Terms & Conditions

Event Host Terms & Conditions

By submitting an event to be included in Leeds Wellbeing Week (LWW), event hosts agree to the following terms and conditions.

 

  1. Professional Qualifications

Event hosts must hold relevant training, certification, professional qualifications, or experience to deliver the activity, workshop, treatment, or session they are presenting.

Where applicable, hosts may be asked to provide copies of qualifications, professional memberships, registrations, or evidence of relevant experience to verify their credentials.

Hosts are responsible for ensuring that they are competent, appropriately trained, and able to safely deliver their event.

 

  1. Public Liability Insurance

All event hosts must hold valid Public Liability Insurance that covers the type of activity being delivered.

A minimum cover of £1 million is recommended, or higher depending on the nature of the activity.

Hosts will be asked to provide a copy of their insurance certificate before their event is approved.

Leeds Wellbeing Week organisers cannot accept responsibility for claims arising from independently hosted events.

 

  1. Risk Assessment

Event hosts must complete a basic risk assessment for their event and take reasonable steps to minimise risks to participants.

This includes considering:

  • venue safety;
  • equipment used;
  • participant health considerations;
  • accessibility where possible;
  • any physical, emotional, or wellbeing-related risks linked to the activity.

Where venues require it, hosts may be asked to provide a copy of their risk assessment.

 

  1. Venue Responsibilities

Hosts are responsible for securing and managing their own venue unless otherwise agreed in writing.

This includes:

  • ensuring the venue is safe and suitable for the activity;
  • adhering to the venue’s safety policies;
  • managing participant capacity;
  • ensuring appropriate access arrangements are considered where possible;
  • ensuring any venue hire terms, licences, permissions, or requirements are met.

Where Leeds Wellbeing Week has helped to source or identify a potential venue, Leeds Wellbeing Week will connect the Event Host with the venue so that they can liaise directly.

Once this connection has been made, the Event Host is responsible for all further communication, arrangements, bookings, confirmations, access requirements, venue-specific paperwork, costs, and event logistics unless otherwise agreed in writing.

Leeds Wellbeing Week is not responsible for managing venue arrangements, confirming bookings, negotiating venue terms, resolving venue-related issues, or coordinating event logistics between the Event Host and the venue.

 

  1. Participant Safety and Wellbeing

Hosts must prioritise the safety, comfort, dignity, and wellbeing of all participants.

Hosts should clearly communicate any:

  • physical requirements;
  • health considerations;
  • contraindications for participation;
  • accessibility information;
  • emotional or wellbeing-related content that participants may need to be aware of.

Participants should always have the option to opt out of or modify activities where appropriate.

 

  1. Event Management

Hosts are responsible for the planning, delivery, and management of their own event.

This includes:

  • managing ticketing or bookings, where applicable;
  • managing participant numbers, waiting lists, and attendance;
  • welcoming attendees and facilitating the session;
  • communicating clearly with attendees before, during, and after the event where required;
  • responding to attendee enquiries relating to their event;
  • ensuring event details, including date, time, location, description, access information, and pricing, are accurate and kept up to date;
  • notifying attendees promptly of any changes to the event;
  • managing any event cancellations;
  • handling any refunds, where applicable;
  • making any cancellation, payment, and refund terms clear to attendees before booking.

Leeds Wellbeing Week is not responsible for managing individual event bookings, attendee communications, cancellations, payment queries, or refunds unless otherwise agreed in writing.

 

  1. Cancellations or Changes

If an event host needs to cancel or significantly change their event, they must inform the Leeds Wellbeing Week organisers as soon as possible so that festival listings can be updated.

The host is also responsible for communicating directly with attendees about any cancellations, changes, alternative arrangements, or refunds.

This includes changes to:

  • date;
  • time;
  • venue;
  • format;
  • price;
  • accessibility arrangements;
  • event content;
  • cancellation or refund terms.

Where payment has been taken, the host is responsible for managing refund requests and resolving any payment-related queries or disputes in line with their own booking terms and legal responsibilities.

 

  1. Data Protection and GDPR

Event hosts are responsible for ensuring that any personal data collected, stored, or used in relation to their event is handled securely and in accordance with UK GDPR and the Data Protection Act 2018.

Personal data may include, but is not limited to:

  • names;
  • email addresses;
  • telephone numbers;
  • booking information;
  • payment information;
  • accessibility requirements;
  • health-related information;
  • feedback or evaluation responses.

Hosts agree to:

  • collect only the personal data necessary for managing and delivering their event;
  • explain clearly to attendees how their personal data will be used;
  • store personal data securely;
  • restrict access to personal data to authorised individuals only;
  • avoid sharing personal data with third parties unless there is a lawful basis for doing so;
  • take extra care when handling sensitive or special category data, such as health information or accessibility needs;
  • delete or anonymise personal data when it is no longer required;
  • report and manage any data breach or suspected data breach in line with their own data protection responsibilities.

Where hosts use third-party booking platforms, payment providers, mailing systems, or event management tools, they are responsible for ensuring that these systems are appropriate, secure, and compliant with relevant data protection requirements.

 

  1. Marketing and Promotion

Leeds Wellbeing Week organisers will promote the festival as a whole.

Event hosts are encouraged to promote their own events through their networks, websites, newsletters, and social media channels to help increase visibility and attendance.

Hosts must ensure that any marketing or promotional materials are accurate, respectful, and not misleading.

 

  1. Accuracy of Information

Hosts must ensure that all event details submitted are accurate and up to date.

This includes:

  • event title;
  • date and time;
  • location;
  • event description;
  • accessibility information;
  • pricing;
  • booking details;
  • cancellation or refund terms;
  • host contact details.

Hosts must notify Leeds Wellbeing Week organisers as soon as possible if any submitted information changes.

 

  1. Liability

Leeds Wellbeing Week acts as a promotional platform for independently hosted events.

The organisers are not responsible for the delivery, safety, management, quality, accessibility, bookings, cancellations, refunds, or attendee communications relating to individual events.

Each host accepts full responsibility for their event, participants, activities, communications, and any associated risks.

 

  1. Code of Conduct

Event hosts must ensure their events are delivered in a respectful, inclusive, and non-discriminatory manner.

Leeds Wellbeing Week aims to create a welcoming environment for people of all backgrounds.

Hosts must not deliver events or promote content that is discriminatory, unsafe, misleading, exploitative, or harmful.

Leeds Wellbeing Week reserves the right to refuse, remove, or cancel the listing of any event that is considered unsafe, misleading, discriminatory, inappropriate, or not aligned with the aims and values of Leeds Wellbeing Week.

 

  1. Media and Photography

Hosts should inform participants clearly if photography, video, or audio recording will take place at their event.

Hosts are responsible for obtaining appropriate consent before taking or using images, video, or recordings of participants.

Images or recordings must not be used in a way that is misleading, inappropriate, or without appropriate permission.

Where images are shared with Leeds Wellbeing Week for promotional purposes, hosts are responsible for ensuring that they have the correct permissions from those featured.

 

  1. Minimum Event Standards

Hosts agree that events should:

  • start and finish on time;
  • be delivered in a professional and welcoming manner;
  • align with the ethos of wellbeing and community;
  • be accessible and inclusive where possible;
  • be delivered safely and responsibly;
  • reflect positively on Leeds Wellbeing Week and the wider festival.

These standards help protect the experience of attendees and the reputation of the whole festival.