Exile Events T&Cs

Event Cancellation Policy:

Exile reserves the right, at its sole discretion, to cancel or postpone any event where circumstances beyond its control render the event unsafe, impracticable, or otherwise inadvisable to proceed. Such circumstances may include, but are not limited to, venue-related issues, adverse weather conditions, transportation disruptions, industrial action, or other unforeseen events. Exile shall not be liable for any costs, expenses, or losses incurred by attendees as a result of such cancellation or postponement.

Booking cancellation policy:

Delegates can cancel their booking and receive a full refund if the event is taking place in 3 months or more. For cancellations within 3 months, a credit note for the full value of booking will be issued. This credit note can be redeemed against any Exile product in the next 18 months.

Payment:

We accept payment via bank transfer and credit card (including MasterCard, Visa and American Express). All payments must be made prior to attending an event.

By registering for this event, you acknowledge and consent to the following:

  • Photography & Filming: I consent to the use of photographs, video recordings, or other media taken of me during the event. These may be used by Exile for marketing, promotional, and publicity purposes in print, online, or digital channels. If I do not wish to be included, I understand that I must notify the event organiser in advance or on the day of the event.
  • Data Handling: Any personal information provided will be processed in accordance with data protection laws and Exile’s Privacy Policy.. Information collected regarding accessibility will be used solely for the purpose of facilitating appropriate arrangements and will not be shared beyond what is necessary.

Accessibility & Privacy Statement

We are committed to ensuring that all attendees are able to participate fully in this event. If you have a disability or require specific accessibility accommodations, you are encouraged to notify the organisers in advance so that reasonable adjustments can be made.

Please contact us at operations@exilegroup.com to discuss your requirements in confidence.

We do not collect information about accessibility requirements through the online registration form. If you choose to share such information with us by email, it will be used solely for the purpose of arranging appropriate support for your participation in the event. This information will only be shared with members of the organising team or relevant venue staff where necessary, and will be deleted once the event has concluded.

By contacting us regarding accessibility needs, you consent to us processing this information for the limited purpose of making reasonable adjustments. For further details on how we process personal data, please refer to our Privacy Policy.

Note to speakers

Unless conducted under Chatham House rules, all sessions are recorded for TXF, Proximo, and Uxolo’s intelligence platforms. Session recordings are available exclusively for subscribers and may not be distributed to non-subscribers. We will on occasion take short clips from recorded sessions to share on social media.

Sessions are also uploaded into the Exile Group’s proprietary AI tool, Flow. See privacy policy. Subscribers to the Exile Group’s Intelligence platforms can request written transcripts and AI generated summaries from sessions that are not conducted under Chatham House rules. This service is strictly limited to subscribers, and recordings are not made available to publicly available large language models.

If you do not wish for your contributions to be recorded or uploaded into our AI tool, please email production@exilegroup.com .

Note to all attendees

We do hope you enjoy the event. We’d like to draw your attention to the following points:
  • You must be over 18 years to attend the Event.
  • The Event does not have a dress code, but in our experience, delegates tend to wear [smart casual attire.]
  • Only registered delegates are permitted to attend the Event.
  • Delegates should wear their conference badge at all times within the conference venue.
  • Badges are non-transferable
  • All delegates are expected to conduct themselves professionally and respectfully towards other delegates, speakers, and staff. We reserve the right to remove from the Event, anyone that is behaving in a disrespectful or illegal or unreasonably provocative manner.
  • We collect and process your personal data for the purpose of managing your attendance at the event. This personal data is processed in accordance with applicable data protection laws. Please see our privacy policy for further information.
  • All materials presented at the Event, including but not limited to presentations, slides, and handouts, are the intellectual property of the respective authors and/or presenters and their licensees. Unauthorized use or distribution is prohibited.
  • You may be invited to contribute to a session through audience participation. By participating in discussions, Q&A sessions, or any other interactive components of the Event, you grant us a non-exclusive, royalty-free, perpetual, irrevocable license to use, reproduce, publish, and distribute your comments and contributions in any media or format. By attending, you consent to being recorded and for your likeness, voice, and contributions to be used in any recordings or broadcasts.
  • You warrant that your contribution will not breach any applicable local, national or international law or regulation, is not fraudulent or deliberately misleading, will not infringe the copyright or any other right of any third party or breach any contract or duty of confidence or data protection law or be obscene, bullying, insulting, defamatory or blasphemous.
  • You agree that we may edit, copy, add to, adapt, transcribe or translate the event (and your contribution), and dub it into foreign languages and that your contribution may be processed using technologies such as generative artificial intelligence.
  • Attendees are responsible for their own personal property. We are not liable for any loss or damage to personal items. You acknowledge that we will not be liable for any loss, damage or injury suffered by you in connection with your participation in the event other than death or personal injury caused by our negligence.
  • We reserve the right to amend these terms and conditions at any time. Attendees will be notified of any significant changes.
  • We are not responsible for events outside our reasonable control, and the programme of the events may be changed at any time on short or no notice.
  • These terms are governed by the laws of England and Wales and subject to the exclusive jurisdiction of the Courts of England and Wales.

Exile Group Events Code of Conduct

We pride ourselves for creating an environment where everyone feels welcome and safe to share ideas and engage in open discussion. At the core of this we must provide a harassment-free experience at our events for everyone, inclusive of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, nationality or religion. All participants, speakers, sponsors and employees are required to abide by our code of conduct when attending conferences and meetups, and online. Any violations will be dealt with seriously and may include being expelled and banned from events or online spaces without a refund. This is to protect the safety of our employees, participants, speakers, suppliers and anyone present at our events.

Consequences

Participants who are asked to stop harassing behaviour are expected to do so immediately. Participants engaging in harassing behaviour will be asked to leave an event or online space and may be banned temporarily or indefinitely. If a ticket was purchased for an in-person or online event, we reserve the right not to issue a refund. If harassment occurs outside an event or online space organised by Exile Group that may impact the safety of our environment, we reserve the right to investigate and take appropriate action, for instance banning from future events and escalating to an appropriate person such as an individual’s manager.

Definitions

What do we mean by “harassment”? Harassment includes but isn’t limited to:
  • Offensive comments related to gender, gender identity and expression, sexual orientation, disability, mental illness, neurotype, physical appearance, body size, race, age, nationality, religion or belief, marital and civil partnership status, pregnancy or carer or parental status, familial status, veteran status, citizenship
  • Unwelcome comments regarding a person’s lifestyle choices and practices, including those related to food, health, parenting, drugs, and employment
  • Homophobic, biphobic, transphobic, racist, or misogynist slurs or comments
  • Deliberate misgendering • Physical contact without consent or after a request to cease
  • Threats or acts of violence or intimidation
  • Stalking or following
  • Unwelcome sexual attention
  • Sharing/displaying sexual or sexualised images
  • Deliberate “outing” of any aspect of a person’s identity without their consent
  • Harassing photography or recording, including logging online activity for harassment purposes
  • Continued one-on-one communication after requests to cease
  • Sustained disruption of discussion
  • Advocating for or encouraging any of the above behaviours
  • Repeated unsolicited sales and promotional messages
  • Criticising racist, sexist, cissexist, or otherwise oppressive behaviour

Reporting & enforcement process

Incident report is taken in a safe, private space at events or in a personal and direct message online
  • Reporter informs Exile team during event or via email
  • Incident responders investigate with the reported person
  • Incident response team reconvene to discuss an appropriate response
  • Appropriate action is taken
  • Incident responders follow up with the reporter and the reported person
  • Inform community if necessary
  • Debrief internally post event to discuss any further changes needed for future events

Reporting

If you are being harassed, made to feel unsafe/unwelcome or notice someone else being harassed, please report it as soon as possible.

Email: complaints@txfmedia.com

In-person at events: speak to a staff member at the registration desk