Booking & cancellations policy for events & conferences

Bookings

• The event organisers will ensure that confirmation of booking is sent to the registrant, and that – where appropriate – an invoice is sent to the registrant within 30 days.

Payment

• Payment must be made to the Group in advance of the event, and by any due date cited in the event publicity literature.
• The Group cannot guarantee the registrant’s place if payment has not been received. If a registrant has encountered difficulties in ensuring payment on time, they should raise the matter with the event organiser.
• The registrant will ensure that payment is for the correct amount and made payable to the correct body, usually the CILIP Rare Books & Special Collections Group. Payment in error to other CILIP groups or branches is deemed non-payment.

Cancellations/Refunds

• If a registrant is unable to attend an event for which payment has been made, by arrangement with the event organiser they may send a substitute.
• Where the registrant is unable to attend, and is not in a position to transfer their place to another person, then the following refund arrangements apply:
  • Registrations cancelled more than 30 days before the event will be refunded 100% of the registration fees.
  • Registrations cancelled less than 30 days but more than 10 days before the event will be refunded 75% of the registration fees.
  • Registrations cancelled less than 10 days before the event will not be eligible for a refund.
• Where overnight accommodation is provided, the Group will attempt to refund these costs. However, as accommodation is usually arranged with the host in advance, this is not always possible.
• Responsibility for the administration of refunds rests with the Group’s Hon. Treasurer. Appeals are considered by the full committee of the CILIP Rare Books & Special Collections Group.
• Any refunds due will be made within 30 days of confirmation that a refund has been agreed.