Terms and conditions
By agreeing to these Terms and Conditions you understand that you are registering to attend a conference managed by Zing Conferences C.I.C, and all fees associated with your registration and accommodation or event pass to the conference are payable in full as per Zing Conferences C.I.C, payment terms. You may register on behalf of others, however you are deemed to be liable for all associated fees for all the participants you register.
By registering and attending the conference each person acknowledges and agrees to the following restrictions as the criteria of being accepted to attend a conference.
We ask that you please ensure that you register for the correct conference and choose the option relevant to your requirements. Should you require assistance at any time please do not hesitate to contact Zing Conferences C.I.C, via email at firstname.lastname@example.org or by phone +44(0)1223 750020 during office hours – These are currently Mon-Fri 9am – 5pm GMT . Please note the office is closed during bank holidays and festivals but you may leave a message and you will be contacted as soon as the staff return to the office.
Abstracts for the conferences are submitted to the Chair(s) for talk allocations. The Chair(s) word is final. Posters may be refused if they are larger than A0.
You agree that you will not cause harm to Zing Conferences C.I.C, or its Staff and Directors or cause harm in the form of legal fees, claims and expenses arising from electronic communications or uploaded files.
Inappropriate Behaviour will not be tolerated in the conference room or towards the Zing Staff. Neither will threats or abusive behaviour. If such an incident occurs any people violating this policy will be asked to leave.
Delegates should advise of any special access requirements at the time of registration.
Attendance certificates are only given to people who have attended 85% of the sessions.
Child Attendance Policy
To ensure everybody’s enjoyment of the conference, children under 18 are not permitted in the conference room or poster session at any time. It is the parent’s responsibility to put into place adequate child care before the conference commences. Anybody violating this policy will be asked to leave the session.
Children are welcome to attend the gala dinner upon purchasing a ticket (depending on the venue this may be at a reduced price). Please note the Gala may not start until as late as 9pm and as such may not be suitable for young children.
Please note that not all venues have capacity for children under a certain age and additional costs may be incurred for cots, roll out beds and additional rooms needed for families over the limit of people allowed per room.
By submitting registration details, delegates agree to allow Zing Conferences and companies associated with the conference to contact them regarding their services. Delegates who do not wish to receive such communications please email email@example.com The contact details of registered delegates will be placed on the delegate list which will be passed to sponsoring companies and to all attendees for them to see who is at the conference for the purpose of networking and meetings. Delegates who do not wish to be included on this list should advise at the time of booking.
Gala tickets must be purchased on day of registration, failure to do this may result in no availability. These can be paid by credit card (Mastercard or Visa only) or cash (currency of the country of the venue you are in only).
Health & Safety
A health and safety evaluation will be carried out pre-conference, however if you see any concerning issues we ask you report this to a member of Zing staff.
It is the responsibility of all delegates and speakers to arrange appropriate insurance cover in connection with their attendance at the conference. Zing Conferences C.I.C will not assume responsibility for loss, stolen or damage to delegate’s property.
Zing Conferences C.I.C does not assume responsibility for any medical expenses for delegates. Please ensure that you have adequate insurance to cover health and travel for this period. Your insurance should also cover your inability to travel as Zing Conferences will not be liable in the event that you have paid for travel you are unable to take.
Plenary & Invited Speakers
Views expressed by speakers are their own. Zing Conferences cannot accept liability for advice given, or views expressed, by any speaker at the conference or in any material provided to delegates.
Plenary & Invited Speaker’s Terms & Conditions
Zing will use the speaker’s name and affiliation for promoting delegate attendance at the conference. Presentations given to the Zing AV team will be permanently deleted from any Zing computers or storage devices upon completion of the presentation. Any copies taken for backup purposes will also be deleted and shall not be distributed to third parties without express consent from the authors. Any additional nights required must be paid for by the speakers themselves and will not come out of the Chairs Budget. Accompanying guests will also be required to pay and will not come out of the Chairs Budget. Accompanying people wishing to listen to their partners talk may do so at the discretion of the Zing staff. Accommodation other than the venue that has been provided will not come out of the budget. No – shows will not be entitled to payment from the budget. Allocations from the budget are not redeemable for cash. Allocations from the budget will only be made on the conditions that a speaker attends all the conference sessionsand the Gala Evening. Travel reimbursements will only be made up to the allowance allocated when provided with the appropriate completed form and receipts. To be awarded a budget contribution the terms and conditions are that you stay at the venue of the conference in a room secured by Zing Conferences, you attend the Gala Dinner and you make yourself available to hear all speakers at the conference. If full attendance is not met then a deduction could apply to any budget contribution unless exceptional circumstances apply.
Zing Conferences C.I.C is a Not-For-Profit Community Interest Company (CIC) specifically dedicated to science, the aim is to earn profit for the purpose of reinvesting it to benefit the specific community of the conferences held. Profit generated from each conference is donated back to scientific research projects and student bursaries related to the conferences. Allocations from previous conferences will be publicised in the Zing Newsletter.
Credit Card Payments
Zing Conferences C.I.C prefers full payment (or deposit) by Visa or Mastercard at the time of registration. All charges are made in the currency relative to the conference venue. Zing Conferences must have the full value of registration and any bank or card charges must be covered by the attendee when making payment. Unfortunately Zing Conferences C.I.C is unable to accept payment by American Express or Diner Club. Your Credit Card information will not be stored by Zing Conferences C.I.C.
International Credit Card Payments
On occasions Credit Card payments are not authorised by our Merchant Services, often a call to your card provider to inform them you wish to make a payment is all that is required and shortly after this you will be able to try and make the payment again.
Cheques are not accepted for any sort of invoice at Zing Conferences. Other payments can be made by credit card (Mastercard or Visa only) bank transfer or cash (currency of the country of the venue you are in only).
Card Fraud is becoming an increasing threat. To help combat this rising fraud, all businesses that process and transmit cardholder data are required to comply with industry rules aimed to increase data security. First Data Solutions, our Merchant Provider, has created our compliance programme to ensure that we maintain PCI DSS Compliance at every stage of our Card Transaction Process.
Photography & Filming
Photography, Recordings and filming within the conference room(s) or poster room is strictly forbidden without the express consent of Zing Conferences. If such an incident occurs any people violating this policy will be asked to leave.
Distributing, quoting or sharing any content of the conference, whether verbally, electronically or printed is strictly prohibited without first seeking the approval of all contributing parties and Zing Conference. This extends to Blogs, Tweets and other Social Networking Platforms.
Refunds & Cancellations
Refunds are not payable if you simply change your mind, however if your circumstances change please contact Zing Conferences C.I.C immediately via email or by phone +44 (0)1223 750020 to amend you registration. Zing Conferences C.I.C will endeavour to assist you with a refund in accordance with our refund policy. Should a delegate be unable to attend, they may nominate an alternative person from their organisation to attend up to 7 days prior to the start of the event.
Substitutions and cancellations must be received in writing
You must contact Zing Conferences no later than 90 days prior to the commencement of the conference. A cancellation fee will be charged and calculated according to the table below
- 181 days or greater prior to start of event: 75% of the delegate fee
- 180 – 141 days prior to start of event: 50% of the delegate fee
- 140 – 91 days prior to start of event: 25% of the delegate fee
- 90 or less days prior to start of event: No refund
Please note that these cancellation charges apply to all of the people in your group and all of the nights for which you book accommodation.
If you cancel within 7 days of paying, then we will refund your payment fully.
Zing Conferences C.I.C will advise you of the cancellation policy, prior to cancelling or amending your booking, to ensure you are fully aware of any non-refundable deposits.
Cancellation of Event Passes (no accommodation)
Should your circumstances change and you are unable to attend a conference, you must contact Zing Conferences C.I.C, no later than 30 days prior to the commencement of the conference. A cancellation fee of £95 will apply to cover costs incurred in relation to your registration. Should you cancel less than 30 days prior to the commencement of the conference, no refund will be payable.
Zing Conferences will only refund fees paid direct to Zing Conferences C.I.C. Refunds will be authorised and sent for processing within 10 working days of receiving a refund request and added to the next available payment batch. Please note bank holidays and festivals will be added to the 10 working days.
Should a conference be jeopardised due to unforeseen circumstances, such as:
Terrorism (incl threat)
Major weather conditions
Country boarders closing
Zing Conferences will, if possible, find an alternative venue. Should there be a situation occur where Zing Conferences C.I.C must postpone a conference, your registration fee will be transferred to the new date of the conference.
The registration fee has been calculated to encourage attendance for the entire conference and to provide the conference budget to each conference chair. The registration fee will be charged regardless of the length of time an attendee is present.
On completion of your registration form, a confirmation email will be sent to your nominated email address. Your registration will remain as ‘Pending’ until such time as the deposit fee of £/$/€ 95 is received. (Currency depends on conference location, but will be specified on registration page) Please check your details on the email sent to you. If you require any assistance or require any alterations please do not hesitate to contact the office. Please make sure the name and title you register under is the name and title you wish to be known as at the conference as this will be what appears on your badge. Any name changes to badges at the venue will incur an admin fee payable before changes can be made.
Your registration represents an offer to Zing Conferences C.I.C to purchase a product which is accepted by Zing Conferences C.I.C when we send the invoice requested at the time of completing the registration form. This invoice will contain your unique registration number which we request you note for all future enquiries or correspondence to help identify you. That acceptance will be complete at the time Zing Conferences C.I.C, send the receipt of FULL PAYMENT of your registration and accommodation (if accommodation is applicable) to your nominated email address. Any items which were contained within your original offer (registration) which Zing Conferences C.I.C have not confirmed in a registration confirmation e-mail do not form part of that contract. Payment that are not made within 21 days of the invoice will incur a late payment fee of 4%. We cannot guarantee availability after the deadline has passed.
If you have been allocated a room please note that your room is not guaranteed until full payment has been made against your registration.
Please note that only registered delegates will have entry into the conference, any person who arrives at the venue and does not wish to attend the conference will be required to pay the full accompanying person fee. This is not negotiable. Accommodation is charged to Zing Conferences on a per person basis and not per room.
If you have booked accommodation through Zing Conferences C.I.C, confirmation will be sent to your nominated email address. This will be in the form of a ‘Welcome Pack’, usually sent 2 weeks before the conference. The travel information contained in the pack is a guide and not an exhaustive choice.
If you have not received a welcome pack before you leave for the conference please contact the office urgently via email at firstname.lastname@example.org or phone +44 (0) 1223 750020. Please note the office is closed at weekends, bank holidays and festivals, therefore if you are travelling to the conference before the conference, please consider this when contacting Zing Conferences C.I.C. Please check your details carefully. Should an error have been made, please contact Zing Conferences C.I.C, on the email address or phone number above, as soon as possible to advise us of amendments.
Registration Payment Terms
Payment of your deposit fee is due to formalise your registration and remove the ‘Pending’ status of your application. You will then need to create your invoice and make arrangements for payment within 21 days following the links. Late Payment fees will be charged if payment is not made within our standard 21 day terms. Please note: your registration for the conference or accommodation (if applicable) at the hotel is not reserved until you have paid in full. All fees are payable prior to the commencement of the conference (before the deadline) to ensure admission, unless prior arrangement.
The registration fee and conference budget (if applicable) does not include costs incurred for recreation, extra nights at the venue, other hotels, taxi fares, food/drink, mini bar, room films, accompanied peoples flights or expenses, porterage, medical bills, laundry, insurance, car rental, WiFi, parking or any other personal expenses.
Deadlines for special offers will be closely monitored, if you choose not to take advantage of the discounted rates and pay within the timescales stipulated, then the full price must be paid. Payment options are listed on your invoice, please allow 3 working days for payment to reach our account.
You are required to secure your own travel arrangements.
This is not the responsibility of Zing Conferences C.I.C or any individuals associated with this conference.
N.B. this also includes Airport transfers. However information to assist you with airport transfers will be found in the ‘Welcome pack’ and on the website, the information provided is a suggestion and should not be deemed as the only method available. Zing Conferences accepts no responsibility for fees charged for taxis, transfers or tours.
It is your responsibility to obtain an entry visa to visit a country if it is required.
Zing Conferences C.I.C, will assist you by providing a letter from our company to your email address. This will contain the details of your participation at the conference, the venue of the conference, dates of the conference and the dates of your accommodation if you have accommodation is booked through Zing Conferences C.I.C.
If you require this sent through the post, we will require postage to be paid. This can be paid at the conference on registration day. We regret that we are unable to post letters until the £/$/€ 95 deposit is paid. Only available on request to email@example.com
Websites & Links
The Zing website may link to other websites and networking tools provided for the convenience of the users. The contents of these websites are maintained by their owners, for which Zing takes no responsibility. Neither can responsibility be taken for contents of any website linking to this website. Use of these sites is at your own risk and Zing Conferences Limited does not assume responsibility.
By attending a conference and filling in a feedback form, you agree that Zing Conferences CIC may use your feedback and opinions on the ‘Testimonial’ webpage of the Zing Website. If your feedback is ‘Negative’ we will not edit your opinions to select and include any ‘Positive’ comments which unfairly reflect your views.
1. When we communicate with you we will generally do so by email or via phone. You agree that email and phone communications are contractually binding in the same way as properly signed and dated documentation sent by post.
2. Nothing in this agreement or on our websites, www.zingconferences.com or any website owned, operated, licensed or controlled by Zing Conferences C.I.C, shall confer on any third party any benefit or obligation.
3. If any of these terms is at any time held by any jurisdiction to be void, invalid or unenforceable, then it shall be treated as changed or reduced, only to the extent minimally necessary to bring it within the laws of that jurisdiction and to prevent it from being void and it shall be binding in that changed or reduced form. Subject to that, each provision shall be interpreted as severable and shall not in any way affect any other of these terms.
4. No waiver by us, in exercising any right, power or provision in this agreement shall operate as a waiver of any other right or of that same right at a future time; nor shall any delay in exercise of any power or right be interpreted as a waiver.
5. In the event of a dispute arising out of or in connection with these terms or any contract between you and us, then you agree to attempt to settle the dispute by engaging in good faith with us in a process of mediation before commencing arbitration or litigation.
6. We are not liable for any breach of our obligations resulting from causes beyond our reasonable control.
7. This Agreement shall be governed by and construed in accordance with the law of England, and all international governance is expressly excluded.
8. You are deemed to have accepted these terms and conditions when you proceed with the registration process
Please note that Zing Conferences C.I.C maintains the right to remove add or modify the Terms and Conditions as set out with or without notice.
If you require clarification of these terms or have any concerns please do not hesitate to contact us
Tel no: +44 (0)1223 750020