Booking Terms & Conditions – Cancellation Fees

In the event that you cancel your booking/order, cancellation fees will be charged as detailed below. All cancellations and amendments must be confirmed to us in writing; you will receive a written acknowledgement. On receipt of your confirmation to us, the notice period becomes effective and your booking will be released for re-sale. Fees for cancellations/changes are calculated as below and are based on the total value of the booking.

1. Exhibition/Presentation Stand at Other Events (e.g. AAC Information Days)

    • Over 60 days (from date of event): 100% of venue’s cancellation fees for room booking
    • 31-60 days: 100% of venue’s cancellation fees for room booking & admin fees
    • 15-30 days: 100% of venue’s cancellation fees for room booking, plus printing, postage, stationery & admin fees
    • 14 days or less: 100% of all costs (catering, room booking, printing, postage, stationery & admin fees)

AAC Information Days (formerly Roadshows): Should an event have to be cancelled due to a low number of bookings, 100% of the cost of any cancellation fees incurred by the venue will be split equally between all the suppliers who signed up to the event. We will endeavour to keep the risk and costs to a minimum.

You must carry appropriate public liability insurance and indemnify CM and its representatives against any and all damage caused by the exhibitor, their staff or their equipment whilst at CM events.

2. Study Day Delegate

    • 31-60 days (from date of event): 10%
    • 30 days or less: 100%

3. Advertisements

    • 91-180 days (from publication date): 50%
    • 31-90 days: 75%
    • 30 days or less: 100%

4. Membership

    • No refunds

5. Conference Delegate

By registering for the Communication Matters International AAC Conference 2022 (CM2022) you agree to be bound by the following Terms and Conditions.

It is intended that CM2022 will operate as an in-person event at the University of Leeds and attendees are encouraged to register on that basis.

  • Cancellations by delegates
    Notices of cancellations sent by email to admin@communicationmatters.org.uk and received by Thursday 11 August 2022 will secure a full refund, minus a £50 administration fee.
    Cancellations received after 11 August 2022 will not be eligible for any refund.
  • Changes to the programme
    Communication Matters (CM) reserves the right to change the content of the programme, speakers, formats, or venue, should the need arise. Programme changes will be updated in the online programme available on the CM website.
  • Change of mode of delivery or cancellation by CM
    CM may cancel your booking(s) and does not accept any liability for any failure to provide any part of your booking(s) where caused by any circumstances beyond its reasonable control. Examples of events beyond reasonable control would include, but are not limited to, industrial action, government advice or restrictions, concern with regard to the transmission of illness (including but not limited to COVID), flood or other natural disaster.
    In the event of the above, CM reserves the right to deliver CM2022 on an online-only basis, or, if this is not reasonably possible, cancel CM2022. CM will provide notice of any such change or cancellation as soon as reasonably practicable, though this may, of necessity, be at short notice.

    • If notice of change to an online-only basis is made by CM: CM will offer a choice of a full refund less the £50 administration fee, or a refund of the difference in price between the original booking and an equivalent online-only package.
    • If notice of cancellation entirely is made by CM: CM will refund the registration fee in full, minus a £50 administration fee.

CM will not be liable to delegates for any losses or costs other than those detailed above.
CM reserves the right to amend these Terms and Conditions.

6. Conference Exhibitor

The Conference Delegate terms above apply to your individual exhibitor registrations. For Exhibition Stand bookings please see below.

Completion of the booking process confirms acceptance of Communication Matters Terms and Conditions by the company. The company is required to guarantee their employees are bound by these terms and conditions.

  • Payment terms
    Advertising, exhibition space and sponsorship at the Communication Matters International AAC Conference (CM2022) is reserved by payment in advance. Your reservation is not confirmed until payment has been received in full by Communication Matters (CM). If payment in full is not received by CM, then we may re-allocate your space to another customer, and you will not be included on the website or programme as applicable. If payment is not received and we have no choice but to cancel your place, you will be liable for the cancellation fees as detailed below.
  • Cancellations by exhibitors
    All cancellations must be made in writing to admin@communicationmatters.org.uk. Cancellations are subject to the fees outlined below plus an administration charge of £50. On receipt of your confirmation to us, the notice period becomes effective, and your booking will be released for re-sale.
    Fees for cancellations are calculated as below and are based on the total value of the booking:

    • 9 Feb – 9 May: 50%
    • 10 May – 10 August: 75%
    • 11 August and later: 100%
  • Change or cancellation by CM
    CM reserves the right to change the venue of CM2022 or any part of any event to a reasonably suitable alternative should the need arise. In that event, CM will endeavour to provide customers with space at the new venue. If CM is unable to provide space at the new venue, save as described at clauses 1 and 2 below, any monies paid to CM for the affected part will be refunded.
       1. CM will not incur any liability to you if we are unable to provide any of the services/facilities due to circumstances beyond our reasonable control including, but not limited to, reduction or failure of power supplies, internet outage/disruption, government advice or restrictions, concerns with regard to the transmission of illness (including but not limited to Covid), student demonstration or sit-in, flooding, and accident. We will not be liable to you for any costs, claim, loss or damage arising out of any tortious act or omission, breach of contract or breach of statutory duty calculated by reference to loss of profits, income or sales.
       2. In the event of circumstance(s) described in clause 1 above, CM reserves the right to deliver CM2022 on an online-only basis, or, if this is not reasonably possible, cancel CM2022. CM will provide notice of any such change or cancellation as soon as reasonably practicable, though this may, of necessity, be at short notice.

    • If notice of change to an online-only basis is made by CM: CM will offer a choice of a full refund less the £50 administration charge, or a refund of the difference in price between the original booking and an equivalent online-only package.
    • If notice of cancellation entirely is made by CM: CM will refund the full value of the booking, less the £50 administration charge.

CM will not be liable for any losses or costs other than those detailed above.
CM reserves the right to amend these Terms and Conditions.