Terms & Conditions – RDF Annual Conference

Financial approval for booking should be granted by your organisation/manager/budget holder before you begin the booking process. Purchase orders must be raised prior to finalising your invoice if your organisation operates a “No PO, No Pay” policy. Once the booking has been completed the following terms and conditions apply.

1. Payments

• Payments must be made within 30 days of invoice finalisation.
• All payments must be received in full prior to the published payment deadline for the relevant Conference (1st May of the Conference year).
• If payment is not made within the specified timeframe, the R&D Forum reserves the right to cancel delegate places linked to unpaid invoices.

2. Delegate Substitutions

• Delegate substitutions can be made free of charge up until the published deadline (normally 1st April of the Conference year).
• After this date, substitutions will incur an administration fee of £30 + VAT per change.

3. Delegate Cancellations

• Delegate cancellations received up to the published deadline (normally 1st March of the Conference year) will result in a full refund minus an administration fee of £30 + VAT.
• Cancellations received after this date are non-refundable.

4. Accommodation Allocations

• All hotel allocations will be managed by the R&D Forum. It is not possible for delegates to select their own hotel as part of the Conference package.
• The R&D Forum reserves the right to allocate delegates to an alternative hotel of equal standard should operational reasons necessitate.

5. Event Cancellation or Date Change

• In the unlikely event of cancellation of the RDF Annual Conference, the R&D Forum will refund delegate bookings in full.
• The R&D Forum accepts no liability for any losses, direct or indirect, incurred by delegates or their organisations as a result of cancellation. This includes, but is not limited to, pre-booked travel or accommodation costs outside the official Conference booking process.
• The R&D Forum reserves the right to change the date of the RDF Annual Conference. A change of date does not constitute a cancellation. In such instances, all bookings will be automatically transferred to the new date and no refunds will be made.

6. Data Protection and Communication

• To complete arrangements and notify delegates of details and updates relating to the RDF Annual Conference, the R&D Forum (and the appointed Event Management Organisation – Delegant Limited) will process delegate information on a contractual basis.
• By making a booking, you agree that delegates will receive information relating to the RDF Annual Conference before, during, and after the event.
• Delegate data will not be used for any other purpose and will not be shared with third parties other than where strictly necessary to deliver the event.

7. Exhibitor and Sponsor Cancellations

• In the event that an exhibitor cancels their exhibition stand booking, or a sponsor cancels their sponsorship, at any point after the booking has been confirmed, no refund will be payable.

8. Liability and Insurance

• Delegates, exhibitors, and sponsors are responsible for arranging their own travel, accommodation (outside of official bookings), and personal insurance, including appropriate health, travel, and cancellation cover.
• The R&D Forum will not be held liable for personal injury, loss, or damage to property incurred during attendance at the RDF Annual Conference, except where such liability cannot be excluded by law.

9. Code of Conduct

• All participants (delegates, speakers, exhibitors, and sponsors) are expected to conduct themselves in a professional and respectful manner throughout the Conference.
• The R&D Forum reserves the right to refuse admission or remove individuals from the event without refund if behaviour is deemed inappropriate or disruptive.