im of of this policy is to provide clear guidelines on the organisation and management of engagements, conferences, and in-person bookings undertaken by Sapio Ltd.

• This policy ensures professionalism, adherence to applicable legal requirements, and the efficient handling of client and third-party interactions during events and bookings.

2. Scope

• This policy applies to all engagements, conferences, and in-person bookings managed or participated in by Sapio Ltd.
• It encompasses all stages of event management, including booking, preparation, attendance, and follow-up.
• The policy covers both events organised directly by Sapio Ltd and those where representatives from Sapio Ltd are acting as a host, speaker, participant, or invited guest.

3. Definitions

• An engagement refers to any formal or informal meeting, consultation, or commitment involving Sapio Ltd and a client or third party.
• Conferences include formal events where Sapio Ltd is an organiser, speaker, or attendee.
• In-person bookings refer to the scheduling and management of physical meetings or engagements requiring the presence of Sapio Ltd.’s representative(s).

4. Principles

• Sapio Ltd is committed to ensuring that all engagements, conferences, and in-person bookings are:
• Conducted in a professional manner, maintaining the reputation and integrity of Sapio Ltd.
• Managed efficiently to optimise client satisfaction and operational effectiveness.
• Compliant with all applicable laws, including health and safety regulations.
• Aligned with Sapio Ltd.’s values of transparency, respect, and collaboration.

5. Engagements and In-Person Bookings

• Sapio Ltd requires all in-person bookings to be confirmed in writing, including the purpose, date, time, location, and any other relevant details.
• Clients or third parties must provide sufficient notice for cancellations or rescheduling, as per our Cancellations Policy.
• Travel and accommodation arrangements for engagements outside the CEO’s locality will be discussed and agreed upon in advance with the client or host.
• The CEO or assistant will maintain an updated schedule of all engagements and bookings to avoid conflicts and ensure prompt attendance.

6. Conferences

• Participation in conferences, whether as an organiser, speaker, or attendee, must be pre-approved by the CEO.

For conferences organised by Sapio Ltd, the following steps will be observed:

Invitations and communication with attendees will be managed professionally and in a timely manner. Any necessary risk assessments will be conducted to ensure health and safety compliance at the venue. A detailed plan, including objectives, budget, and logistical arrangements, will be created.

For conferences where Sapio Ltd participates as a guest or speaker, the CEO will review the agenda and expectations to ensure alignment with Sapio Ltd.’s goals.

7. Health, Safety, wellbeing and Accessibility

• Sapio Ltd will ensure that all in-person engagements and events comply with health and safety regulations applicable in the UK or the location of the event.

• Organisers must ensure that venues are accessible to individuals with disabilities, including the speaker, as required under the Equality Act 2010 and other applicable laws.

• During in-person events, the CEO will ensure that relevant health precautions (e.g., COVID-19 safety measures) are in place as required by current public health guidance.

• Event organisers are responsible for ensuring that the venue complies with all relevant health and safety regulations, including fire safety, accessibility, and cleanliness. Venues must provide appropriate facilities such as adequate lighting, ventilation, and seating for the duration of the event.

• Venues must have adequate ventilation to maintain a comfortable environment. Where excessive heat is anticipated or occurs, organisers must provide appropriate cooling solutions, such as fans or air conditioning, to ensure the speaker’s performance is not negatively impacted. Sapio Ltd reserves the right to delay or withdraw from a presentation if environmental conditions compromise the ability to deliver content effectively.

• For engagements exceeding 4 hours, Sapio Ltd requires reasonable breaks in a quiet space to ensure the speaker’s wellbeing and optimal performance.

• If public health concerns (e.g., pandemics) arise, organisers must ensure the venue adheres to applicable guidelines, including social distancing, mask-wearing, and sanitisation measures, as required by local regulations.

• Sapio Ltd reserves the right to decline participation if the venue fails to meet basic health and safety standards.

• Sapio Ltd refuses to speak at, or in connection with, organisations or venues that do not align with its stance on inclusivity, equity, and safety. This includes events where women and/or individuals with diverse characteristics are made to feel unsafe, unwelcome, or excluded. Examples include gentlemen’s clubs, organisations promoting exclusivity based on religion or politics, and environments fostering hostility or discrimination towards any group. Sapio Ltd requires that all events and organisers provide a welcoming, respectful, and inclusive space for all participants.

• Sapio Ltd expects event organisers to provide a professional environment free from harassment, discrimination, or inappropriate behaviour. The speaker reserves the right to terminate participation immediately or remove individuals who do not meet these requirements if such behaviour occurs. This is especially important in situations where alcohol is being consumed by attendees.

• Event organisers must provide clear instructions regarding emergency exits, first aid availability, and procedures in case of accidents or other emergencies.

8. Emergencies, Illness, and Crisis Situations

• Sapio Ltd recognises that unforeseen circumstances, including emergencies, illness, accidents, severe weather, travel restrictions, or other crises, may affect the ability of the speaker to attend in-person engagements, conferences, or bookings.
• In such situations, Sapio Ltd will make every reasonable effort to:

1. Reschedule the commitment to a mutually convenient time, without imposing any additional fees on the client or organiser.
2. If possible and appropriate, fulfil the commitment remotely via video conferencing or other virtual platforms.

• The CEO of Sapio Ltd retains the sole discretion to determine if it is safe to travel to an event in the case of severe weather, travel disruption, or other safety concerns. This decision will prioritise the wellbeing of all involved parties and will consider both the present situation and the forecasted conditions ahead.

• Clients or organisers will be informed of any cancellations, rescheduling, or changes to the mode of delivery as soon as reasonably possible. Sapio Ltd will strive to minimise any inconvenience caused by such changes.

 If Sapio Ltd is unable to reschedule or complete the commitment remotely, any pre-paid fees will be refunded in line with the terms specified in the relevant booking agreement.

9. Timekeeping and scheduling

• Sapio Ltd places high value on professionalism and preparedness, ensuring that speaking engagements and in-person commitments are delivered to the agreed standards and schedule.

• It is the responsibility of the event organiser to ensure that their event runs to time so that the agreed speaking commitment and content can be honoured in full.

• If an event is running more than 30 minutes behind schedule, Sapio Ltd reserves the right to make a discretionary decision regarding its participation, including the option to withdraw from the event. This decision will be communicated promptly to the organiser and will consider factors such as the impact on other commitments and overall practicality. The organiser is expected to make all possible attempts to ensure that the speaker can deliver the committed session as near to the planned time as possible, including rearranging the slots of other speakers if necessary.

• If the allocated session is cut short due to poor time management by the organiser (e.g. a 60-minute session is cut to 35 minutes), Sapio Ltd reserves the right to add a 50% surcharge to the agreed fee. This surcharge reflects the additional inconvenience and effort caused by having to rework content on the fly to fit the reduced timeframe, which undermines the preparation and professionalism invested in the original commitment.

• Clients and event organisers are encouraged to communicate any potential scheduling issues to Sapio Ltd as early as possible so that alternative arrangements may be explored where feasible.

• The Client may not reschedule the timing of Sapio Ltd.’s contribution to an event without agreement in advance. It is at the speaker’s discretion whether to support rescheduling live on the day, depending on diary constraints, availability, etc.

10. Presence at Events Beyond Speaking Commitments

• Sapio Ltd recognises the value of connecting with organisers and attendees at events, and where calendar commitments allow, the speaker will make time to engage with organisers, answer questions, and network with attendees following the scheduled session.

• However, unless explicitly agreed in advance as part of the booking, Sapio Ltd does not guarantee the speaker’s presence for the entire duration of a conference or event. Attendance beyond the speaking commitment is subject to the availability of the speaker and other professional obligations.

• The client’s booking and associated fee relate specifically to the agreed speaking engagement and allocated time for delivering content or providing expertise. While Sapio Ltd strives to maximise value for clients, additional time spent on-site must be arranged and agreed upon in advance.

• This approach ensures respect for the speaker’s time and ensures fairness to all clients and commitments. Event organisers are encouraged to discuss any specific needs for extended presence or participation at the time of booking. Additional charges may apply for prolonged attendance or unscheduled commitments.

• Sapio Ltd appreciates understanding and professionalism in managing time commitments at events, which enables the speaker to deliver quality contributions across all engagements.

11. Refreshments and Meals

• Sapio Ltd expects that appropriate refreshments and meals are provided for the speaker during events, particularly where attendance extends beyond standard hours or spans mealtimes.

• Water should be readily available throughout the event. If the commitment requires the speaker to be present over lunchtime, a meal should be provided by the event organiser.

• For commitments requiring attendance after 6:00 PM, Sapio Ltd reserves the right to invoice the organiser for dinner expenses, unless a suitable meal is provided at the event.

• For commitments requiring attendance before 9:00 AM, Sapio Ltd reserves the right to invoice the organiser for breakfast expenses, unless breakfast is provided at the event.

• For international bookings, meal and refreshment costs may vary based on local rates and will be agreed upon in advance where possible.

• Event organisers are encouraged to communicate catering arrangements during the booking process to ensure these requirements are met, avoiding the need for additional expense claims.

12. Client and attendee Behaviour and Expectations

• Sapio Ltd is committed to professionalism and expects the same from clients and event organisers. This section outlines the behaviours and standards required to ensure a respectful and productive engagement.

• Sapio Ltd requires that all interactions during events be conducted in a professional, respectful, and inclusive manner. Discrimination, harassment, or inappropriate behaviour towards the speaker or any other participant is strictly prohibited.

• Sapio Ltd expects event organisers to prioritise diversity and equity in their selection of speakers, panellists, and participants. Sapio Ltd will not participate in events where speaker panels or programming fail to reflect a reasonable effort to include women, people from diverse backgrounds, or underrepresented groups. For example, Sapio Ltd will not participate in events where there are all-male panels.

• The speaker from Sapio Ltd expects to be treated with the same level of professional respect, courtesy, and logistical support as any other speaker or participant at the event. This includes equal access to event facilities, technical support, networking opportunities and promotional opportunities.

• Event organisers must provide an environment where women and individuals with diverse characteristics feel welcome, safe, and included.

• Sapio Ltd reserves the right to terminate its participation immediately if the event fails to uphold these standards.

• Organisers must communicate all expectations, event requirements, and logistical details (e.g., timing, technical needs, and accommodation) during the booking process. Last minute changes or unreasonable demands may result in additional fees or a review of participation.

13. Liability and Disclaimers

• Sapio Ltd makes every effort to deliver services to the highest professional standards. However, in certain circumstances outside of our control, disruptions may occur.

• Sapio Ltd shall not be held liable for cancellations, delays, or failure to perform services caused by circumstances beyond our reasonable control. These include but are not limited to acts of nature (e.g., floods, hurricanes, etc.), pandemics, strikes, governmental restrictions, or transportation disruptions.

• To the fullest extent permitted by law, Sapio Ltd’s liability for any claims arising from an engagement shall be limited to the fees paid by the client for the specific service provided. Under no circumstances shall Sapio Ltd be liable for indirect, incidental, or consequential damages, including loss of profits, business interruption, or reputational harm.

• Any advice, strategies, or recommendations provided by Sapio Ltd during an engagement are based on the information available at the time and are intended as guidance only. The client assumes responsibility for implementing decisions or actions based on this advice and acknowledges that results may vary depending on external factors beyond Sapio Ltd’s control.

• Sapio Ltd assumes no liability for errors or failures resulting from inaccurate, incomplete, or delayed information provided by the client. Any concerns about the speaker’s performance or materials must be raised directly and respectfully with Sapio Ltd during or immediately after the engagement. Sapio Ltd is committed to addressing any issues promptly and professionally.

• Sapio Ltd provides advisory, educational, and supportive services, but the client retains ultimate responsibility for implementing any recommendations or strategies discussed. Results achieved following an engagement depend on factors beyond Sapio Ltd’s control, including client execution, resources, and external circumstances.

14. Confidentiality and Non-Disclosure

• Sapio Ltd is committed to maintaining the confidentiality of sensitive information shared during engagements. This policy ensures mutual trust and professionalism between Sapio Ltd and its clients.

Any information disclosed by the client to Sapio Ltd during the course of the engagement, including business plans, strategies, financial details, or proprietary data, will be treated as confidential.

Sapio Ltd will not disclose such information to third parties without the client’s explicit written consent, except where required by law.

• All presentation materials, slide decks, recordings, or content delivered by Sapio Ltd are proprietary and protected under intellectual property laws. Clients may not distribute, modify, or share these materials externally without the prior written consent of Sapio Ltd. Internal distribution within the client’s organisation may be permitted if explicitly agreed during the booking process.

• If required by the client, Sapio Ltd is willing to sign a reasonable NDA to formalise confidentiality obligations. Any such agreement must be reviewed and agreed upon prior to the engagement. Sapio Ltd reserves the right to disclose limited information as necessary to comply with legal obligations or court orders.

• Any client data retained by Sapio Ltd for the purpose of the engagement will be securely stored and destroyed when no longer necessary, in compliance with the Privacy Policy.

15. Compliance with Local Laws

• Sapio Ltd is committed to adhering to all applicable legal and regulatory requirements in the jurisdictions where engagements are conducted. This section ensures compliance with UK, international, and local laws.

• Taxation and Invoicing: All invoices issued by Sapio Ltd comply with UK tax laws, including the inclusion of VAT where applicable. Clients outside the UK are responsible for ensuring compliance with their local tax obligations, including withholding taxes or reporting requirements.

• Export and Licensing Laws: Clients receiving materials, recordings, or services from Sapio Ltd must ensure compliance with any export control or licensing laws in their jurisdiction. Sapio Ltd will not be held liable for penalties or restrictions arising from the use of its materials or content outside the UK.

• Local Venue and Health Regulations: Event organisers are responsible for ensuring that venues comply with all local health, safety, and accessibility laws. This includes compliance with fire codes, disability access regulations, and public health mandates. Sapio Ltd reserves the right to withdraw participation if a venue is found to be non-compliant with local laws or standards.

• Anti-Bribery and Corruption: Sapio Ltd operates in compliance with the UK Bribery Act 2010 and expects clients and event organisers to do the same. Any attempt to offer or solicit improper inducements will result in immediate termination of the engagement.

• No Substitution for Fees: Sapio Ltd requires that all agreed fees be paid in full, as specified in the booking agreement and invoicing terms. Clients may not substitute payments with gifts, upgraded accommodation, meals, or other in-kind benefits in place of paying the agreed fee. While Sapio Ltd appreciates gestures of goodwill, such as small tokens of appreciation, these must be separate from the financial obligations outlined in the engagement terms.

• Legal Clarity in Contracts: Sapio Ltd ensures that all agreements are written in clear, comprehensible language and are consistent with the laws of England and Wales. Where engagements occur outside the UK, additional terms may be included to ensure compliance with the local legal framework.

• Responsibility for Local Permits or Licences: Where required, clients are responsible for obtaining any necessary permits or licences for the event or engagement. Sapio Ltd is not liable for cancellations or delays caused by the absence of such authorisations.

• Free Services or Perks: Sapio Ltd does not accept free or discounted services (e.g., meals, subscriptions, services, leisure activities, or accommodation) as compensation or partial compensation for professional engagements. Any additional perks offered by the client are considered separate from the agreed contractual obligations and must not interfere with the terms of payment.

• Referrals: Sapio Ltd appreciates referrals to potential clients or partners. However, referrals are not considered a substitute for financial compensation or professional fees. Clients or partners providing referrals are not entitled to discounts, rebates, or preferential treatment unless explicitly agreed in advance.

• Affiliate Sales or Sponsorships: Sapio Ltd does not engage in affiliate sales or promotions as part of professional engagements unless explicitly agreed in writing. If sponsorships or affiliate arrangements are proposed by the client, these will be evaluated separately, and any agreements will be documented in a written addendum.

• Disclosure of Referral and Affiliate Partnerships: Sapio Ltd is committed to transparency regarding any referral or affiliate partnerships. If the CEO or speaker promotes a product, service, or organisation with which Sapio Ltd has a referral or affiliate relationship, this relationship will be disclosed openly during the engagement. Transparency ensures that all parties are aware of potential financial or business benefits arising from such partnerships, maintaining trust and professionalism.

• Avoidance of Conflicts of Interest: Sapio Ltd reserves the right to decline gifts, services, referrals, or affiliate opportunities that could create a conflict of interest or compromise professional integrity. Clients and partners are encouraged to communicate openly about any such offers to ensure mutual understanding and alignment with Sapio Ltd’s values.

16. Unpaid Engagements, Partnership Activities, and Marketing Events

• Sapio Ltd occasionally participates in events without a direct fee under specific circumstances. This section outlines the terms for such engagements to ensure professionalism, transparency, and alignment with Sapio Ltd’s values and business goals.

Types of Unpaid Engagements:

1. Supportive Participation: Events where Sapio Ltd contributes to an organisation or cause that aligns with its values and mission.
2. Partnership Agreements: Engagements carried out as part of a formal partnership agreement with an organisation, typically with mutually agreed objectives or benefits.
3. Marketing Activities: Events attended as part of Sapio Ltd’s promotional strategy, aimed at increasing visibility, networking, or promoting products and services.

 Intellectual Property and Content Usage

1. Unless explicitly agreed in advance, Sapio Ltd does not make its intellectual property (e.g., slides, presentation materials, recordings) available to organisers or attendees at unpaid events.
2. The content delivered remains the exclusive property of Sapio Ltd and may not be reproduced, distributed, or shared without prior written permission.
3. PDF versions of presentation slides or other materials will only be provided if specified in the event agreement and solely for internal use.

• Promotional Activities During Marketing Events

1. Sapio Ltd reserves the right to promote its business, products, or services (e.g., books, courses, consultancy offerings) during marketing events in a professional and contextually appropriate manner.
2. Organisers must ensure that promotional opportunities, such as book signings, product mentions, or distributing branded materials, are accommodated where agreed in advance.
3. Any restrictions on promotional activities must be communicated and mutually agreed upon during the booking process.

• Costs and Reimbursements

1. While no fee is charged for these engagements, Sapio Ltd expects all travel, accommodation, and other event-related expenses to be covered or reimbursed by the organiser unless otherwise agreed.
2. Sapio Ltd reserves the right to invoice for any out-of-pocket expenses incurred due to organiser oversight or last-minute changes to the arrangement.

• Professional Standards and Expectations

1. Sapio Ltd maintains the same high standards of professionalism during unpaid engagements as in paid events. Organisers must ensure the same level of support, respect, and logistical arrangements as would be provided to other speakers or participants.
2. Event organisers must respect Sapio Ltd’s right to safeguard its intellectual property and to manage its promotional activities during these events.

• Termination of Unpaid Engagements

1. Sapio Ltd reserves the right to withdraw from unpaid engagements if the organiser fails to honour agreed terms or if the event compromises Sapio Ltd’s professional standards, values, or brand reputation.

17. Pro Bono Work

• Sapio Ltd may, at its sole discretion, offer its services on a pro bono basis to organisations, causes, or initiatives that align with its values and mission.

• Decision to Provide Pro Bono Services:

1. The decision to offer services pro bono is made solely by Sapio Ltd and is not guaranteed for any organisation or individual.
2. Pro bono engagements are typically limited to organisations promoting equity, education, diversity, environmental sustainability, or other causes that reflect Sapio Ltd’s core values.

• Intellectual Property and Content Usage:

1. The intellectual property rights for all content created and delivered during pro bono engagements remain the exclusive property of Sapio Ltd. Presentation materials, slides, recordings, or any other content may not be shared, distributed, or repurposed by the organiser or attendees without Sapio Ltd’s explicit written consent. Sapio Ltd does not provide access to PDF versions or other copies of presentation materials unless agreed in advance for internal use only.

• Respect and Professional Standards

1. Pro bono work is offered with the same level of professionalism and preparation as paid engagements, and Sapio Ltd expects the same respect, support, and logistical arrangements in return.
2. Event organisers must ensure that Sapio Ltd is treated with the same level of courtesy and consideration as any other speaker or participant, regardless of the financial arrangement.

• Costs and Expenses

1. Sapio Ltd typically does not cover travel, accommodation, or other expenses for pro bono work. These costs must be covered or reimbursed by the organiser unless otherwise agreed in advance.
2. If the engagement requires significant customisation or preparation, Sapio Ltd reserves the right to invoice for specific costs incurred, even if the engagement itself is offered pro bono.

• Withdrawal of Pro Bono Commitment

1. Sapio Ltd reserves the right to withdraw from a pro bono engagement if the organiser fails to meet agreed terms, if the event does not align with Sapio Ltd’s professional standards, or if unforeseen circumstances arise that make participation impractical.

• Promotion and Publicity

1. While offering pro bono services, Sapio Ltd retains the right to promote its participation in the event as part of its own marketing or corporate social responsibility efforts.

18. Miscellaneous Terms

• This section outlines additional terms to ensure clarity, consistency, and comprehensiveness in all engagements with Sapio Ltd.

• These policies, along with any written agreements or contracts, represent the entire understanding between Sapio Ltd and the client.

Any prior verbal or written agreements, negotiations, or understandings are superseded by these terms.

Sapio Ltd reserves the right to update or amend these policies at its discretion. Clients will be notified of any significant changes that may affect existing or future engagements.

Amendments will not apply retroactively unless required by law.

• Severability: If any provision within this policy is found to be invalid, unlawful, or unenforceable, the remaining provisions will remain in full force and effect.

• Governing Law and Jurisdiction: These terms are governed by the laws of England and Wales. Any disputes will be resolved under the exclusive jurisdiction of the courts of England and Wales, unless otherwise agreed in writing.

• Language These policies are written in English and apply to all engagements. If translated into another language, the English version will prevail in case of discrepancies.

• Independent Contractor Status: Sapio Ltd operates as an independent contractor. Nothing in these policies or associated agreements shall create a partnership, joint venture, or employment relationship between Sapio Ltd and the client.

• Force Majeure: Sapio Ltd shall not be held liable for delays or failure to perform its obligations due to circumstances beyond its control, including but not limited to pandemics, strikes, governmental restrictions, or natural disasters.

• Acceptance of Terms By engaging Sapio Ltd, clients acknowledge and agree to the terms outlined in this policy.

.  Intellectual Property and Presentation Materials

• All intellectual property (IP) associated with content created and delivered by Sapio Ltd, including but not limited to presentation slides, handouts, and verbal delivery, remains the exclusive property of Sapio Ltd.
• Copies of slides, presentation materials, or any recordings of the speaker (whether in-person or online) are owned by Sapio Ltd and may not be distributed, reproduced, or shared publicly without the explicit written consent of Sapio Ltd.
• Event organisers may distribute recordings or presentation materials internally to their team or organisation, provided Sapio Ltd has given prior consent. Any further distribution, including public sharing or uploading to online platforms, requires explicit written approval.
• Where agreed as part of the booking fee, Sapio Ltd may provide PDF versions of the presentation slides or other materials after the event. These will be provided for internal use only and are not to be altered, repurposed, or shared externally without prior approval.
• Event organisers are encouraged to discuss their needs for recording or distributing content during the booking process to ensure clarity and compliance with these terms.
• Sapio Ltd reserves the right to withdraw permission for any use of its materials if the terms of this policy are breached.

2. Intellectual Property (IP) Rights in Recordings

• Sapio Ltd retains full intellectual property rights over all content created and delivered during engagements, including presentation slides, materials, and verbal delivery.
• Event organisers must obtain prior written consent to record any session or segment involving the speaker. Any recordings of the speaker, whether made during in-person or virtual events, are owned by Sapio Ltd.

 Restrictions on Distribution:

• Recordings and slides may not be edited, repurposed, or shared publicly without explicit permission from Sapio Ltd.
• Internal distribution of recordings or materials within the client’s organisation may be permitted if explicitly agreed during the booking process.

Provision of Materials:

• Where agreed as part of the booking fee, Sapio Ltd may provide a PDF version of the presentation slides for internal use only. These materials may not be altered or redistributed without written approval.

Event-Specific Permissions:

• Permissions regarding recordings and materials will be clearly outlined in the booking agreement.
• Any breach of these terms may result in additional fees or legal action to protect Sapio Ltd’s intellectual property.

 Attribution:

• Any permitted use of recordings or slides must include proper attribution to Sapio Ltd and the speaker.

 Future Use by Sapio Ltd:

• Sapio Ltd reserves the right to reuse or repurpose its own materials and recordings for future engagements, publications, or promotional purposes, unless otherwise agreed with the client.

1. Payments and Refunds

• Payments for Sapio Ltd’s participation or services during conferences or bookings must be made in accordance with agreed terms outlined in the agreement or contract.

• Refunds for cancellations are subject to the notice period provided and may incur administrative charges or refunds for costs already incurred at the time of cancellation.

2. Payment Terms

• Sapio Ltd operates on clear and transparent payment terms to ensure mutual understanding and accountability.

• A non-refundable deposit of 50% is required to secure any booking. This deposit is due upon signing the agreement or confirming the booking and will be credited toward the final invoice.

1. Payments not received by the due date may incur a late fee of 10% if the total invoice for each 30-day period the payment is overdue.
2. Sapio Ltd reserves the right to suspend or cancel services if payment is not received as agreed.

Short-Notice Bookings

For bookings made within approximately three months of the scheduled engagement date, Sapio Ltd reserves the right to invoice 100% of the agreed fee up front. This full amount is payable upon confirmation of the booking.

In such cases, the first 50% of the total fee will be treated as the non-refundable deposit, in line with our standard cancellation terms. The remaining 50% may be refundable depending on the timing of cancellation and any non-recoverable costs incurred.

This approach reflects the accelerated planning, preparation, and limited rebooking opportunities associated with short-notice engagements.

3. Refund Policy

• Sapio Ltd is committed to transparent and fair handling of refunds. This policy outlines the circumstances under which refunds may or may not be provided.

• Non-Refundable Elements:
• Deposits paid to secure a booking are non-refundable, except in cases where Sapio Ltd must cancel the engagement and no suitable rescheduling option is available.
• Any costs incurred by Sapio Ltd in preparation for the engagement, such as travel, accommodation, or custom materials, are non-refundable in the event of a client-initiated cancellation.

• Refunds for Client Cancellations:
• For cancellations made more than 30 days before the engagement, payments beyond the deposit will be refunded, minus any non-recoverable expenses.
• For cancellations made between 14-29 days, a partial refund of up to 50% of the total fee may be issued, depending on the costs already incurred.
• No refunds will be issued for cancellations made within 14 days of the engagement.

• Refunds for Sapio Ltd Cancellations:
• If Sapio Ltd cancels an engagement due to unforeseen circumstances and rescheduling is not possible, all payments beyond the non-refundable deposit will be refunded.
• Sapio Ltd is not liable for indirect losses incurred by the client as a result of cancellation (e.g., venue costs, third-party contracts).

• Force Majeure Events:
• In the event of force majeure circumstances (e.g., natural disasters, pandemics), refunds will be considered on a case-by-case basis. Where possible, payments already made may be credited toward a future booking.

• Partial Delivery Refunds:
• If an engagement is curtailed due to technical issues, venue-related problems, or other client-side factors, Sapio Ltd is not obligated to issue refunds for the undelivered portion of the session.
• Sapio Ltd will, however, make reasonable efforts to reschedule or provide additional value (e.g., virtual follow-ups) at the client’s expense.

• Disputes:
• Please see separate Disputes and Complaints Policy.

1. Purpose

• This policy outlines the technical requirements necessary to ensure the smooth delivery of presentations and engagements by Sapio Ltd at events.
• It ensures that organisers are aware of the support and equipment required to facilitate high-quality presentations and minimise technical issues.

2. Scope

• This policy applies to all in-person and hybrid events where Sapio Ltd is engaged to deliver a presentation, keynote speech, or other professional content.
• It covers the technical setup, equipment requirements, and support needed to successfully deliver the agreed content.

3. Technical Requirements

• Sapio Ltd requires access to high-speed Wi-Fi at the event venue to support the presentation and any supplementary material. This must be provided at no cost to Sapio Ltd and must be confirmed in advance.
• A technician must be available onsite to assist with any technical issues, particularly those involving audio-visual (AV) equipment or connectivity. The technician should be available during the setup time before the presentation and throughout the session if needed.
• Sapio Ltd presenters use a Microsoft Surface device for delivering presentations. Unless otherwise agreed, the presenter will use their own equipment, including a presentation clicker. If the organiser requires the use of onsite equipment, this must be arranged and tested in advance.
• Adequate time must be allocated before the scheduled presentation for the speaker to set up, connect, and test all equipment to ensure materials are displayed correctly. This includes testing visuals, audio, and any other technical elements involved in the presentation.
• Where the presentation requires amplification, Sapio Ltd requires the use of a wireless lapel microphone or a headset microphone to ensure freedom of movement and consistent sound quality. These must be tested for clarity and reliability before the session.

4. Communication of Technical Arrangements

• Event organisers are encouraged to discuss technical arrangements with Sapio Ltd during the booking process to ensure all requirements are met.
• Any changes to the agreed technical setup or requirements must be communicated to Sapio Ltd as soon as possible to allow for adjustments.
• Sapio Ltd reserves the right to decline participation in an event if technical requirements are not met or if the lack of technical support compromises the quality of the presentation.

5. Policy Review and Updates

• This policy is reviewed annually or when significant changes occur in technology or event practices. Updates will be communicated to clients and organisers as necessary.

6. Contact Information

• For questions or clarification about technical requirements, please contact: assistant@sapio.company

1. Accommodation Requirements

Sapio Ltd requires accommodation for any booking that meets the following criteria:

• The event location is more than 85 miles or a two-hour drive from HP19.
• The speaker is required onsite before 9:00 AM at a location more than 20 miles from HP19.

• The minimum acceptable standard for accommodation is a Premier Inn Premier Plus room or equivalent. The accommodation must include:
  1. High-speed Wi-Fi to support work requirements.
  2. A fridge available for the speaker’s use.
  3. Hotels typically meeting the required standard include Hotel Indigo, Radisson Blu, Holiday Inn, Hilton, and Marriott. Standard Premier Inn rooms, Travelodge, local Bed and Breakfast establishments or “Pubs with Rooms” are generally not acceptable unless no alternative is available in the area.

• Sapio Ltd prefers to manage and book the accommodation directly to ensure all requirements are met. The associated expenses will then be invoiced to the client as part of the engagement costs.

• Where the representative of Sapio Ltd has travelled to the client destination the night before an event or on-site, dinner will be required at the destination hotel or en-route.

• If the client prefers to arrange the booking directly or has preferential rates with a local supplier, they must ensure it meets the specified standards. Any booking that fails to meet these criteria may result in additional charges or the need for alternative arrangements at the client’s expense.

• Event organisers are encouraged to confirm accommodation arrangements with Sapio Ltd during the booking process to avoid misunderstandings or delays.

2. Accommodation for Conferences with Gala or Celebration Dinners

• For conferences or events that include a gala dinner, celebration dinner, or other evening function as part of the schedule, Sapio Ltd requires hotel accommodation regardless of the distance from HP19.

• This requirement ensures the speaker can fully participate in evening functions without the need for extended travel late at night, supporting both safety and professionalism.

• The accommodation provided must meet the minimum standards outlined in Section 18, including high-speed Wi-Fi, access to a fridge, and a standard equivalent to Premier Inn Premier Plus or higher.
• Event organisers are encouraged to confirm hotel arrangements as part of the booking process to ensure the speaker’s comfort and readiness for the event. Where possible, Sapio Ltd prefers to manage the booking directly and invoice the client for associated expenses.

• If accommodation is not provided or confirmed in advance for events with a gala or celebration dinner, Sapio Ltd reserves the right to invoice for hotel expenses incurred.

3. Travel and Accommodation Upgrades

Sapio Ltd is committed to delivering professional services and ensuring that travel and accommodation arrangements support the wellbeing and performance of the speaker. This section outlines expectations regarding travel, accommodation, and parking arrangements.

• Travel Flexibility:
• For international engagements or travel exceeding 4 hours, Sapio Ltd may require upgrades to business-class travel to ensure the speaker’s comfort and readiness.
• Travel upgrades will be agreed upon during the booking process and invoiced to the client.
• Where additional nights or late checkout are taken for personal reasons at a hotel location, Sapio will fund the additional costs for this.

• Accommodation Standards:
• Accommodation must meet the minimum standards outlined including access to high-speed Wi-Fi, a fridge, and a clean, safe environment.
• In cases where local conditions, availability, or travel schedules warrant, Sapio Ltd may require upgraded accommodations (e.g. higher-tier rooms). These upgrades will be discussed with the client and invoiced accordingly. Electric car charging is preferred.

• Additional Travel and Accommodation Requirements:
• For engagements requiring consecutive nights of travel or attendance, Sapio Ltd may request additional accommodation for rest days between events to maintain performance quality.
• Any travel or accommodation costs exceeding initial estimates due to changes in scheduling, availability, or unforeseen circumstances will be communicated promptly to the client for approval.

• Booking Responsibility:
• Sapio Ltd prefers to manage its own travel and accommodation bookings to ensure all requirements are met. The associated costs will be invoiced to the client.
• If the client chooses to handle bookings, all arrangements must align with Sapio Ltd’s stated preferences and standards. Failure to meet these standards may result in additional fees or alternate arrangements at the client’s expense.

• Reimbursement for Client-Requested Upgrades:
• If the client requests upgrades beyond Sapio Ltd’s usual travel or accommodation preferences, such as additional stops or prolonged stays, these costs will be billed to the client.

4. Reserved Parking:

• For engagements where the speaker is travelling by car, the event organiser must ensure reserved parking is available at or near the venue.
• Parking arrangements must accommodate easy access to the venue, with clear instructions provided in advance.
• If suitable parking is not provided, Sapio Ltd reserves the right to invoice for additional parking expenses incurred, including any associated delays or logistical challenges.

1. Data Protection

Sapio Ltd. is committed to protecting the privacy and security of personal data. This policy outlines our approach to data protection and our commitment to complying with the UK General Data Protection Regulation (UK GDPR) and other relevant data protection laws.

2. Scope

This policy applies to all personal data processed by Sapio Ltd., including data collected during engagements, conferences, bookings, and other business activities.

3. Data Protection Principles

Sapio Ltd. adheres to the following data protection principles:

• Personal data shall be processed lawfully, fairly, and transparently.
• Personal data shall be collected for specified, explicit, and legitimate purposes.
• Personal data shall be adequate, relevant, and limited to what is necessary.
• Personal data shall be accurate and kept up to date.
• Personal data shall be kept in a form that permits identification for no longer than necessary.
• Personal data shall be processed in a manner that ensures appropriate security.

4. Data Collection and Use

4.1 Personal data collected during engagements, conferences, or bookings will be handled in compliance with Sapio Ltd.’s Privacy Policy and the UK GDPR.

4.2 Attendees’ data, such as names, email addresses, and dietary or accessibility requirements, will be used only for the purpose of the event and retained only as long as necessary.

4.3 Any sharing of data with third parties, such as event organisers or service providers, will require explicit consent.

 5. Data Subject Rights

We respect the rights of individuals under the UK GDPR, including:

• The right to access their personal data
• The right to rectification of inaccurate data
• The right to erasure (‘right to be forgotten’)
• The right to restrict processing
• The right to data portability
• The right to object to processing

6. Data Security

Sapio Ltd. implements appropriate technical and organisational measures to ensure the security of personal data, including protection against unauthorised or unlawful processing and accidental loss, destruction, or damage.

7. Data Breaches

In the event of a data breach, Sapio Ltd. will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, where feasible. If the breach is likely to result in a high risk to the rights and freedoms of individuals, we will also notify the affected individuals without undue delay.

8. Data Protection Officer

Sapio Ltd’ CEO and Founder has appointed a Data Protection Officer (DPO) responsible for overseeing compliance with this policy and data protection regulations. For any questions or concerns regarding data protection, please contact laura@sapio.company

9. Policy Review

This policy will be reviewed annually and updated as necessary to reflect best practice in data management, security, and control and to ensure compliance with any changes or amendments to the UK GDPR and other relevant legislation.

10. Accountability

Sapio Ltd. maintains records of our data processing activities and is committed to demonstrating compliance with data protection principles.By engaging with Sapio Ltd., you acknowledge that you have read and understood this Data Protection Policy. We are committed to protecting your privacy and maintaining the confidentiality and security of your personal information.

11. Responsible Use of Artificial Intelligence (AI)

11.1 Sapio Ltd. is committed to the responsible and ethical use of AI technologies in our business operations, ensuring compliance with data protection regulations and best practices.

11.2 When utilising AI systems, we adhere to the following principles:

• Transparency: We strive to be transparent about our use of AI, including how AI systems make decisions that may affect individuals.
• Fairness: We use and prompt AI systems mindfully to avoid bias and discrimination, striving for fair treatment of all individuals.
• Data Minimisation: We only use the minimum amount of personal data necessary for AI processing, in line with the purpose limitation principle.
• Security: We implement appropriate technical and organizational measures to protect personal data used in AI systems against unauthorized access, alteration, or destruction.
• We use paid platforms and services, and ensure that we do not share information on free platforms.

11.3 We commit to conducting Data Protection Impact Assessments (DPIAs) for AI systems that are likely to result in high risk to individuals’ rights and freedoms.

11.4 We ensure human oversight in AI-driven decision-making processes, particularly when decisions have significant consequences.

1. Disputes and Complaints

• Any disputes or complaints arising from engagements, conferences, or bookings must be raised in writing to the CEO within 7 days of the event.

• Sapio Ltd will address all complaints promptly and seek to resolve disputes amicably.

2. Dispute Resolution

• Sapio Ltd is committed to resolving disputes fairly, efficiently, and professionally. This policy outlines the steps to address disagreements between Sapio Ltd and clients.

• Initial Resolution Through Discussion:

• Any concerns or disputes should first be raised directly with Sapio Ltd in writing.
• Sapio Ltd encourages open communication to clarify misunderstandings and resolve issues amicably.

• Escalation to Mediation:

• If an issue cannot be resolved through direct discussion, both parties may agree to engage in mediation.
• Mediation will involve an independent third party who facilitates a resolution. The costs of mediation will be shared equally unless otherwise agreed.
  • Arbitration or Legal Proceedings:
• In the event mediation is unsuccessful or unsuitable, disputes may be escalated to arbitration or, as a last resort, formal legal proceedings.
• Arbitration decisions will be binding, and the costs associated with arbitration will be shared equally unless otherwise agreed.

• Governing Law and Jurisdiction:

• This policy, along with any associated agreements, is governed by the laws of England and Wales.
• Any legal proceedings must be initiated within the jurisdiction of the courts of England and Wales.

• Timeliness of Claims:

• All disputes must be raised within 7 days of the engagement or the date of the issue arising. Sapio Ltd reserves the right to decline claims raised after this period.