Event booking and cancellation
Cancellation of event
In the unlikely circumstance that Jisc has to cancel an event, we will refund any pre-paid registration fees. Jisc shall not be liable for reimbursing the cost of travel or accommodation arrangements made by individual delegates.
Cancellation of attendance at an event
If you are unable to attend an event for reasons unrelated to COVID-19 and need to cancel a booking, let us know in advance by emailing firstname.lastname@example.org.
Where a fee has been charged, you will be reimbursed as follows:
- For cancellations up until midnight1 six weeks prior to the event a 90% refund will be given
- For cancellations up until midnight four weeks prior to the event a 50% refund will be given
- For cancellations up until midnight two weeks prior to the event a 25% refund will be given
- For registrations cancelled after midnight, seven days prior to the event, or for failure to attend the conference, no refund will be given
Most Jisc events are free of charge, or offer discounted attendance for higher education, further education and skills sector delegates. Where no fee for attendance has been charged, Jisc reserves the right to administer a £50 cancellation charge2 to delegates who do not show on the day of the conference and have not notified Jisc in writing. This charge does not apply for COVID-19 related absences.
For those events which Jisc does not charge, we reserve the right to limit the number of places per organisation per event.
Jisc 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 and this may to changes in Jisc’s terms for delegates at specific events.
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 coverings at events. By attending a Jisc event you may need to consent to the use of your data for test and tracing requirements. Read more information on current safety measures.
Please ensure you are familiar with Jisc’s cancellation terms before booking on to any Jisc event. If you need to give notice of a cancellation please notify Jisc in writing by emailing email@example.com.
It is the responsibility of each delegate to observe all safety measures put in place by Jisc for the protection of individuals and all delegates and staff at Jisc events. However Jisc will not be held responsible for any loss caused as a result of your or any delegate’s negligence.
Contact details and attendance data will be retained by the event venue for 14 days. This is for the purpose of event safety. Jisc will only share your information if requested to by NHS contact tracers for the purpose of public health efforts to tackle COVID-19. This may occur in the event of a positive test for COVID-19 of someone at the venue; the NHS contact tracers may then contact you in due course. No sensitive personal information required as evidence of COVID-19 status for event attendance will be copied or shared in any way.
Prior to the event, attendees will receive information on the safety measures that will be in place at the event. These will be reviewed regularly in line with government guidance.
Attendees should follow relevant government guidance on travel. For large events with an international audience, this should include relevant regulations on international travel, such as testing and quarantine measures.
To create the safest environment possible, all attendees will be required to produce either an NHS COVID-19 pass, or an email or text message confirming a negative lateral flow test 48 hours prior to the event.
It will not be possible able to attend the event without producing this and anyone with COVID-19 symptoms will be turned away.
We strongly recommend and encourage attendees to wear facemasks inside the venue in common areas (unless you are exempt).
Attendees are encouraged to observe social distancing within the venue. Seating and meeting areas will be spaced out to maintain social distancing.
We encourage attendees to use the hand sanitiser on arrival and throughout the event.
If an attendee tests positive for COVID-19 in the 10 days following the event, please inform the event organisers and enter the result of your test on the NHS test and trace app if you have this.
All attendees will be notified of a positive case and thenecessary government guidance should be followed.
Where an event fee applies all event bookings will generate an invoice. This will be issued to the delegate (or other contact as advised) by the Jisc finance department for payment.
Where required, purchase order numbers must be included on the booking form.
Payment methods accepted are:
- Bank transfer
- Credit card3 – secure online payment via SagePay
Your information will be held by Jisc. For the purposes of the Data Protection Act, Jisc is the data controller.
Registrations for events are managed using a system operated by a third party under contract to Jisc. Data, including personal data, will be processed and stored on systems managed by this third party and Jisc. This data can only be accessed by authorised members of Jisc staff, and for the purposes of maintaining and supporting the system, by members of staff at the third party.
Where Jisc contracts with additional third parties to provide events, we may also provide them with access to this data in order for them to fulfil their services to Jisc.
Jisc may store the information you have provided on this form in a CRM system4. We will use it for the administration of the event in question, to improve the services we provide and, unless you have chosen to opt out, to inform you via email of future Jisc news, events and other relevant activity.
You can choose to unsubscribe from Jisc emails of this kind at any time. You may get your information updated or removed from the Jisc CRM system by emailing firstname.lastname@example.org or by writing to us:
4 Portwall Lane
Unless you have specifically opted in to receive marketing communications from Jisc by email and/or to be included in the list for internal delegates, your personal details will not be shared with any other organisation.
The information you submit will not be kept for any longer than is needed. The length of time will depend upon whether Jisc has a business need for keeping the information and/or if the law requires that we keep the information for a particular length of time.
We may ask you to confirm your personal details to ensure they are accurate.
Registrations for this event are processed through an externally appointed third party. The information will be kept in a secure office environment. It will be held on computer databases that can only be accessed by authorised members of Jisc and the authorised appointed external event management company.
As you have provided personal information, we need you to consent to the processing of this data. By submitting this online booking form you are agreeing to us processing this data as described above.
We may record incidents of misconduct and inappropriate behaviour where necessary in order to keep participants safe and foster a welcoming environment at our events. We’ll use it, as described in our standard privacy notice. We’ll keep the information for two years, or until it is no longer relevant. For serious incidents of misconduct or inappropriate behaviour, we may also inform the HR departments of the individuals involved.
Conditions of attendance
You must comply with instructions and directions given by staff, Jisc and stewards and agents of the venue (where relevant) and any applicable policies and procedures of which you are notified.
We reserve the right to refuse access to, or remove any delegate from any Jisc event who, in our reasonable opinion has, or is likely to affect the enjoyment of the other delegates, in our reasonable opinion is acting under the influence of alcohol or drugs, or who uses threatening, abusive or insulting words or behaviour or who behaves in a manner which may cause a breach of the peace.
Jisc is dedicated to creating and maintaining a positive event experience where everyone is treated with dignity, courtesy and respect, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age or religion. We do not tolerate bullying, intimidation, harassment or victimisation of event participants in any form.
Any discriminatory language and imagery are not appropriate at any Jisc event, including in presentation material. If you violate these rules you may be sanctioned or expelled from the event without a refund.
Please also refer to your own company's grievance and disciplinary procedures on how they handle complaints against members of staff as we may report any breach of these conditions to your employer.
During this event we may do one or all of the following:
- Take general photographs at a physical event
- Take screenshots (subject to your approval for the platform to access your webcam) at a virtual event
- Record all audio output from the event
- Video record the event proceedings
- Live stream selected event proceedings
Any subsequent photographs or recordings may be used in future Jisc publicity materials only. All video and audio recordings and photographs will remain the property of Jisc. By submitting this registration form you are agreeing to the screenshotting or photographing and/or recording and/or filming of the proceedings, as described above, being made for future dissemination by Jisc and third parties within whom it works in partnership, for non-commercial purposes, under the terms of a Creative Commons attribution, non commercial licence 2.0 UK: England and Wales for the benefit of the higher education community.
If you wish NOT to be photographed or video recorded, please let the organisers know on arrival at a physical event.
Limitation of liability
Personal arrangements including travel, accommodation or hospitality relating to any Jisc event which have been arranged by you are at your own risk.
Neither Jisc nor the venue at which a physical Jisc event takes place will be responsible for any loss, theft or damage to your personal belongings, other than caused as a result of our negligence or that of the venue or other breach of statutory duty by us or the venue. Any such liability that arises shall be limited to a sum equal to £2,000.
You will be responsible for paying for any damage which you cause to property at the venue of a physical event including the cost of additional cleaning where charged by the venue.
Nothing in these terms and conditions will operate to limit or exclude liability of each party for death or personal injury arising out of its negligence, or for its fraud nor any other liability which cannot be excluded or limited under applicable law.
Subject to the paragraph above, in no circumstances will either party be liable to the other party for any loss of business, revenue, profits, anticipated savings or goodwill (whether direct or indirect) or for any indirect, special or consequential loss, arising out of or in connection with these terms and conditions and the event.
Health and safety
You must comply with all relevant legislation relating to health and safety and with any safety announcements and venue regulations (where relevant) of which you are made aware whilst attending any Jisc event.
Equality and diversity statement
Jisc is working towards being fully inclusive. We endeavour to arrange events in fully accessible locations. However, we would appreciate your co-operation in meeting specific requirements and ask that you inform us immediately if you require additional facilities (for example a loop system, BSL interpretation) or any other personal requirements.
We may need to pass on information to a third party about your support requirements. If we are not able to reveal these details this may affect the accessibility arrangements we are able to provide. By submitting this booking form you agree to your support requirements being passed on to relevant third parties.
For the purposes of these terms and conditions, "force majeure" means any cause beyond our reasonable control including, but not limited to, war, acts of terrorism, governmental requirements, acts of local or central government or other competent authorities, acts of God and industrial disputes.
We will not be liable to you for failure to perform any obligation under these terms and conditions or in relation to your booking to the extent that the failure is caused by force majeure.
- 1 All times given as GMT
- 2 Cancellation fee is not applicable to webinars
- 3 We accept Visa credit/debit, Visa Delta, Visa Electron, Mastercard credit/debit, UK Maestro
- 4 Find out more about CRM systems - http://en.wikipedia.org/wiki/Customer_relationship_management