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Template — not legal advice

This page is a starter template for a conference platform. It must be reviewed and adapted by qualified counsel for [ORGANISATION NAME] before the site goes live. It does not constitute legal advice and should not be treated as a finished, enforceable legal document.

Terms of Service

Last updated:

Operator placeholders appear as [LIKE THIS]. Replace them before launch.

1. Agreement

These Terms of Service ("Terms") govern your access to and use of websites, registration systems, and related services operated by [ORGANISATION NAME] ("we", "us", or "our") in connection with our events (each, an "Event"). By creating an account, registering for an Event, purchasing a ticket, or otherwise using our platform, you agree to these Terms. If you do not agree, do not use the services or purchase tickets.

These Terms are a template. Governing law, liability caps, and consumer rights vary by jurisdiction. Replace placeholders and have counsel adapt this document for [JURISDICTION] before go-live.

2. Eligibility and accounts

You must provide accurate registration information and keep your contact details current. You are responsible for activity under your account and for safeguarding login credentials. We may suspend or terminate access if we reasonably believe you have violated these Terms, misused the platform, or created risk for other attendees or the Event.

3. Ticket purchase and registration

Ticket types, pricing, inclusions, capacity limits, and deadlines are described on the Event registration pages at the time of purchase. Completing checkout (or receiving a confirmed complimentary, scholarship, or sponsored registration) creates a registration for the named attendee only, unless a transfer is completed under our refunds and transfers policy.

  • Payment is processed by our payment provider. You authorize us (and the provider) to charge the amount shown at checkout, including any disclosed taxes or fees.
  • A confirmation email or in-product confirmation is evidence of registration status, subject to later cancellation, chargeback, or fraud review.
  • Promotional codes, group rates, and early-bird pricing may be withdrawn or modified without affecting purchases already completed.
  • You must not resell tickets for commercial gain except where we have expressly authorized resale or official transfer.

Refunds, name changes, and transfers are governed by our Refunds & Transfers policy, which forms part of these Terms for ticketed Events.

4. Event changes by the organiser

We aim to deliver the Event substantially as advertised, but conference programmes are dynamic. We may change speakers, sessions, venues within the same metro area, schedule, format (in-person, hybrid, or virtual), or ancillary activities when reasonably necessary. Material changes will be communicated through the contact details associated with your registration when practicable.

If we cancel an Event entirely, or postpone it beyond a period set in the refunds policy, your remedies are limited to those described in the Refunds & Transfers policy unless mandatory consumer law provides otherwise.

5. Cancellation by the organiser (individual registrations)

We may cancel a registration and refuse admission if: payment fails or is reversed; registration information is false or incomplete; you violate these Terms or our Code of Conduct; or we reasonably believe your attendance would create a safety, legal, or security risk. Where cancellation is due to your breach or fraud, we may withhold refunds to the extent permitted by law.

6. Force majeure

We are not liable for failure or delay in performing our obligations under these Terms (other than payment obligations already due) when the failure or delay results from causes beyond our reasonable control. Examples include natural disaster, epidemic or public-health emergency, government order or travel restriction, labor action, utility or network failure, venue unavailability, civil unrest, war, terrorism, or similar events. This section addresses organiser-uncontrollable causes; organiser-initiated programme changes are covered by section 4, and cancellation remedies remain as described in the Refunds & Transfers policy and mandatory law.

Where a force-majeure event prevents or materially impairs an Event, we will take reasonable steps to communicate the impact and any available remedies. This clause does not excuse liability that cannot be limited under applicable law.

Force-majeure recognition, notice requirements, and available remedies vary by jurisdiction. Have counsel adapt this section for [JURISDICTION] before go-live — it is a template, not jurisdiction-neutral boilerplate.

7. Assumption of risk

Attendance at an in-person (or hybrid) Event involves inherent risks that cannot be eliminated entirely. These may include, without limitation, risks associated with crowds and public venues, travel to and from the venue, physical activity or movement around the site if applicable, exposure to illness, and interactions with other attendees. By registering for or attending an Event, you acknowledge these risks and voluntarily assume them to the fullest extent permitted by law.

Nothing in this section limits liability that cannot be limited under applicable law (including for death or personal injury caused by negligence where such limitation is prohibited), or your rights under our Code of Conduct and accessibility commitments. Organisers should have counsel adapt this language for [JURISDICTION] and the specific Event format.

8. Acceptable use

You agree not to:

  • Disrupt the Event, platform, networks, or other attendees' experience
  • Harass, threaten, or discriminate against anyone, or encourage others to do so
  • Scrape, crawl, or bulk-export platform data without our written permission
  • Probe, scan, or attack the platform; attempt to bypass access controls; or introduce malware
  • Use registration data, attendee directories, or messaging tools for spam, unsolicited marketing, or unauthorized solicitation
  • Impersonate another person or misrepresent your affiliation with any organisation
  • Record private sessions, capture credentials, or share access tokens in violation of Event rules

We may investigate suspected misuse and cooperate with law enforcement when required or appropriate.

9. Photography, audio, and video

Events are typically photographed and may be recorded for documentation, marketing, sponsor reporting, and archival purposes. By attending an in-person or streamed Event, you acknowledge that your image, voice, or likeness may appear in such materials, subject to any photo or recording policy we publish for that Event and applicable law. If you need an accommodation regarding photography or recording, contact [CONTACT EMAIL] before the Event.

10. Intellectual property

Platform software, branding, and Event materials we publish remain our property or that of our licensors. Speakers and sponsors retain rights in their own content unless otherwise agreed. You may not copy, redistribute, or commercially exploit Event content except as we expressly permit (for example, personal use of materials shared with attendees after the Event).

11. Third-party services

Registration, payments, authentication, analytics, streaming, and communications may rely on third-party providers. Those providers have their own terms. We are not responsible for third-party services we do not control, except to the extent required by law.

12. Disclaimers

To the fullest extent permitted by law, the platform and Events are provided on an "as is" and "as available" basis. We do not warrant uninterrupted or error-free service, or that every session, speaker, or networking outcome will meet your expectations. Nothing in these Terms excludes liability that cannot be excluded under applicable law.

13. Limitation of liability

To the fullest extent permitted by law, [ORGANISATION NAME], its officers, employees, agents, and affiliates will not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost data, or business interruption, arising out of or related to the platform or an Event.

Where liability cannot be excluded, our aggregate liability arising out of or related to these Terms or an Event is limited to the greater of (a) the amount you paid us for the specific ticket or registration giving rise to the claim, or (b) [LIABILITY CAP AMOUNT], except where mandatory law requires a different standard (including for death or personal injury caused by negligence, fraud, or willful misconduct).

14. Indemnity

You will defend and indemnify [ORGANISATION NAME] against claims, damages, and expenses (including reasonable legal fees) arising from your breach of these Terms, your misuse of the platform, or your unlawful conduct at an Event, to the extent permitted by law.

15. Changes to these Terms

We may update these Terms from time to time. The "Last updated" date will change when we do. Material changes will be highlighted on this page or communicated through reasonable channels. Continued use of the platform or attendance after the effective date constitutes acceptance of the updated Terms, except where local law requires a different consent mechanism.

16. Dispute resolution; arbitration and class-action waiver

Template only — not a drop-in enforceable clause. Binding arbitration and class-action waivers have real, jurisdiction-specific enforceability limits. Some jurisdictions restrict or prohibit consumer arbitration clauses, pre-dispute waivers of class or collective proceedings, or certain venue selections. Have counsel adapt this section for [JURISDICTION] before go-live; do not present this language as final legal advice or as automatically enforceable against every attendee.

Subject to mandatory law and the counsel review above, any dispute arising out of or relating to these Terms or an Event shall be resolved by binding individual arbitration administered under the rules of [ARBITRATION PROVIDER] in [ARBITRATION SEAT], rather than in court, except that either party may seek provisional relief in a court of competent jurisdiction to protect intellectual property or prevent imminent harm. You and we agree to arbitrate only in our individual capacities and not as a plaintiff or class member in any purported class, collective, consolidated, or representative proceeding, to the fullest extent permitted by law.

If a court or arbitrator of competent jurisdiction finds the class-action waiver unenforceable as to a particular claim, that claim (and only that claim) may proceed in court subject to section 17, and the remainder of this section continues in effect to the extent permitted.

17. Governing law and contact

These Terms are governed by the laws of [JURISDICTION], without regard to conflict-of-law principles that would require another jurisdiction's law, except where mandatory consumer protections in your place of residence apply. Courts in [JURISDICTION] will have exclusive jurisdiction, subject to those mandatory rights and to any binding arbitration process that counsel has adapted under section 16.

Questions about these Terms: [CONTACT EMAIL].