TERMS AND CONDITIONS
Section 1: General – Terms and Conditions
These terms and conditions (referred to as the “Terms”) are applicable to all individuals participating in The Muslim Convention 2025 to be held on 1st February 2025 at Novotel West, London [1 Shortlands, W6 8DR] (referred to as the Event) – your registration and presence at the Event signifies your acceptance of these Terms.
1. Definitions
In these Terms, capitalised words and expressions have the meanings specified below:
“we/us/our/Charity”: The Mainstay Foundation, a registered charity in England and Wales Charity Registration Number 1166017 whose registered office is situated at Office 11, 211 Kingsbury Road, London NW9 8AQ.
“Ancillary Event”: any other activity organised by the Charity for event participants.
“Ancillary Terms”: additional terms and conditions that may apply to an Ancillary Event.
“Anti-Bribery Legislation”: the UK Bribery Act 2010, as well as any other relevant anti-bribery laws.
“Business Day”: a day, excluding Saturdays and Sundays, when regular banks operate at full capacity in the United Kingdom.
“Content”: materials, data, information, and products provided by the Charity or its event partners at, related to, or part of the Event.
“Creche”: the onsite creche to be provided for the children of Participants (aged between 2-5 only) from 10am-12pm and 1.45pm-5.30pm only
“Data Protection Laws”: laws and regulations concerning the processing, privacy, and use of personal data in connection with or pursuant to these Terms, including the UK GDPR and the EU GDPR.
“Event”: The Muslim Convention 2025 including all lectures, workshops, seminars, Marketplace, Kids Zone and Creche.
“Event Confirmation”: our written (including digital) confirmation of your registration for an Event.
“Event Marks”: trademarks and service marks related to the Event owned by or licensed to the Charity.
“Event Sponsor”: an individual or company that has entered into a sponsorship agreement with the Charity or its partners for an Event.
“Event Venue”: the location where the physical Event is held being the Coventry Building Society Arena
“Fee”: the fee payable by a Participant (or paid on behalf of a Participant) to attend an Event.
“Force Majeure”: as defined in clause 10.
“GDPR”: Regulation 2016/679 of the European Parliament and of the Council of April 27, 2016, on the protection of natural persons regarding the processing of personal data and on the free movement of such data.
“Intellectual Property Rights”: rights like patents, copyrights, trademarks, business names, goodwill, and more, whether registered or unregistered.
“Kids Zone”: the onsite activities to be held for 6–12-year-olds for the children of Participants from 10am-12pm and 1.45pm-5.30pm only.
“Losses”: actions, damages, claims, liabilities, costs, losses, and expenses, including legal fees.
“Marketplace”: all stalls providing catering services and products for sale in the Event
“Participant/You/Your”: an individual attending an event in any capacity
“Registration Details”: the personal data provided by Participants when registering for the Event.
“Software”: online software applications available for access or download from our website, our supplier’s website, or our event partner’s website in connection with any event or Content.
“Sponsor Delegate”: a Participant attending an event on behalf of an Event Sponsor using a delegate pass issued to the Event Sponsor as part of a sponsorship package, with Participant also referred to as Sponsor Delegates in these Terms unless expressly stated otherwise.
2. Event Registration
2.1 Registering for an Event entitles you to participate as a Participant, subject to these Terms.
2.2 Registration Details must be submitted to us prior to or on the day of the Event. We reserve the right to deny entry to the Event to any individual who has not provided and submitted full Registration Details.
2.3 If you register for the Event on behalf of a company or organisation, you confirm your authority to accept these Terms on their behalf, and you must ensure that all Participants from the same entity are aware of and bound by these Terms.
2.4 You must provide accurate and complete Registration Details when registering for an Event. It is your responsibility to update this information if it changes, including your email address and contact number.
2.5 You must inform us of any special access or special requirements at the time of registration, or at least two working days before the Event. We will not be under any obligation to accommodate any requirements, but we will endeavour to do so where practicable.
2.6 Event registrations are subject to availability and the Charity’s discretion.
2.7 Participants must keep their event wristbands with them at all times during the Event.
2.8 Event passes may not be sold, transferred, or shared. Registered Participants may be substituted at no extra cost with written notice to the Charity, subject to compliance with these Terms.
2.9 All Event passes (barcodes) remain the property of the Charity and must be returned upon request. Unauthorised use or sharing of Event passes may result in expulsion from the Event.
3. Attendance Obligations
3.1 Each Participant shall:
(a) Adhere to the regulations, guidelines, and protocols established by the Event Venue, including those pertaining to health and safety, and comply with any reasonable directives issued by or on behalf of the Charity and the Event venue management.
(b) Conduct themselves in a courteous, professional, and appropriate manner that does not violate any national law or regulation, nor harm or have the potential to harm the reputation of the Event or the Charity;
(c) Ensure they possess adequate insurance coverage for their personal needs, encompassing personal accidents and insurance where applicable before participating in the Event;
3.3 Any Participant who in the opinion of the Charity or the Venue management is not complying with these Terms may be removed from the Event. In such circumstances, a Participant shall not be entitled to a refund of any Fees.
4. Payment Requirements
4.1 Full payment of the relevant Event Fees is required upon registration. In the event of insufficient or declined payment for any reason, the Charity reserves the right to deny access to the Event.
4.2 The Fees do not encompass any applicable value-added tax (VAT) or equivalent sales tax. Should VAT or other sales tax apply, Participants are obligated to remit the additional amounts due to the Charity in relation to the Fee.
4.3 All Fees must be remitted in full, without offset, counterclaim, deduction, or withholding, except as may be mandated by law.
5. Intellectual Property Rights
5.1 All rights pertaining to intellectual property in relation to the Event and the associated Content are owned by the Charity or its third-party content providers. The Charity may, at its sole discretion, grant licenses to third parties, including Event Sponsors, for the use of the Content.
5.2 Participants are permitted to utilise the Content exclusively for their personal use and benefit, refraining from any resale, distribution, or other commercial purposes.
5.3 The use of the Event Marks requires prior written consent from the Charity.
5.4 Requests for authorisation to republish, reprint, or employ the Content or Event Marks for any other purposes should be conveyed via email to the Event contact, as specified in your Event Confirmation.
6. Speakers, Sponsors and Exhibitors
Views expressed by any Participant, speaker, exhibitor or sponsor at the Event are their own. The Charity shall have no liability for information given, or views expressed, by any Participant, speaker, exhibitor or sponsor at the Event or in any material provided to attendees.
7. Event Modifications
While the Charity’s Event programs are accurate at the time of publication, we reserve the right to alter the format, Content, venue, speakers, hosts, moderators, and/or timing of an Event, including changing it from a physical Event to an Online Event. The Charity will make reasonable efforts to inform all Participants of such changes before the Event.
8. Event Cancellation and Replacement
8.1 All Participant cancellations must be submitted in writing at least 2 days before the Event to receive a full refund of the Participant Fees. We cannot accept cancellations over the phone. Notifications of cancellations should be sent in writing to the Charity contact indicated in the Event Confirmation.
8.2 In exceptional circumstances, we may need to cancel or postpone the Event, in which case we will notify you as soon as reasonably possible. In case of cancellation, and subject to clause 8, we will issue Participants a full refund of relevant Fees paid by you. In case of postponement, we will offer you the option to re-register for the rescheduled Event or, subject to clause 8, issue you a full refund of relevant Fees paid by you. Our liability to you resulting from any cancellation or postponement of an Event will be limited to the amount of Fees you have paid to us for that Event only, and we will not be liable for any additional losses incurred by you as a result of such cancellation or postponement.
8.3 Refunds will be processed back to the debit/credit card used for payment or via bank transfer. Refunds to debit or credit cards can will be processed within 30 days of the original transaction date. Refunds for earlier transactions must be processed via bank transfer.
9. Data Processing
9.1 In this clause 9, the terms “personal data” and “processing” have the meanings ascribed to them under the Data Protection Laws.
9.2 The Charity shall:
(a) comply with all applicable requirements of the Data Protection Laws; and
(b) process any personal data obtained or held in relation to a Participant under or in relation to these Terms for the purposes of fulfilling its obligations under these Terms, following its privacy notice, or as otherwise permitted by Data Protection Laws.
9.3 We will use your personal data for purposes related to Events, including Event registration, communications, Event access, dining, hotel room reservations, administration (pre-event, during the Event, and post-event), invoicing and payment, delegate lists, post-Event feedback, quality checks, Participant verification (including for sanctions and trade control purposes), research, and polling.
9.4 In order to fulfill our obligations to you regarding the Event, we may share relevant personal data with presenters, Event Venue management, the Online Event Platform, trainers, organisers, print houses, financial partners, affiliated communities, faculties, committees, Event service providers, and external delivery partners. We may also share personal data in accordance with our privacy notice, including with Event Sponsors who may be based in any territory.
9.5 Registration details of Participants will be added to our official Participant networking tool, allowing Participants to contact each other and view the list of Participants at an Event. If you do not want your Registration Details to be included in the relevant networking tool, please email the event contact listed in the Event Confirmation at least two Business Days before the start of the Event.
9.6 Please refer to our Privacy Policy at https://www.themuslimcon.org/privacy-policy/
10. Force Majeure
10.1 In this clause, “Force Majeure” refers to circumstances beyond our reasonable control that are reasonably likely to affect the successful delivery of the Event or would make it inadvisable, impracticable, illegal, or impossible for us to host the Event or fulfil our obligations under these Terms. This includes circumstances directly affecting Participants in their home countries, resulting in a material percentage of Participants being reasonably likely to be prevented from attending the Event.
10.2 If, due to Force Majeure, the Charity cancels the Event, we will make reasonable efforts to either (a) reschedule the Event or (b) transition the Event from a physical Event to an Online Event, both options to take place within two months of the original Event Dates.
10.3 If the Charity is unable to reschedule the Event in accordance with clause 10.2, we will refund the Participant Fees as soon as reasonably practicable and, in any event, within 60 days from the date of notice of cancellation.
10.4 Without prejudice to the Charity ‘s obligation to refund any Fees to Participants, the Charity accepts no liability and will not provide compensation where the performance of its obligations is rendered impracticable, illegal, or impossible due to Force Majeure.
11. Liability Limitation
11.1 Nothing in these Terms shall limit or exclude our liability for:
(a) death or personal injury;
(b) fraud or fraudulent misrepresentation; or
(c) any other liability that cannot be limited or excluded by applicable law.
11.2 You acknowledge that your access to any Event and your use of any of the Content is at your sole risk and responsibility. You understand that all Content is provided “as is” and “as available.” The Content is made available for general information, and any advice, opinion, statement, or other information within the Content is not intended for trading or addressing your specific requirements. The Content does not constitute any form of advice, recommendation, or arrangement by us (including, without limitation, investment advice or an offer or solicitation to buy or sell any security, financial product, or other investment). It is not intended to be relied upon by users in making (or refraining from making) any specific investment or other decisions. You should seek appropriate independent advice before making any such decision.
11.3 Except as expressly stated in this Agreement, the Charity makes no express or implied warranty or representation regarding the Event.
11.4 Subject to clause 11.1, we shall not be liable, whether based on a claim in contract, tort (including negligence), breach of statutory duty, or otherwise arising out of or in relation to these Terms, for any indirect or consequential losses.
11.5 Subject to clause 11.1, the Charity ‘s total liability to you, whether based on an action or claim in contract, tort (including negligence), breach of statutory duty, or otherwise arising out of or in relation to these Terms, shall not exceed the total amount of the Fees paid or payable under these Terms
12. Amendments
We may revise these Terms from time to time. Such revisions will be posted on the Event website. Amendments will become effective immediately upon posting on the Event website, and your attendance at the Event will constitute acceptance of these changes. If you do not wish to accept them, you must cancel your attendance in accordance with clause 8 of these Terms.
13. Entire Agreement
These Terms, together with the Privacy Policy and any Supplementary Event terms and application or registration form (where applicable), constitute the entire agreement between you and the Charity regarding your attendance at the Event and supersede all previous terms, communications, and discussions, whether written or oral, relating to that subject matter.
14. Governing Law and Dispute Resolution
These Terms shall be governed by and interpreted in accordance with the laws of England and Wales, and the English courts shall have exclusive jurisdiction to resolve any dispute arising out of or in connection with these Terms.
For information on our Privacy Policy, please visit here: Privacy Policy.
Section 2: General – Photography and Media Consent
- Photography and Media:
The Charity reserves the sole right to photograph and video the entirety of the Event and to use any photographs, recordings, electronic images or publicity material (“the Images”) received by or obtained by the Charity in the course of the Event, for whatever use deemed proper by the Charity. The Charity has the exclusive right to include photographic, video and other visual portrayals of all attendees including all Participants, sponsors, exhibitors and their exhibits including its contents, in any social media or pictorial medium of any nature whatsoever for the purpose of advertising, publicity and otherwise, without further compensation to the Participant, speaker, sponsor or exhibitor, and all rights titled and interest bearing (including all worldwide copyrights therein) will be the Charity’s sole property, free of any claims of any Participant, speaker, exhibitor or sponsor or any persons deriving any rights or interest from the Participant, speaker, exhibitor or sponsor.
1.1 By agreeing to these terms and conditions, you grant us exclusive permission to use the Images worldwide for the purposes of advertising, publicity and any use deemed property by the Charity (Permitted Purposes).
1.2 You can withdraw your consent given in this agreement at any time by writing to us. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
1.3. For data protection purposes we are the controller of (and responsible for) the personal data comprising the Images and your contact details and any related personal data.
We will:
1.4 ensure that we comply with the requirements of all legislation and regulatory requirements in force from time to time relating to the use of the Images and your contact details and any related personal data; and
1.5 process the Images and your contact details and any related personal data in accordance with our Privacy Policy: https://www.themuslimcon.org/privacy-policy/
Section 3: Kids Zone – Conditions for Child Participation
- Age and Eligibility:
Conditions for Child Participation in the Kids Zone
These conditions are designed to ensure the safety, well-being, and positive experience of children participating in the Kids Zone. The Kids Zone will be comprised of activities and workshops as chosen in the discretion of the organisers. Parents or legal guardians must read and understand these conditions before allowing their child to participate in the activity.
- Age and Eligibility:
Children must be between 6-12 years to be eligible to attend the Kids Zone; entry will always be subject to the sole discretion of the organisers.
Participants must provide accurate and up-to-date information regarding their child’s age and any special requirements or medical conditions.
- Parental/Guardian Consent:
– A parent or legal guardian registering their child(ren) for the Kids Zone hereby confirms his/her consent for their child’s participation in the Kids Zone.
– Emergency contact information for parents/guardians must be provided to the organisers. Parents/guardians must remain on the premises and remain contactable at all times.
- Health and Medical Considerations:
Participants should inform the organisers of any medical conditions, allergies, or special needs their child(ren) may have. Parents/guardians should ensure that their child is in good health and physically capable of participating in the activity. Parents/guardians confirm that they will be permitting their child to take part in the Kids Zone at their own risk.
- Supervision:
Parents/guardians should be aware of the level of supervision provided during the activity and whether they are required to stay on-site. It is the responsibility of parents/guardians to ensure their child’s safety during non-designated Kids Zone hours, including drop-off and pick-up times.
- Code of Conduct:
Children are expected to follow all instructions provided by activity staff and adhere to any rules or guidelines set forth for the activity. Respect for others, including participants and staff, is mandatory. Any disruptive or inappropriate behaviour may result in the child being removed from the activity at the sole discretion of the organiser.
- Safety Measures:
Parents/guardians should educate their child about safety measures and encourage their adherence to them.
- Drop-off and Pick-up:
Parents/guardians are responsible for ensuring their child is dropped off and picked up at the designated times and locations. The Kids Zone will operate between the hours of 10am-12pm and will then resume from 1.45pm-5.30pm. Parents/guardians must arrange to collect the child(ren) promptly at the end of each session.
Please note that unless otherwise authorised, only the parent/guardian dropping off the child shall be permitted to collect the child at the end of each session.
- Emergency Procedures:
Parents/guardians should familiarise themselves with the emergency procedures, including evacuation plans and contact information in case of an emergency.
- Changes and Cancellations:
Organisers reserve the right to make changes to the activity schedule or cancel the Kids Zone due to unforeseen circumstances.
While all reasonable care will be taken, the organisers or Creche staff are not liable for injuries or accidents except to the extent set out by law.
By allowing their child to participate in the Kids Zone, parents or legal guardians acknowledge that they have read and agree to abide by these conditions in order to ensure each child’s safety and well-being during the Kids Zone’s sessions and will cooperate with the organisers to ensure a positive experience for all.
Section 4: Kids Zone – Photography and Media Consent
- Photography and Media:
Parents/guardians should be aware that photographs or videos of the activity and children may be taken for promotional or documentation purposes.
The Charity reserves the sole right to use any photographs, recordings, electronic images or publicity material (referred to as the Images) received by or obtained by the Charity in the course of the event, for whatever use deemed proper by the Charity. The Charity has the exclusive right to include photographic, video and other visual portrayals of Participants, sponsors, exhibitors and their exhibits including its contents, in any social media or pictorial medium of any nature whatsoever for the purpose of advertising, publicity and otherwise, without further compensation to the Participant, speaker, sponsor or exhibitor, and all rights titled and interest bearing (including all worldwide copyrights therein) will be the Charity’s sole property, free of any claims of any Participant, speaker, exhibitor or sponsor or any persons deriving any rights or interest from the Participant, speaker, exhibitor or sponsor.
1.1 You grant us exclusive permission to use the Images worldwide for the purposes of advertising, publicity and any use deemed property by the Charity (Permitted Purposes) of your child/children of whom you confirm you are the parent or guardian.
1.2 You can withdraw your consent given in this agreement at any time by writing to us. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
1.3. For data protection purposes we are the controller of (and responsible for) the personal data comprising the Images and your contact details and any related personal data.
We will:
1.4 ensure that we comply with the requirements of all legislation and regulatory requirements in force from time to time relating to the use of the Images and your contact details and any related personal data; and
1.5 process the Images and your contact details and any related personal data in accordance with our Privacy Policy: https://www.themuslimcon.org/privacy-policy/
Section 5. Creche: Conditions for Child Participation
- Age and Eligibility:
Conditions for entry:
These conditions are designed to ensure the safety, well-being, and positive experience of children attending the Creche. Parents or legal guardians must read and understand these conditions in order for the child to be accepted in the Creche.
Children must be between 2-5 years inclusive; entry will always be subject to the sole discretion of the organisers.
Participants must provide accurate and up-to-date information regarding their child’s age and any special requirements or medical conditions.
- Parental/Guardian Consent:
A parent or legal guardian registering their child(ren) for the Creche hereby confirms his/her consent for their child’s attendance in the Creche and acceptance of these terms and conditions.
Emergency contact information for parents/guardians must be provided to the organisers. Parents/guardians must remain on the premises and remain contactable at all times.
- Health and Medical Considerations:
Participants should inform the organisers of any medical conditions, allergies, or special needs their child(ren) may have. Parents/guardians should ensure that their child is in good health. Parents/guardians confirm that they will be permitting their child to attend the Creche at their own risk.
- Supervision:
Parents/guardians should be aware of the level of supervision provided during the Creche and whether they are required to stay on-site (subject to the discretion of the staff operating the Creche) or in close proximity to the Creche if necessary. It is the responsibility of parents/guardians to ensure their child’s supervision and safety during non-designated Creche hours, including drop-off and pick-up times.
- Code of Conduct:
Where applicable, children are expected to follow all instructions provided by activity staff and adhere to any rules or guidelines set forth for the activity. Respect for others, including participants and staff, is mandatory. Any disruptive or inappropriate behaviour may result in the child being removed from the activity at the sole discretion of the organiser.
- Safety Measures:
Where applicable, parents/guardians should educate their child about safety measures and encourage their adherence to them.
- Drop-off and Pick-up:
Parents/guardians are responsible for ensuring their child is dropped off and picked up at the designated times and locations. The Creche will operate between the hours of 10am-12pm and will then resume from 1.45pm-5.30pm. Parents/guardians must arrange to collect the child(ren) promptly at the end of each session.
Please note that unless otherwise authorised, only the parent/guardian dropping off the child shall be permitted to collect the child at the end of each session.
- Emergency Procedures: Parents/guardians should familiarise themselves with the emergency procedures, including evacuation plans and contact information in case of an emergency.
- Changes and Cancellations:
Organisers reserve the right to make changes to the Creche operating times or cancel the Creche entirely due to unforeseen circumstances.
While all reasonable care will be taken, the organisers or Creche staff are not liable for injuries or accidents except to the extent set out by law.
By allowing their child to attend the Creche, parents or legal guardians acknowledge that they have read and agree to abide by these conditions in order to ensure each child’s safety and well-being during the Creche sessions and will cooperate with the organisers to ensure a positive experience for all.
