Conference Booking Terms & Conditions

1.           Fees and payments

Our published delegate fees include VAT at the prevailing rate.

Invoice:  If you are requesting an invoice for payment by your employer, your registration form will only be accepted if it is accompanied by an official purchase order document and if the online registration form has been completed in full.  An invoice will be issued and must be paid in full by the date specified.  Please note that our terms of payment are strictly 30 days net unless otherwise agreed. If full payment is not received delegates are subject to cancellation of their registration.

Please include the following supplier information on the purchase order:

Conference & Events Department
The College of Radiographers
207 Providence Square
Mill Street
London SE1 2EW 

Credit/debit card:  Payments by credit or debit card can only be made when booking online.

Online bookings will generate automatic confirmation by email. 
IF YOU DO NOT RECEIVE THIS CONFIRMATION, please email
conferences@sor.org.

Note for organisations funding individuals:

In the event that a staff member for whom you have booked a place leaves your organisation, responsibility for payment is deemed to remain with you.  At the discretion of the SCoR, bookings may be transferred to another individual within your organisation, but may not be transferred to another organisation.  Any amendments to your booking must be communicated in writing, and we will require a completed registration form for the replacement delegate.

2.            Refund policy, cancellations, and amendments to conference programmes

               Any cancellations must be confirmed in writing.

Where written confirmation is received at least 31 days prior to the start of an event, the delegate will be entitled to a full refund less 25% administration costs.

Where written confirmation is received between 30 and 14 days prior to the start of an event, the delegate will be entitled to a refund of 50%.

Where written confirmation is received less than 14 days prior to the start of an event, there will be no refund given.

We appreciate that occasionally nominated delegates are unable to attend.  Substitute delegates will be accepted free of charge up to 5 days prior the event (to ensure that correct name badges are available on the day).  Notice should be given in writing, and the new delegate will be required to submit a completed registration form.  If conference documentation (joining instructions etc) has already been sent to the original delegate, it is the responsibility of that delegate to ensure that the replacement delegate receives this documentation. Substitute delegates attending events without prior notice are subject to full conference fees. Please note that only full tickets are available for substitution. Registration packages and  optional registration elements such as dinner tickets and additional sessions cannot be split between multiple delegates.

It is our policy to cancel conferences or events that are under-subscribed.  The date on which we cancel will be largely determined by the venue’s cancellation terms and charges and the booked delegate numbers on a certain date.  To ensure that the maximum number of conferences go ahead, please try to book your place as early as possible.

If an event is postponed or cancelled, delegates for whom we have received a registration form will be given as much notice as possible and offered either a full refund or the option to transfer to another event.  If a conference or event is postponed or cancelled, we do not accept liability for any costs (such as pre-booked travel or accommodation) incurred by delegates.

Sometimes we need to make amendments to the published conference programme, timings, or named speakers, and we reserve the right to do so without notice.

3.            General conditions

We do not accept liability for loss or damage to personal effects caused by events beyond our control, including (but not limited to) fire, flood, civil disturbance, bad weather, acts of God, and/or consequential loss or damage of any kind whatsoever.

4.            Data Protection

The College of Radiographers will use the details supplied by you for purposes associated with administration of events including research, promotion and fundraising, processing award applications and maintaining event records. 

Our lawful basis for processing your information is to manage your event registration and fulfil our legitimate interest as a professional body. 

We will share some of your information with the Society of Radiographers, your place of education and/or work, and with third parties that carry out secure processing on our behalf such as the event management system Cvent and other relevant parties such as hotels. Your name and place of work/education will be included on the delegate list for this event.  

We will retain all information you submit for two years after the event date; afterwards we will retain a minimum dataset to verify your participation. 

For detailed information about how we use your information please see http://www.sor.org/privacy-statement.

By completing the registration you are giving your consent to use personal data to be processed in the above manner. 

5.            Queries

If you have any queries about your registration or our conferences and events, including availability of places, please contact:

Conference & Events Department
The College of Radiographers
207 Providence Square
Mill Street
London
SE1 2EW
Telephone: 020 7740 7200 (option 5)
Fax: 0207 7740 7248
Email:
conferences@sor.org

Refund and Cancellation Policy

Any cancellations must be confirmed in writing.

Where written confirmation is received at least 31 days prior to the start of an event, the delegate will be entitled to a full refund less 25% administration costs.

Where written confirmation is received between 30 and 14 days prior to the start of an event, the delegate will be entitled to a refund of 50%.

Where written confirmation is received less than 14 days prior to the start of an event, there will be no refund given.

Please note: registrations cover one named delegate only. The components of a full conference package cannot be shared or split between multiple attendees.

We appreciate that occasionally nominated delegates are unable to attend. Substitute delegates will be accepted free of charge up to 5 days prior the event (to ensure that correct name badges are available on the day). Notice should be given in writing, and the new delegate will be required to submit a completed registration form. If conference documentation (joining instructions etc) has already been sent to the original delegate, it is the responsibility of that delegate to ensure that the replacement delegate receives this documentation. Substitute delegates attending events without prior notice are subject to full conference fees. Please note that only full tickets are available for substitution. Optional registration elements such a dinner tickets and additional sessions cannot be split between multiple delegates.

It is our policy to cancel conferences or events that are under-subscribed. The date on which we cancel will be largely determined by the venue’s cancellation terms and charges and the booked delegate numbers on a certain date. To ensure that the maximum number of conferences go ahead, please try to book your place as early as possible.

If an event is postponed or cancelled, delegates for whom we have received a registration form will be given as much notice as possible and offered either a full refund or the option to transfer to another event. If a conference or event is postponed or cancelled, we do not accept liability for any costs (such as pre-booked travel or accommodation) incurred by delegates.

Sometimes we need to make amendments to the published conference programme, timings, or named speakers, and we reserve the right to do so without notice.

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