1. PREAMBLE
These Terms & Conditions (“Terms”) form a legally binding agreement between the Botswana Chamber of Mines (“Organiser”, “BCM”, “we”, “us”) and every individual or organisation that registers for, sponsors, exhibits at, volunteers for, attends, or otherwise participates in the Local Manufacturing Summit 2025 (“LMS25”, “Event”), whether physically at Gaborone International Conference Center (GICC), Gaborone, Botswana or virtually via an online platform. By completing a registration, signing a sponsorship or exhibitor form, or entering the venue/platform, you agree to be bound by these Terms.
2. DEFINITIONS
Term | Meaning |
“Participant” | Any natural person or legal entity that registers, attends, speaks, sponsors, volunteers, or exhibits (including staff and contractors). |
“Ticket” | A paid or complimentary pass (physical or digital) granting access to Event sessions and activities as specified for a given category. |
“Sponsor” / “Exhibitor” | A Participant that has executed a separate sponsorship or exhibition agreement with the Organiser. |
“Virtual Platform” | The streaming and networking software/service designated by the Organiser for online participation. |
“Force Majeure” | Any circumstance beyond the reasonable control of the Organiser, including but not limited to acts of God, pandemics, war, civil unrest, strike, embargo, extreme weather, power or internet outage, or government action. |
3. REGISTRATION & PAYMENT
- 3.1 Eligibility: Participants must be at least 18 years old (or accompanied by an authorised guardian).
- 3.2 Process: Registration is confirmed only after
- (i) acceptance/signing of a quote sent by BCM
- (ii) receipt of full payment cleared in BCM’s bank account
- 3.3 Fees & Taxes: All fees are quoted in Botswana Pula (BWP) and exclude VAT unless expressly stated. Banking fees, currency conversions, and related charges are the registrant’s responsibility.
- 3.4 Invoice & Receipt: An electronic invoice will be issued on request; a confirmation email serves as proof of registration.
- 3.5 Declined Registrations: The Organiser may refuse any registration without stating reasons and will refund any monies received, less bank charges.
4. TICKET CATEGORIES & ENTITLEMENTS
- 4.1 Ticket inclusions (sessions, breakaways, meals, networking, Event app access, post-Event recordings) are detailed on the Event website.
- 4.2 Virtual-Delegate Tickets grant live-stream and limited networking access only; on-site amenities (meals, cocktail, physical exhibition visits) are excluded.
- 4.3 Complimentary & Discounted Tickets may not be sold, auctioned, or bartered. Transfers require prior written consent.
5. DISCOUNTS & PROMOTIONS
- 5.1 Early-bird, group, or partner discounts apply only if payment is received by the stated deadline.
- 5.2 Discounts cannot be combined or applied retroactively.
6. SUBSTITUTIONS, CANCELLATIONS & REFUNDS
- 6.1 Substitution: Free of charge up to 48 hours before the Event; request must be in writing with full details of the substitute.
- 6.2 Participant-Initiated Cancellation
Notice Received | Refund Due |
On/before 4 August 2025 | 80 % of fees |
5 August – 25 August 2025 | 50 % |
After 25 August 2025 or no-show | No refund |
- 6.3 Organiser-Initiated Change or Cancellation: If the Event is rescheduled due to Force Majeure, all registrations will automatically transfer to the new date. If cancelled outright, BCM will refund fees after deducting unrecoverable costs; liability is limited to monies actually paid.
7. TRAVEL, VISA & ACCOMMODATION
- Participants are solely responsible for their travel arrangements, visas, vaccinations, and accommodation. An invitation letter may be provided upon request after full payment but does not guarantee visa approval. Refunds will not be issued for visa denial.
8. PROGRAMME ALTERATIONS
- Agenda, speakers, moderators, session timings, venue layout, and virtual platform features are subject to change without prior notice. Such changes do not give rise to refunds or damages.
9. CODE OF CONDUCT
- 9.1 BCM is committed to providing a harassment-free experience for everyone. Discriminatory, abusive, or disruptive behaviour is prohibited.
- 9.2 The Organiser may remove, without refund, any Participant whose conduct is deemed unsafe, unlawful, or contrary to the spirit of the Event.
10. HEALTH, SAFETY & SECURITY
- 10.1 Participants must comply with venue rules, public-health directives, and security procedures (bag checks, badge display, etc.).
- 10.2 BCM reserves the right to deny entry to anyone showing symptoms of contagious illness or failing to follow health protocols.
- 10.3 Hazardous or prohibited items (weapons, fireworks, illicit substances) are forbidden.
11. INTELLECTUAL PROPERTY & CONTENT
- 11.1 All Event materials (presentations, recordings, manuals) remain the property of their respective owners. Reproduction or distribution requires written permission.
- 11.2 By submitting content or speaking, the Participant grants BCM a non-exclusive, worldwide licence to record, reproduce, edit, and distribute such content for Event purposes.
- 11.3 Participants warrant they have authority to grant the above rights and that their content does not infringe third-party IP.
12. PHOTOGRAPHY, VIDEO & AUDIO RECORDING
- 12.1 The Event will be photographed and recorded. Participation constitutes consent to BCM’s use of such media in any format for promotional or archival purposes, without compensation.
- 12.2 Personal photography is permitted if non-disruptive and compliant with speaker restrictions. Commercial recording requires prior approval.
13. DATA PROTECTION & PRIVACY
- 13.1 Registration data are processed in accordance with the Botswana Data Protection Act 2018
- 13.2 BCM may share limited data (name, company, email) with trusted service providers and sponsors for Event-related networking. Participants can opt out via the registration form or by emailing summit@bcm.org.bw.
- 13.3 Virtual Platform interactions (chat, Q&A) may be logged for security, analytics, and post-Event reporting.
14. SPONSORS & EXHIBITORS
- 14.1 Exhibits must comply with all venue, safety, and branding guidelines.
15. INSURANCE & INDEMNITY
- 15.1 Participants attend at their own risk. BCM shall not be liable for any personal injury, illness, loss, or damage to property, except where caused by BCM’s proven gross negligence or wilful misconduct.
- 15.2 Participants agree to indemnify BCM against any third-party claims arising from their own acts or omissions, including IP infringement, property damage, or personal injury.
- 15.3 Exhibitors and contractors must carry adequate public-liability and property insurance and present proof on request.
16. LIMITATION OF LIABILITY
- 16.1 BCM’s cumulative liability to any Participant for any claim (contract, tort, or otherwise) shall not exceed the total registration or sponsorship fees paid by that Participant.
- 16.2 BCM is not liable for indirect or consequential damages, loss of profits, or business interruption.
17. FORCE MAJEURE
- Neither party shall be liable for delay or failure to perform obligations if such delay or failure results from Force Majeure. The affected party must promptly notify the other and use reasonable endeavours to mitigate the impact.
18. GOVERNING LAW & DISPUTE RESOLUTION
- These Terms are governed by the laws of the Republic of Botswana.
19. SEVERABILITY
- If any provision of these Terms is held invalid, the remaining provisions shall remain in full force and effect.
20. AMENDMENTS
- BCM may amend these Terms at any time by posting an updated version on the Event website. The version in force on the date of registration or attendance shall apply.
ACCEPTANCE
- By purchasing a Ticket, attending LMS25, or clicking “Agree” on the registration form, you acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions. If registering on behalf of another individual or organisation, you confirm that you have authority to do so and that all participants shall comply with these Terms.