Event terms and conditions

1. Booking

Some events are tailored to individuals in a certain role or with particular experience. If this is the case, clear eligibility criteria will be displayed on the event web page. Please ensure you read this carefully and meet all requirements before registering. We regret that delegates not meeting the eligibility criteria will not be permitted to attend the event and will have their registration fee returned to them in full.

If you are unsure about the eligibility criteria for an event please contact the relevant team, contact details can be found in section eight of this document.

Payment must be made at the time of booking unless otherwise stated. the RCoA, FICM and FPM are unable to hold places on events without payment. Credit or debit card payments must be made online via PayPal or Worldpay or over the phone. We do not accept purchase orders or raise invoices for places on our events. Discounts are available for the following membership types at the rate stated below; proof of eligibility may be requested at any time. Failure to provide proof will result in the delegate being charged the standard rate for the event.

  • Trainees 25% reduction off the standard price
  • Senior Fellows Club 50% reduction off the standard price
  • Student / foundation doctor 75% reduction off the standard price.

Not all of our events are aimed at trainees or student / foundation year doctors; therefore, there may be occasions where there will be no discounted option.

Discounts for AHPs may also be available for certain events at the same rate as anaesthetists in training. AHPs are defined as the following roles, physician’s assistant, art therapist, chiropodists/podiatrists, diagnostic radiographer, dietitian, drama therapist, music therapist, occupational therapist, operating department practitioner, orthoptist, osteopath, paramedic, physiotherapist, podiatrist, prosthetist/orthoptist, chiropodists/podiatrists, speech and language therapist and therapeutic radiographer. This discount will only be available when advertised on the College website.

Discounts for nurses may also be available for certain events at the same rate as RCoA student and foundation year doctors (75% discount). This discount will only be available when advertised on the College website.

Payment is required by credit/debit card in advance of the event date. If you register on the day of an event we will only accept payment by credit or debit card. Cheques and cash will not be accepted. All payments will be made in sterling and payment in other currencies will not be accepted.

If payment has not been made for the delegate place, the RCoA, FICM and FPM reserve the right to refuse admission to the event.

A receipt and booking confirmation will be emailed to you automatically upon completion of your online event registration. You will also receive a separate email receipt from PayPal or Worldpay.

Places at events are guaranteed once you have received written confirmation and paid in full. The RCoA, FICM and FPM reserve the right to decline anyone a place on an event.

If you registered using an offline event registration form a receipt will be emailed to you once your payment has been processed.

2. Transfers

All transfers are at the discretion of the College. If you are unable to attend an event you have booked and paid for and would like to transfer to another event, please send a written request to the relevant team using the contact details below. 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
  • address
  • college reference number or GMC number if applicable
  • name and date of original event booked
  • name and date of event delegate wishes to transfer to.

Delegates are not permitted to transfer to events that are not administered by the RCoA, FICM and FPM, for a full list of future events please look at our websites.

  • Delegates can transfer to any event administered by the RCoA, FICM and FPM, without charge, if the RCoA receives a written request no less than 10 working days before the original event start date.
  • Delegates will not be able to transfer to events on the calendar of a differing organisation e.g. from RCoA to FPM or FICM and vice versa.
  • Eligible events are those that are run by the RCoA, FICM and FPM and published on their websites at the time of transfer and can be no more than 12 months from the date of the written request to transfer.
  • Delegates will not be eligible to transfer if the College receives their written transfer request less than 10 working days before the event start date. They will be refunded in accordance with the cancellation policy (see below).
  • 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 College will issue a refund in accordance with the cancellation policy applicable on the date the written request to transfer was received. e.g. amount due minus the administration fee.

If a delegate wishes to not attend an event and transfer their booking to another named person, this can be done without an administration charge. The request must be made in writing and it is the responsibility of the delegate to ensure the written request has been received by the relevant team, contact details below.

3. Cancellations

If a delegate wishes to cancel their place at an event they will need to send a written request to the relevant team, contact details below. It is the responsibility of the delegate to ensure the written request is received by the relevant team. The written request will be time stamped upon receipt 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 10 working days before the start of the event

  • 100% refund - minus the administration charge of £40*

  • Transfer to another event at the College's discretion

Less than and including, 10 working days before the start of the event 

No refund available

Unless the RCoA, FICM and FPM consider there to be exceptional circumstances

*All events with a registration price of less than £100 will be exempt from the administration charge.

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. The RCoA, FICM and FPM shall not be liable for any loss of enjoyment or wasted expenditure in the event of a delegate not attending an event.

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 without an administration charge. 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. The RCoA, FICM and FPM shall not be liable for any loss of enjoyment or wasted expenditure in the event of an event being postponed or cancelled.

No liability is assumed whatsoever 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

Personal data will be stored and used according to the RCoA, FICM and FPM 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. 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, job title and hospital/organisation: will be shared with venues, clinical content leads and sponsors
  • Name, job title, organisation, dietary/access requirements: will be shared with organisations if we are running the event on their behalf.

5. At the event

The RCoA, FICM and FPM reserve 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 RCoA, FICM and FPM reserve 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 RCOA, FICM or FPM event you accept that:

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

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 event staff at the beginning of the event.

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

The RCoA, FICM and FPM accept 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.

Subject to speaker permission, delegate materials such as presentations and further reading will be shared with delegates via email or will be uploaded to the event documents section of your Online Services account.

Smoking and vaping are not allowed within any of the venues used for our events.

The venue, the RCoA, FICM and FPM 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 RCoA, FICM, FPM, third party or venue property or equipment lost or damaged as a result of their individual actions whilst on-site. Nothing in these terms and conditions limits or exclude or restrict our liability to you for personal injury or death due to negligence on our behalf.

Should a place be re-sold or transferred for profit or commercial gain by anyone other than the RCoA, FICM and FPM, it will become voidable and the holder may be refused entry to, or ejected from, the venue.

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 five 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.

The RCoA, FICM and FPM run a number of free to attend events where we reserve the right to charge an admin fee of £40 per delegate if they cancel or do not attend.

Some of the events held use keypads to collect anonymous feedback. If you are issued a keypad, you will be liable for it and are required to return it at the end of the event. If your keypad is not returned the RCoA, FICM and FPM reserve the right to charge you £45 for the replacement.

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: CPD and certificate of attendance

When one of our events is CPD certified, it will be mapped against the CPD Matrix. The CPD codes for each session can be found on the event programme or website. Further information on the CPD system and how to record the activity can be found here.

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.

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 the registered e-mail address.

We will only send certificates to delegates who have paid in full at the end of the event/time of request.

7. Event sponsorship

Sponsors and exhibitors at our events purely support the commercial aspects of the event and join us for the benefit of our members, fellows 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 RCoA, FICM and FPM 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.

8. Contact us

events@rcoa.ac.uk | 020 7092 1673

ficm@rcoa.ac.uk | 020 7092 1653

fpm@rcoa.ac.uk | 020 7092 1727

If you cannot find the answer that you are looking for below, please contact the events team on 020 7092 1673 or drop us an email at events@rcoa.ac.uk.

Download our terms and conditions