Policies

Terms and Conditions

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Institute for Equity, University Centre Conference & Events

Abstract submission

The Events Team may have access to your abstract including author names and organisations once abstracts have been reviewed.

The Events Team may contact all submitters whether accepted or rejected through the official Institute for Equity, University Centre email only. If your abstract is successful authors names, organisations and email addresses may be included in our event or conference booklet.

An email confirmation will be issued to all registrants on completion of this registration form. If you do not receive this email within 3 days of registering, please contact Events@instituteforequity.ac.uk.

Joining instructions are sent at least two weeks before the event or conference to delegates who have paid their registrations fee. If you have paid your registration fee and have not received joining instructions least one week before the event or conference, please contact us at Events@instituteforequity.ac.uk.

Attendees

Delegates may make a name change for no additional charge if the fees are the same. However, if a booking has been made incorrectly, this will incur the same terms and conditions as a cancellation.

All delegates attending an event or conference must pay the registration fee where a fee is chargeable. This includes any panels or discussants that may only be attending for one session, unless specifically invited by Institute for Equity, University Centre.

Any delegates sharing personal access links to unregistered colleagues may be subject to a penalty, including but not limited to having their own event or conference registration cancelled with no refunds.

You must be an Institute for Equity, University Centre member at the time of the event to qualify for the discounted rate.

Your name, institution, country and email address may be displayed on the event or conference programme.

Institute for Equity, University Centre accepts no legal responsibility for facts stated or opinions expressed during the event. It is the responsibility of individuals to satisfy themselves as to which facts and opinions should be relied on in any way whatsoever.

Payments

Your receipt is confirmation of your booking for the event.

Payment must be received prior to the conference. Access will not be permitted to the conference or event if full payment has not been received.

If paying by invoice, a purchase order number must be submitted.

If payment is not received by the date on the invoice, your registration will be cancelled, and you will need to register again at the current registration rates.

The invoicing option will close at least one month before the conference or event.

Cancellation

Where a delegate misses an event, payments cannot be transferred to membership or other events.

Requests for refunds or cancellation may be considered up to two weeks before the conference. All requests must be emailed to: Events@instituteforequity.ac.uk.

Cancellations will incur an administrative charge of 30% of the registration fee.

Conference registration fee does not include the insurance of delegates against personal accidents, sickness, and cancellations by any party, theft, loss or damage to personal possessions. Delegates are advised to take out adequate personal insurance to cover cancellation and personal effects.

If you are a member, but pay the non-member rate, this will incur the same terms and conditions as a cancellation to get a refund for the difference. Your registration will be cancelled, then rebooked at the correct rate. You will be refunded any fees after the admin fee.

If you select the wrong registration rate any changes will incur the same terms and conditions as a cancellation to get a refund for the difference. Your registration will be cancelled, then rebooked at the correct rate. You will be refunded any fees after the admin fee.

Any duplicate payments will incur the same charge as a cancellation for the refund.

Refunds will not be given for no-shows at the conference.

All programmes are subject to change and no refunds will be given for changes.

In the event of Institute for Equity, University Centre cancelling the conference, Institute for Equity, University Centre are only liable to pay any delegate fees already paid, and not personal arrangements. Delegates are advised to take out their own personal insurance to cover this.

Data Protection

Data Protection Act 1998: I agree to Institute for Equity, University Centre processing personal data contained within the registration process, or other data which may be obtained from me or other people or organisations whilst I am applying for this event. I agree to the processing of such data for any purpose connected with my attendance at Institute for Equity, University Centre, or my health and safety whilst on event premises or for any other legitimate purpose. By registering I agree to the terms and conditions above and confirm that payment for this event will be made in full before I attend.

Please note filming of sessions will take place during Institute for Equity, University Centre events. Your images will be held in accordance with the Data Protection Act. Images of yourself captured in the video recordings will be the copyright of Institute for Equity, University Centre. They may be used in Institute for Equity, University Centre advertising and/or publications. The images may appear on social media. You can request Institute for Equity, University Centre to stop using your images at any time, in which case they will not be used in future materials but may continue to appear in materials already in circulation.

Other

Any event that is not on the Institute for Equity, University Centre website but is using the main Institute for Equity, University Centre logo has not been approved by the Institute for Equity, University Centre.

For any other queries please email: Events@instituteforequity.ac.uk or visit our Events page at: https://instituteforequity.ac.uk/events/

Recording consent

All virtual events are recorded and by agreeing to participate in a virtual event you agree to the following.

The purpose of this information is to confirm consent for the films and/or recordings to be taken and subsequently to be used by Institute for Equity, University Centre. Institute for Equity, University Centre in turn offers a commitment to only allow said recordings to be used appropriately and sensitively.

I agree to my lecture/presentation being recorded in video format by Institute for Equity, University Centre.

I confirm that where material is included in the recording which is the intellectual property, including copyright, of another party, I have permission to include the materials in my lecture for educational purposes.

I understand that any copyright or other intellectual property which arises in the recording belongs to Institute for Equity, University Centre and that the recording may be used by Institute for Equity, University Centre for the purposes of education. This may include conversion to digital format and storing and publication on Institute for Equity, University Centre’s online media delivery systems such as YouTube.

I agree to grant a free, unconditional, irrevocable, perpetual, non-exclusive worldwide licence for all performance rights in the film and/or recordings of lectures to Institute for Equity, University Centre. I understand that should the film and/or recording be made available publicly by Institute for Equity, University Centre it will be issued under a licence that allows only educational use and that my rights will be appropriately attributed.

I consent to the use of my personal data being processed for the purposes of this recording and subsequent publishing. My personal data will be processed in accordance with the provisions of the Data Protection Act 2018. I understand that my image and/or recordings will be used for educational purposes only and that copyright in the recordings will be retained by Institute for Equity, University Centre. Recordings will only be accessible on Institute for Equity, University Centre’s website (for the purposes of academic study).

Institute for Equity, University Centre Membership

Except where expressly agreed otherwise by us in writing every member of Institute for Equity, University Centre shall be subject to these terms and conditions. Institute for Equity, University Centre reserves the right to use discretion in all matters relating to membership.

Payments and Confirmation

The Institute for Equity, University Centre membership year runs from the date of joining to the one day less the corresponding date in the following year.

Direct debit memberships will automatically renew for the next year. We will notify you at least 10 days in advance of us taking your payment.

Membership is activated once full payment has been received.

You will receive an electronic confirmation of payment. Receipts in other formats, including hard copy will be issued on request.

You will receive a welcome email, with details of how to login to the website and further information.

If paying by direct debit your first direct debit payment will be taken in the month after you join Institute for Equity, University Centre through the website. Annual direct debit payments are taken on the corresponding date of initial membership purchase each year.

If you are joining Institute for Equity, University Centre by online application, you can only pay by credit or with debit card. Stripe handles our online credit and debit card transactions in a secure environment. They accept Visa, Mastercard and Maestro.

We do not accept membership payment in cash.

Communication by Institute for Equity, University Centre will take place by email. It is your responsibility to ensure your email address and mailing address are up-to-date.

Cancellation

Once you have paid for your membership, we offer no refunds. Any cancellations for membership will be effective from the next membership year cycle. Membership can be cancelled at any time through the website.

Other

Currently, there is only one flat rate for membership.

Access to the Institute’s journal, “Equity in Education & Society” will be by online only.

All issues will be available to members online.

Institute for Equity, University Centre members agree to adhere to the Institute for Equity, University Centre Member Code of Conduct for the duration of their membership.

A member who is found to be in breach of the code of conduct may have their membership revoked. If a member of Institute for Equity, University Centre should know of, or become aware of, any breach of Institute for Equity, University Centre Member Code of Conduct by another member they are under an obligation to notify Institute for Equity, University Centre.

Please note filming and photography will take place during Institute for Equity, University Centre events. Your images will be held in accordance with the Data Protection Act. Images of yourself captured in the video recordings and/or photographs will be the copyright of Institute for Equity, University Centre. They may be used in Institute for Equity, University Centre advertising and publications. You can request Institute for Equity, University Centre to stop using your images at any time, in which case they will not be used in future materials but may continue to appear in materials already in circulation. For any other queries please email membership@instituteforequity.ac.uk.

Institute for Equity, University Centre

21 July 2025