Our event policies
Please read our policies regarding events before booking.
Click here for terms relating specifically to the CITMA Paralegal Course
Cancellation of orders and liability
CITMA holds many events throughout the year. In order to minimise disruption to events and to cover the administration costs incurred as result of a cancellation, CITMA has a strict policy for the cancellation and refund of any fee paid. The below sets out the normal criteria applied to any request to cancel a booking and/or refund of the payment.
i) Non-chargeable events
- Cancellation within 24 hours of booking (up to 14 days before the start date of the event) - no charge
- Cancellation more than 14 days before the start date of the event - £10 charge
- Cancellation within 14 days before the start date of the event or for a no show on the day - £25 charge
ii) Chargeable events
- Within 24 hours of booking (up to 14 days before the start date of the event) - 100% of fee
- More than 14 days before the start date of the event - 80% of fee
- Within 14 days before the start date of the event - No refund
Due to the difficulties in making adjustments to numbers close to an event, CITMA cannot, under any circumstances, apply a refund of the fee for any booking cancelled in the 14 day period prior to the event being held.
All cancellations and requests for refunds must be made in writing to [email protected]
Any adjustments to this policy required for individual events will be set out in the notice or booking form that accompanies that event.
Substitutions/shared delegate places
In relation to in-person day-seminars and conferences only, we are happy to accommodate member/member or non member/non member shared attendance/substitutions if we are informed of this in advance of the event. Please note we can only accommodate two pre-registered delegates sharing one place. Any variations to the above are subject to prior agreement and additional cost.
Transfer of booking
CITMA will not allow a booking for an event to be transferred to another related event as a result of a request to cancel a booking or due to non-attendance.
Coronavirus (COVID-19)
CITMA is committed to ensuring a safe environment at our events and will continue to review and act on the latest NHS and government coronavirus advice and guidance as it develops.
Please be aware that for your safety, additional policies and procedures will be in place relating to personal hygiene, social distancing and the wearing of face covering at events. Prior to the event, attendees will receive information on the safety measures that will be in place at the event.
Delegates are advised that in booking to attend a CITMA event they may be required to present evidence of a negative COVID-19 test result and/or proof of vaccination to attend the event in line with Government legislation and/or guidance and/or venue requirements. All delegates will be advised of any COVID-19 related entry requirements for the event in advance of the event taking place. Failure to comply with the entry requirements will result in you being unable to enter the event.
It is the responsibility of each delegate to observe all safety measures put in place by CITMA for the protection of individuals, delegates and staff at CITMA events. However, CITMA will not be held responsible for any loss caused as result of your or any delegate’s negligence.
Any delegate, regardless of vaccination status, who within 10 days prior to the date of their attendance at an event: has tested positive for COVID-19, has had any symptoms of COVID-19 (high temperature, new continuous cough and/or a loss or change to sense of smell or taste), has been advised to self-isolate, or has been in close contact with a person who has tested positive for COVID-19 or developed symptoms of COVID-19, should NOT attend the event but should contact CITMA as soon as possible to inform us.
It may be necessary for reasons beyond our reasonable control to alter the advertised content, timing and/or location of an event. If we need to alter the time and/or location of an event, we will provide you with notice of the same and will offer you the choice of a refund or the opportunity to attend the event as varied.
We shall not be liable to you for travel, accommodation or other costs and expenses incurred if we are required to cancel or relocate an event, or amend the method of delivery of the event (for example to a hybrid or virtual event) as a result of an event outside our control (including, without limitation, to acts of God, floods, lightning, storm, fire, explosion, war, military operations, acts of terrorism or threats of any such acts, any strike action, lock-outs or other industrial action and a pandemic (including COVID-19), epidemic or other widespread illness).
Please ensure you are familiar with CITMA’s cancellation terms before booking onto any CITMA event. If you need to give notice of a cancellation please notify CITMA in writing by emailing [email protected]
Credit
CITMA will not allow any fee paid to be held as credit for any future events as a result of a request to cancel a booking or due to non-attendance.
A consumer is required to notify CITMA, in writing, of any shortage, miss delivery or other discrepancy immediately, or at the latest within five days of such failure, thereafter the buyer shall be liable for any such discrepancy.
In the event that CITMA cancels any event for which a booking has been made, your sole recourse and CITMA's sole liability to you for such cancellation shall be limited to refunding the amount paid by you (and received by CITMA) for the booking. CITMA shall promptly notify you of any such cancellation and arrange for the refund of the booking payment.
Travel insurance
We strongly recommend that all delegates take out appropriate comprehensive personal travel insurance if attending a CITMA event. Please note that not all insurance companies will cover the refund of conference fees. We shall not be liable to you for travel, accommodation or other costs and expenses incurred if we are required to cancel or relocate an event, or amend the method of delivery of the event.
Handouts
In-line with CITMA’s Environmental Policy, speaker handouts/presentations will be sent to all registered delegates via a link to the CITMA website 48 hours after the CITMA event. Handouts will not be distributed in printed form at the event*.
Recordings
All events may be recorded for social media and online purposes and CITMA has the permission from all attendees to use the recordings unless requested in advance by an attendee.
Visas
Some individuals from outside the United Kingdom require a visa to enter the country and CITMA are able to provide a visa letter in support of your visa application. You will have the opportunity to request a visa letter during your registration process. Please note that you must be registered for the event to receive a visa letter. A fee for an original, signed visa letter is not refundable at any time. If you have received a visa letter from CITMA but your visa is denied, CITMA requires a copy of your official visa refusal letter before a full refund of your attendance fees can be given. CITMA has the overall right to refuse a request.
VAT
CITMA events with an educational aspect are not liable for VAT.
As CITMA is registered for VAT, all delegates are to pay UK VAT on orders where VAT is applicable and claim back as appropriate through their own tax authority.
Dietary requirements
CITMA will make every effort to cater for delegates' dietary requirements with no extra charge. However, there may be instances where a supplement is charged and this will be passed on to the delegate on top of the fee charged for the event. CITMA suggests enquiring with the office before a registration is made as the normal cancellation policy will apply once a registration has been made.
Age restrictions
Anyone under the age of 18 will not be permitted to attend a CITMA event where alcohol is being served.
Programme changes
All CITMA programmes are subject to change.
Data privacy
CITMA is a professional membership organisation and relies on data to be able to provide the goods, services and benefits offered to its members and which members pay for, as well as to non-members who have an interest in the wider Intellectual Property sector and the activities CITMA undertakes. CITMA takes the handling, processing, security and protection of any data kept as a key responsibility and priority. Anyone using the services of CITMA should be aware of the data privacy policy set out here.
*other than to those who are visually impaired.
CITMA Paralegal Course cancellation and refund policy
A separate cancellation policy applies to the CITMA Paralegal Course:
The below sets out the normal criteria applied to any request to cancel a place and/or refund of any course fee payment.
- Up until 14 days before the date of the first lecture CITMA will provide a full refund of the course fee paid with no administration charge applied.
- Within 14 days and up to 2 days before the date of the first lecture, no refund will be made unless there is a reserve list for the course from which CITMA is able to substitute a student. If a substitution is made, a full refund will be made minus a £20 administration charge.
- Within 2 days before the date of the first lecture, no refund will be made.
All cancellations and requests for refunds must be made in writing to [email protected]
In the event that CITMA cancels the course for which a booking has been made, your sole recourse and CITMA's sole liability to you for such cancellation shall be limited to refunding the amount paid by you (and received by CITMA) for the booking. CITMA shall promptly notify you of any such cancellation and arrange for the refund of the booking payment.
We strongly recommend that all delegates take out appropriate comprehensive personal travel insurance if travelling to attend the course. Please note that not all insurance companies will cover the refund of such fees. In no circumstances will CITMA accept responsibility or be liable for any loss whatsoever.