Booking terms and conditions

Information about us

Your booking is made with The NHS Confederation (Services) Company Limited, whose registered office is 2nd Floor, 18 Smith Square 
Westminster, London, SW1P 3HZ (company no. 05252407) (the “Organisers”) for delegates to register and book places to attend your selected event (the “Event”).

Please read these terms and conditions carefully before making a booking. 

Terms and conditions

These Terms and Conditions (together with the documents referred to in them) will apply to any bookings you make through this site or site linked from this site with the exception of bookings for The NHS Confederation Annual Conference and Exhibition. For the terms and conditions of The NHS Confederation Annual Conference and Exhibition please see: http://www.nhsconfed.org/conference/booking/event-terms-and-conditions

By making a booking you confirm that you accept these Terms and Conditions and that you agree to comply with them.

Other applicable terms

Please visit the NHS Confederation privacy and cookie policies for further information.

1. Registration and bookings

1.1 When registering for the Event, the party making the booking will be asked to provide information about the delegate(s) attending the Event.
1.2 Rates and packages available to delegates will be determined based on the information provided, including but not limited to the organisation’s membership status.
1.3 To be eligible for any member rates (discounted or otherwise) organisations must be live members of The NHS Confederation at the time of booking and at the time of the Event. If your organisations membership status changes prior to the Event your booking may be updated to the relevant non-member rate and a new/additional invoice will be issued to you.
1.4 All delegates must confirm their name, job title and organisation two weeks prior to the event if they are not provided at the time of booking.
1.5 Due to limited space priority may be given to NHS Confederation members.
1.6 Joining details and a map will be sent two weeks before the event for virtual events access details will be sent one week before the event. 
1.7 Programme details are correct at time of going to press. We reserve the right to make changes where necessary.

2. Cancellation

2.1 For any cancellations made up to 2 weeks prior to the date of the Event, you shall be entitled to a full refund of the booking fee (where paid in advance).
2.2 If you provide less than 2 weeks notice of cancellation prior to the date of the Event, you will be charged the full booking fee.
2.3 All cancellations must be submitted in writing and sent to eventbookings@nhsconfed.org.

3. Payment

3.1 Please note that we require full payment in advance of the Event.
3.2 Payment can be made by BACS, CHAPS, corporate & personal cheques, debit and credit card.
3.3 If you wish to pay by credit or debit card, please contact our finance team either by email at finance@nhsconfed.org or on 0113 306 3047. Please note: we do not accept American Express, but all other debit, credit and purchasing cards are accepted.
3.4 If you request an invoice, please ensure that you include your purchase order number or departmental code in your delegate booking information. If you do not have a purchase order number or departmental code, please provide your email address. If you are unsure, please check with your finance or purchasing teams as failure to provide a valid purchase order number or departmental code can delay your invoice from being processed.
3.5 All invoices must be paid within 30 days of date of invoice. If your invoice date is less than 30 days before the conference, please refer to the conference terms that payment must be made in advance of the conference and pay accordingly.
3.6 Should you wish to pay by BACS, CHAPS or cheque, all banking and address details are provided within your invoice. Please quote the invoice number in all payments made.
3.7 We encourage all delegates to register in advance of the Event. It may be possible for you to register on the day of the Event. If this is the case you will be required to make full payment on site, which can be made by credit (VISA/Mastercard) or debit card (excluding American Express).
3.8 Should you fail to make payment in advance of the Event, you will be required to make full payment on site. Failure to do so may result in you being refused admittance to the Event.
3.9 The event organisers will use the information you have provided on your delegate booking form to ensure you get the most preferential conference rate. We reserve the right to change the rate that delegates are booked onto, to ensure they are using the appropriate rate.

4. Data protection

4.1 We will include your personal details (name, job title and organisation) on the delegate list which will be available to other attendees, and Event sponsors. Please indicate at the time of booking if you would like to opt out of including your personal details on the delegate list.
4.2 Where the Event has exhibitors your badge will have a barcode on it which can be scanned to capture your personal information such as your name, job title, organisation, email address and country. Please inform the exhibitor at the time if you do not wish to have your details scanned.
4.3 For virtual events where there is an exhibition if you click on “Request information” it will send personal information such as your name, job title, organisation, email address and country to the relevant exhibitor
4.4 Your name, job title and organisation, email address and country will be recorded via a scanner or by your registration when you book to attend a live event/session or logged when you register for a virtual event/session. These details may be shared with our event partners, session supporters or those facilitating the session. If you opt out of the delegate list these details will not be shared with event partners. 
4.5 We find it helpful to have a note of your mobile phone number so that we can contact you during the event with news or changes to the programme.
4.6 By submitting registration details, delegates agree to allow the Organisers to contact them regarding their services and future events. If you do not wish to receive such communications please email eventbookings@nhsconfed.org

5. Liability

5.1 Views expressed by speakers are their own. The Organisers assume no responsibility for the content of presentations or materials provided by speakers at the Event and the Organisers cannot give any warranty that the information will be accurate or up to date.
5.2 Subject to the paragraph below, the Organisers do not accept liability for any error or omission and excludes all liability for any action you may take or loss or injury you may suffer (whether direct or indirect, or any indirect, consequential or special loss) howsoever arising for advice given, or views expressed, by any speaker at the Event or in any material provided to delegates or as a result of you relying on the same.
5.3 We do not attempt to exclude or restrict liability for death or personal injury caused by the Organiser’s own negligence or any other liability the exclusion and restriction that cannot be excluded or restricted by English law.

6. Photography and filming

6.1 There may be a professional photographer and video production taking place during the Event which may be used at a later date for promotional and other uses. Delegates who do not want their photograph to be taken or used in this way should notify a member of staff or the photographer onsite.
6.2 Sessions at virtual events may be recorded and made available to view online post event. 

7. Insurance

7.1 It is the responsibility of the delegate to arrange appropriate insurance cover in connection with their attendance at the Event. The NHS Confederation cannot be held liable for any loss, liability or damage to personal property.

8. General

8.1 The Organisers reserve the right to change these Terms and Conditions. We will do this by altering these Terms and Conditions on the site and this alteration will then be of immediate effect.
8.2 These Terms and Conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by English law. We both agree to the exclusive jurisdiction of the courts of England and Wales.
8.3 Each and every provision of these Terms and Conditions is separate and severable. If any part of these Terms and Conditions is determined to be invalid or unenforceable pursuant to applicable law, then the validity and enforceability of the remainder of these Terms and Conditions shall not be affected. 

Privacy policy

For your Event booking, The NHS Confederation (Services) Company Limited is the data controller and Eventscase Ltd a data processor acting on the instructions of the NHS Confederation (Services) Company Limited. This statement explains how we handle and use your personal data.

The NHS Confederation (Services) Company Limited is a subsidiary of The NHS Confederation and we may share your data within our group of companies.

We require your personal data to enable us to fulfil our contract to you. Provision of the data is a contractual requirement as without this we would be unable to fulfil our obligations to you which could result in the contract terminating. We may send you details of other events which may be of legitimate interest to you which you may request that we stop at any time by clicking unsubscribe in the email. We may also store your data in accordance with some other privacy notices if you have other interactions with the NHS Confederation group.

We will communicate with you predominantly by email however we may also use SMS messaging. 

Your data will be used by the NHS Confederation (Services) Company Limited to:

Administration purposed related to your event registration and attendance at the event, including facilitating payment where applicable and keeping you up to data information relating to sessions and logistical information.

Sending you communications regarding other events that may be of legitimate interest to you.
We will include your name, job title and organisation on the published delegate list which will be available to other attendees and Event sponsors. The delegate list allows you to see who else is attending the Event and can help with networking.

Please opt-out when making your booking if you do not wish your data to be published on the delegate list.

Your name, job title and organisation, email address and country will be recorded via a scanner when you attend a session at a live event or logged when you attend a session at a virtual event. These details may be shared with our event partners, session supporters or those facilitating the session.

Please opt-out when making your booking if you do not wish for your data to be shared.

At live events your conference badge may have a barcode on it which can be scanned by exhibitors to capture your personal information such as your name, job title, organisation and email address. Scanning is entirely voluntary therefore please inform the exhibitor at the time if you do not wish to have your details scanned.

By providing your organisations name, our system determines the ticket rate which you are entitled to book. This considers whether you are a member of the NHS Confederation or an Associate.  If you believe that your allocated rate is incorrect please contact eventbookings@nhsconfed.org.

We will keep your data for as long as reasonably necessary for the purpose for which it was provided.  When your data is no longer required we will dispose of it securely. Our Data Protection Officer is Amy Rose, amy.rose@nhsconfed.org. If you have any queries or concerns about your data, how we are handling it, wish to ask us not to process your data or wish to ask us to erase your data, please contact Amy Rose. You also have the right to lodge a complaint with the Information Commissioner, the UK’s supervisory authority for data protection.

Any updates to this privacy policy will be published on our website and may also be communicated by other methods.

You have the following rights relating to your data: