Event Terms and Conditions

Submission of an online registration is regarded as a firm booking, subject to availability, and as acceptance of these terms and conditions, including the cancellation policy.

Payment

Payment of all fees must be made in full and in cleared funds within 30 days of the submission of your registration. If you submit your registration less than 30 days before the event, then payment of all fees must be made in full and in cleared funds before attending the event. The Physiological Society (The “Society”) reserves the right to cancel any registration before the start of the event if all fees due have not been paid by the relevant time.

In the event of cancellation of a registration by The Society for non-payment, the charges set out in the cancellation policy below shall apply.

Substitutions may be made at any time. If you wish to substitute an attendee, please contact The Society as soon as possible.

VAT

Charges shown are exempt from VAT unless otherwise indicated.

Dietary requirements

Please let us know if you have any dietary restrictions or special considerations, and we will do our best to accommodate you. If you have any dietary requirements, please indicate these during Step 3 of the registration process or email us. We will make every effort to accommodate dietary restrictions; however, there is no guarantee that we will be able to accommodate all food intolerances and/or special diets. It is the attendee’s responsibility to let us know if they have any food allergies or restrictions at least 14 days before the start of the event.

Cancellation policy

Bookings cancelled within seven working days of the start of the event will not be refunded. All cancellations, by individuals or groups, must be given in writing (by letter or email) to The Society.

Event cancellation

The Society reserves the right to cancel any event at any time and at its sole discretion. In the case of such cancellation, The Society will refund any registration fees paid, direct to the attendee upon proof of purchase. This refund will be the full extent of The Society’s liability to the attendee arising from such cancellation.

In the event of cancellation, The Society will use reasonable endeavours to alert those who have booked to attend an event, and details of any cancellation will be posted on the event website. Attendees are responsible for checking this information before the event.

Programme changes

The Society reserves the right to make alterations to the programme, date and/or venue at any time without prior notice.

Liability

Attendees are required to comply with the rules and regulations governing the venue and/or accommodation. They should insure any property they bring into the venue/accommodation, and such property is brought into the venue/accommodation at their own risk.

Subject to the other provisions of this section, The Society will only be liable to attendees for proven direct losses suffered due to the negligent acts or omissions of The Society. The Society’s liability for these losses is limited in total to the amount paid by the attendee to The Society for the event. The Society expressly excludes any liability for any property damage or loss incurred during the event. The Society shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any direct losses or damages not stated above or for any indirect or consequential losses or damages howsoever arising. This shall include, but not be limited to, loss of use or of any profit, business or data, or any loss of use or damage suffered as a result of an action brought by a third party, even if such loss was reasonably foreseeable or The Society had been advised of the possibility of the attendee incurring the same.

Nothing in these terms and conditions is intended to limit or exclude any liability which The Society is not able to limit or exclude by law.

The attendees shall indemnify The Society for any costs, losses or damages that The Society pays to the venue, accommodation or any other supplier connected to the event following (i) any breach by the any of the attendees of the rules and regulations relating to the venue or accommodation; (ii) any damage done to the venue or accommodation or any equipment thereof by any of the attendees, including, but not limited to, any equipment provided for the event; and (iii) any injury suffered by any person, animal or item caused by or in consequence of any act or omission of any of the attendees.

Attendees must put in place appropriate insurance to cover any costs, liabilities or other losses that they may suffer or incur arising out of these terms and conditions (including the indemnity above), any cancellation of any event for any reason or arising out of their inability to attend the event for any reason (including any reason beyond their control). Attendees acknowledge that The Society shall not be liable for any costs or losses arising due to such cancellation or inability to attend, save to the extent expressly set out in these terms and conditions, and therefore it is their responsibility to ensure they have appropriate insurance.

Non Discrimination Policy

The Society will use its reasonable endeavours to comply with all UK and European laws applicable in relation to discrimination on any grounds.

Accordingly, The Society is committed to providing equality of opportunity and fair treatment for all, and in dealing with the attendees will not intentionally discriminate on the basis of gender, age, marital status, sexual orientation, ethnic origin, religion, culture or disability.

Data Protection

We will process your data, which may include photographs of you at our events, in accordance with our #fair processing notice# (About Us / Privacy & Cookies). Photography and filming will take place at this event and may be published on our website, social media channels and marketing materials to promote The Society. Should you wish your photograph not to be taken, please contact us.

The Society may also share your data with its event sponsors and its sub-contractors in order for them to contact the attendees about other products and services which may be of interest to the attendees.

The Society may also share this information with providers of services relating to the event (e.g. venues and hotels) for purposes of fulfilling your booking.

All information you provide to us is stored on our secure platforms in the UK, EU and USA.

Full details of how we store and process your information are available in our #fair processing notice# (About Us / Privacy & Cookies)

If you do not wish to receive further correspondence from The Society which does not relate to the event then please email events@physoc.org.

Governing Law

These terms and conditions are governed by English Law and the Courts of England and Wales shall have exclusive jurisdiction to determine any disputes which may arise under them.

Queries?

Should you require clarification on any aspect of the event or these terms and conditions please contact us using the details below:

events@physoc.org

020 7269 5710

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