UK Employee Referral Program Terms & Conditions
Meetings & Events Terms & Conditions
Subject to the terms and conditions herein (collectively the “Referral Programme”), Convene UK Holdings Limited or ETC Venues Limited (together “Convene”) will compensate a Convene employee referrer (“Referrer” or “you”) for each introduction to an individual or entity (a “Potential Event Partner”) made pursuant to the Referral Programme that signs an Event Agreement (each, a “Referral”) for an applicable Convene or etc.venues location (each, a “Convene Location”). Acceptance of this Referral Programme is required for you to receive a cash payment (the “Fee”) for Qualified Referrals.
- QUALIFIED REFERRALS
In order for a Referral to be considered a qualified Referral, all of the following conditions must be met (the “Qualified Referral”):
The Potential Event Partner must:
- Host an event (“Event”) at a Convene location by signing a contract with Convene (an “Event Agreement”) and pay all issued invoices as related to the Event Agreement. The Fee will only be paid after the Event is complete and all associated payments have been collected.
- Not have previously transacted with Convene for an Event or otherwise been referred to Convene in the two (2) years prior to your initial Referral Submission;
- Be contracting for a new Event and not a repeat programme;
- If the new Event is part of a series of planned events, only the first Event of the series will qualify for the Fee.
- Book an Event only at a Convene leased location (and not for a Convene managed property) located in the United Kingdom or United States. Excluded managed properties are listed in Exhibit 1 “Excluded Convene Managed Properties” which may be updated from time to time without notice;
- Not book a reception-only Event at locations that do not have an alcohol license (i.e. only a reception, no daytime meeting component); and
The Potential Event Partner must not be:
- Represented by a third party, such as an agency, intermediary buyer, or any individual or entity who charges a fee for their sourcing and planning services;
- An employee of Convene or any of Convene's subsidiary, holding or associated companies (each, a "Group Company" and collectively "Group Companies"); or
- a subsidiary, holding or associated company or other entity related to Referrer.
The Referrer must:
- Be a UK-based employee of Convene at the time of the Qualified Referral and when the Fee is paid (provided that members of the Sales team and employees above Director level shall be excluded from the Referral Programme); and
- PROCESS
Referral Submission
In order to qualify for the Fee, you must introduce a Potential Event Partner to Convene for the Referral Programme by filling out the online referral submission form (“Referral Submission”) found at https://convene.com/convene-referral-program/team-convene-referral-program/ and entering all the information required under the “Refer” tab prior to your referral’s initial contact with Convene. You should then receive an automatic email confirming our receipt of your submission. If you do not receive this email, please reach out to referralprogram@convene.com.
For any Qualified Referral, Convene will only pay Fees for the original Event Agreement’s value exclusive of admin fees, taxes, technology, or future upsells. If the Event’s contract value decreases from the original scope of the Event, the Fee is then based on the final invoice subject to the above exclusions. Any Referrals for other locations, at the time of the Referral or subsequent Event Agreements, signed by the Qualified Referral are not eligible for Fees.
By participating in the Referral Programme, you hereby represent and warrant that you: (i) are a an employee of Convene of Senior Director level or below, and are not part of the Convene Sales team; and (ii) have obtained consent from the Potential Event Partner to send such party’s contact information to Convene as part of a Referral Submission, and you believe in good faith that the Potential Event Partner is interested in hosting an Event at a Convene location in the United Kingdom.
If we receive more than one Referral Submission for a Potential Event Partner, we will honor the valid Referral Submission we receive earliest.
Communications from Convene to a Potential Event Partner
After you submit a valid Referral Submission through the website, Convene will contact the Potential Event Partner confirming our receipt of the Referral Submission.
The Potential Event Partner will have the opportunity to inform Convene that (i) it is not looking to host an Event and/or (ii) it has not given authorisation to you in connection with the introduction. If the Potential Event Partner informs Convene that it has not given authorisation to you, you will not be eligible for the Fee even if such Potential Event Partner otherwise meets the requirements of a Qualified Referral.
Communications from Convene to Referrer
The Convene Sales team shall be responsible for all final determinations regarding Referral Submissions, Qualified Referrals, Fees, and all other aspects of eligibility under the Referral Programme and all binding communications related thereto. While you may receive unofficial contact from other Convene departments regarding the Referral Programme (or other portion thereof), such communication shall be considered advisory only, may not be correct or current, and shall not be binding or effective under the Referral Programme. Any questions or concerns regarding the Referral Programme should be addressed to the Sales team at referralprogram@convene.com.
- FEES, BENEFITS, AND PAYMENT
Fees and Benefits
Subject to the Referral Programme, each Qualified Referral shall be eligible for a Fee subject to (i) completion of the Referral Summary Page that will be sent to you by a member of the Convene Sales team, (ii) the Event, and (iii) all issued invoices have been paid in full. Convene will determine eligibility for Fees and other benefits hereunder in its sole discretion.
Cash Incentive
Meetings/ Studio
(Program Value)
£125.00 GBP
£2,500.00 - £9,999.00 GBP
£500.00 GBP
£10,000.00 - £24,999.00 GBP
£1,250.00 GBP
£25,000.00 - £99,999.00 GBP
£5,000.00 GBP
£100,000.00 - £199,999.00 GBP
£10,000.00 GBP
£200,000.00+ GBP
Referrer will be entitled to the Fee based on the size of Event the Qualified Referral hosts pursuant to its Event Agreement, as set forth in the Referral Bonus chart above, and the exclusions outlined throughout the Referral Programme.
Payment Terms
Fees will be paid in pound sterling GBP to the United Kingdom-based employees. Payment of the Fee is processed through payroll and will be distributed in a separate bonus payment in the last week of the month following the quarter’s close in which Convene received the payment in full for the Event, contingent on Convene having received the signed the Referral Summary Page (e.g., April 30 for Q1) received from the Sales team.
If the Qualified Referral Event made by Referrer is held in the United States, the Fee will be paid in the accordance with the United States Referral Bonus Fee chart converted into GBP as calculated on the day that the Payment of the Fee is processed through payroll. For example, if a UK employee refers an eligible US Event valued at $50,000.00 they would be paid a $1,500.00 referral bonus, converted into GBP, per the then-current exchange rate at the time of payment. Alternatively, if a US employee refers an eligible UK Event valued at £50,000.00 they would be paid a £1,250.00 referral bonus, converted into USD, per the then-current exchange rate at the time of payment.
Fee amounts may be reduced for deductions, reductions in space and/or scope of the Event, and all applicable taxes(collectively, the “Deductions”). VAT/GST requirements may depend both on the location of the Referrer as well as the location of the Qualified Referral. VAT determinations, if applicable, will be made at the time of processing of a sale. Any Fee paid to you will be subject to applicable deductions for income tax and National Insurance contributions as required by law and will not be taken into account for the purposes of calculating pension contributions (or other payments) to which you may be entitled in connection with your employment.
Payment Disputes
If you are paid more than your entitled Fees, whether as a result of calculation errors, unaccounted-for Deductions, or for any other reason, you shall promptly repay Convene such overpaid amounts, as determined by Convene. If you fail to promptly return such overpaid amounts, Convene may offset any such amounts from future Fee payments or other remuneration due in connection with your employment, and you may be suspended or disqualified from the Referral Programme, in Convene’s sole discretion. The foregoing shall be in addition to all rights and remedies Convene may seek in equity or at law.
Overpayments to Referrer
If you are paid more than your entitled Fees, whether as a result of calculation errors, unaccounted-for Deductions, or for any other reason, you shall promptly repay Convene such overpaid amounts, as determined by Convene. If you fail to promptly return such overpaid amounts, Convene may offset any such amounts from future payments to you, and you may be suspended or disqualified from the Referral Program, in Convene’s sole discretion. The foregoing shall be in addition to all rights and remedies Convene may seek in equity or at law.
- DISQUALIFICATIONS
A Referrer may be disqualified from the Referral Programme for reasons including, but not limited to:
- Submitting false leads;
- Providing incorrect information;
- Misrepresenting that Referrer has consent from a Potential Event Partner;
- Referring a person or entity that is specifically excluded from being a Qualified Referral under the Referral Programme;
- Participating in or having any involvement in criminal or fraudulent activities;
- Failing to comply with or breaching the terms of the Referral Programme; or
- You are subject to any disciplinary procedures in connection with your employment, are working under notice of termination of employment (whether given by you or Convene) or are no longer an employee of Convene at the time the Referral Programme fee is due to be distributed.
A disqualified Referrer is not eligible to participate in the Referral Programme and shall not be entitled to any Fees or other benefits hereunder, unless Convene specifically revokes such disqualification in its sole discretion. All disqualifications are determined in Convene’s sole discretion. In addition to being disqualified from the Referral Programme, Convene may seek all rights and remedies available in equity or at law.
- GENERAL TERMS AND CONDITIONS
Warranty Disclaimer
CONVENE MAKES NO WARRANTIES OR REPRESENTATIONS TO REFERRER OR ANY POTENTIAL EVENT PARTNER, EXPRESS OR IMPLIED AND WHETHER MADE INNOCENTLY OR NEGLIGENTLY, AND HEREBY SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES OF MERCHANTABILITY, NONINFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE, AND ALL WARRANTIES ARISING OUT OF USAGE OF TRADE, COURSE OF DEALING AND COURSE OF PERFORMANCE. NEITHER REFERRER OR ANY POTENTIAL EVENT PARTNER WILL HAVE ANY CLAIM FOR BREACH OF WARRANTY OR FOR INNOCENT OR NEGLIGENT MISREPRESENTATION BASED ON ANY STATEMENT IN THIS REFERRAL PROGRAMME.
Indemnification
You will defend, indemnify, and hold harmless Convene, its landlords, its Group Companies and successors and each of its and their employees, assignees, officers, agents and directors, (collectively the “Convene Parties”) from and against any claim, cause of action, demand, suit, proceeding, damages, liabilities, loss, or costs, including without limitation, reasonable legal fees, made or brought against the Convene Parties by third parties arising out of (a) your participation in the Referral Programme, (b) any breaches of your representations, warranties, or obligations hereunder, or (c) your negligence or willful misconduct.
Limitation of Liability
CONVENE WILL NOT BE LIABLE OR OBLIGATED WITH RESPECT TO ANY SUBJECT MATTER OF ANY REFERRAL OR OTHERWISE RELATED TO THE REFERRAL PROGRAMME OR UNDER ANY CONTRACT, TORT, STRICT LIABILITY, OR OTHER LEGAL OR EQUITABLE REMEDY, WHETHER OR NOT ADVISED OF THE POSSIBILITY OF SUCH DAMAGES WHATSOEVER, FOR ANY SPECIAL, INDIRECT, INCIDENTAL, EXEMPLARY, PUNITIVE, RELIANCE, OR CONSEQUENTIAL DAMAGES, OR LOSS OF PROFITS, REVENUE, DATA, OR USE. CONVENE’S LIABILITY SHALL NOT EXCEED THE FEES PAYABLE BY CONVENE TO REFERRER FOR AN APPLICABLE REFERRAL DURING THE 6 MONTHS PRECEDING TO THE EVENT GIVING RISE TO SUCH LIABILITY.
Modification, Suspension, or Termination and Disqualification
Convene reserves the right to amend, update, suspend or terminate the Referral Programme at any time without prior notice, at its option, suspend or terminate the Referral Programme, whether in all or any locations or geographic areas, as determined in Convene’s sole discretion. The Referral Programme does not form part of your contract of employment with Convene. Payment of any Fee does not create any obligation on the part of Convene to make subsequent payments to you under the Referral Programme at any time.
Upon any suspension or termination of the Referral Programme, or the disqualification of a Referral,
- The Referrer shall immediately cease all promotion of Convene and Convene’s products and services, and shall immediately return to Convene, or at Convene’s option, destroy, all materials provided by Convene hereunder, including any Confidential Information, as defined below;
- except in the event of a disqualification for Referrer’s breach, Convene will pay applicable Fees for Event Agreements which were executed prior to termination or suspension of the Referral Programme.
Notwithstanding any suspension or termination of the Referral Programme, or any disqualification of a Referrer, the following Sections, and any terms that by their nature would be expected to survive, shall survive and remain in effect: (a) “Overpayments to Referrer”, (b) “Payment Terms” (to the extent any payment obligations remain outstanding), and (c) this Section V “General Terms and Conditions”. Any suspension or termination of the Referral Programme shall be without prejudice to any other rights or remedies available under the Referral Programme or equity or at law. Any delay by Convene in exercising any of its rights under the Referral Programme will not constitute a waiver of such rights.
Disputes
Governing Law. Any dispute or claim arising out of or in connection with the Referral Programme or its subject matter or formation (including any non-contractual disputes or claims) will be governed by and interpreted according to the laws of England and Wales. You and Convene irrevocably and unequivocally agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the Referral Programme or its subject matter or formation.
Confidentiality
For purposes of the Referral Programme, “Confidential Information” shall mean all commercial, marketing, technical, operational, financial, staff, management, and other non-public information, data, and know-how regarding Convene or any of its Group Companies, and any documents, notes, memoranda or other information prepared by or on behalf of Convene or any of its Group Companies, whether in writing or in any other tangible form, which may be supplied to or otherwise come into Referrer’s possession, which is or would reasonably be considered confidential in nature, or is deemed confidential by Convene or any of its Group Companies. Confidential Information shall not include information which, (i) is known to the general public through no act or omission of Referrer, (ii) is within the legitimate possession of Referrer without obligation of confidentiality prior to disclosure, (iii) is lawfully received by Referrer from a third party having rights therein without notice of any confidentiality obligations or restrictions against its further disclosure, provided that Referrer identifies such third party upon Convene’s request, (iv) is independently developed by Referrer without use of or reference to Confidential Information, or (v) is disclosed by Referrer with Convene’s prior written consent or as required by law. Confidential Information specifically includes all information related to a Potential Event Partner's or Qualified Referral’s agreement(s) with Convene, including but not limited to, the actual or proposed pricing and other terms thereof.
Referrer shall use the Confidential Information only in connection with the Referral Programme, unless otherwise authorized, instructed or agreed in writing by Convene. Referrer shall use best efforts to disclose Confidential Information only to Referrer’s representatives, employees, agents, or Potential Event Partners who need to know such information in connection with the Referral Programme, and Referrer shall inform each such representative, employee, agent, or Potential Event Partners of these confidentiality obligations and ensure that such parties abide by the confidentiality obligations set forth herein. Referrer shall be solely responsible for any breach of these confidentiality obligations by any of its representatives, employees, agents, or Potential Event Partners. Referrer shall treat all Confidential Information as strictly confidential, and will not, either directly or indirectly, use, communicate, or otherwise disseminate any Confidential Information to any person or entity for any purpose not permitted hereunder. Referrer shall not produce or reproduce parts or components, in any form, incorporating Confidential Information, whether for itself or for a third party, for purposes or uses other than those permitted hereunder or as otherwise expressly permitted by Convene in writing.
Convene Trademark and Materials
Referrer shall not distribute any materials about Convene or its products or services unless and until such materials have been approved in writing by Convene, and once approved, may only be used in the form and manner approved by Convene. Subject to these terms and conditions, Convene hereby grants Referrer a revocable, non-exclusive, non-transferable, royalty-free licence during your participation in the Referral Programme to use Convene’s logos or trademarks (“Convene Marks”) solely (a) for the purpose of promoting, advertising, and marketing Convene’s products and services in accordance with these terms and conditions and (b) in the forms authorised by Convene and in compliance with Convene’s trademark guidelines as provided by Convene and as may be updated by Convene from time to time. All uses of Convene’s trademarks and logos shall be subject to Convene’s prior written approval in each instance.
Referrer may not use the Convene Marks in any way that disparages or tarnishes Convene or its business. Convene may inspect any materials or content that contain any Convene Marks, and upon the request of Convene, Referrer shall immediately remove all such materials that are unacceptable to Convene (in Convene’s sole discretion) or modify all such materials to become acceptable to Convene. Nothing contained in these rules shall be construed to vest in Referrer any right, title, or interest in or to the Convene Marks or in the goodwill now or hereafter associated therewith, and all goodwill generated from Referrer’s use of the Convene Marks shall inure to the sole and exclusive benefit of Convene. Except for the limited rights and licences expressly granted hereunder, no other licence is granted, and no other use is permitted.
Transfer of Personal Information
By participating in the Referral Programme, you consent that we may also transfer the personal information collected by Convene and make it available to our personnel, advisors, professionals, subcontractors, independent consultants, external third-party service providers, and our Group Companies for the foregoing purposes. Some of these transferees may not be located in your country, and therefore your information may be transferred to countries that may or may not guarantee a level of privacy and data protection that is equivalent to the level of privacy and data protection set by the laws in your country.
We will process all information provided to Convene through the Referral Programme in accordance with our Convene Privacy Notice located at: https://convene.com/privacy-policy/ and to the extent required by applicable law, you will inform the Potential Event Partner of such privacy policy. You agree and confirm that you have read the Convene Privacy Notice which explains how and why Convene will process your personal data in order to manage its employment relationship with you and for the purposes of its business, including in connection with the Referral Programme.
Reservation of Rights; Ownership
Convene reserves the right in its sole discretion to make any determination under the Referral Programme, including, without limitation, the determination of eligibility of a Referrer, Referral Submission, or Qualified Referral, and the amount and payment of any Fees. If Convene determines, in its sole discretion, that you have violated the Referral Programme, you may not be eligible for the fees, and Convene reserves the right to disqualify you from the Referral Programme in addition to seeking any rights and remedies it may be entitled to in equity or at law. As between the parties, Convene owns all right, title, and interest in and to Convene’s products and services and all materials provided by Convene to Referrers hereunder and reserves all rights not expressly granted hereunder. Nothing in the Referral Programme grants you or any other party any right, title, or licence to use any of Convene’s trademark or other intellectual property rights except as expressly set forth herein.
Assignment
The Referral Programme and its rights and obligations herein may not be assigned or transferred, in whole or in part, by Referrer. Any assignment in violation of this provision is void and without effect. Convene may transfer the Referral Programme to any third party without Referrer’s consent. In the case of any permitted assignment the relevant provisions shall be binding upon and inure to the benefit of the successors and permitted assigns of the parties hereto.
Exhibit 1
