Organiser Terms
Version 2.0. Effective 4 October 2026.
1. About these terms
1.1 These Organiser Terms are an agreement between AJB Medical Services Ltd, trading as Sympozium ("Sympozium", "we", "us"), and the organisation that uses Sympozium to run events ("you", "your organisation"). AJB Medical Services Ltd is registered in England and Wales, company number 12797861, registered office Oakmoore Court, Kingswood Road, Hampton Lovett, Droitwich, Worcestershire, WR9 0QH.
1.2 The agreement is with your organisation, not with the individual who accepts it. The person accepting confirms they are a director of the organisation on Sympozium and have authority to bind it.
1.3 We record which version of these terms your organisation accepted, when, and by whom.
1.4 These terms sit alongside our Terms of Use and Privacy Policy, which apply to everyone using Sympozium. If these terms and the Terms of Use conflict on anything to do with running events, selling tickets or payouts, these terms win.
2. Our role and yours
2.1 Sympozium provides an online platform for creating and publishing events, selling or giving away tickets, managing programmes and faculty, checking attendees in, collecting feedback and issuing certificates. For paid tickets, payment is taken from attendees through Sympozium, either into your organisation's own Stripe account or into ours, as described in section 7.
2.2 Where we hold your ticket money (section 7.3), we collect ticket payments as your commercial agent. The contract for the event itself is between you and the attendee. We are not the provider of your event.
2.3 You are responsible for your events: their content, accuracy of listings, any CPD or accreditation claims, faculty, venue, safety, and delivery on the day. You are responsible for complying with any law or professional regulation that applies to your events.
2.4 We recommend that you hold suitable event insurance, including public liability and cancellation cover.
3. Plans
3.1 Sympozium offers three plans: Free, Pay as you go, and an annual subscription. What each plan includes, and its current price, is shown on our pricing page.
3.2 You can move between plans at any time. A change takes effect straight away. Moving to a lower plan does not entitle you to a refund of anything already paid.
3.3 If you move to a plan that does not allow something your published events already use (for example, paid tickets), those events carry on to completion under the terms and fees in force when they were published. The new plan applies to events you publish afterwards.
4. Approval to sell paid tickets
4.1 Every organisation starts without permission to sell paid tickets. Before we grant it, we check that you are a genuine organisation running genuine educational events, and that your bank details match your organisation.
4.2 We may ask for information to complete these checks. We may decline or withdraw approval, and we do not have to give detailed reasons.
4.3 Approval is not an endorsement. It does not mean we have reviewed, accredited or vouch for the clinical or educational content of your events.
5. Fees
5.1 Our fees are set out on our pricing page. They include a platform fee on paid tickets, a processing charge that covers card payment costs where we hold your ticket money (on direct payment, Stripe's own fees apply instead, see 7.2), and a charge for free places on private events on Pay as you go (see 10.4 and 10.7).
5.2 The fees that apply to an event are those in force when that event was first published. A later change in fees does not affect tickets for events already published.
5.3 We may change our fees by giving at least 30 days' notice by email to your organisation's directors.
5.4 Your organisation's first event with paid tickets may qualify for a waiver of the platform fee on the first £1,500 of ticket sales for that event, as shown on the pricing page; beyond that, the normal fee applies unless we agree otherwise. Each organisation can have the waiver only once, and a change of bank account does not make it eligible again. Organisations paid into the same bank account count as one organisation for the waiver, and if a waiver is obtained by splitting one organiser into several, we may recover the fee that was waived.
5.5 We may agree a different fee with you in writing. Where we do, your organisation's fee records will show that a reduced platform fee applies by agreement.
5.6 We do not currently charge VAT on our fees. If that changes, we will tell you in advance.
6. Who pays the fee
6.1 At present, your organisation absorbs our fees. Attendees pay the ticket price you set and nothing more. Our fees are deducted from the ticket money: at the time of sale on direct payment, and before payout where we hold your ticket money.
6.2 Where available, we may let you choose to pass the fee on to attendees instead. If we offer this, how it works will be shown in your event settings.
7. Ticket money and payouts
7.1 Your organisation receives ticket money in one of two ways, which we agree with you before you start selling paid tickets: directly, through your own Stripe account (7.2), or held by us and paid out after your event (7.3 to 7.8).
7.2 Direct payment. Your organisation connects its own Stripe account to Sympozium. Ticket payments go straight into that account, and your organisation is the seller: it is named at checkout, on attendees' receipts and on their card statements. Our platform fee is deducted automatically at the time of each sale. Stripe's own card fees apply instead of our processing charge. Stripe pays the money out to you on your Stripe account's own schedule, and Stripe's own terms apply between you and Stripe. Refunds and disputes are paid from your Stripe account.
7.3 Held by us. Payments for paid tickets are collected into Sympozium's own Stripe account and held until after your event.
7.4 Where we hold your ticket money, we pay the balance due to you by bank transfer, normally between 7 and 14 days after your event ends. We do not pay out ticket money before the event.
7.5 The balance due is the ticket money received, less our fees, any refunds, and any other amounts you owe us (see section 9).
7.6 If your organisation's bank details are changed, we pause payouts while we verify the change, and we email every director of your organisation to tell them.
7.7 Any interest earned on money we hold belongs to Sympozium.
7.8 We may delay a payout, in whole or in part, where there is a genuine risk that justifies it, such as an open dispute, a pattern of chargebacks, suspected fraud, or a cancelled or materially changed event. We will tell you why and release the money once the risk has passed.
8. Refunds, cancellations and disputes
8.1 You set your event's cancellation and refund policy, and it is shown to attendees before they buy. Attendees can cancel within that policy themselves.
8.2 Every other refund is your organisation's decision. Your event team can give a full or partial refund through Sympozium, and we process it on your behalf. A partial refund does not cancel the attendee's ticket.
8.3 When a ticket is refunded in full, the attendee gets back everything they paid. We return our platform fee on that ticket to your organisation, but not the processing charge: the card costs have already been incurred, and your organisation bears them. When a ticket is partly refunded, we keep our platform fee and the processing charge. If the money we hold for you cannot cover these costs, the shortfall is an amount you owe us under section 9.
8.4 Where we hold your ticket money, refunds through Sympozium are available until we have paid out your event. After that, our part in that event's money is finished: any further refund is a matter between you and the attendee, and you pay it directly.
8.5 If a fault in our platform affects an attendee's booking (for example, an outage that stops them taking part), you decide whether to refund them. If you refund them in full, we will reimburse your organisation our platform fee and the processing charge on that ticket.
8.6 If a payment was taken in error because of a fault in our systems (for example, a duplicate charge, or a charge for which no ticket was issued), we may reverse it directly on your behalf, at our cost, and we will tell you when we do.
8.7 If you cancel an event, you must refund every attendee in full. If you postpone or materially change an event, you must offer full refunds to attendees who can no longer attend. In both cases, 8.3 applies: your organisation bears the processing charge on each refunded ticket.
8.8 A chargeback happens when an attendee disputes a payment with their bank. Where payments go directly to your Stripe account, disputes are raised against that account and you respond to them there. Where we hold your ticket money, we will tell you when a chargeback is raised on one of your tickets, because you usually hold the evidence needed to contest it, such as check-in records or joining instructions.
8.9 If a chargeback on one of your tickets is lost, your organisation bears it, whichever way the payment was taken: the full amount disputed and the dispute fee. Where payments go directly to your Stripe account, Stripe takes these from that account. Where we hold your ticket money, they are recovered from you under section 9, and if the dispute is decided in your favour, we return them to you. The one exception is a chargeback caused by a fault in our systems (8.6), such as a duplicate charge or a charge with no ticket issued, which we bear.
9. Money you owe us
9.1 If your organisation owes us money under these terms (for example a chargeback, a dispute fee, the processing charge on a refund, or unpaid fees), we will deduct it from your next payout only if it is £50 or less and you have a published event whose payout is due within 90 days.
9.2 Otherwise, we will invoice you, and payment is due within 14 days of the invoice date. If an amount deducted under 9.1 has not been recovered within 90 days, we will invoice it then.
9.3 Unpaid invoices are a debt we may recover, and we may pause your organisation's ability to sell tickets until they are paid. We may also deduct any unpaid amount from any later payout.
10. Free and private events
10.1 A free event listed as open must be genuinely open: anyone in the professional group it is aimed at can register.
10.2 An open free event may be limited to a profession or grade, may require a valid professional registration, and may cap numbers on a first come, first served basis.
10.3 An event that is limited to the staff of particular employers (however many), is by invitation only, or where you decide individually who may attend, is a private event.
10.4 Private events are not available on the Free plan. On Pay as you go, private free events carry a per-registration fee, as shown on the pricing page.
10.5 If an event listed as open is in practice run as a private event, we may reclassify it and charge the applicable fee.
10.6 Every event that is not private, whether paid or free, appears on Sympozium's public event listings.
10.7 Where available, free places on private events are bought in advance for a specific event or series, as shown on the pricing page, by card or, by arrangement with us, against a purchase order and invoice. Each free registration uses one place, and registration pauses when the places run out. Places last 12 months from purchase and are not refundable. Places for a series can be used by any event in it. Places left unused when a standalone event finishes or is cancelled stay with the person who bought them, who can use them on another event they run. A director of your organisation can also move places between your organisation's events and series.
11. Acceptable use and limits
11.1 You must use Sympozium lawfully and professionally. Your listings and content must be accurate, and you must not misrepresent your organisation, your faculty's credentials, or any CPD or accreditation status.
11.2 You must only send messages through Sympozium to people who have registered for your events or otherwise have a relationship with your organisation, only about your events, and in line with data protection and electronic marketing law, including the UK GDPR and the Privacy and Electronic Communications Regulations.
11.3 Fair-use limits apply, including limits on the number of recipients of broadcast emails and on file storage. The current limits are shown in your organisation's settings. We may change them with notice, and will discuss higher limits with any organisation that needs them.
12. What we can do if things go wrong
12.1 We may decline to publish an event, hide it from public view, remove it, or suspend your organisation, if:
- you breach these terms;
- an event or its content is, or appears to be, unlawful, misleading, offensive, or unsuitable for a platform for professional healthcare education; or
- there is a real risk to attendees, to other users, or to Sympozium.
12.2 Where we reasonably can, we will tell you first and give you a chance to put things right. We will act without notice only where the matter is urgent.
12.3 If we remove an event that has sold tickets, attendees will be refunded, from money held for that event (in our Stripe account or in yours) where it is still available, and otherwise as a debt you owe under section 9.
13. Data protection
13.1 For the personal data that attendees, faculty and your team give through Sympozium, we are the controller, as our Privacy Policy explains. Your organisation is a separate controller of the personal data it uses or takes off Sympozium, for example when it exports a registrant list or contacts attendees, and is responsible for that use.
13.2 We are the controller of the data we need to run Sympozium itself, including user accounts, payment records, security logs and our own support correspondence.
13.3 You must have a lawful basis for any personal data you ask attendees to provide, and must only use attendee data for purposes connected with your events.
13.4 When we help your organisation, we may keep notes of support correspondence for a reasonable period. You may ask us to remove notes about you or your organisation, unless we need to keep them for legal reasons.
14. Branding and content
14.1 Sympozium's name and web address appear on pages, emails, certificates, name labels and other material produced through Sympozium, on every plan. They cannot be removed on current plans; removal is available only where we offer a plan that specifically includes it.
14.2 You keep ownership of your content. You give us a non-exclusive licence to host, display and distribute it as needed to run your events on Sympozium.
14.3 We may show your organisation's name, logo and public event details as a reference on our website and in our marketing. You can ask us to stop at any time, and we will do so within a reasonable period.
14.4 You confirm that you have the rights to any content, logos and images you upload.
15. The subscription
15.1 The annual subscription is agreed with each organisation individually. Your subscription contract sets out the price, the term, what is included, and two limits for each year of the term: the total value of paid tickets you may sell (the "turnover limit") and the number of free registrations to private events (the "registration limit").
15.2 Both limits are terms of your contract, not guidelines. If you exceed the turnover limit, our standard Pay as you go fees apply to ticket sales above it, unless we agree a different arrangement. If you exceed the registration limit, registrations continue, and we will agree with you a move to a higher subscription, at renewal or sooner.
15.3 Where your subscription contract and these terms conflict, your subscription contract wins.
16. Liability
16.1 We provide Sympozium with reasonable care and skill. We do not promise that it will be uninterrupted or error-free.
16.2 We are not liable for:
- the running, content, quality or outcome of your events;
- loss of profit, revenue, bookings, goodwill or data; or
- any indirect or consequential loss.
16.3 Our total liability to your organisation, however it arises, is limited to the platform fees we have earned from your organisation in the 12 months before the event giving rise to the claim. Ticket money we collect on your behalf does not count towards this figure.
16.4 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
17. Ending the agreement
17.1 Your organisation may end this agreement at any time by closing its organisation account. We may end it by giving at least 30 days' notice by email to your directors.
17.2 When the agreement ends, other than under 17.4:
- events that have attendees booked will run to completion as normal, including ticket sales, check-in, feedback, certificates and the final payout;
- you may not publish new events; and
- we may cancel published events with no bookings, and delete unpublished drafts after a reasonable period.
17.3 Sections 7 to 9, 13 and 16 continue to apply until all payouts, refunds and amounts owed have been settled.
17.4 If we end the agreement because you have seriously breached these terms, or because of a real risk to attendees, we may end it immediately, stop ticket sales, and cancel events. Attendees will be refunded under section 12.3.
17.5 This agreement continues when individual people join or leave your organisation. Your organisation must always have at least one director on Sympozium with authority to act for it. A new director who accepts these terms confirms that the existing agreement continues.
18. Changes to these terms
18.1 We may update these terms. For material changes, we will give at least 30 days' notice by email to your directors.
18.2 When a new version is published, a director will be asked to accept it the next time they sign in. Your existing events will keep running while this happens.
18.3 If you do not accept a new version, you may end the agreement under section 17.
19. General
19.1 These terms, together with any subscription contract and the documents referred to in them, are the whole agreement between us about your organisation's use of Sympozium.
19.2 If any part of these terms is found to be unenforceable, the rest remains in effect.
19.3 Your organisation may not transfer this agreement to anyone else without our written consent.
19.4 If we do not enforce a right straight away, we can still enforce it later.
19.5 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
19.6 You can contact us at admin@sympozium.co.uk or through our website, sympozium.co.uk.