HB CLIENT FESTIVE BALL – TERMS AND CONDITIONS

Preamble
The event is managed and delivered by Healthier Business UK Ltd, Carlin Associates Ltd, and The Direct Training Academy Ltd (together, “HB Group”). By booking or attending, the client accepts these Terms and Conditions in full.

Definitions
HB Group: Healthier Business UK Ltd, Carlin Associates Ltd, and The Direct Training Academy Ltd.
Event: HB Client Festive Ball at 30 Euston Square, London, on the advertised date and time.
Client: An organisation with a registered HB Group account.
Active Client: An HB Group client with attributable, billable activity recorded in the previous three months.
Attributable Spend: Spend invoiced to, or credits redeemed by, the client account through the HB portal or HB invoice, excluding candidate self-funded purchases and unaudited referrals.
Ticket Charge Per Person: HB Group’s internal per-head event cost and allocation value 

1. Eligibility and Active Status — Attendance is complimentary only for Active Clients. Active status requires attributable, billable activity within the previous three months matched to the client’s HB account.
2. Minimum Spend Threshold for Complimentary Seats — Complimentary places are available only where the client’s cumulative attributable spend in the previous twelve months is greater than five times the Ticket Charge Per Person for each seat requested.
3. Verification and Booking Matching — HB Group will verify eligibility and thresholds by matching bookings to the client’s HB account and accounting records. If eligibility cannot be verified, HB Group may decline, retract, or cancel complimentary places. Approvals issued in error may be corrected without compensation.
4. Right to Cancel or Vary — HB Group may cancel any slot, revoke a booking, or vary allocations, format, date, time, programme, or capacity at its discretion, without notice and without compensation, save as required by law.
5. Reconfirmation and Waiting List — Attendees must reconfirm by the deadline stated in HB Group communications. Failure to reconfirm may result in immediate reallocation to the waiting list without further notice.
6. Cancellations, Reductions, and No-Shows — Cancellations or seat reductions inside the stated cut-off, or any no-show on the night, incur HB Group’s per-head cancellation fee to cover unrecoverable costs (venue, catering, production, bar). The fee will be invoiced to the client on standard terms.
7. Substitutions — Like-for-like substitutions from the same client are permitted up to the stated deadline, subject to HB Group approval and full attendee details (including dietary requirements). Late substitutions may be refused.
8. Late Entry, Re-entry, and Queuing — Late arrivals may be held at the entrance and seated between courses at HB Group’s discretion. Re-entry may be restricted or refused. All security and queuing instructions must be followed.
9. Dress Code — Black tie. HB Group and the venue may refuse entry for failure to comply. No compensation is payable for refusal of entry on dress code grounds.
10. Conduct, Dignity, and Zero Tolerance — Zero tolerance of abuse, harassment, intimidation, discrimination, or unsafe conduct, including sexual harassment, unwanted physical contact, suggestive/explicit comments, coercive behaviour, or any conduct causing distress to staff, guests, or venue personnel. HB Group and the venue may refuse entry or remove any attendee; fees still apply.
11. Safeguarding and Respect for Staff — Any abusive or sexually inappropriate behaviour toward staff will result in removal and may be reported to the employer and/or law enforcement.
12. Alcohol and Intoxication — Service of alcohol is at staff discretion; service may be limited or refused. Intoxicated or unsafe behaviour may lead to removal without compensation.
13. Bar and Drinks Policy — During the meal service, complimentary beer, wine, and soft drinks are provided. After the meal, a complimentary open bar operates at HB Group’s discretion. Specialist/premium drinks may be chargeable or excluded.
14. Compliance with Venue Rules — All attendees must comply with venue rules, policies, and staff instructions (including fire and emergency procedures) as published by 30 Euston Square and Searcys. Non-compliance may result in removal without compensation.
15. Fire Safety and Emergency Procedures — Familiarise yourself with fire exits and evacuation routes on arrival, keep routes clear, do not misuse safety equipment, and follow staff instructions at all times.
16. Security, Screening, and Prohibited Items — Compliance with screening, bag searches, ID checks, and prohibited-item rules is required. Refusal may result in denied entry or removal.
17. Smoking, Vaping, and Substances — Only in designated areas. Illegal substances are prohibited and may be reported to authorities.
18. Allergies, Dietary Requirements, and Food Responsibility — Declare requirements by the stated deadline. HB Group/venue will take reasonable steps to accommodate declared needs but cannot guarantee late/undeclared requests. Attendees remain responsible for verifying suitability of food and drink, including cross-contamination risks.
19. Seating and Event Management — Seating allocations are at HB Group’s sole discretion; plans and running order may change. Specific seating requests are not guaranteed.
20. Personal Property, Damage, and Cleaning — HB Group/and the venue accept no responsibility for lost, stolen, or damaged items (including cloakroom). Attendees are liable for any damage or excessive cleaning; related charges will be passed to the client.
21. Accessibility and Adjustments — Notify HB Group of accessibility needs by the stated deadline; reasonable adjustments will be made where practicable.
22. Health, Medical, and Strobe Warning — Lighting effects (including strobe) may be used; attend at your own risk and take appropriate precautions.
23. Photography, Filming, and Media Consent — By booking/attending, the client and all attendees grant HB Group a worldwide, perpetual, royalty-free licence to use images/recordings (image, likeness, voice, name) in any media for marketing, publicity, archival, and editorial purposes, without further notice/compensation, and waive any right of approval.
24. Photography Opt-out and Third-Party Content — Notify HB Group in writing by the stated deadline and again at registration for reasonable steps to avoid prominent featuring (e.g., wristband/seating). Avoidance in wide/crowd shots or third-party content cannot be guaranteed.
25. Social Media and Recording — Live-streaming, commercial recording, or professional photography requires prior written consent. HB Group may request removal of content that breaches privacy, safety, or venue rules.
26. Third-Party Suppliers and Entertainment — Some services are delivered by third parties; their terms may also apply. HB Group is not liable for its acts/omissions beyond what the law requires.
27. Travel, Accommodation, and Expenses — HB Group is not responsible for travel, accommodation, or incidental expenses in any circumstances.
28. Insurance — Clients are responsible for their own insurance, including travel, property, and liability cover.
29. Fair Access, Misuse, and Sanctions — To protect access for Active Clients, HB Group may limit allocations, withdraw complimentary places, apply charges under clause 6, and suspend event eligibility for up to twelve months for material breaches (e.g., repeated no-shows, non-payment, abusive conduct, attempts to circumvent eligibility).
30. Fraud, Misrepresentation, and Chargebacks — HB Group may cancel bookings obtained by misrepresentation/fraud; the client will be liable for reasonable recovery costs and charges.
31. Force Majeure — HB Group is not liable for delay/failure caused by events beyond reasonable control.
32. Data and Privacy — Booking data will be processed to verify eligibility, manage attendance, administer the Event, and enforce these terms, in line with HB Group’s Privacy Policy and applicable law.
33. Invoices, Payment Terms, and Interest — Charges raised under these terms are payable on standard HB Group terms; statutory interest/recovery costs may apply to late payments.
34. Ticket Use, Transfer, and Resale — Places are non-transferable except as permitted under clause 7; unauthorised resale/transfer may lead to cancellation without compensation.
35. Venue Collaboration and Priority of Terms — These Terms apply in addition to venue rules. Where both apply, the stricter requirement governs. Venue directions take priority for safety/operations.
36. Acceptance of Terms and Authority to Bind — By booking/attending, the client confirms authority to bind all attendees within their allocation and undertakes to ensure compliance with these Terms and venue rules. If any attendee does not agree (including marketing/filming use), they must not attend.
37. Changes to Terms — HB Group may update these Terms at any time; the version published at the time of attendance applies. Continued attendance constitutes acceptance.
38. Governing Law and Jurisdiction — These Terms are governed by the laws of England and Wales; the courts of England and Wales have exclusive jurisdiction.

Acknowledgement
By confirming attendance, the client acknowledges and agrees to these Terms and Conditions and agrees to ensure all attendees within their allocation comply with them.