Event Attendance & Cancellation Policy

Last Updated: June 7, 2026

1. Overview

Convene X Events hosts high-value corporate events, executive networking sessions, and virtual assemblies. Because our events feature strictly limited capacities and curated seating plans, registration carries a professional commitment. This policy outlines the terms governing your registration, attendance, and potential cancellations.

2. Strict Business Verification

• Approved Registrants Only: To register for or attend any event, you must be an active, approved member of the Convene X platform and have registered using a valid, verifiable corporate email address.
• Ticket Non-Transferable to Non-Members: Event registrations are tied strictly to your approved professional profile. You cannot pass your ticket or entry confirmation to an unverified colleague or external contact.

3. Substitutions and Name Changes

We understand that senior calendars can change rapidly. If you are no longer able to attend an event:

• Colleague Substitutions: You may request to substitute a colleague from your same organization, provided they meet our eligibility criteria and register on our platform using a corporate email domain.
• Notice Required: All substitution requests must be submitted via email at least 48 hours prior to the event start time to allow for badge printing, security clearance, and seating plan adjustments.

4. The No-Show Policy

Empty seats disrupt curated networking and waste venue resources.

• If you register for an event and fail to attend without providing at least 48 hours notice, it will be logged as a "No-Show."
• Platform Penalties: Accumulating two or more "No-Shows" within a rolling 12-month period may result in a temporary or permanent suspension of your ability to book future events, or full suspension from the private community platform.

5. Travel, Transport, and External Disruptions

Convene X Events frequently coordinates logistics across regional venues (including South Wales and London hubs).

• Attendee Responsibility: Attendees are solely responsible for arranging their own travel, accommodation, and transport logistics.
• Transport Disruptions: While we closely monitor regional travel updates, such as major rail network disruptions or train service cancellations, Convene X Events cannot be held liable for an attendee's inability to reach a venue due to transport strikes, road closures, or adverse weather conditions.

6. Event Alterations and Force Majeure

• Changes to Program: We reserve the right to modify an event's venue, structural format, timing, or scheduled speakers without notice if circumstances beyond our control dictate.
• Force Majeure / Cancellation: If an event must be postponed or cancelled entirely due to an event of Force Majeure (including but not limited to venue structural failures, government restrictions, industrial action, or severe weather systems), we will notify all registered attendees immediately via their business email.
• Limitation of Liability: In the event of a cancellation, our liability is strictly limited to the refund of any entry fee paid directly to us (if applicable). We accept no liability for any secondary costs incurred by attendees, including non-refundable train tickets, flights, or hotel bookings.

7. Contact & Cancellations

To cancel your registration, submit a corporate substitution request, or notify us of a last-minute schedule change, please reach out directly:

• Email: enquiries@convenexevents.com