply.
5.2. Non-Refundable Payments
5.2.1. The Contractor may designate certain payments as fully or partially non-refundable, including but not limited to deposits, administrative fees, booking fees, discounted participation fees, Early Booking Prices, Loyalty Programme prices, collective participation fees, partner prices, sponsor-supported prices, memorandum-based prices, and payments connected with third-party obligations.
5.2.2. A payment may become non-refundable because the Contractor has reserved a place for the Participant, declined other potential participants, incurred administrative costs, entered into obligations with venues, hotels, transport providers, speakers, technical providers, partners, or other third parties, or allocated organisational resources for the Client or Participant.
5.2.3. Non-Refundable Payments shall not be returned to the Client unless the Contractor expressly agrees otherwise in writing or unless mandatory law requires otherwise.
5.3. Standard Refund Schedule
5.3.1. Unless otherwise stated in the Conditional Offer Letter, invoice, Event documentation, or special commercial terms approved by the Contractor, the following standard refund schedule shall apply to cancellation by the Client or Participant:
(a) cancellation made ninety (90) or more calendar days before the official start date of the Event: up to one hundred per cent (100%) refund of net cleared funds actually received and retained by the Contractor, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;
(b) cancellation made less than ninety (90) but sixty (60) or more calendar days before the official start date of the Event: up to fifty per cent (50%) refund of net cleared funds actually received and retained by the Contractor, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;
(c) cancellation made less than sixty (60) but thirty (30) or more calendar days before the official start date of the Event: up to twenty-five per cent (25%) refund of net cleared funds actually received and retained by the Contractor, unless otherwise stated in the Event documentation, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;
(d) cancellation made less than thirty (30) calendar days before the official start date of the Event: no refund shall be due, and the payment shall be treated as fully non-refundable.
5.3.2. For Events with complex logistics, international venues, hotel commitments, travel-related arrangements, rented premises, technical production, speaker commitments, or third-party contracts, the Contractor may apply a stricter refund schedule, provided that such schedule is stated in the Conditional Offer Letter, invoice, Event documentation, or official Event terms.
5.3.3. The date of cancellation shall be the date on which the Contractor receives a clear written cancellation notice from the Client by email or other official communication channel accepted by the Contractor.
5.3.4. The number of days before the Event shall be calculated by reference to the official start date of the Event, unless the Event documentation provides otherwise.
5.4. Early Booking Prices, Loyalty Programmes and Special Prices
5.4.1. The Contractor may, at its sole discretion, offer Early Booking Prices, special prices, discounted participation fees, club association prices, partner prices, collective participation prices, memorandum-based prices, loyalty prices, sponsor-supported prices, or other special commercial conditions for specific Events.
5.4.2. Early Booking Prices are usually offered when participation is booked significantly in advance of the Event, including, where applicable, from twelve (12) to nine (9) months before the Event. However, the Contractor may determine different early booking periods, discount levels, payment deadlines, and conditions for each specific Event.
5.4.3. Special prices and Loyalty Programmes may be offered to members of clubs, associations, partner organisations, educational institutions, companies, collective participants, groups, or other persons and organisations with whom the Contractor or its partners have cooperation agreements, memoranda of understanding, partnership arrangements, sponsorship arrangements, or other commercial or institutional relationships.
5.4.4. Any Early Booking Price, Loyalty Programme, collective participation price, partner price, sponsor-supported price, memorandum-based price, or other special price is not automatic and applies only if expressly confirmed by the Contractor in writing, invoice, Conditional Offer Letter, promotional terms, or Event documentation.
5.4.5. Special prices, Early Booking Prices, Loyalty Programme prices, and collective participation prices may be subject to stricter payment, cancellation, refund, transfer, replacement, or non-refundable conditions than standard prices.
5.4.6. Unless otherwise expressly stated by the Contractor in writing, discounted, early booking, loyalty, collective, partner, sponsor-supported, or memorandum-based participation fees are treated as special commercial conditions and may be fully or partially non-refundable.
5.5. Transfer or Replacement Instead of Refund
5.5.1. At its sole discretion, the Contractor may offer the Client transfer of participation to another Event, another date, another format, another Participant, or another Participation Package instead of a refund.
5.5.2. Any transfer or replacement is subject to availability, administrative approval, payment of any price difference, and compliance with Event-specific conditions.
5.5.3. The Contractor is not obliged to offer transfer or replacement unless expressly agreed in writing.
5.6. Refund Amount and Net Funds
5.6.1. Any refund by the Contractor shall be limited exclusively to net cleared funds actually received and retained by the Contractor.
5.6.2. The Contractor shall not be obliged to refund taxes, withholding amounts, transfer deductions, bank charges, payment system fees, currency conversion losses, repatriation taxes, currency control deductions, local fiscal charges, third-party costs, administrative costs, or any sums not actually received and retained by the Contractor.
5.6.3. Refunds may be reduced by administrative charges, banking charges, third-party obligations, venue costs, hotel costs, technical costs, production costs, speaker costs, partner costs, payment provider charges, currency conversion losses, tax costs, and other non-recoverable expenses incurred by the Contractor in connection with the Event.
5.7. Cancellation or Modification by Organiser
5.7.1. If WESIO cancels an Event for reasons outside the Participant’s control, WESIO may, at its sole discretion unless otherwise required by mandatory law, offer one of the following remedies:
(a) a refund of net cleared funds actually received and retained by the Contractor for the affected Event; or
(b) transfer of participation, registration, or equivalent value to a future Event, alternative Event, online format, hybrid format, or other reasonable alternative.
5.7.2. WESIO reserves the right to modify, postpone, reschedule, relocate, digitise, transfer online, replace, or otherwise change the format, structure, timing, speakers, venue, or operational model of the Event due to force majeure, health emergencies, hostilities, legal restrictions, travel disruption, venue issues, operational necessity, safety concerns, or other circumstances beyond reasonable control.
5.7.3. Unless expressly stated otherwise in writing, Event modification, postponement, rescheduling, relocation, transfer to online or hybrid format, replacement of speakers, or adjustment of Event structure shall not automatically constitute cancellation and shall not automatically entitle the Client to a refund beyond the remedies expressly offered by the Contractor.
5.7.4. The Contractor shall not be responsible or liable for any additional losses, expenses, or damages incurred by the Participant, Client, sponsor, relatives, guests, or accompanying persons, including but not limited to travel expenses, accommodation costs, visa fees, insurance costs, opportunity loss, business loss, emotional distress, incidental expenses, or consequential losses.
5.8. Refund Processing
5.8.1. Approved refunds shall generally be processed within thirty (30) calendar days from the date of official cancellation confirmation, subject to banking systems, payment provider procedures, compliance checks, force majeure circumstances, and availability of required payment details.
5.8.2. Refunds shall be processed to the original payer or to another account approved by the Contractor, subject to compliance, anti-fraud, banking, and payment system requirements.
5.9. Dispute Resolution
5.9.1. All disputes, disagreements, claims, or controversies arising out of or in connection with this Agreement, including its existence, validity, interpretation, performance, breach, termination, payment obligations, tax consequences, refund consequences, or Non-Refundable Payments, shall first be resolved through good faith negotiations between the Parties.
5.9.2. The Parties agree to make reasonable efforts to resolve disputes amicably before initiating formal legal proceedings.
5.10. Governing Law and Jurisdiction
5.10.1. If a dispute cannot be resolved through negotiation, it shall be submitted to the competent courts in the United Kingdom in accordance with the governing law provisions of this Agreement.
5.10.2. Unless otherwise expressly specified by the Contractor in writing, this Agreement shall be governed by the laws applicable in the jurisdiction of the Contractor’s incorporation and operation, subject to mandatory rules of United Kingdom law where applicable.
6. LIABILITY AND OPERATION OF THE AGREEMENT
6.1. The Client is responsible for the timeliness, completeness, and net nature of all payments related to participation in the Event.
6.2. The Contractor may terminate this Agreement or deny participation unilaterally in the following cases:
- violation of payment terms;
- failure to pay the full net invoiced amount;
- violation of Clause 4.11;
- failure to provide required information;
- systematic violation of the Event programme;
- unethical, disruptive, unsafe, or unlawful behaviour by the Client or Participant;
- damage to the Contractor, partners, venue, guests, participants, or third parties;
- force majeure or other circumstances preventing performance.
6.3. The Client shall indemnify and hold harmless the Contractor against any losses, claims, deductions, taxes, penalties, administrative charges, bank charges, compliance costs, legal costs, or other expenses arising from the Client’s or paying party’s failure to comply with Clause 4.11 or any payment-related obligations under this Agreement.
6.4. The Contractor shall not be liable for indirect losses, consequential losses, loss of profit, loss of opportunity, reputational loss, travel losses, accommodation losses, visa losses, emotional distress, or other losses not directly caused by the Contractor’s proven breach of this Agreement.
6.5. The Contractor’s liability, where liability cannot be excluded by law, shall be limited to the net amount actually received and retained by the Contractor from the Client for the affected Event.
7. FORCE MAJEURE
7.1. The Parties shall be released from liability for failure or improper performance of obligations under this Agreement where such failure is caused by force majeure, emergency, extraordinary, or unforeseen circumstances beyond reasonable control.
7.2. Force majeure includes but is not limited to natural disasters, earthquakes, floods, fires, storms, epidemics, pandemics, hostilities, war, terrorism, civil unrest, strikes, venue closures, travel restrictions, visa restrictions, governmental acts, legislative changes, prohibitive measures, public authority decisions, transport disruption, technical failures, cyber incidents, payment system failures, banking restrictions, currency control restrictions, and other circumstances beyond reasonable control.
7.3. The Party affected by force majeure shall notify the other Party within a reasonable time after becoming aware of the relevant circumstances.
7.4. Where reasonably possible, the affected Party shall provide confirmation or evidence of force majeure and its expected duration.
7.5. If force majeure continues for more than thirty (30) calendar days, the Contractor may postpone, modify, reschedule, relocate, digitise, replace, or cancel the Event, subject to Section 5.
8. MODIFICATION AND TERMINATION OF THE AGREEMENT
8.1. The Contractor has the right to amend this Agreement, its appendices, policies, Event documents, refund schedules, special price conditions, and other incorporated documents.
8.2. Changes made by the Contractor become binding from the date of publication on the Contractor’s website, Event website, email notification, invoice update, Conditional Offer Letter update, or other written or electronic communication, unless otherwise stated by the Contractor.
8.3. The Contractor may notify the Client of changes by email, website publication, invoice note, Event documentation, or other electronic communication. The Client agrees that such notification is valid and binding.
8.4. If the Client does not submit a written objection or request for termination within ten (10) calendar days from the date of publication or notification of changes, the Client shall be deemed to have accepted the changes.
8.5. The Client independently monitors the Contractor’s website, Event website, email communications, invoices, Conditional Offer Letters, and other official communication channels for changes to this Agreement or Event conditions. The risk of failure to monitor such changes lies with the Client.
8.6. If the Client does not agree with changes, the Client may request termination of the Agreement by giving written notice to the Contractor not less than one (1) month before the proposed termination date, provided that all payment obligations, administrative obligations, cancellation terms, refund limitations, Non-Refundable Payment provisions, and liabilities arising before termination remain valid and enforceable.
8.7. Termination of this Agreement does not release the Client from payment obligations, tax-related obligations, indemnity obligations, confidentiality obligations, intellectual property obligations, refund limitations, Non-Refundable Payment provisions, or other obligations intended to survive termination.
9. CONDITIONS FOR ENTRY INTO FORCE
9.1. This Agreement and its annexes may be distributed electronically by publication on the Contractor’s website, Event website, by email, through application forms, through invoices, or in hard copy.
9.2. Accession to this Agreement may be carried out by any of the following actions:
- submitting an Application for Accession;
- completing an online or written application form;
- receiving or accepting a Conditional Offer Letter;
- paying an invoice or Deposit;
- providing payment confirmation;
- participating in the Event;
- using Event access;
- receiving Event materials;
- signing this Agreement or related documents electronically or physically;
- otherwise confirming acceptance of the Event terms.
9.3. The Client’s acceptance of this Agreement and its annexes is complete and unconditional. The Client may not claim that they were not familiar with this Agreement or its incorporated documents if they submitted an application, made payment, accepted an offer, received Event access, or participated in the Event.
9.4. The Agreement enters into force upon acceptance by the Client and remains valid until full fulfilment of the Parties’ obligations, unless terminated earlier in accordance with this Agreement.
9.5. This Agreement and additional agreements may be signed physically, electronically, by electronic signature, by exchange of emails, by acceptance through an online form, by payment of an invoice, or by other legally acceptable means.
10. FINAL PROVISIONS
10.1. All legal relations arising out of or related to this Agreement, including those related to its validity, conclusion, execution, amendment, termination, interpretation, breach, invalidity, payment obligations, refund consequences, Non-Refundable Payments, and tax allocation, shall be governed by this Agreement and the applicable laws of the United Kingdom, subject to the competent jurisdiction determined under this Agreement.
10.2. In the event of any inconsistency between this Agreement and any Participation Policy, Privacy Policy, website statement, promotional material, brochure, Event description, public announcement, email, social media publication, oral statement, presentation, or secondary document, this Agreement shall prevail unless expressly stated otherwise in writing by the Contractor.
10.3. In the event of conflict between local tax practices of the Client, payer, sponsor, bank, payment system, or paying party and this Agreement, the Parties agree that Clause 4.11 reflects their commercial intention that the Contractor shall receive net payment in full.
10.4. Nothing in this Agreement shall be interpreted as an obligation of the Contractor to administer, compensate, reimburse, monitor, support, or provide documents for tax obligations, withholding obligations, currency control obligations, banking procedures, or payment procedures arising in the jurisdiction of the Client, payer, sponsor, bank, payment system, or other paying party.
10.5. The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of the remaining provisions.
10.6. The headings in this Agreement are for convenience only and shall not affect interpretation.
10.7. This Agreement, together with its incorporated documents, constitutes the entire agreement between the Parties concerning participation in the Event.
WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED
Company number SC752638
United Kingdom of Great Britain and Northern Ireland
© 2022–2026 WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED
ALL RIGHTS RESERVED