Terms and conditions


Training courses

1. Confirmation of Service

Bookings must be confirmed in writing (by returning this form along with a copy of your purchase order number – if required for payment).

2. Service Specification

All in-company contracts will be subject to a detailed service specification. This will form the basis of the contract between the client and RoSPA (REL) and will be enforceable under the Law of UK and Ireland.

3. Fees

Payment terms are 30 days following the date of invoice unless stated differently on the back of the invoice. Or at least before the first day of course whatever is sooner.

Fees quoted are correct at the time of publication or production of service proposals, RoSPA (REL) reserves the right to alter fees without notice in line with current financial situation. Service proposals will be valid for a period of 30 days from the date of production. All RoSPA (REL) fees are subject to VAT.

4. Membership Discounts

RoSPA members are entitled to the discounts shown provided that the relevant membership number is quoted when the booking is made, and that the membership subscription is up-to-date.

5. RoSPA Literature

Printed RoSPA literature (including course notes) is covered by RoSPA copyright and may not be reproduced without permission.

6. Use of organisation name and logo

Once the product/service has been delivered RoSPA can use your organisation logo within proposals/tenders/marketing promotions/RoSPA’s website. If you want your organisation logo to be removed from these materials, please email us.

7. Course Information

Please note training packs/materials will be dispatched to the address information you supplied in the ‘Location & contact’ details one week before the course date.

7.1 Qualification Courses

If booking NEBOSH/RoSPA Qualification courses we will require delegates’ email address and date of birth for registration purposes.

7.2 Fleet Safety courses

7.2.1 Insurance:

It is the client’s responsibility to ensure that all vehicles to be used for training are insured and that insurance companies are informed the vehicle is to be used for driver safety training. Both the delegate and the RoSPA trainer should be covered to drive the vehicle by the insurance. The client MUST provide a copy of the insurance certificate with the booking form.

If the delegate is using their own vehicle (Grey Fleet) for the training session, business insurance cover MUST be in place. Demonstration drives will not be given by the trainer in Grey Fleet vehicles. If hire vehicles are used, demonstration drives will only be given if the insurance is provided by the client’s insurance policy and the trainer is covered.

If course is to be held in company insured vehicle, and the RoSPA trainer has adequate insurance cover to conduct a demonstration drive (Insurance certificate attached) or course is to be held in the delegates own vehicle (Grey Fleet) or a hire vehicle without company insurance and no demonstration drive will be given.

7.2.2 Licence Check

Please ensure that all delegates required to drive on a driver training course have a valid signed driving licence for the category of vehicle they will be driving (both parts of photocard). It is the responsibility of the client to ensure that all delegates have the correct licence in place.

8. Travel and Expenses

Unless otherwise stated in the service proposal, fees shown DO NOT include travel costs and expenses, which will be recharged to the client.

9. Cancellations and transfers

RoSPA (REL) reserves the right to cancel or alter the dates or provision of service, the venue and the individual or organisation providing the service. In the event of cancellation, bookings will normally be transferred to the next available date unless the client specifically requests otherwise. If a booking is cancelled by the client the following fees will be payable:

NOTICE GIVEN
More than 28 days
15 - 28 days
0 - 14 days

CHARGES
No charge
50% charge
100% charge

Telephone cancellations can be accepted but must be confirmed immediately in writing by email. Notice of cancellation will be taken as the date of receipt of written confirmation.

9.2 Transfers

Where a course is requested by the client to be transferred to an alternative date, a fee of £100 will apply. In additional, any fees that the original booking may incur in order to be moved will also be payable by the client. This will be dependent on circumstances and will be advised by a RoSPA representative during communication.

Telephone requests for transfers can be accepted but must be confirmed immediately in writing by email. Notice will be taken as the date of receipt of written confirmation.

10. Health & Safety Performance Review and Achievement Award

This service is only available to member organisations and/or individual sites thereof who RoSPA class as ‘new entrants’ to the RoSPA Awards scheme. This classification includes organisations and/or sites that have never previously entered the scheme, or lapsed entrants who did not enter in the immediate previous Awards round.

In addition to these terms and conditions, desktop reviews and other consultancy and training products are subject to the specific scope and delivery of the service and product, as outlined on the proposal and report.

10.1 RoSPA Health & Safety Awards Terms & Conditions

Customers purchasing the Health and Safety Performance Review in tandem with a RoSPA Achievement Award Entry are required to accept the full terms and conditions of the RoSPA Awards scheme.

10.2 RoSPA Awards Registration Details

Entrants will be required to provide requested additional registration information prior to login details being provided to access the online entry submission and guidance documents.

11. Virtual Classroom special offer

This offer can only be used for in-company course dates listed and cannot be used in conjunction with any other offer. No cash alternative is available. This offer is only valid between May and July.


Membership

1. General

1.1 In these Terms and Conditions the term “RoSPA” refers to The Royal Society for the Prevention of Accidents. For the avoidance of doubt, in the case of discrepancy between the Terms and Conditions published on RoSPA’s website and any issued hard copy of the Terms and Conditions, those published on the RoSPA’s website shall prevail.

1.2 RoSPA reserves the right to change membership Terms and Conditions and benefits at any time.

1.3 RoSPA reserves the right to refuse membership to any person or organisation at its absolute discretion.

1.4 All membership benefits are non-transferable and exclusively for use by the named membership organisation.

2. Membership contact details

2.1 It is the member’s responsibility to notify RoSPA in writing of any change of company name, address, telephone number, email address or contact name.

2.2 RoSPA cannot accept responsibility for non-receipt of Welcome Packs, journals or mailings through incorrect provision of member contact details.

2.3 To inform RoSPA of any changes, please email membership@rospa.com

3. Payment and terms

3.1 By purchasing RoSPA Membership you agree to be bound by these Terms and Conditions.

3.2 RoSPA Membership is for an initial minimum term of one year. The initial fee and subsequent renewal fees are payable in advance, for which invoices are issued.

3.3 Once payment of the initial joining fee has been received and processed, the applicant will be entitled to become a member and will receive a Welcome Pack within 21 days.

3.4 If you have joined using a promotional discount code your renewal will be processed at full price. Only one promotional code can be used during a membership lifecycle.

4. Use of logos

4.1 RoSPA Membership does not entitle the member to use any logo or trademark owned by RoSPA (except for the RoSPA Member logo in accordance with terms and conditions below).

4.2 Members are permitted to display the RoSPA member logo to demonstrate their support of our accident prevention mission. In multi-site organisations, this entitlement applies to the specific site that has subscribed and not to any related sites, which must be subscribed as part of a multi-site Membership package – for more information please call 0121 248 2051 or email membership@rospa.com

4.3 Important note: RoSPA does not approve or endorse products or services and this must not be implied to potential customers through the positioning and/or the size of the RoSPA member logo, its repetition, or by the wording of any accompanying text mention of RoSPA. RoSPA reserves the right to withdraw use of the member logo at its discretion.

4.4 Members are only allowed to use the logo whilst their membership is fully paid up. If membership lapses, the organisation must immediately cease displaying the member logo.

4.5 The electronic member logo should be hyperlinked to www.rospa.com. Failure to do so can result in a request to remove the logo.

4.6 Members are permitted to use the RoSPA Member logo on:

  • on company stationery (letter headed paper only)
  • annual reports/corporate brochures
  • corporate website (see below)

4.7 Members are not permitted to use the RoSPA Member logo on:

  • business stationery (except letterheads)
  • catalogues/sales brochures and promotional flyers
  • quotation sheets/order forms and invoices
  • products and packaging
  • on vehicles

4.8 The RoSPA member logo should be no less than 15mm x 15mm and should always be reproduced from original artwork. The logo should not be altered in any way or the typeface changed and should always be displayed as a square. If printing in red is not possible, the logo may also be reproduced in black.

4.9 In the event of misuse of the logo, RoSPA reserves the right to take action to protect the reputation of the Society and its bona fide members.

5. Cancellation of membership

5.1 Membership will be automatically cancelled if a member:

  • becomes bankrupt or goes into liquidation;
  • does not pay the annual fee within 30 days of receipt the invoice reminder notice.

5.2 RoSPA reserves the right to cancel membership:

  • if a member breaches any of the membership terms and conditions;
  • if a member is participating in an activity deemed detrimental to the Society;
  • if a member does not comply with the conditions of member logo use (as set out below);
  • of any person or organisation at its absolute discretion.

5.3 A member may cancel their membership by giving written notice 60 days in advance of their new membership term.

5.4 When a membership is cancelled, for whatever reason, RoSPA is under no obligation to refund the cost of the membership including in respect of any unexpired portion of the membership.

5.5 To cancel a RoSPA Membership, please contact:

RoSPA Membership, 28 Calthorpe Road, Edgbaston, Birmingham B15 1RP or email membership@rospa.com
 

6. Data Protection

Personal data is held in accordance with the Data Protection Act 2018.

7. Contact

Any questions or complaints in relation to RoSPA Membership should be sent to: RoSPA Membership, 28 Calthorpe Road, Edgbaston, Birmingham B15 1RP or email membership@rospa.com


Keeping Kids Safe packs

  1. The packs, or any part thereof, are not for re-sale without the express permission of RoSPA
  2. The packs, and contents, may not be edited, or altered, without the express permission of RoSPA
  3. Packs will be sent in one batch, to one address only
  4. A named contact must be on hand to accept the delivery
  5. No refunds will be issued as a result of failure to provide a suitable delivery address
  6. Payment terms are 30 days from receipt of invoice – see reverse of invoice for further details

Events

1. General

1.1 In these Terms and Conditions the term “RoSPA” refers to The Royal Society for the Prevention of Accidents. For the avoidance of doubt, in the case of discrepancy between the Terms and Conditions published on RoSPA’s website and any issued hard copy of the Terms and Conditions, those published on the RoSPA’s website shall prevail.

1.2 RoSPA reserves the right to change event Terms and Conditions at any time.

2. Payment and terms

2.1 Payment terms are 30 days following the date of invoice, or before attendance of the event if it falls earlier, unless stated differently on the front of the invoice.

2.2 Fees quoted are correct at the time of publication, RoSPA reserves the right to alter fees without notice.

2.3 RoSPA fees are subject to VAT.

3. Membership Discounts

RoSPA members are entitled to the discounts shown provided that the relevant membership number is quoted when the booking is made, and that the membership subscription is up-to-date.

4. Cancellation of event booking

4.1 Delegates who cancel prior to six weeks before the event date will have their fees refunded, less a 25% administration charge. No refunds will be made after this date but replacement delegates may be nominated.

4.2 RoSPA reserves the right to decline bookings and attendance to any person or organisation. In such case a full refund will be issued.

4.3 RoSPA reserves the right to change to advertised date, venue and programme. In such case no refund will be issued for the fee or associated costs incurred.

4.4 To cancel a RoSPA events booking, please email events@rospa.com.

5. Delegate contact details

5.1 It is the delegates responsibility to notify RoSPA in writing of any change of company name, address, telephone number, email address or delegate name.

5.2 RoSPA cannot accept responsibility for non-receipt of Joining Instructions, or mailings through incorrect provision of delegate contact details.

5.3 To inform RoSPA of any changes, please email events@rospa.com.

6. Data Protection

Personal data is held in accordance with the Data Protection Act 2018.

7. Contact

Any questions or complaints in relation to RoSPA events should be sent to: RoSPA Events, 28 Calthorpe Road, Edgbaston, Birmingham B15 1RP or email events@rospa.com


Awards Gala Dinner

Gala Dinner Terms and Conditions (Terms)

The RoSPA Awards give individuals and organisations the opportunity to celebrate excellence in the area of health and safety, and have been a tremendous success every year since 1956. As a long-established charity with health and safety at its core, the wellbeing of our guests is always at the forefont of our thinking. However today, events such as the outbreak of Covid 19 have created a unusual degree of uncertainty. For these reasons, we have therefore updated our Terms by taking a fair and proportionate approach to address this uncertainty.

Definitions:

'Force Majeure Event' means any circumstance not in RoSPA's reasonable control including without limitation:
(a) acts of God, flood, drought, earthquake or other natural disaster; 
(b) epidemic or pandemic; 
(c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
(d) nuclear, chemical or biological contamination or sonic boom; 
(e) any law or any action taken by a government or public authority, including without limitation prohibition on large public gatherings;
(f) collapse of buildings, fire, explosion or accident;
(g) non-performance or cancellation by venues, suppliers or subcontractors; and
(h) interruption or failure of utility service.  

'Gala Dinner' means a gala dinner to be hosted by RoSPA on May 18, 2021 in London, May 26, 2021 in Dubai, June 10, 2021 in Birmingham, and on September 9, 2021 in Glasgow.

'Terms' means these terms and conditions.

Bookings

1. Applications for bookings for a Gala Dinner cannot be guaranteed as venues have limited seating capacity.

2. Free seat allocation at each Gala Dinner is limited, will be offered on a first come first served basis up to the capacity of the venue and therefore cannot be guaranteed.

3. Gala Dinner tables have a capacity of 10 seats each. Bookings for larger numbers are split over the nearest available tables. Bookings for fewer than 10 seats will be allocated with other guests up to the capacity of the table.

4. Only adults aged 18 and over may attend Gala Dinners.

5. Only tickets for a Gala Dinner issued by RoSPA which have a confirmed table number or seat number will be valid.

6. Seats for each Gala Dinner are allocated on a first come first served basis up to the capacity of the relevant venue.

7. If a particular Gala Dinner is at maximum capacity, where possible award winners will be offered an alternative Gala Dinner date.

8. RoSPA reserves the right to change the advertised after dinner entertainer for a Gala Dinner without prior notification.

9. There will be no drinks service during the speeches, award presentations or after-dinner entertainer act at a Gala Dinner.

10. Every effort shall be made to admit latecomers to a Gala Dinner at a suitable break in the proceedings.

11. Guests at a Gala Dinner who act in an unsociable, offensive or disruptive manner will be asked to leave immediately.

12. RoSPA shall not be liable for any expenses incurred by you or your guests in connection with the booking of a Gala Dinner under these Terms, including but not limited to travel and accommodation expenses.

Cancellation


13.If RoSPA either:
(a) is prevented or hindered from performing its obligations under these Terms by a Force Majeure Event, requiring RoSPA to cancel a Gala Dinner; or

(b) determines that in the interest of health and safety, and/or the wellbeing of the public and/or in the public interest, it is necessary to cancel or postpone a Gala Dinner;

RoSPA shall not be in breach of these Terms or otherwise liable for any failure in the performance of such obligations or consequences of such a determination.

14. In the events specified in clause 13:
(a) as soon as reasonably practicable RoSPA shall notify you in writing of the Force Majeure Event or of its decision to cancel or postpone a Gala Dinner; and 

(b) where possible RoSPA shall notify you of an alternative Gala Dinner which you may attend (in which event if you agree to attend such alternative Gala Dinner in writing, your booking fees will be used to pay toward tickets for such alternative Gala Dinner); or 

(c) RoSPA shall provide a refund of at least 75 per cent of your booking fees to you (the balance being retained by RoSPA in respect of unavoidable administration and other costs); and

(d) to the extent permitted by law, you and your guests shall have no further claim whatsoever against RoSPA in respect of the cancellation of a Gala Dinner.

16. A confirmed booking of a Gala Dinner shall only be deemed to be cancelled by you when RoSPA receives written notification of the cancellation from you. 

17. If you cancel your booking for a Gala Dinner, RoSPA shall levy the following cancellation charges:
(a) For Gala Dinners to be held in London, Dubai and Birmingham:

- Cancellation notice received by RoSPA April 18, 2021 (23:59 GMT) – 25 per cent of booking fees (free seats can only be guaranteed if there is venue capacity);
­- Cancellation notice received by RoSPA on or after April 19, 2021 (23:59 GMT) – 100 per cent of booking fees (your free seats are not guaranteed).

(b) For Gala Dinner held in Glasgow:

- Cancellation notice received by RoSPA before August 11, 2021 (23:59 GMT) – 25 per cent of booking fees (free seats can only be guaranteed if there is venue capacity);
- Cancellation notice received by RoSPA on or after August 12, 2021 (23:59 GMT) – 100 per cent of booking fees (your free seats are not guaranteed). 

General

18. No variation to these Terms shall be effective unless agreed in writing and signed on behalf of RoSPA. 

19. We will only use your personal data in accordance with GDPR legislation and in order to fulfil our contractual obligations and provision of services to you. Your personal details (name and job title) may be shared with other delegates and exhibitors for the purpose of co-ordinating activities during the event.

20. These Terms shall prevail over any terms or conditions which you may seek to incorporate into any agreement with RoSPA. 

21. These Terms shall be governed and construed in accordance with English Law and each party agrees to submit to the non-exclusive jurisdiction of the English Courts as regards any claim or dispute. 


RoSPA Health & Safety Awards

Terms and Conditions (Terms)

Definitions: 

‘RoSPA' means The Royal Society for the Prevention of Accidents 

 'Force Majeure Event' means any circumstance not in RoSPA's reasonable control including without limitation: 
(a) acts of God, flood, drought, earthquake or other natural disaster;  
(b) epidemic or pandemic;  
(c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; 
(d) nuclear, chemical or biological contamination or sonic boom;  
(e) any law or any action taken by a government or public authority, including without limitation prohibition on large public gatherings; 
(f) collapse of buildings, fire, explosion or accident; 
(g) non-performance or cancellation by venues, suppliers or subcontractors; and 
(h) interruption or failure of utility service.  
 
‘Presentation(s)' means a presentation ceremony to be hosted by RoSPA on May 18, 2021 in London, May 26, 2021 in Dubai, June 10, 2021 in Birmingham, and on September 9, 2021 in Glasgow. 
 
'Gala Dinner' means a gala dinner to be hosted by RoSPA on May 18, 2021 in London, May 26, 2021 in Dubai, June 10, 2021 in Birmingham, and on September 9, 2021 in Glasgow. 
 
Late’ means after the specified deadline has passed. 
 
‘Reputational Risk’ means health and safety and non-health and safety issues which may pose a significant reputational risk to RoSPA. 
 
'Terms' means these terms and conditions. 

Entry Submission 

1. All Industry Sector, Specialist, Inspiration Award entries, and Achievement Awards to be presented at the London, Dubai or Birmingham ceremonies, must be submitted via the RoSPA online entry system between January 1, 2021 up to and including January 31, 2021 (23:59 GMT). 

2. Achievement Award entries to be presented at the Glasgow presentations in September 2021, or for postal dispatch, must be submitted via the RoSPA online entry system by June 15, 2021 (23:59 GMT). 

3. Late Specialist or Inspiration Award entries will be excluded from consideration. 

4. Industry Sector Award entries that are not submitted by January 31, 2021 (23:59 GMT) will be excluded from the competition and transferred to the Achievement Award category. They will still receive the written feedback and no refund in fee will be given for the change of category.  

5. Fleet Safety and Leisure Safety Awards not submitted by January 31, 2021 (23:59 GMT) will be excluded from the competition but will still be assessed and graded.

6. Entrants agree to:

(a) complete all required sections of the entry; 
(b) provide supporting evidence from the qualifying year (i.e. January 1 to December 31, 2020);  
(c) provide no more than eight documents of support evidence per section;  
(d) hyperlink uploaded supporting evidence to the relevant section; 
(e) all the information including evidence documentation supplied to RoSPA through the online awards registration process and online awards entry processing system will be kept for a period of five years; 
(f) the data being held within the awards entry processing system and also in any other processing system necessary for delivering the complete awards scheme and corresponding ceremonies; 
(g) the data being used to: determine the entrant’s award level gained for the current entry year, retrospectively reviewing an entrant’s submission from any of the previous five years of entry for purposes of verification and consistency checking, verification calls and site visits; compile published winners lists on the RoSPA website; contact entrants with information pertinent to the RoSPA health and safety awards scheme process, including communicating deadline date reminders, results, press releases, winners and ceremony information, case-studies, speaker invitations, award excellance forum dates and next round start dates, and the possible inclusion in the gala dinner menus; 
(h) cookies allow us to deliver the online entry service. Without the use of cookies we are not able to provide the service. Therefore, by using this service you agree to our use of cookies; 
(i) submitting the registration form concludes the contract for this registration service and will commence the entry process which is subject to the terms under clauses 10-17;  
 

7. Entrants should note: 

(a) the Industry Sector, Achievement and Specialist awards are made to organisations, not individuals;  
(b) the Distinguished Service Award, Pride Award and the Influencer Award are only awarded once to an individual and are subject the RoSPA Awards terms under clauses 34-40; 
(c) all entries must be completed on the entry system specified by RoSPA; 
(d) responsibility is on the entrant to submit a complete entry that fully represents their organisation's health and safety management system - not the RoSPA assessors’ to request additional information; 
(e) responsibility is on the entrant to take a copy of their submission before completing the Declaration section and submitting their entry; 
(f) RoSPA is unable to supply a copy of submitted entries; 
(g) assessment of entries that do not follow the required format will be delayed, released for correction, downgraded or even excluded; 
(h) submission of an entry will be taken as a declaration attesting to its completeness and accuracy and the entry is submitted to the RoSPA Awards scheme in good faith; 
(i) entries from organisations outside of the UK must include sufficient information in English for the level of performance to be assessed. Full contact details for an independent third-party auditor must be supplied; 
(j) assessment of entries is based on the current year's submission and grades assigned irrespective of previous year’s achievements; 
(k) for occupational achievement award entrants who submit by January 31, 2021 23:59 (GMT) deadline, RoSPA reserve the right to reassess the highest-performing entrants against the Industry Sector Award mark criteria. In exceptional circumstances, RoSPA may choose to issue an Industry Sector-level award to a high-performing achievement award entrant.  Such promotions will not be eligible for the Sir George Earle trophy, or feedback if not already purchased at the point of registration; 
(l) after February 17, 2021 (23:59 GMT), amendments to names to be shown on awards will incur an additional charge as follows: Merit – Gold certificates charged at £20+VAT each. All other award types to be charged at the 2021 Awards Collection brochure rates;  
(m) dispatch of awards where entrants selected Post as the preferred option, (at the point of registration), and submitted by the January 31, 2021 entry deadline, will commence August 1, 2021.  Dispatch of awards for entries submitted after this entry deadline will commence from September 20, 2021;
(n) the Winners' List will be published on the RoSPA Awards website following the London ceremony. It will contain only the notified results of the entries submitted by January 31, 2021. All other notified results will be added to the list following the Glasgow ceremony; 
(o) presented awards and gala dinner free seat allocation is limited and will be done on a first come first served basis and in accordance with events specified in clause 16 and therefore cannot be guaranteed. Where possible award winners will be offered an alternative ceremony day; 
(p) Awards entry registration does not constitute a gala dinner booking. To claim your free seat entitlement a Gala Dinner booking form must be completed at the relevant time and before the booking deadline and in accordance with the Gala Dinner terms; 
(q) failure to notify in writing by the advised deadline non-attendance of your chosen presentation ceremony will incur an additional charge of £15+VAT. This charge is to cover ceremony packing and transit costs in addition to the postage for dispatching the award after the ceremony. Notification after the advised deadline will still incur the additional charge as awards will be packed for the ceremony. The invoice and dispatch process will begin at the end of June for London, Dubai and Birmingham ceremony non-attendees and the end of September for Glasgow ceremony non-attendees; 
(r) RoSPA reserves the right if necessary to alter the publicised presentation ceremony dates and/or venues. Any change will be notified as far in advance as possible. RoSPA is not liable for any additional costs incurred;
(s) the Sir George Earle Trophy winner will be required to sign a custody agreement and cover the costs of repair or replacement, as necessary, of the trophy, stand and/or its travel case, along with the return transit costs.

8. Organisations with fatal accidents in the qualifying year (i.e. January 1 to December 31, 2020) should not register without first seeking authorisation from RoSPA to do so - as an award will not be possible until all relevant information can be provided.

9. If an application is made, full details must be provided of each case, including the findings of any subsequent investigation/court case/coroner's hearing to prove to the judging panel's satisfaction that the event concerned was not the result of management failure by the organisation. RoSPA's decision is final. Where all relevant information is unavailable for any reason no award will be made.

Fees, Cancellation and Late Entries 

10. Written notification must be received within 14 days of submitting a registration to qualify for a full credit note and/or refund. No credit note and/or refund will be made after this 14 day period and the outstanding invoice will remain valid.

11. Non-submission of an entry does not constitute a cancellation. 

12. All applications require full payment of the appropriate entry fee. Non-payment of the relevant entry fee will invalidate the application.

13. Late payment (over net 30 days) will delay the Result notification. An award result will not be provided if the invoice remains unpaid.

14. Late entries will incur a fee of £100+VAT payable before the online entry system is unlocked and the submission deadline extended.

15. No guarantee is made that any award resulting from a late entry will be included in the official ceremonies or a free gala dinner seat be available.

If RoSPA either:

(a) is prevented or hindered from performing its obligations under these Terms by a Force Majeure Event, requiring RoSPA to cancel a presentation ceremony; or 
(b) determines that in the interest of health and safety, and/or the wellbeing of the public and/or in the public interest, it is necessary to cancel or postpone a presentation ceremony;
(c) RoSPA shall not be in breach of these Terms or otherwise liable for any failure in the performance of such obligations or consequences of such a determination.

17. In the events specified in clause 16:

(a) as soon as reasonably practicable RoSPA shall notify you in writing of the Force Majeure Event or of its decision to cancel or postpone a presentation ceremony; and   
(b) where possible RoSPA shall notify you of an alternative presentation ceremony which you may attend (if you agree to attend such alternative presentation ceremony in writing); and  
(c) to the extent permitted by law, you and your guests shall have no further claim whatsoever against RoSPA in respect of the cancellation of a presentation ceremony.

Industry Sector Award Categories 

18. RoSPA reserves the right to merge and/or introduce additional categories and if necessary to re-allocate entries to a sector other than that selected. 

19. RoSPA reserves the right not to award a Specialist Award,Inspiration Award or Industry Sector Award for a particular industry sector if the Adjudication Panel considers that none of the entries received has demonstrated a sufficiently high standard. 

20. Industry Sector entries are first assessed for the appropriate Achievement grade – Merit, Bronze, Silver or Gold.  Only the highest scoring entries achieving the Gold grade go forward to the second round of the Industry Sector competition. 

21. Entrants who do not win their industry sector award or receive a sector commendation will be assigned the appropriate Achievement grade award. 

22. Entrants who win their industry sector or receive a sector commendation will be presented the corresponding award/trophy in place of the Achievement grade award.  Sector wins and commendations are included in consecutive awards history. 

23. Each year, the Society commissions a site visit to the entrants short-listed for the Sir George Earle Trophy. This is followed by an Adjudication Panel interview (to be held in Birmingham or virtually). Both site visit and interview dates will be advised at short notice and will take place in March 2021. 

24. Each year, the winner of the Sir George Earle Trophy, Industry Sector Categories and Specialist may be approached by RoSPA to explore legacy opportunities for sharing their knowledge and best practice with wider industry.

Leisure Award Category 

25. RoSPA reserves the right to limit, restrict, or exclude entry into the Leisure Award category on the basis of the location, scope of service and/or activity/service provided or offered to the public by the entrant. 

Assessment and Sample Checking 

26. The Society arranges for scrutiny of a random selection of entrants to verify their submissions. Telephone interviews or visits may be arranged to any entrant at any stage in the year, either before or after result notification.  If verification activity is not complied with, and/or an entry is found not to be representative of real-world safety management practices, RoSPA reserve the right to withdraw any awards previously made.

27. RoSPA may make enquiries as necessary and may visit any entrant's premises. Applicants may be required to attend a meeting to make a verbal presentation of their entry.

28. RoSPA will not make an award in any case where there are reasonable grounds to suggest that the entry is deliberately incomplete or contains false information.

29. RoSPA reserves the right to revoke any award made should it come to its attention that required information was not disclosed which would have materially affected the Adjudication Panel's decision. 

30. RoSPA also reserves the right to vary or revoke any award.

Intellectual Property 

31. The design and format of the RoSPA Awards scheme logos and stationery are the intellectual property of the Royal Society for the Prevention of Accidents. Other than the specified permitted use of the appropriate award logo, reproduction and/or modification of these and of all RoSPA Awards trophies and merchandise is strictly prohibited.

Publicity 

32. RoSPA Award grades are assigned based on entrants' management of the health, safety and wellbeing of employees, contractors and others to whom a duty of care is owed in the area of undertaking and during the calendar year specifically covered by an entry. An award does not indicate general endorsement by RoSPA of products, operations or business practices and this must not be stated or implied in any related Public Relations activity. 

33. RoSPA will require correction or, if necessary, withdrawal of PR statements it considers are likely to mislead and/or cause reputational damage to the Society or to the RoSPA Awards programme. Award winners should be mindful of how the timing of any PR related to their award may be interpreted externally and, in particular, should not seek to proactively publicise their award to mitigate specific health and safety-related complaints from third parties without prior discussion with RoSPA.

 Reputational Risk to RoSPA

34. Non-disclosure of issues will result in disqualification without appeal. 

35. Non-disclosure of issues which come to light after a grade has been assigned may result in the award being revoked or downgraded.

36. Disclosed issues will be investigated to identify the appropriate course of action. This action could include disqualification, award revoked, reduced grade, award suspended pending official investigation or award retained.

37. If any issues:

(a) this could include but not limited to: fatalities, major/specified injuries, prosecutions, and negative publicity whether factual or not;
(b) whether health and safety-related or not;
(c) give rise to adverse publicity for your organisation during the period following the submission of your entry and up to and including the date of your selected presentation ceremony, it is the responsibility of the entrant to inform RoSPA in writing by emailing awards@rospa.com.

38. RoSPA reserves the right to withhold the presentation of any award it deems to be inappropriate at the time of the selected ceremony.

39. Reputational issues that come to light after presentation will be investigated to identify the appropriate course of action. This action could include disqualification, award revoked, reduced grade, award suspended pending official investigation or award retained. 

40. RoSPA reserves the right to publicise the reason for withdrawal or downgrade of any award.

Grade Review

41. Queries about grades awarded will be considered only after the initial judging phase has been completed. Presentation of awards for entries requesting a Grade Review may be deferred from the London, Dubai and Birmingham ceremonies.

42. Grade Review requests must be received in writing within 5 working days of result notification. A short statement is required of why the grade is considered incorrect, along with additional payment for one of the available Grade Review options: Reassessment £85+VAT or Reassessment with Feedback £240+VAT. A Grade Review may result in the previously advised award level being promoted, remaining the same or being downgraded. As with all entries in the scheme, RoSPA reserves the right to change the grade awarded if information is later received that would have affected the grade if known at the time of initial assessment.

43. Further correspondence will not be entered into and RoSPA's decision is final.

Third Party Complaints 

44. In the event of 'third party' complaints, RoSPA expects complainants and entrants to take all reasonable steps to resolve the issues prior to the matter being submitted to the Panel. RoSPA cannot act as a 'referee' in what are sometimes complex, longstanding and ongoing disputes, and reserves the right to reject disputed entries or investigate to identify the appropriate course of action. This action could include disqualification, award revoked, reduced grade, award suspended pending official investigation or award retained.

Photography

45. Awards attendees consent to the use of their personal data and agree that they may be photographed and / or filmed during the award ceremonies. Ceremony imagery may potentially be used by RoSPA for publicity purposes. Please refer to our Privacy Notice for further details at www.rospa.com/privacy.

General

46. For the avoidance of doubt, in the case of discrepancy between the Terms published on RoSPA’s website and any issued hard copy of the Terms, those published on the RoSPA’s website shall prevail.

47. RoSPA reserves the right to change the Health & Safety Awards Terms at any time.

48. No variation to these Terms shall be effective unless agreed in writing and signed on behalf of RoSPA.

49. These Terms shall prevail over any terms or conditions which you may seek to incorporate into any agreement with RoSPA.

50. These Terms shall be governed and construed in accordance with English Law and each party agrees to submit to the non-exclusive jurisdiction of the English Courts as regards any claim or dispute.


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