Terms and conditions for event bookings

Terms and Conditions for booking events organised and administered by The Royal College of Radiologists

These Terms and Condition apply to bookings made via The Royal College of Radiologists’ website or on registration forms sent with cheque or other payments to the College.

In these terms and conditions unless inconsistent with the context or otherwise specified the following definitions will apply:

i. “RCR”
The Royal College of Radiologists

ii. “events”
Educational meetings, conferences and webinars organised and administered solely by RCR

iii. “working days”
The days on which the College is open for business, usually Monday to Friday between 9.00am and 5.00pm.  Public holidays are excluded, as are periods when the building is closed, such as the period between Christmas and New Year, as notified on the College website.

1. The contract between RCR and purchaser
RCR must receive payment of the whole of the registration fee (where applicable) before a booking for an event can be confirmed. Once payment has been received, RCR will confirm the booking by sending an email to you at your preferred email address as stored in the RCR central database RCR acceptance of a booking brings into existence a legally binding contract. If the College does not receive a booking, or does not confirm a booking, the contract is not established. All communications relating to the contract must be as set out in paragraph 7 below.

2. Cost
The costs payable for attending events are as set out on the RCR website and on meeting programmes for individual events.

3. Right to cancel your contract
3.1 You may cancel your contract with RCR for a booking at any event, in accordance with the following conditions:-

3.1.1    You must notify RCR in writing, by letter or email.
3.1.2     Delegates wishing to cancel or transfer a place on a meeting:

  • 31+ working days* before a meeting: Will be entitled to transfer their fee to another meeting within 12 months or a refund minus a £15 administration fee
  • ​11 – 30 working days* before a meeting: Will be entitled to transfer their fee to another meeting within 12 months or a refund minus a £25 administration fee
  • Less than 10 working days* before a meeting: No transfer or refund permitted

               The only exception to the above is if a meeting is a sell-out. If the cancelled place can be re-sold to another delegate before the meeting, a refund minus the £25 administration fee will be given.

3.1.3     A proof of confirmation of booking (confirmatory email or letter from RCR) must be provided with the request.
3.1.4     RCR will confirm acceptance of the cancellation by email or letter as soon as possible.
3.1.5     Any sum debited to RCR from your credit/debit card in payment for the cancelled booking will be re-credited to your account, or a cheque will be issued to you, as soon as possible and within 30 days of acceptance of the cancellation.

4. Cancellation by RCR
4.1 RCR reserves the right to cancel the contract if:

4.1.1     the meeting you have booked a place on is cancelled by RCR or a third party;
4.1.2     exceptionally, RCR does not have an available place at the meeting.

4.2 If RCR cancels your contract, RCR will notify you by email or letter and will re-credit your account any sum deducted by RCR in payment for the cancelled booking from your credit/debit card, or by issuing a cheque, as soon as possible and within 30 days of the confirmed cancellation. RCR will not be obliged to offer you any compensation for expenses incurred by you or inconvenience caused to you as a result of the cancellation.

5. Liability

5.1 Save as precluded by law, RCR will not be liable to you for any indirect or consequential loss, damage or expenses (including loss of profits, business or goodwill) howsoever arising out of any problem you notify to RCR under this condition, and RCR shall have no liability to pay any money to you by way of compensation other than to refund to you the amount paid by you to book a place at the event in question.

5.2 Notwithstanding the foregoing, nothing in these terms and conditions is intended to limit any rights you might have as a consumer under applicable English law or other statutory rights that may not be excluded nor in any way to exclude or limit RCR liability to you for any death or personal injury resulting from RCR negligence.

6. Communications and Notice
Unless otherwise expressly stated in these terms and conditions, all notices from you to RCR must be in writing and sent by email to: conf@rcr.ac.uk

7. Circumstances beyond the control of RCR
7.1 RCR shall have no liability to you for any failure to organise an event at which you have booked a place, or any delay in doing so, or for any problems with events organised that are caused by any incident or          circumstance beyond our reasonable control including, without limitation, strikes, lock-outs and other industrial disputes, breakdown of systems or network access, flood, fire, explosion or accident.

7.2 RCR takes every reasonable step to ensure that payments made online and by cheque are secure and are not subject to fraud during processing by RCR. All credit card numbers are encrypted through a secure server before transmission over the internet. Credit card details taken over the phone or securely shredded once the payment has been processed.

8.  Invalidity
If any part of these terms and conditions is unenforceable (including any provision in which RCR excludes liability to you) the enforceability of any other part of these conditions will not be affected. 

9.  Privacy
You acknowledge and agree to be bound by the terms of the RCR Privacy Policy.

10. Third party rights
Except for RCR trustees, elected officers, employees or representatives, a person who is not a party to this agreement has no right under the UK Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement but this does not affect any right or remedy of a third party that exists or is available apart from that Act.

11. Governing law
The contract between you and RCR shall be governed by and interpreted in accordance with English law and the English courts shall have exclusive jurisdiction to resolve any disputes between you and RCR.

12. Entire agreement
These terms and conditions, together with current RCR event prices, contact details and privacy policy, set out the whole of the agreement relating to the provision of the place at an event to you by RCR. Nothing said by any person on behalf of RCR should be understood as a variation of these terms and conditions or as an authorised representation about the nature or quality of any events offered for booking by RCR. Save for fraud or fraudulent misrepresentation, RCR shall have no liability for any such representation being untrue or misleading.