Event Booking: Terms and Conditions
When booking to attend any event organised by the Association of Ambulance Chief Executives (AACE) the following terms and conditions apply:
- Day Delegate
Attendance as a day delegate will entitle the delegate to receive an event pack, refreshments, including a buffet lunch, and be able to attend the designated sessions, as advertised in the event programme.
- Day Delegate with Dinner
Day delegates can additionally book to attend the evening dinner (if organised as part of the event), without staying overnight in the event hotel. Such delegates will receive all the benefits of a day delegate and may stay for the evening dinner.
- Full Event / Package Delegate
Delegates attending the whole event, where it covers more that one day, will be entitled to the same benefits as the Day Delegate plus dinner and stay in the conference hotel. For an additional fee such delegates can stay further nights in the hotel before and / or after the event (subject to availability).
a. Delegate Restrictions
Delegates who are not employed by an event sponsor or exhibitor may not promote or advertise any product for commercial gain.
- Arrival and Departure – Bedrooms
Where delegates are staying overnight, rooms will be available for occupation, at the discretion of the hotel, as early as possible after 15.00 hrs on the day of arrival and must be vacated before 12 noon on the day of departure. Late check out after 12.00 noon can be requested by delegates subject to availability and may be charged, directly, by the hotel at its discretion.
Member organisations[i]will be invoiced separately for all authorised delegates that attend. Other delegates will also be invoiced. All invoices are payable, by BACS, 30 days after the invoice date or 14 days before the event, whichever is the sooner. Attendance at the event is conditional on the timely payment of the invoice.
In the event of a delegate wishing to cancel, such cancellation must be made by e-mail to the AACE offices and the following will apply:
a. Day delegates cancelling at least 14 days before the date of the event. In such circumstances 10% of the event fee will be charged, based on the fee originally paid via the website. No refunds will be given for cancellations of bookings made less than 14 days before the date of the course.
b. Day Delegates attending the Dinner cancelling at least 14 days before the date of the event. In such circumstances 10% of the event fee will be charged, based on the fee originally paid via the website. No refunds will be given for cancellations of bookings made less than 14 days before the date of the course.
c. Full Event Delegates cancelling at least 28 days before the date of the event. In such circumstances 10% of the event fee will be charged, based on the fee originally paid via the website. No refunds will be given to Full Delegates for cancellations of bookings made less than 28 days before the date of the course. Payment in full will remain due.
d. No refund will be made for failure to attend or for departing early from the event.
e. A colleague may, however, be substituted at no extra charge. This should be notified in writing or e-mail to AACE.
f. If AACE cancels the event, our liability shall be limited to a refund of any fees paid. In order to keep costs – and thus fees – to a minimum, we reserve the right to amend or alter published programmes and speakers.
9. JOINING INSTRUCTIONS
Joining instructions are usually sent, by e-mail to the address given at the time of booking, within five working days of the event invoice being paid. If you have not received your joining instructions three days before the event, please refer to the ‘contact us’ page at https://aace.org.uk/ for the relevant telephone number. AACE will not be held responsible for non-receipt of joining instructions and refunds will not be issued under these circumstances.
- PAYMENT DETAILS
Invoices sent to member organisations and other delegates can be paid by BACS or using the following credit cards; MasterCard, Visa, Amex, Maestro and Visa Debit.
- Payment will be taken in Sterling (GBP) and the delegate will be charged any foreign exchange commission as appropriate.
- Events run by AACE are subject to VAT at 20%. Under UK Tax law VAT is chargeable even if the delegate is resident outside the UK.
(1) The members of AACE are the 10 English NHS Ambulance Services (NHS Trusts and NHS Foundation Trusts), their equivalents in the devolved administrations, dependent territories and the Republic of Ireland.