TERMS & CONDITIONS

1. Tickets, Attendance and Curation

1.1 Invite and application only

Symposium is a curated, invitation and application only gathering. Attendance is confirmed only once Symposium has accepted your participation and received full payment (or confirmed a payment plan in writing).

1.2 Right to refuse entry

Symposium reserves the right, at its sole discretion, to refuse admission to any person, including if Symposium believes participation may compromise the integrity, safety, discretion or experience of the group.

Where refusal is made prior to the Event, Symposium may issue a full credit or refund at its discretion. Where refusal is made during the Event due to conduct (see Section 5), no refund will be issued.

2. Payment Terms

2.1 Fees and currency

All fees are payable in the currency stated at checkout or on the invoice. Symposium is not responsible for any foreign exchange costs charged by your bank.

2.2 Instalments and payment plans

Payment plans may be offered at Symposium’s discretion, subject to availability. All instalments must be paid on schedule.

2.3 Failed payments

If an instalment payment fails, Symposium will contact you to update payment details. If payment is not received within 5 days, Symposium reserves the right to cancel your place at the Event. Any amounts already paid may be forfeited, including processing fees.

2.4 Taxes and fees

Any bank charges, card processing fees or transaction charges are non-refundable.

3. Cancellation, Credits and Transfers

3.1 No cash refunds

Due to the economics of producing small-scale gatherings and limitations of cancellation insurance, Symposium does not issue cash refunds if you cancel your registration for any reason.

3.2 Credit and transfer policy

If you need to cancel, you may be eligible for Symposium credit or to transfer your ticket to another guest, subject to the below timelines and approval:

For cancellations 60+ days before the start of the Event:

• 100% credit for a future Symposium event, or
• ticket transfer (subject to approval)

For cancellations 30–60 days before the start of the Event:

• 50% credit, or
• ticket transfer (subject to approval)

For cancellations 10–30 days before the start of the Event:

• 25% credit, or
• ticket transfer (subject to approval)

For cancellations less than 10 days before the start of the Event:

• your ticket will be forfeited and no credit will be issued

3.3 Credit expiry

Credits must be used within 12 months of the original issuance date and expire automatically after this period.

3.4 Price differences

Event pricing may vary. If the event you choose in future is priced higher than the credit amount, you must pay the difference.

3.5 Transfers and approvals

All ticket transfers must be requested in writing and are subject to Symposium’s approval. As Symposium is curated, Symposium may refuse a transfer request at its sole discretion.

4. Programme and Venue Changes

4.1 Event details subject to change

All Event elements are subject to change, including but not limited to:

• speakers and programme content
• schedules and session timings
• activities and experiences
• locations, venues and spaces within a venue
• catering, menus and meal formats
• accommodation arrangements
• transportation plans
• the format of sessions (e.g. workshops, salons, panels)

Symposium does not issue refunds or credits due to any such changes.

4.2 Speaker changes

Speakers may cancel or be substituted at any time. Symposium cannot offer refunds or credits due to speaker or line up changes.

5. Conduct, Safety and Community Standards

5.1 Behaviour

Symposium is built on trust, discretion, respect and goodwill. By attending you agree to behave in a way that supports a safe, inclusive and respectful environment.

5.2 Removal from the Event

Symposium reserves the right, at its sole discretion, to remove any guest from the Event (without refund) if their behaviour is disruptive, unsafe, discriminatory, harassing, threatening, aggressive or otherwise inconsistent with the spirit of Symposium.

6. Confidentiality and Discretion (Important)

Symposium gatherings are intentionally intimate and trust-based. By attending, you agree that:

• you will not record private conversations without permission
• you will not share or attribute other guests’ comments publicly without express consent
• you will respect privacy and confidentiality at all times

Symposium reserves the right to refuse entry or remove guests who breach this principle.

7. Health, Risk and Personal Responsibility

7.1 Participation at your own risk

You acknowledge that participation in the Event and related activities is voluntary and at your own risk.

7.2 Medical responsibility

You are responsible for your own medical needs, prescriptions, allergies and health requirements. Symposium is not responsible for any medical costs incurred.

7.3 Alcohol and substances

If alcohol is served, you are responsible for your own consumption and behaviour. Illegal substances are not permitted and may result in immediate removal from the Event without refund.

8. Travel and Insurance

8.1 Travel requirements

You are responsible for passports, visas, health documentation, and compliance with entry requirements.

8.2 Insurance

Symposium strongly recommends comprehensive travel insurance including medical, cancellation and disruption cover.

Symposium is not responsible for travel disruption, missed flights, denied entry, delays, illness or any related losses.

9. Force Majeure

Symposium will not be liable for any delay, cancellation, rescheduling or modification of the Event due to circumstances beyond reasonable control, including but not limited to: extreme weather, natural disaster, fire, flood, pandemic or public health event, strike, civil unrest, war, terrorism, government restrictions, venue closure, transport disruption, supplier cancellation, or acts of God.

In a force majeure scenario, Symposium may, at its discretion:

• reschedule the Event
• change the Event format or location
• provide credit for a future Event

No cash refunds are required or guaranteed.

10. Photography, Film and Media Rights

Symposium may photograph and film the Event for documentary, editorial and marketing purposes.

By attending, you grant Symposium the right to use your image, voice and likeness captured at the Event for future promotional and editorial use, without compensation.

Symposium will always aim to respect the dignity and privacy of guests. If you have specific privacy concerns, you must notify the Symposium team in writing prior to the Event and we will do our best to accommodate reasonable requests.

10B. Intellectual Property (IP) and Content Ownership

All Symposium content and materials are the intellectual property of Symposium (or its licensors), including but not limited to:

• event concepts, formats and programming structures
• brand assets, logos, names and trademarks
• written materials, session descriptions, schedules and guest communications
• audio, video, photography and recordings captured by Symposium or its contractors
• edited films, trailers, promotional assets and media outputs
• any Symposium documentation, publications or digital resources created before, during or after the Event

Participants may not reproduce, distribute, publish, sell, commercially exploit, or create derivative works from Symposium IP without prior written consent.

Any recordings, photographs, or written documentation created by participants during the Event must be for personal use only and must not be published or used commercially without the express written permission of Symposium and any relevant individuals captured in the content.

Symposium retains full ownership and all usage rights to any official content produced at the Event by Symposium and its appointed team.

Symposium gatherings are designed to encourage open dialogue and the exchange of ideas. By attending, you acknowledge that similar ideas, themes or concepts may be discussed by multiple participants independently and you agree not to bring any claim against Symposium relating to the use, development or evolution of ideas that may be shared or explored during the Event.

11. Limitation of Liability

To the maximum extent permitted by law:

• Symposium is not liable for any indirect or consequential loss
• Symposium’s total liability for any claim relating to the Event shall not exceed the amount paid by you for your ticket
• Symposium is not responsible for third party venues, suppliers or service providers

You agree that you attend and participate at your own risk.

12. Indemnity

You agree to indemnify and hold harmless Symposium, its directors, officers, employees, contractors and affiliates from any claims, damages, costs or liabilities arising from your actions, omissions, breach of these Terms, or conduct during the Event.

13. Governing Law and Jurisdiction (UAE)

These Terms & Conditions are governed by the laws of the United Arab Emirates as applicable in the UAE Free Zone in which Symposium is incorporated, and any disputes shall be subject to the jurisdiction of the competent courts of that Free Zone and/or the UAE (as applicable).

14. Updates to These Terms

Symposium reserves the right to amend these Terms & Conditions at any time. Updates take effect once published and continued participation constitutes acceptance.

15. Contact

For questions, transfers or cancellations please contact:

reservations@symposium.earth