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Registration terms and conditions for virtual, physical and hybrid events and conferences

You are advised to read these terms and conditions in full prior to registering to attend an event or conference being organised by the Institute of Physics (the “Event”).

An Event may be held virtually, physically or a hybrid of both. These terms and conditions apply to registrations at all types of Event (virtual, physical or hybrid), although some sections may only apply to certain types of Event.

Submission of an on-line registration is regarded as a firm booking (subject to availability) and acceptance of these terms and conditions. Cancellation charges will apply for all bookings.

These conditions were last updated on 14 January 2021.


Status

These terms and conditions and your on-line registration together constitute the contract between the Institute of Physics (the “Institute”) and you relating to your attendance at the Event, are the entire agreement between the Institute and you and supersede all prior agreements, negotiations and discussions between the Institute and you relating to your attendance at the Event.  

Payment

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 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 1.20) 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 the Event name when making payment.

  • £ Sterling - Payments to Institute of Physics - Conferences, account number 42476045, sort code 40-14-13, IBAN: GB30MIDL 401413 42476045, Bic Code: MIDLGB22, Swift code: MIDL GB21 03B
  • € Euro - Payments at exchange rate 1.2 to account number 69704675, sort code 40-05-15, IBAN: GB75MIDL 400515 69704675, Swift: MIDL GB 22.
  • $ US Dollar - Payments at exchange rate of 1.35 to account number 69705561, sort code 40-05-15, IBAN: GB75MIDL 400515 69704675, Swift: MIDL GB 22

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 a physical Event.

All registration details, including payment details, shall be sent via a secure WorldPay server.

Substitutions

Substitutions may be made at any time. If you wish to substitute a delegate, please contact the Conference Department at the earliest opportunity.

VAT

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 number. 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 GB 461-6000-84.

Cancellation policy

All cancellation requests must be given in writing or by email to the Institute. If sent by e-mail, they must only be sent to [email protected] Your cancellation will not be effective until it is acknowledged in writing or by email by the Institute’s Conferences team, which shall be given without undue delay.

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 acknowledged 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 acknowledged 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 acknowledged 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.  

You agree that the above cancellation charges are a genuine and reasonable estimate of the costs which will be incurred by the Institute in administering your booking and cancellation.

Event cancellation

The Institute reserves the right at any time and at its sole discretion to:

  1. cancel or postpone any Event; and/or
  2. cancel a delegate’s registration at an Event if the Institute has reasonable grounds for believing that either: (a) the delegate’s attendance at the Event might be damaging or otherwise detrimental to the reputation of the Institute; and/or (b) the delegate is likely to fail to comply with the Institute’s code of conduct at the Event or otherwise breach these terms and conditions.

In the event of such a cancellation or, if relevant, you are unable to attend any re-arranged date for the Event, the Institute will refund any registration fees paid, direct to the delegate upon proof of purchase, and this refund (if any) shall be the full extent of the Institute’s liability  arising out of such cancellation or postponement.  If you have not made any payments in relation to the Event, then the Institute shall have no liability to you arising out of such cancellation or postponement.

In the event of cancellation or postponement, the Institute will use reasonable endeavours to alert you and details of any cancellation or postponement will be posted on the appropriate Event website. Delegates are responsible for checking this information prior to the Event.

Programme changes

The Institute reserves the right to make alterations to the programme, date, timing and/or Event venue(s) at any time without prior notice. The Institute’s rights under this section (Programme Changes) may be exercised without liability on its part.

Equipment – virtual Events and virtual elements of hybrid Events

If relevant, you shall be responsible for supplying all computer and telecommunications equipment necessary for you to partake in the Event.

Access and equipment – physical Events and physical elements of hybrid Events

Your right to access the Event venues (when used in these terms and conditions, this term includes accommodation venues) shall be strictly subject to all policies, rules and regulations imposed by the Institute and/or the relevant Event venue and delegates must also ensure that they comply with the reasonable directions of the relevant Event venue.

You must insure and keep insured any property or equipment that you bring to the Event venue(s), and any such property and equipment is brought to, and left, at the Event venue(s) at your own risk. The Institute shall not in any circumstances assume any liability for such property or equipment.

The Institute and the Event venue(s) reserve the right, in their sole discretion and without liability, to remove or refuse entry to any delegate who: (i) fails to comply with the Institute’s code of conduct or any of the policies, rules and regulations governing participation in the Event; or (ii) commit any breach of these terms and conditions.

Warranty

The Institute warrants that it shall use reasonable endeavours to perform its obligations to you with reasonable skill and care.  Except as expressly set out in these terms and conditions, all warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded.

You warrant that you shall not, by any act or omission, cause the Institute to be in breach of its agreements with any of its third party providers in relation to the Event.

Liability and conduct

You are required to make yourself aware of and comply with:

(a) the Institute’s code of conduct,

(b) all applicable laws, standards and regulations;

(c) the reasonable directions of any Event venue; and

(d) all the policies, rules and regulations governing participation in the Event and/or access to any Event venue.

Subject to the other provisions of this section (liability and conduct), 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 in relation to each event is limited in total to the amount actually 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 in relation to the event or for any damage or loss caused by the removal or refusal of entry of the delegate pursuant to these terms and conditions. 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 which it has not expressly assumed liability for above or for any indirect or consequential losses or damages, in each case, even if such loss was reasonably foreseeable or the Institute had been advised of the possibility of the delegate incurring the same.  In addition, the Institute shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any claims for  loss of use or any loss of profit, loss of business, loss of data or any loss of use or damage or loss suffered by any delegate as a result of an action brought by a third party, in each case whether direct, indirect or consequential and 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 delegate shall indemnify the Institute, and keep the Institute indemnified, for any costs, losses, or damages that the Institute suffers, incurs or pays to any event venue or  software or other supplier connected to the event arising from or connected to: (i) any breach by the delegate of these terms and conditions; (ii) any damage done to any event venue  or any equipment thereon (whether provided by the Institute, the event venue or otherwise) by the delegate, 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  the delegate.

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, without limitation, the indemnity above), any cancellation of any event for any reason, any damage or loss to your property or 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 comply with all UK 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.

Data protection

The Institute agrees to comply with all applicable UK data protection legislation in relation to its performance of the contract.

The information given to the Institute by the delegates will be recorded in the Institute's databases and will be used for administration purposes and, to the extent permitted by applicable UK data protection legislation, for marketing and promotional purposes.

To the extent permitted by applicable UK data protection legislation, the Institute may also share this information with its Event sponsors, partners and 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. online or physical exhibition suppliers, Event venues, hotels etc.) for purposes of fulfilling your booking and, where applicable, with host organisations and speakers for the purposes of the administration of the Event. 

These providers, group companies, partners, host organisations, speakers and sponsors may not be located in the United Kingdom or 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 this contract or the Event then please email [email protected] or use the contact detail set out in the Institute’s privacy policy

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 (Data Protection).

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 e-mail 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 any attendee at the Event may take photographs and/or video footage of all or part of it. The Institute (and its group companies) may then include any of these photographs and/or video footage on any of its websites or in its printed or electronic products 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.

You are also referred to our privacy policy on the Event website which forms part of these terms and conditions https://www.iop.org/privacy-notice-cookie-policy.

Force majeure

The Institute shall not be liable for any delay or default in performing its obligations under the contract if such delay or default is caused by reasons beyond its reasonable control including, but not limited to war, insurrection, national emergency, epidemic, pandemic, interruption of failure of any utility or telecommunications service or network, terrorism, government restrictions, acts of god, industrial action, unforeseen closure of any Event venue and/or the Institute’s usual place of work, unavailability of key personnel and/or any other cause beyond the reasonable control of the Institute.

General

These terms and conditions apply to your order to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by trade, custom, practice or course of dealing.  You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of the Institute which is not set out in the contract.

Nothing in the contract is intended to, or shall be deemed to, constitute a partnership or joint venture of any kind between the parties, nor constitute either party the agent of the other party for any purpose. No party shall have authority to act as agent for, or to bind, the other party in any way.

A person who is not a party to the contract shall not have any rights under or in connection with it.

The contract is personal to the Institute and you and neither the Institute nor you shall be entitled to assign or novate their rights or obligations under it, without the prior written consent of the other.

Any variation, including the introduction of any additional terms and conditions, to the contract, shall only be binding when agreed in writing and signed by a duly authorised representative of the Institute.

If a court or any other competent authority finds that any provision of the contract (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted, and the validity and enforceability of the other provisions of the contract shall not be affected.

A waiver of any right under the contract is only effective if it is in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by a party in exercising any right or remedy under the contract or by law shall constitute a waiver of that or any other right or remedy, nor preclude or restrict its further exercise. No single or partial exercise of such right or remedy shall preclude or restrict the further exercise of that or any other right or remedy.

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.


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

Conferences Department
Institute of Physics
37 Caledonian Road
London N1 9BU
UK

Tel: +44 (0)20 7470 4800
Email: [email protected]