Conference, Congress and Symposium Terms and Conditions

By booking online you are agreeing to these terms and conditions.

If you are wanting to book more than one person onto an event(s) please email conferences@therqa.com

We may modify these terms and conditions at any time by publishing the revisions on the website.*

Payments

Payment Card Industry Data Security Standard (PCI DSS) Compliant.

Online bookings have the choice of paying immediately by credit/debit card, nominating somebody else to pay on your behalf or requesting an invoice for all other payment methods.

All payments must be made prior to the conference or symposium start date.  

No exhibition stand will be confirmed until full payment has been received. Exhibition stands are allocated on a strictly first-come, first-served basis. RQA reserves the right to release stands for resale if payment is not received within 30 days. RQA will discuss this with customers before any release occurs.

Currency and Exchange Rate

You may book in GBP, USD or Euros and the default currency will be selected by our website according to your location, but can be altered if you choose. RQA exchange rates used are based on those published by The Financial Times and will be updated regularly. 

Concessions

The member rate is available as a concession to those working in relevant charities and academic institutions or for the National Health Service. If you are unsure whether you qualify for this concession please contact conferences@therqa.com

VAT on Face to Face Conference, Congress or Symposium Fees

All quoted delegate fees exclude VAT which will be charged at the standard prevailing rate (currently 20%). If you make your booking from a business outside the UK you may be able to reclaim the Value Added Tax. All the advice and forms that you need to reclaim Value Added Tax can be found at www.hmrc.gov.uk

Please contact finance@therqa.com for further information if required.

VAT on Remote Conference, Congress or Symposium Fees and Face to Face Conference Exhibition and Sponsorship

All quoted delegate and exhibition fees exclude VAT. Remote events and face to face exhibition and sponsorship will be taxed at the location of the business or in case of an individual (not working for a business) at the location of RQA, regardless of their location. For UK business and individual customers VAT will be added at the prevailing rate. EU business customers who work for a VAT Registered organisation will need to provide their VAT number at the time of booking and will be required to reverse charge the VAT. For Non-UK and Non-EU business customers VAT will not be charged as they are outside the scope of UK and EU VAT.

Photography

Please note that photographs and video may be taken/recorded during events and used in promotional material. If you do not wish to appear in photos/footage, please email conferences@therqa.com

Confirmation of bookings

You will always receive a confirmation email from RQA - if you do not receive this within 5 working days of making your booking please email conferences@therqa.com immediately.

Programme and Tutor/Speaker alterations

All conference programmes and tutors/speakers are correct at the time of producing these pages. Due to unforeseen circumstances, occasionally it is necessary to make alterations to presenters and programme content.

Special requirements

If you have any special needs or requirements, please ensure they are detailed clearly when you make your booking. Alternatively, please contact the RQA office to discuss further.

Visas to enter the UK

If you require a Visa to enter the UK for the purpose of attending a face to face RQA event, we are able to provide an invitation letter upon request once your event booking has been paid for in full. The invitation will be issued to cover the dates of the event and will include the day before and the day after the event to allow for travel days. In order to issue the invitation letter, we will request specific information as it is listed in your passport. Please email conferences@therqa.com to discuss further or to make your request.

Dress code

The suggested dress code is smart casual (physical events only).

Contact details

All contact details may be listed in the delegate materials or conference/congress/symposium app and shared with our trusted sponsors and exhibitors attending the conference, unless we are advised otherwise. Please email conferences@therqa.com if you wish to be excluded from either the app or contact with our trusted sponsors and exhibitors.

All event fees include:

• Presentations
• Workshops and/or Discussions
• Conference/Congress/Symposium App
• Coffee and tea (face to face events only)
• Lunch if listed on the event programme (face to face events only)

Cancellation procedures

Cancellation by exhibitors

Where cancellation is made 60 days, or more, before the event, refunds will only be given or invoices credited, excluding a £59 administration fee, if RQA can resell the space. Fees will not be refunded for any cancellations made less than 60 days before the event, and payment will still be due on unpaid invoices.

Cancellations must be received in writing to the RQA office or by email to conferences@therqa.com

Cancellation by delegates

Fees will be refunded or invoices credited (excluding a £59 administration fee) if cancellation is made 21 days, or more, before the conference or symposium. 

Please note that:

• fees will not be refunded for any cancellations made less than 21 days before the event 
• payment of event fees will still be due on unpaid invoices for any cancellations made less than 21 days before the event

Cancellations must be received in writing to the RQA office or by email to conferences@therqa.com

Cancellation by RQA

Events may be cancelled if bookings fail to meet minimum numbers. In such circumstances, all fees will be refunded.

We may modify these terms and conditions at any time by publishing the revisions on the website*.

Substitutions of Stand Personnel

Stand Personnel may be substituted at any time free of charge.

Substitution of Delegates

Delegates may be substituted up until 24 hours before the event begins. Where substitution takes place less than 21 days before the start of an event a £59 administration fee will be charged.

Transfers

The transfer of delegates from one event date to another or from one event to a different event will be treated as a cancellation of the original booking and a separate new event booking. As such all transfers will be subject to the terms and conditions set out under ‘Cancellation by delegates’ above.

Privacy Policy

The information you provide is collected by RQA, and is shared with the companies participating in the event. This includes personal information such as name, email address, resume and other questions you answer during the registration process. If providing information for an event, this information may become subject to the policies of the respective companies after it has been shared, as RQA is not responsible for these policies. Providing additional information beyond what is required at registration is entirely optional, but enables you to better identify yourself.’ In addition, any personal information you submit in an event can be read, collected, or used by participating companies, and could be used to send you unsolicited messages.

For further information on conferences please email conferences@therqa.com.
 

* Last amended 24th September 2024