Events Terms and Conditions

1 Booking

1.1 Payment

Payment must be made at the time of booking unless otherwise stated. The Society is unable to hold places on events without payment. Credit or debit card payments must be made online via the Society's website (or in case of difficulty, over the phone). We do not accept purchase orders or raise invoices for individual places on our events.

Payment is required by credit/debit card in advance of the event date. Cheques and cash will not be accepted. All payments will be made in sterling. Payment in other currencies will not be accepted.

If payment has not been made for the delegate place, the Society reserves the right to refuse admission to the event.

1.2 Confirmation

A receipt and booking confirmation will be emailed to you automatically upon completion of your online event registration.

2 Transfers

All transfers are at the discretion of the Society. If you are unable to attend an event you have booked and paid for and would like to transfer to another event, please e-mail events@ics.ac.uk to request this. 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
Name and date of original event booked
Name and date of event delegate wishes to transfer
Availability permitting, delegates can transfer to another of the Society's event (excluding SOA) without charge, if we receive a written request no less than 10 working days before the original event start date.
Eligible events are those that are run by the Society and published on its website at the time of transfer.
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 Society will issue a refund in accordance with the cancellation policy applicable on the date the written request to transfer was received.
If a delegate is unable to attend an event and wishes to transfer their booking to another named person, the request must be made in writing to events@ics.ac.uk and it is the responsibility of the delegate to ensure the written request has been received.

3 Cancellations

3.1 Cancellation by a delegate

If a delegate wishes to cancel their place at an event, they will need to send a written request by email to events@ics.ac.uk. The written request will be reviewed 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 6 weeks (including weekends) before the start of the event	100% refund minus the administration fee or Transfer to another event at the ICS's discretion
Between 2-6 weeks (including weekends) before the start of the event	50% refund minus the administration fee or Transfer to another event at the ICS's discretion
Less than and including, 2 weeks/10 working days before the start of the event	No refund available unless there are exceptional circumstances

Please note that we do not include the first day of the event in the calculations above.

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.

3.2 Cancellation by the Intensive Care Society

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. 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.

No liability is assumed 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 Society takes every precaution to safeguard your personal data and is compliant with all aspects of the DPA2018. Personal data will be stored and used according to our privacy 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 Society 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
Name and email address: will be shared with AV partners, with whom we have a data sharing agreement, 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

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 Society reserves 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 Society reserves 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 Intensive Care Society event, you accept that:

5.1 Signing in and out of an event is mandatory to ensure you receive the correct CPD accreditation and for health and safety purposes.

5.2 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 ICS staff at the beginning of the event.

5.3 Speakers and topics have been confirmed at the time of publishing. Circumstances beyond the control of the ICS may necessitate substitutions, alterations or cancellations of the speakers and/or topics. As such, the ICS reserves the right to alter or modify the advertised speakers and/or topics without liability to you whatsoever. Any substitutions or alterations will be posted on the event webpage as soon as possible.

The Society accepts 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.

5.4 Subject to speaker permission, delegate materials such as presentations and further reading will be shared with delegates via the relevant event section on the website.

5.5 Smoking including e-cigarettes are not allowed within any of the venues used for our events.

5.6 The venue and the Society 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 Society, third party or venue property or equipment lost or damaged as a result of their individual actions while onsite. Nothing in these terms and conditions limits, excludes or restricts our liability to you for personal injury or death due to negligence on our behalf.

5.7 Should a place be re-sold or transferred for profit or commercial gain by anyone other than the Society, it will be rendered void and the holder may be refused entry to, or ejected from, the venue.

5.8 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 ten 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.

5.9 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

6.1 When one of our events is CPD certified, details of the number of CPD points will be published online and will be included in the certificate of attendance for the event.

If delegates fail to check in at the registration desk register for each day of the event there will be no obligation to issue a CPD certificate.

6.2 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 your registered e-mail address.

7 Online events

7.1 Our online live events and courses are delivered using a hybrid provider platform unless otherwise stated. If you experience difficulty accessing the event online, please ensure your internet is connected and stable before contacting events@ics.ac.uk. If it is an individual technical issue, the ICS accepts no liability and no refund will be available. Please note any recorded material will be available for delegates to download for one month after the event if you have trouble connecting on the day.

If the online live event is unable to take place on the original date and time due to a technical fault or system outage, 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, we will offer the option to transfer to an alternative event or receive a refund of the face value of the place. If the option to transfer to another event is chosen, the normal transfer rules will apply, outlined in section 2. If we are unable to 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.

7.2 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.

7.3 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.

7.4 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 have registered for, for at least one month after the end date of that event.

8 Copyright

Copyright of the Society's educational resources remains the property of the authors and the Society 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 written permission from the Society. 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. The Society owns all trademarks and logos and you may not copy, edit or use them in any manner.

9 Event sponsorship/educational grants

Sponsors and exhibitors at our events purely support the commercial aspects of the event and join us for the benefit of our members and delegates. Our sponsors do not have input into the design of the programme or the content of any presentations, slides, workshops or talks. The inclusion of third party adverts and sponsors does not constitute an endorsement, guarantee, warranty, or recommendation by the Society 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. The only information given to sponsors is already available in the public domain.

10 Definitions

The Intensive Care Society (“Society”, "ICS", “we”, “our” and “us”) is a registered charity in England and Wales (1039236) and in Scotland (SCO40052).

The terms above apply to the Society. The terms apply both to the organisation and its representatives.

The delegate (“delegate”, “you”) is the person who has purchased attendance and/or attends the educational event.