Event terms and conditions
1. Booking
Some events are tailored to individuals in a certain role or with particular experience. If this is the case, clear eligibility criteria will be displayed on the event web page. Please ensure you read this carefully and meet all requirements before registering. We regret that delegates not meeting the eligibility criteria will not be permitted to attend the event and will have their registration fee returned to them in full.
If you are unsure about the eligibility criteria for an event please contact the relevant team, contact details can be found in section eight of this document.
Payment must be made at the time of booking unless otherwise stated. The RCoA, FICM and FPM are unable to hold places on events without payment. Credit or debit card payments must be made online via our card payment handler Stripe, or by phone. We do not accept purchase orders or raise invoices for places on our events.
Discounts are available for some membership types at the rates stated below. You must be eligible for the discount both at the time of the booking and at the time of the event itself. We may ask for proof of your member status at any point. If you are unable to prove your entitlement to the discount we may charge you the full event rate, or invite you to update your membership status accordingly. In such a situation we may withhold access to the event until your updated payment clears, or your new membership status is confirmed.
- Trainees 25% reduction off the standard price
- Senior Fellows and Members Club (SFMC) 50% reduction off the standard price
- Student / foundation doctor 75% reduction off the standard price.
Not all of our events are aimed at trainees or student / foundation year doctors; therefore, there may be occasions where there will be no discounted option.
Discounts for allied health professionals (AHPs) may also be available for certain events at the same rate as anaesthetists in training. AHPs are defined and listed on the NHS England site, here: https://www.england.nhs.uk/ahp/role/, and include roles such as art therapist, podiatrist, diagnostic radiographer, operating department practitioner, and paramedic. This discount will only be available when advertised on the College website.
Discounts for nurses may also be available for certain events at the same rate as RCoA student and foundation year doctors (75% discount). This discount will only be available when advertised on the College website.
Payment is required by credit/debit card in advance of the event date. If you register on the day of an event we will only accept payment by credit or debit card. Cheques and cash will not be accepted. All payments will be made in sterling and payment in other currencies will not be accepted.
If payment has not been made for the delegate place, the RCoA, FICM and FPM reserve the right to refuse admission to the event.
A receipt and booking confirmation will be emailed to you automatically upon completion of your online event registration. You will also receive a separate email receipt.
Places at events are guaranteed once you have received written confirmation and paid in full. The RCoA, FICM and FPM reserve the right to decline anyone a place on an event.
2. Transfers
All transfers are at the discretion of the College. If you are unable to attend an event you have booked and paid for and would like to transfer to another event, please send a written request to the relevant team using the contact details below. It is the responsibility of the delegate to ensure written requests are received by the relevant team. To ensure a swift transfer, the written request should include the following information:
- delegate name in full
- address
- college reference number or GMC number if applicable
- name and date of original event booked
- name and date of event delegate wishes to transfer to.
Delegates are not permitted to transfer to events that are not administered by the RCoA, FICM and FPM, for a full list of future events please look at our websites.
- Delegates can transfer to any event administered by the RCoA, FICM and FPM, without charge, if the RCoA receives a written request no less than 10 working days before the original event start date.
- Delegates will not be able to transfer to events on the calendar of a differing organisation e.g. from RCoA to FPM or FICM and vice versa.
- Eligible events are those that are run by the RCoA, FICM and FPM and published on their websites at the time of transfer and can be no more than 12 months from the date of the written request to transfer.
- Delegates will not be eligible to transfer if the College receives their written transfer request less than 10 working days before the event start date. They will be refunded in accordance with the cancellation policy (see below).
- If the registration price of the event the delegate wishes to transfer to is greater than the original event price, the delegate must pay the difference before the event start date to complete the transfer and to secure their place.
- If the registration price of the event the delegate wishes to transfer to is less than the original event price, the College will issue a refund in accordance with the cancellation policy applicable on the date the written request to transfer was received. e.g. amount due minus the administration fee.
If a delegate wishes to not attend an event and transfer their booking to another named person, this can be done without an administration charge. The request must be made in writing and it is the responsibility of the delegate to ensure the written request has been received by the relevant team, contact details below.
3. Cancellations
If a delegate wishes to cancel their place at an event they will need to send a written request to the relevant team, contact details below. It is the responsibility of the delegate to ensure the written request is received by the relevant team. The written request will be time stamped upon receipt and the delegate will receive a response by e-mail, outlining their options. The money paid to register for the event will be returned to delegates in accordance with the schedule below;
|
Notice given by delegate |
Amount refundable |
|---|---|
|
More than 10 working days before the start of the event |
|
|
Less than and including, 10 working days before the start of the event |
No refund available Unless the RCoA, FICM and FPM consider there to be exceptional circumstances |
*All events with a registration price of less than £100 will be exempt from the administration charge.
If you fail to attend the event you are registered for and do not notify us in writing more than 10 working days in advance, we will be unable to offer a refund. Personal arrangements including travel, accommodation or hospitality relating to the event which have been arranged by you are at your own risk. The RCoA, FICM and FPM shall not be liable for any loss of enjoyment or wasted expenditure in the event of a delegate not attending an event.
If an event is postponed, cancelled or other material changes are made (such as a change of location); we will notify you by e-mail as soon as possible. The original place purchased will remain valid if a revised event is scheduled. However, should you be unable to attend the revised event or it is cancelled, we will offer you the option to transfer to an alternative event or receive a refund of the face value of the place without an administration charge. If the option to transfer to another event is chosen the normal transfer rules will apply.
Personal arrangements including travel, accommodation or hospitality relating to the event which have been arranged by you are at your own risk. The RCoA, FICM and FPM shall not be liable for any loss of enjoyment or wasted expenditure in the event of an event being postponed or cancelled.
No liability is assumed whatsoever if a delegate is unable to attend the event due to a fortuitous event, Act of God, unforeseen occurrence or any other event that renders attendance at the event impracticable, illegal or impossible unless the whole event is cancelled. A fortuitous event shall include, but not be limited to: war, fire, labour strike, extreme weather, terrorist activity or other emergencies.
4. Data protection
The RCoA take every precaution to safeguard your personal data and are compliant with all aspects of the DPA2018. Personal data will be stored and used according to our privacy notice (which can be found here) and the data protection policy (which can be found here).
Sometimes it is necessary to share information with third parties as an essential part of being able to provide our services to you, the RCoA will not share data with any third party unduly. By completing your registration, you agree that we can share your details as follows:
- Name and dietary/access requirements: will be shared with our venue and/or caterer
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Name and email address: will be shared with AV partners, who we have a data sharing agreement with, where it is necessary to set up delegate access to an online event platform
- Name, job title and hospital/organisation: will be shared with venues, clinical content leads and sponsors
- Name, job title, organisation, dietary/access requirements: will be shared with organisations if we are running the event on their behalf.
The details you provide to us as part of your event registration will be retained for seven years and will then be deleted from our systems.
5. At the event
The RCoA, FICM and FPM reserve the right in combination with any other statements or directives which may be shown on delegate paperwork, marketing materials or displayed in our venues to:
- refuse the use of any form of audio or visual equipment for filming or live streaming without official sign off. If found in breach of this clause, the RCoA, FICM and FPM reserve the right to remove you from the event with no refund
- conduct security searches to ensure the safety of attendees
- refuse admission or expel any person, whose conduct renders such a course necessary, this includes but is not limited to; being abusive to staff members; being under the influence of drugs and / or alcohol, being unable to provide a valid proof of purchase for the event.
By purchasing a place at an RCoA, FICM or FPM event you accept that:
Signing in and out of an event is mandatory to ensure you receive the correct CPD accreditation and for health and safety purposes.
You may be photographed, filmed and sound recorded. The material captured may be used for promotional or educational purposes and by attending the event, you consent to your image being used. Delegates who do not wish to be photographed or filmed should make themselves known to event staff at the beginning of the event.
Speakers and topics have been confirmed at the time of publishing. Circumstances beyond the control of the RCoA, FICM and FPM may necessitate substitutions, alterations or cancellations of the speakers and/or topics. As such the RCoA, FICM and FPM reserve the right to alter or modify the advertised speakers and/or topics if necessary without liability to you whatsoever. Any substitutions or alterations will be posted on the event webpage as soon as possible.
The RCoA, FICM and FPM accept no legal responsibility for facts stated or opinions expressed during its events. It is up to each delegate to satisfy themselves as to which facts and opinions should be relied on.
Subject to speaker permission, delegate materials such as presentations and further reading will be shared with delegates via email or uploaded to the event web page, streaming platform, or similar.
Smoking and vaping are not allowed within any of the venues used for our events.
The venue, the RCoA, FICM and FPM will not under any circumstances accept responsibility for or liability in respect of damage or loss of any goods or articles of any kind brought onto or left on the property by you. Attendees will be liable for the full commercial cost of any RCoA, FICM, FPM, third party or venue property or equipment lost or damaged as a result of their individual actions whilst on-site. Nothing in these terms and conditions limits or exclude or restrict our liability to you for personal injury or death due to negligence on our behalf.
Should a place be re-sold or transferred for profit or commercial gain by anyone other than the RCoA, FICM and FPM, it will become voidable and the holder may be refused entry to, or ejected from, the venue.
We endeavour to ensure our events are accessible for everyone. If you have any special requirements, please detail these when registering. Every effort will be made to cater for dietary requirements, when requested at least five working days before the event. Requests and changes after this time cannot be guaranteed. Dietary requirements given by delegates will be passed onto the venue and catering services, however we cannot guarantee food will be prepared in an allergen free environment.
Some of the events held use keypads to collect anonymous feedback. If you are issued a keypad, you will be liable for it and are required to return it at the end of the event. If your keypad is not returned the RCoA, FICM and FPM reserve the right to charge you £45 for the replacement.
Children under the age of 18 are not permitted to attend events unless otherwise stated on the event website or agreed in writing in advance.
6. After the event: CPD and certificate of attendance
Many events which have been CPD accredited are mapped against the Framework of CPD Skills (formerly the CPD Matrix) but participants can adjust these when adding their attendance into the Lifelong Learning Platform. Full information on how to do this can be found here.
Following the event, a feedback form will be emailed to all registered participants.
A CPD attendance certificate is also emailed to participants.
A certificate will be emailed to you upon completion of the feedback form after the event. A link to the feedback form will be sent to the registered e-mail address.
We will only send certificates to delegates who have paid in full at the end of the event/time of request.
7. Online events and courses
The College has a variety of events and courses that are run online using virtual platforms. The delivery of these events have additional terms and conditions outlined below.
Our online live events and courses are delivered via Zoom or StreamGo, except where otherwise stated. If you have difficulty accessing the online event please contact events@rcoa.ac.uk. If your issue is an individual technical problem the College may not accept liability or provide a refund. Session recordings will be available after the event if you have trouble connecting on the day.
If due to a technical fault or system outage the live online event cannot take place on the original date and time, we will do the following: In the first instance the event will be rescheduled with all delegates transferred to the new date. If delegates are unable to attend a re-scheduled event then we will offer a transfer to an alternative event (normal transfer rules apply, see section 2) or a refund of the face value of the place, without an administration charge. If we cannot re-schedule the event and delegates have paid for their place a refund will be issued in line with the cancellation policy outlined in section 3.2.
If you wish to cancel your place at an online event please follow the process outlined in section 3.1. In addition to the terms in 3.1 no refund will be permitted, even in exceptional circumstances if the joining links have been emailed to delegates.
If you wish to transfer your place at an online event to another event please follow the process outlined in section 2. In addition to the terms in 2 no transfer will be permitted, even in exceptional circumstances if the joining links have been emailed to delegates.
No partial refunds will be available if you are unable to attend any live programme sections of an online event. We will ensure you have access to all recorded content from the event you registered for, for at least six months after the end date of that event.
8. Copyright of Educational Resources
Copyright of RCoA educational resources remains the property of the authors and the RCoA does not claim the rights to any of the content. The views, thoughts, and opinions expressed in the slides are those of the author and do not reflect the official policy or position of any other employee, organisation or company.
None of the material contained in the live and recorded online events and courses may be reproduced or redistributed without the RCoA’s written permission. If available to download you may do so for your own non-commercial viewing. You may not sell, redistribute, reproduce or convert any of the material. RCoA owns all trademarks and logos and you may not copy or use them in any manner.
9. Event sponsorship
Sponsors and exhibitors at our events support the commercial aspects of the event and join us for the benefit of our members, fellows and delegates. Our sponsors do not input into the design of the programme. Where an event includes a sponsored talk or session, their sponsorship will be clearly indicated.
The inclusion of third party adverts and sponsors does not constitute an endorsement, guarantee, warranty, or recommendation by the RCoA, FICM and FPM and we make no representations or warranties about any product or service contained therein.
Our sponsors have access to a list of attendees for the event they sponsor, including name, job title and hospital/organisation. Event attendees can opt in to provide their email addresses to sponsors.
10. Definitions
The Royal College of Anaesthetists (“RCoA”, “we”, “our” and “us”) is a registered charity in England and Wales (1013887) and in Scotland (SCO37737).
The terms above apply to the College, Faculty of Intensive Care Medicine and the Faculty of Pain Medicine. The terms apply both to the organisations and representatives of these organisations.
The delegate (“you”) is the person who has purchased attendance and / or attends the educational event
11. Contact us
[RCoA events terms and conditions updated 5th July 2023]
If you cannot find the answer that you are looking for below, please contact the events team on 020 7092 1673 or drop us an email at events@rcoa.ac.uk.