British Association For Immediate Care

Conference Terms & Conditions

  1. Definitions
    • In these Terms and Conditions, the following definitions apply:
      • “Association”, “we”, “us”, or “our” means The British Association for Immediate Care.
      • “Conference” means the Conference to which these Terms and Conditions apply.
      • “Delegate”, “you”, or “your” means the individual or organisation making the booking or attending the Conference.
      • “Booking” means the confirmed registration for attendance at the Conference.
      • “Fees” means the amount payable for attendance at the Conference, including any applicable charges.
      • “Member” means an individual holding a valid and current membership with the Association at the time of booking.
      • “Non-member” means any individual who does not hold a valid membership at the time of booking.
  2. Terms and conditions for our conferences
    • All participants booking for a Conference organised by the British Association for Immediate Care are bound by these terms and conditions.
  3. Membership status and the claiming of any discounts and grants
    • Individuals joining the Association, and existing members claiming a discounted rate and/or grant for the Conference, agree that such benefits are conditional upon maintaining active membership for a minimum period of 12 months. Where membership is cancelled before the end of this 12-month period, the individual will be required to:
      • Repay the full value of any grant received; and
      • Pay the difference between the discounted member rate and the applicable non-member rate, where applicable.
  4. Verification of your booking status
    • All bookings are subject to verification of eligibility status (including, but not limited to, membership, student status, or other category-specific rates). Where incorrect information has been provided:
      • A £35.00 administration fee may be charged to amend the booking; and
      • If the booking is not amended within 10 days of notification, it will be deemed cancelled and any refund will be processed in accordance with Section 5.
  5. Amending or cancelling your booking
    • A £35.00 administration fee may apply to all approved booking amendments or cancellations. For group bookings, the administration fee applies per individual amendment.
    • Delegates may transfer their place to another individual on a like-for-like basis, subject to approval. Where a substitution is requested, the transfer must be completed prior to the Conference date. If the substitution is not completed, the original booking will remain subject to the cancellation terms outlined below.
    • Where a booking is cancelled without substitution, the following refund terms apply:
      • Up to 23:59 (UK time) on Sunday 12 July 2026: 100% refund, less the administration fee
      • 13 July – 9 August 2026: 65% refund, less the administration fee
      • 10 August – 6 September 2026: 35% refund, less the administration fee
      • From 7 September 2026 onwards: no refund available.
    • In all cases, we reserve the right to deduct any reasonable and demonstrable third-party costs incurred in relation to your booking (e.g. venue, catering, or booking platform fees).
    • In the unlikely event that the Conference is cancelled by us, a full refund of fees paid will be provided. We shall not be liable for any indirect or consequential losses (including travel or accommodation costs), except where such exclusion is not permitted under applicable law.
  6. Booking Fees
    • We will not charge additional fees for payment by personal credit or debit card. We do however reserve the right to charge an additional fee of 1.8% for commercial (company) or international credit/debit cards to cover the additional transaction costs we are charged.
  7. Programme
    • The Conference programme, including speakers, sessions, and timings, may be subject to change at short notice due to circumstances beyond our control.
  8. Photography and Filming
    • Please note that photography, audio recording, and video recording may take place during the Conference.
    • By attending the Conference, you acknowledge that images and recordings in which you may appear could be used by us for promotional, marketing, and communications purposes, including on our website, social media channels, and in future Conference materials.
    • If you do not wish to be photographed or recorded, please notify us in advance of the Conference or inform a member of the Conference team on the day, and we will make reasonable efforts to respect your preferences.
  9. Code of Conduct
    • We are committed to providing a safe, respectful, and inclusive environment for all delegates, speakers, exhibitors, and staff.
    • Attendees are expected to always behave professionally and respectfully towards others. Harassment, discrimination, intimidation, or disruptive behaviour will not be tolerated.
    • We reserve the right to refuse entry to, or remove from the Conference, any individual whose behaviour is deemed unacceptable, without refund.
    • Delegates must comply with all applicable venue policies, health and safety requirements, and reasonable instructions provided by Conference staff.
    • If you experience or witness any behaviour that breaches this Code of Conduct, please report it to a member of the Conference team as soon as possible.
  10. Force Majeure
    • We shall not be liable for any failure or delay in performing our obligations where such failure or delay results from events, circumstances, or causes beyond our reasonable control.
    • Such events may include, but are not limited to, extreme weather conditions, fire, flood, pandemics, industrial disputes, failure of utility services, government restrictions, or failure of suppliers or subcontractors.
    • In such circumstances, we reserve the right to cancel, postpone, or make reasonable changes to the Conference. Where the Conference is cancelled and not rescheduled, a full refund of fees paid will be provided. Where the Conference is postponed or rescheduled, your Booking will be transferred to the new date. If you are unable to attend the rescheduled Conference, you may request a refund. In all these circumstances, we shall not be liable for any indirect or consequential losses (including travel or accommodation costs), except where such exclusion is not permitted under applicable law.
  11. Governing Law and Jurisdiction
    • These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.
    • Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability which cannot be excluded by law.

Last updated 12 June 2026