Travel Policy

1. Purpose of this Policy

This policy outlines the responsibilities of speakers attending events organised by Cardiff Medical Events Ltd. and affiliated clients in relation to travel arrangements, cancellations, delays, insurance and associated expenses.

This policy applies to all speakers whose travel is arranged, booked or reimbursed by Cardiff Medical Events, whether directly or through an agreed travel expense claim.

By accepting a speaking engagement and agreeing to attend an event, speakers acknowledge and agree to the terms of this policy.

2. Travel Arrangements and Expenses

Where CME arranges or books travel on behalf of a speaker, the booking will be made in accordance with the agreed arrangements for the event.

Where speakers are responsible for booking their own travel and submitting a travel claim, they must ensure that all bookings are made in accordance with any agreed budget, booking process or expense policy.

Any travel reimbursement will be subject to the terms agreed in advance with CME. Speakers are responsible for retaining relevant receipts and supporting documentation where required.

3. Train and Airline Cancellations or Disruptions

CME accepts no responsibility for cancellations, delays, strikes, service disruptions or other failures caused by airlines, train operators or other third-party transport providers.

Where a speaker's travel is cancelled or disrupted, CME will not be responsible for reimbursing additional costs, losses or expenses arising from the disruption, including replacement tickets, missed connections or non-refundable bookings, except where otherwise agreed in writing or required by law.

Where travel has been booked or paid for by CME, any refund or compensation due from the relevant transport provider will be pursued through the applicable provider's procedures.

Where a speaker has booked their own travel and intends to claim the cost, they are responsible for contacting the relevant transport provider regarding any refund, compensation or alternative travel options available to them.

4. Speaker Travel Insurance

All speakers are responsible for ensuring that they have appropriate travel insurance in place for their journey to and from the event.

Insurance should provide suitable cover, where applicable, for travel cancellations, delays, missed connections, additional accommodation, emergency expenses and alternative travel arrangements.

Speakers should check their insurance policy carefully before travelling to ensure that it meets their individual needs and covers any potential costs arising from travel disruption.

5. Emergency Accommodation and Alternative Travel

In the event of a cancelled or significantly delayed flight or train, speakers are responsible for making their own arrangements for any necessary alternative travel or emergency accommodation.

Any additional costs incurred as a result of travel disruption, including hotel stays, replacement flights or train tickets, transfers, meals and other associated expenses, must be claimed directly through the speaker's travel insurance where cover is available.

CME is not obliged to arrange or fund alternative travel, emergency accommodation or other additional expenses arising from third-party cancellations or disruptions.

Speakers should contact their travel provider and insurance company directly to establish what assistance, reimbursement or alternative arrangements may be available.

6. Limitation of Responsibility

To the extent permitted by applicable law, CME accepts no liability for costs, losses or expenses arising from cancellations, delays or disruptions caused by third-party transport providers.

This applies whether travel has been booked directly by CME or booked by the speaker with the intention of submitting a travel claim.

CME cannot guarantee that a speaker will be able to reach the event venue following a travel disruption and is not responsible for arranging substitute travel or accommodation unless expressly agreed in writing.

7. Speaker Acknowledgement and Acceptance

By accepting a speaking engagement and agreeing to attend an event organised by CME, speakers confirm that they have read, understood and accepted this policy.

Speakers acknowledge that:

  • They are responsible for ensuring that they have appropriate travel insurance.

  • CME is not responsible for cancellations or disruptions caused by airlines, train operators or other third-party transport providers.

  • Additional costs arising from such disruptions must be pursued through the relevant transport provider or travel insurer, as applicable.

  • CME is not obliged to arrange or fund alternative travel, emergency accommodation or additional expenses arising from such disruptions.

  • Any reimbursement of travel expenses remains subject to the arrangements agreed in advance and the applicable travel expense policy.

This policy does not exclude any rights or obligations that cannot lawfully be excluded.

This policy applies to all speakers engaged by CME, unless alternative arrangements have been expressly agreed in writing.