Event Terms and Conditions
Payment and fees
1.1 Once you have completed your booking you will be issued with an automated invoice for the total fees payable. Payments are due within 30 days of the invoice date, however if you are booking an event that takes place within the next 30 days, AUA require immediate payment or a valid purchase order number to accept your booking. Attendees will not be able to access the events if they have not paid.
1.2 Your invoice is only deemed to have been settled when the full amount has been paid and received by AUA in cleared funds. For bank transfers, it can take up to ten working days for funds to be cleared and with AUA.
1.3 All late bookings, confirmed within 15 days of the start date of the event, will be subject to the normal event terms and conditions.
UK Direct Bank Transfer payments
1.4 If you wish to make a direct bank transfer payment from a UK or ROI account, please contact the AUA Office for our bank account details.
1.5 If you wish to make a payment by direct bank transfer from a UK or ROI bank account, please ensure this is accompanied by a remittance advice and emailed to firstname.lastname@example.org
1.6 Please note that the AUA must receive the full amount shown on the invoice. Any fees or charges which are levied by the bank for you to make this payment should be paid by you directly and should not come out of your AUA fee payment. If you do not pay these bank charges you will still be liable for the difference between the amount that is paid to us and your total fee payable. Any shortfalls in the fee must be paid before your attendance at the event.
1.7 The AUA require upfront payment for all international event bookings. Should AUA not receive immediate payment, delegates will receive notification requesting the outstanding balance be settled within 7 days. Bookings that remain unpaid after the 7 day period will be automatically cancelled and credited. Should you need to book onto the event again, the attendance rate at the point of the new booking will apply.
Once payment is received, a receipt will be sent to you free of charge.
1.8 Please note that the AUA must receive the full amount shown on the invoice. Any fees or charges which are levied by the bank for you to make this payment should be paid by you directly and should not come out of your AUA fee payment. If you do not pay these bank charges you will still be liable for the difference between the amount that is paid to us and your total fee payable. Any shortfalls in the fee must be paid before your attendance at the event.
2.1 If you wish to cancel your place, you must notify the AUA in writing to email@example.com. If you cancel your booking within 0 to 29 days (inclusive) of the event date, you will be subject to the charges shown in the Refunds Policy section below.
2.2 If you fail to attend an event and do not give us written notification before the event, you will also be subject to the charges shown in the refunds section below.
3.1 You may substitute an original delegate with another person up to 7 days (inclusive) before the event by notifying us in writing to firstname.lastname@example.org.
3.2 Within 6 days (inclusive) of the event, substitution of one delegate for another cannot be made.
4.1 Cancellations will result in the following costs being incurred (due within 30 days of invoice):
- 30 or more days before event = no charge
- 15 to 29 days before event = 50% of original package amount
- 0 to 14 days before event = 100% of original package amount
4.2 The original package amount is the amount that has been invoiced, this may show a discount if the delegate is a member.
4.3 If the AUA incurs any bank charges for refunding your booking we may deduct this from your overall refund.
5.1 If the event cannot be held because of circumstances beyond our control (including fire, explosion, act of terrorism, or any act or event beyond our control) or because of any industrial action or dispute involving AUA or the hosting venue, or circumstances where speakers are not available for reasons beyond our control and substitutes cannot be found, AUA will refund all fees paid but will not be liable for any losses whether indirect or direct suffered by delegates as a result of the cancellation of the event.
Use of images
6.1 The AUA reserves the right to employ photographers to take photography and video of delegates at any AUA event. The AUA reserves the right to use any images taken of delegates at an event for marketing and advertisement purposes, without any further approval required.
7.1 AUA reserves the right to remove any delegate from the event should their behaviour be deemed to be inappropriate by AUA or its partners. This would result in no refund of event fees or other costs being paid.
Association of University Administrators
Sackville Street, Manchester, M13 9PL