IOP conference registration terms and conditions
Submission of an online registration is regarded as a firm booking (subject to availability) and acceptance of these terms and conditions. Cancellation charges will apply for all bookings.
Please note that 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 prior to the first day of an event, then payment of all fees must be made in full and in cleared funds prior to attending the event. The Institute of Physics (the "Institute") reserves the right to cancel any registration without warning at any time prior to the start of the event if all fees due have not been paid by the relevant time. In the event that the Institute does not exercise its rights of cancellation prior to the event, delegates whose fees have not been paid by the start of the event shall be required to pay on-site.
In the event of cancellation by the Institute for non-payment, the cancellation charges set out in the Cancellation Policy below shall apply.
Payment can be made using one of the following methods:
Cheque - made payable to the Institute of Physics in either Pound Sterling, Euros (to the rate of 1.2) or US Dollars (rate of 1.35), and posted to Conferences Department, Institute of Physics, 37 Caledonian Road, London N1 9BU, United Kingdom.
Bank transfer payable to the Institute of Physics, HSBC Bank Plc, 62 George White Street, Cabot Circus, Bristol, Avon BS1 3BA, UK. Please include your name, invoice number, and event you are attending when making payment.
- £ Sterling - Payments to Institute of Physics - Conferences, account number 42476045, sort code 40-14-13, IBAN: GB67HBUK40141342476045; Swift Code: HBUKGB4103B
- € Euro - Payments at exchange rate 1.2 to account number 69704675, sort code 40-12-76, IBAN: GB34HBUK40127669704675, BIC/Swift: HBUKGB41CM1
- $ US Dollar - Payments at exchange rate of 1.35 to account number 69705561, sort code 40-12-76, IBAN: GB71HBUK40127669705561,BIC/Swift: HBUKGB41CM1
- Credit or debit card via the secure payment site RBS WorldPay (Visa, MasterCard, AMEX, Solo and Maestro)
- Cash - in special circumstances and with the prior written agreement of the Institute, by cash on arrival at the event.
All registration details, including payment details, shall be sent via a secure WorldPay server.
Substitutions may be made at any time. If you wish to substitute a delegate, please contact the Conference Department at the earliest opportunity.
Value Added Tax (VAT) is payable by all delegates whether from UK, Mainland Europe or overseas, save where they produce in advance to the Institute a valid VAT exemption certificate. Charges shown are exempt from VAT unless otherwise indicated. Where VAT is applicable it is shown and calculated at the then current standard rate. If the rate is altered as a result of government legislation charges may be adjusted accordingly. A tax invoice/receipt will be issued to those indicating that this is required on the registration form. The Institute's VAT registration number is 461-6000-84.
All cancellations, by individuals or groups, must be given in writing to the Institute. Email shall not be sufficient for these purposes.
For events that are held over multiple days, the following cancellation charges shall apply (unless otherwise indicated on the event website):
- if the written cancellation is received by the Institute at least six weeks prior to the first day of the event, a full credit/refund will be issued
- if the written cancellation is received by the Institute less than six weeks, but at least three weeks, prior to the first day of the event, a full credit/refund minus a 20% administrative charge will be issued
- if the written cancellation is received by the Institute less than three weeks prior to the first day of the event, or you do not attend the event, no refund will be issued
For events held on one day, the following cancellation charges shall apply (unless otherwise indicated on the event website):
- if the written cancellation is received by the Institute at least ten days prior to the first day of the event,a full credit/refund will be issued
- if the written cancellation is received by the Institute less than ten days, but at least five days, prior to the first day of the event, a full credit/refund minus a 20% administrative charge will be issued
- if the written cancellation is received by the Institute less than five days prior to the first day of the event, or you do not attend the event, no refund will be issued
The Institute reserves the right to cancel any event at any time and at its sole discretion. In the event of such a cancellation, the Institute will refund any registration fees paid, direct to the delegate upon proof of purchase, and this refund shall be the full extent of the Institute’s liability to the delegate arising out of such cancellation.
In the event of cancellation, the Institute will use reasonable endeavours to alert those who have booked to attend an event or purchased tickets and details of any cancellation will be posted on the appropriate event website.
Delegates are responsible for checking this information prior to the event.
The Institute reserves the right to make alterations to the programme, date and/or venue at any time without prior notice.
Delegates are required to comply with the rules and regulations governing the applicable venue and/or accommodation. The delegates shall insure and keep insured any property they bring onto the venue and/or the accommodation, and any such property is brought onto, or left, at the venue and/or the accommodation at their own risk.
Subject to the other provisions of this section (Liability), the Institute shall only be liable to delegates for proven direct losses suffered due to the negligent acts or omissions of the Institute and the Institute’s liability for these proven direct losses is limited in total to the amount paid by the delegate to the Institute for the relevant event. The Institute expressly excludes any liability for any property damage or loss incurred at any time during the event. The Institute 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, (and whether direct, indirect or consequential) loss of use or any profit, business, or data or any loss of use or damage suffered by any delegate as a result of an action brought by a third party, even if such loss was reasonably foreseeable or the Institute had been advised of the possibility of the delegate incurring the same.
Nothing in these terms and conditions is intended to limit or exclude any liability which the Institute is not able to limit or exclude by law including, but not limited to, liability for any fraudulent misrepresentation and/or for any death or personal injury caused by its negligence.
The delegates shall indemnify the Institute, and keep the Institute indemnified, for any costs, losses, or damages that the Institute pays to the venue, accommodation or any other supplier connected to the event following (i) any breach by the any of the delegates of the relevant rules and regulations relating to the venue or accommodation; (ii) any damage done to that venue or accommodation or any equipment thereon by any of the delegates, 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 delegates.
Delegates 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). Delegates acknowledge that the Institute 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 Institute will use its reasonable endeavours tocomply with all UK and European laws applicable in relation to discrimination on any grounds.
Accordingly, the Institute is committed to providing equality of opportunity and fair treatment for all. The Institute will not intentionally discriminate on the basis of gender, age, marital status, sexual orientation, ethnic origin, religion, culture or disability in dealing with the delegates.
The information given to the Institute by the delegates will be recorded in the Institute's databases and will be used for marketing, administration and promotional purposes.
The Institute may also share this information with its event sponsors and its group companies in order for them to contact the delegates about other products and services which may be of interest to the delegates.
The Institute may also share this information with providers of services relating to the event (e.g. venues and hotels) for purposes of fulfilling your booking.
These providers, group companies and sponsors may not be located in the European Economic Area, and you expressly agree to the transfer of your information to these persons.
If you do not wish to receive further correspondence from the Institute which does not relate to the event then please email firstname.lastname@example.org.
The Institute is not responsible for the acts or omissions of any third party to whom it is entitled to pass delegates’ information under this section.
Unless the Institute receives an explicit written request in advance from a delegate confirming that they do not want to share their contact information, a list of all delegates, their affiliation institutions and Email addresses may be included in the delegate packs and on lists of delegates.
In addition, you acknowledge that the Institute and/or its representatives and/or any delegate and/or attendee at the event may take photographs and/or video footage of all or part of it. The Institute may then include any of these photographs and/or video footage on any of its websites and/or other promotional materials, at its discretion; unless it receives an explicit written request from you confirming that you do not want the Institute to use any images identifying you.
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.
Should you require clarification on any aspect of the event or these terms and conditions please contact the Institute using the details below:
Institute of Physics
37 Caledonian Road
London N1 9BU
Tel: +44 (0)20 7470 4800
Fax: +44 (0)20 7637 4266