The following terms and conditions apply to all delegates, sponsors, participants and staff of the UKFIET 2015 Conference. No variance from these terms and conditions are offered unless specifically set out in writing and confirmed by an UKFIET Governance Body.

Registration Fees

Registration fees are listed below and exclude accommodation.

  • Full Registration Fee – £400.00
  • Single Day Registration Fee – £190.00
  • Student Concession Rate (3 days) – £230.00 (Note: A copy of applicant’s student card or evidence of student status must support application for student concession rate.)

Registration fee and Concession rate will include:

  1. Receipt of the full programme with papers. (Note: to reduce waste an online programme will be provided. There will be limited paper programmes provided on a first come first served basis.)
  2. Lunch, mid morning and afternoon refreshments.
  3. Drinks Reception at a time set out in the Conference Programme.

Accessibility

We aim to make the Conference as accessible as possible to all, whether impairment is visible or not. Please advise the Conference Manager of any requirements including hearing, visual, mobility or other appropriate services or arrangements can be made.

The University of Oxford Examination Schools is the main conference venue. The venue is on two main floors with some steps between. Due to the age and architecture of the building there is only one lift. New College, where we offer accommodation, is mainly made up of ancient buildings which do not have lifts. Accessible rooms are available on request. The majority of rooms are accessed via staircases, please advise when booking if you require a room at ground or low level.

Payment

The following conditions apply to all payments for registration and accommodation.

  • All prices quoted are in Great British Pound (£) and are not subject to VAT.
  • Registration fees are payable in advance of the conference.
  • Registration and accommodation is not confirmed until payment is made. Due to demand for places, reservations will be cancelled if payment is not made by the due date of the invoice.
  • Cheques drawn in Great British Pound (£) on a UK based bank should be made payable to UKFIET.
  • VISA and MasterCard and Debit cards are accepted. We are unable to accept American Express or Diners Club cards.
  • If payment is made by international bank transfer a £10 surcharge is applicable. Bank details and reference number should be requested from the Conference Manager.
  • Your registration will be confirmed in writing once payment has been processed. No transaction will be honoured without written confirmation from the Conference Manager.
  • Acceptance of a conference paper by the Conference Convenor does not entitle the delegate to a place at the Conference as payment is required to attend.

Substitution

Substitutions may be made at any time. To do so, please provide the name of the registered person and name of the person assuming their place via email to the Conference Manager.

Cancellation

The following conditions apply to cancellations:

  • Provided written notice is received by 24th July 2015, a full refund will be given, less a 10% administration charge.
  • Provided written notice is received by 21st August 2015, a 50% refund will be made.
  • It is regretted that cancellations after 21st August 2015 are not refundable.

Cancellation must be received in writing by the Conference Manager. A cancellation number will be provided within 48 hours of receipt. UKFIET reserves the right determine when the notice of cancellation was received.

Insurance

It is strongly advised that delegates should arrange travel insurance to provide cover for any unforeseen events.

Travel Visas

It is the responsibility of each delegate to arrange their visa if necessary for entry to the United Kingdom. The Committee strongly advise early application to the British Embassy or High Commission. Advice from the Foreign and Commonwealth Office (FCO) and the UK Visas and Immigration (UKVI) indicates that payment for conference fees and accommodation if applicable should be made and receipted prior to visa application.

Changes

Details of programme are correct at time of going to print. UKFIET reserve the right to change any session in the final programme.

Accommodation

Accommodation offered at New College is in student study bedrooms. Most of the rooms are en-suite however this cannot be guaranteed and will be on a first come first served basis, rooms are allocated by the college.

The cost per person per night is £85.00 for bed, breakfast and evening meal. Early booking is advised, as space is  limited. Alternative accommodation may be arranged in nearby hotels, hostels or bed and breakfast accommodation. It is the responsibility of delegates to arrange this direct.

Official Language

English will be the official language of the Conference. No translation services will be provided.

Data Protection

Delegate information will be only used for the purposes of informing the delegate about UKFIET Conferences and Events. It will not be shared and will only be retained by those volunteers and staff working with and for UKFIET. By purchasing a registration, the delegate agrees to be contacted in the future about UKFIET events which may be of interest. The delegate has the ability to opt out from future contact upon receipt of a communication email.

Delegate List Consent

A delegates’ list for the conference will be produced containing names and contact details of delegates. To comply with UK Data Protection legislation UKFIET offers the ability for Delegates to opt out by contacting the Conference Manager by email by 12:00pm on 24th of August 2015. If no contact is made, the delegate confirms the following:

I consent to my name and contact details (my data) being included in the conference delegates’ list and given to people attending the conference. I consent to the people who receive that list using my data in accordance with the section entitled “Using the Delegates’ List” below and I consent to the people who receive that list taking it with them on their return to, and using it in, countries that do not have an ‘adequate level of protection for the rights and freedoms of data subjects’ as defined by the UK Data Protection Act 1998. Under no circumstances will I hold UKFIET liable for misuse of my data by any person other than an employee of UKFIET.

Using the Delegates’ List

I agree to use the information provided to me in the Delegates’ List (the information) only in accordance with the UK Data Protection Act 1998. I agree not to pass the information on to third parties, and I agree neither to use the information for financial gain nor for direct marketing. I agree to be bound under the law of England and Wales by these terms and conditions and by the principles and provisions of the UK Data Protection Act 1998.