Hutchmoot UK 2027 Terms & Conditions

These terms and conditions apply to Hutchmoot UK 2027 (HMUK27) due to take place between 6th to 9th May 2027 at the Hayes Conference Centre, Swanwick, Derbyshire (“the venue”). These terms and conditions apply to those who book for the event and anyone named on your booking (“you” and “your”). On completing a booking, you hereby agree to these terms and conditions.

Data Protection

We collect certain data about you when you book for this event, which is stored on secure servers. This may be within the United Kingdom or outside of Europe, where it could be viewed by our staff. By submitting your personal data, you agree to this. We won’t share your information with any other organisations for marketing, market research or commercial purposes. If you would like any more information at any point about the data we hold or how we are using it, please contact hmuk@rabbitroom.com with the subject heading “Data” and we will respond within 30 days.

Programme

We will endeavour to provide the programme and speakers as advertised. However, we reserve the right to change the programme or to provide alternative speakers for any reason and with no prior notice to delegates.

Dietary requirements

The food is provided by the venue, and any dietary requirements must be made known to HMUK27 at the time of booking or at the very least four weeks before the event.

Bookings

Payment is due either at point of booking or, if an instalment plan is chosen, is due in four monthly payments, as agreed. The booking includes accommodation but not travel. Failure to receive full payment will make your booking invalid, and you will be unable to attend. It is your responsibility to check your booking data is correct. It is also your responsibility to inform HMUK27 of any changes to personal contact details. We have the right to cancel a booking prior to the event if we believe it to be in our best interests to do so and, in such circumstances, will refund any payment made.

Under 18s

Attendees are welcome to bring babies under 12 months with them to HMUK27 provided they don't disturb the sessions. There are unfortunately no crèche or childcare facilities available, so children cannot be looked after for you. We do not allow children aged 1-13 years old at HMUK27. (We reserve the right to make exceptions where it is essential for contributors or team members to bring their children.)

Older teens (14+) who can sit through sessions are welcome to register them as well. There is no separate youth stream, but older teens who are able to participate with everyone else, are welcome to come. Family rooms are available.

Please be aware that the site policy is that all under 16s must remain under parental supervision at all times. They are not allowed to wander the site unaccompanied.

Complaints and Behaviour

When you attend the event, you and others at the venue have a right to enjoy the facilities provided and programme arranged for which you have paid. If you are dissatisfied with any aspect of the event, in the first instance, please speak to HMUK27’s Event Manager. Any specific comments must be brought directly to us during the event. If, at the end of your stay, you feel your complaint was not dealt with in a satisfactory manner, please contact HMUK27 (via hmuk@rabbitroom.com) no later than 28 days after the end of the event.

If your behaviour is considered by HMUK27 to be unacceptable and affecting the enjoyment of others or the reputation of HMUK27/The Rabbit Room then you may be asked to leave the venue and any refund of costs paid to HMUK27 will be at our sole discretion. If you cause any damage to the venue or to equipment owned or operated by

HMUK27 or contractors then you will be required to make financial recompense.

We cannot accept liability for any damage, expense, injury, death or loss of any nature whatsoever suffered by any person(s) for any cause whatsoever other than in the case of proven negligence.

Sexual harassment, or harassment/bullying of any kind will not be tolerated and all complaints will be taken seriously. Appropriate support will be provided where needed.

Changes to your booking

Cancellation of your booking is possible, but we are not in a position to offer refunds. We can endeavour to transfer your ticket if we have someone on the HMUK27 waiting list, but no refund will be made by us directly, nor can we guarantee a transfer via the waiting list.

Cancellation by us

If unforeseen circumstances result in the cancellation of the event, we will offer a refund of the cost of your event ticket or offer alternative conference arrangements for you to accept or decline. We will not be able to take responsibility for any consequential costs (e.g. travel expenses, other accommodation). The limit of our liability will be the amount you paid to HMUK27. We regret we cannot accept responsibility where the performance of our contract with you is prevented or affected by reason of circumstances which amount to “force majeure”. Circumstances amounting to “force majeure” include any event which we could not, even with due care, foresee or avoid (e.g. flood, fire, storm or other extreme weather).

Insurance

Neither HMUK27 or the venue can be held responsible for your personal items (e.g. tablets, laptops and phones). You may therefore wish to take out your own personal insurance cover.

Your Vehicle

Parking is available at the venue. Please note that parking is at your own risk, and neither HMUK27 or the venue accept responsibility for any damage, theft or losses incurred through parking on site, howsoever caused.

Animals

Animals are not allowed within the venue, with the exception of assistance dogs. Please get in touch with HMUK27 at your first opportunity if you intend to bring a service animal.

Photography & Video

By attending the event you consent to your image being used for future publicity whether in print or online. If you have a strict requirement for your image not to be used, please inform us in advance or at the start of the event. Whilst we will make every effort to ensure your wishes are met, we ask that you also take note of the positions of cameras at all times.

Sponsors/Exhibitors

At HMUK27, external organisations may provide advertisement / exhibition stands / sponsorship. Any revenue is used to offset costs of this event. HMUK27 seeks to ensure these organisations are in agreement with our ethos and aims but is not responsible for the content of external websites or adverts. This is because we do not produce them or maintain them, and they can be changed without our knowledge or agreement.