Organised by Finlayson Media Communications Ltd (FMC)

1. General

These Terms & Conditions apply to all entries submitted to, and tickets purchased for, the Private Dentistry Awards (the “Awards”), organised by Finlayson Media Communications Ltd (“FMC”, “we”, “us”, “our”).

By submitting an entry or purchasing tickets, you agree to be bound by these Terms & Conditions.

2. Entry Terms & Conditions

2.1 Eligibility To be eligible for an award:

• Entrants must be practising professionals or organisations within the dental sector.
• Entrants must not be subject to any ongoing Fitness to Practise investigation by the General Dental Council (GDC), nor practising under conditions imposed as a result of such an investigation.

2.2 Submission of Entries 

• Entrants are solely responsible for the preparation and submission of their entries.
• It is the entrant’s responsibility to ensure all materials are complete, accurate, and submitted before the stated deadline.
• FMC accepts no responsibility for late, incomplete, lost, or incorrectly submitted entries, including those affected by technical issues.

2.3 Rights & Permissions

• Entrants must ensure they have obtained all necessary permissions and rights for any material submitted, including images, data, and third-party content. 
• Any patient information must be fully anonymised and used with appropriate consent where required.

2.4 Category Selection

• Entrants are responsible for selecting the correct categories and regions.
• FMC reserves the right to reallocate entries into alternative categories where deemed appropriate.

2.5 Judging

• All entries will be judged by an independent panel of industry experts.
• The judges’ decision is final, and no correspondence or discussion regarding results will be entered into.

2.6 Disqualification

FMC reserves the right to disqualify any entry or withdraw an award if: 

• False, misleading, or incomplete information is provided;
• The entrant is found to have breached these Terms & Conditions; or
• The entrant’s conduct is deemed to bring the Awards or the profession into disrepute.

3. Ticketing & Payment

• All ticket and table package bookings must be paid in full within 48 hours of invoice receipt and prior to the event date.
• Bookings are not confirmed until full payment has been received.
• All prices are subject to VAT at the prevailing rate.
• FMC reserves the right to amend seating arrangements where necessary.

4. Cancellation & Substitution Policy

4.1 Cancellation Policy

Cancellations must be received in writing (email) or by phone during office hours. The following charges will apply:

• More than 4 weeks prior to the event: 100% refund
• Less than 4 weeks but more than 3 weeks: 90% refund
• Less than 3 weeks but more than 2 weeks: 50% refund 
• Less than 2 weeks prior to the event: no refund

4.2 Substitutions

• Substitutions may be made up to 72 hours prior to the event by notifying FMC in writing.
• Substitute attendees must comply with all event requirements.

5. Event Attendance & Conduct

• All attendees are expected to behave in a respectful, professional, and responsible manner.
• FMC reserves the right to refuse entry or remove any guest whose behaviour is deemed disruptive, inappropriate, abusive, discriminatory, or otherwise unacceptable.
• Attendees must follow all instructions given by event staff, security personnel, and venue management.
• Any damage to the venue or property of others may result in removal and liability for associated costs.

6. Age Restrictions (Venue Requirement)

In accordance with the policies of JW Marriott Grosvenor House London:

• No persons under the age of 18 are permitted to attend the event.
• Valid photographic ID may be required upon entry (passport, driving licence, or government-issued ID). 
• Any guest unable to provide valid ID when requested may be refused entry.
• No refunds will be issued in such circumstances.

7. Event Changes & Force Majeure

• FMC reserves the right to change the date, venue, or format of the event where necessary due to circumstances beyond its control.
• In the event of postponement, tickets will remain valid for the rescheduled date.
• FMC shall not be liable for any additional costs incurred by attendees, including travel or accommodation.
• If the event is cancelled and not rescheduled, a refund will be issued for tickets purchased.

8. Photography & Media

• The event may be photographed and filmed. 
• By attending, guests consent to the use of their image, likeness, and voice in promotional materials, including marketing, press, and digital channels, without compensation.

9. Data Protection 

• FMC will process personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR). 
• Personal data will be used for the purposes of administering the Awards and related communications. 
• For full details on how we collect, use, and protect your data, please refer to our Privacy Policy: Dentistry.co.uk Privacy Policy

10. Liability

• FMC shall not be liable for any loss, damage, or injury sustained at the event, except where such liability cannot be excluded by law or arises from FMC’s negligence.
• Attendees participate in the event at their own risk.

11. Dress Code

• The dress code for the event is Black Tie. 
• FMC reserves the right to refuse entry to any guest not appropriately dressed.

12. Acceptance of Terms

By submitting an entry or attending the event, all participants and attendees agree to these Terms & Conditions.