Conference Cancellation Policy

1.      If a registrant is unable to attend an event for any reason they may substitute, by arrangement with the registrar, someone else from the same institute/organisation.

2.      If a registrant is unable to attend, and providing the conference organisers are informed in writing by the final date for payment that is displayed on the website for the event in question, a registrant can leave the fee paid with the organisers as payment towards a place at the same event or another Academic Conferences event that takes place in the 12 months following the originally booked event. In the case of a contributing author, the paper will not be published in the Conference Proceedings if the fee is held over for another conference.

3.      Where the registrant is unable to attend, and is not in a position to transfer his/her place to another person or to another event, then the following refund arrangements apply:

3.1.       Registrations cancelled more than 60 days before the event will be refunded 80% of the registration fees.

3.2.       Registrations cancelled less than 60 but more than 30 days before the event will be refunded 50% of the registration fees.

3.3.       Registrations cancelled less than 30 days before the event will not be eligible for a refund.

4.      For registrations cancelled less than 30 days before the event that include accommodation we will attempt to refund the accommodation costs. However as we pay for conference accommodation in advance, this is not always possible. The more notice we have the more likely we are to be successful in refunding you.

5.      Registrations from authors cancelled as a result of a paper not being accepted will be refunded 80% of the registrations fees. The remaining 20% of the fee contributes to administration costs incurred.

6.      Cancellations from authors made after a failed visa application will be refunded the registration fees paid in excess of GBP200, which covers the costs associated with processing the paper. In this event, the paper will still be published in the conference proceedings and delegates will receive an electronic copy of the proceedings. Please see clause 4 above regarding accommodation costs.

7.        Cancellations from non-authors made after a failed visa application will be refunded the registration fees paid less an administration charge of GBP 50 per participant registered. Please see clause 4 above regarding accommodation costs.

Important note for failed visa applications

Notification must be received by us in writing (email or fax) within 72 hours of the commencement of the conference for refunds to be eligible. Cancellations received after this cut-off time will not be eligible for refund.

Refunds will be made in the following ways:

1.        For payments received by credit or debit cards, the same credit/debit card will be refunded.

2.        For payments received by cheque or bank draft a Sterling Cheque will be sent to the original payee.

3.        For payments received by BACs or bank transfer within the UK, a transfer will be made back into the payee account.

4.         For payments received from outside the UK by bank transfer, a Sterling Cheque will be sent to the original payee.

Please note: For payments received from outside the UK by bank transfer, the refund will be made by bank transfer and all bank charges will be for the registrants account.

The policy as stated on this page is valid from 17 December 2009.