RTC Terms & conDITIONS

---

Rail Technical Conference (RTC) – Terms and Conditions

1. General Admission

Tickets for the Rail Technical Conference (RTC) are free and must be booked through the official Eventbrite page.

All registrations are subject to approval by the organiser and are non-transferable without written consent.

2. Donation Tickets

Donation tickets are optional and non-refundable.

By selecting a donation ticket, you are making a voluntary contribution to support the delivery and operational costs of the event. Donation payments do not entitle the contributor to any additional goods or services.

All donation amounts are inclusive of VAT where applicable.

3. Cancellations and No-Shows

If you can no longer attend, please cancel your ticket through Eventbrite or notify the organiser, so your place can be offered to another attendee.

The organiser reserves the right to cancel or reallocate tickets if necessary.

4. Event Changes or Cancellation

The organiser reserves the right to make changes to the agenda, speakers, venue, date, or delivery format (in-person or virtual) at any time.

In the event of cancellation or changes, the organiser is not liable for any expenses incurred by attendees, including but not limited to travel, accommodation, or loss of earnings.

5. Photography, Filming and Media

This event may be photographed, recorded, or live-streamed. By attending, you consent to the use of any images or footage featuring you for promotional, educational, or media purposes by the organiser or event partners.

6. Code of Conduct

All attendees, sponsors, speakers, and partners are expected to behave professionally and respectfully.

Harassment, abuse, or disruptive behaviour will not be tolerated. The organiser reserves the right to refuse entry or remove individuals from the event at their discretion.

7. Liability

Attendance at the event is at your own risk.

The organiser accepts no responsibility for loss, damage, theft, or personal injury unless caused by proven negligence.

Data Protection and GDPR

8. Personal Data

By registering for this event, you agree that your contact details may be shared with the individuals or organisations involved in delivering the event (e.g., event staff, sponsors, venue personnel), strictly for the purpose of managing your participation.

Your data will be handled in compliance with the UK GDPR and relevant data protection legislation and will not be used for marketing purposes without your explicit consent.

For more information on how your data is used or to make a data request, please contact the organiser directly.

Sponsorship Terms

9. Sponsorship Agreement

Sponsorship is subject to a written agreement or formal acceptance of a sponsorship package.

Sponsorship fees are non-refundable and subject to VAT at the applicable rate.

All sponsorship payments must be made in full prior to the event, in accordance with agreed terms.

10. Sponsor Benefits

Sponsorship entitlements (e.g. branding, exhibitor space, speaking opportunities) will be delivered as outlined in the agreed package, provided payment is received in full and on time.

Any bespoke arrangements must be agreed in writing.

11. Event Changes and Sponsor Liability

The organiser reserves the right to modify the event format, content, or schedule.

In the unlikely event of cancellation, the organiser will offer the sponsor an alternative arrangement or the option to transfer sponsorship to a future event.

The organiser is not liable for any loss of business, travel expenses, marketing costs, or other losses incurred by the sponsor due to event changes or cancellation.

12. Sponsor Conduct

Sponsors are expected to conduct themselves in a manner that aligns with the values of the RTC: professionalism, knowledge-sharing, and industry integrity.

On-site promotions and branding must be pre-approved and limited to agreed spaces and activities.