Global Forum on Nicotine 2016 is organised by Knowledge•Action•Change (K•A•C). The following terms and conditions will apply in respect of delegate registrations for the conference.

Conference Registration

Information on how to register is provided on the conference website. A registration will only be confirmed upon receipt of payment in full . The categories of conference fees are advertised on the conference website and on the online registration system. If full payment has not been received by 3rd June 2016, a supplement of £100 will be added to the delegate fee.

Registration for the conference can be completed in person at the event itself, upon payment of the delegate fee plus the £100 surcharge. However if the maximum delegate capacity is reached, the organisers reserve the right to refuse additional registrations.

If any short-term sale rates / ‘happy week’ rates are announced, they are applicable only if paid within the specified deadline.

The registration fee includes:

  • attendance at all sessions during the conference
  • a delegate pack containing the relevant documents and materials upon arrival at the event
  • access to the exhibition and networking area throughout the event
  • morning coffee, lunch and afternoon tea on both days of the conference

The delegate fee does not include any travel and accommodation costs, which have to be arranged and paid directly by delegates.

Confirmation / Payment Receipt

A ‘Confirmation / Payment Receipt’ will be sent by email after the organiser has received a fully completed registration form and the appropriate payment in full.

Delegates will be required to present this ‘Confirmation / Payment Receipt’ at the check-in desk at the conference as proof of their registration and payment.

Methods of Payment

Registration fees must be paid in GB Pounds (£).

Payments can be made using a credit/debit card, bank transfer or cheque. Credit cards will be charged in GB Pounds (£). When paying by bank transfer, all bank fees and money transfer costs must be prepaid by the sender. Please indicate your delegate registration number and name as a reference on all bank transfers and communications.

Registration Name Change

If a delegate is unable to attend an alternate may attend in their place, providing they qualify for the same fee. However the alternate should inform the organisers by e-mail – This email address is being protected from spambots. You need JavaScript enabled to view it. – at least 10 days prior to the conference and bring the receipt confirming the payment of the appropriate delegate fee for the original delegate with them to present at the check-in desk for the conference.

Cancellation Policy

Notification of cancellation must be made in writing and sent to KAC by email – This email address is being protected from spambots. You need JavaScript enabled to view it.. The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted.

  • If the written notification of cancellation is received until 45 days prior to the start of the even, 80% of the registration fee will be refunded.
  • If written notification of cancellation is received until 15 days prior to the start of the event, 50% of the registration fee will be refunded.
  • We regret that no refunds will be made for cancellations received less than 15 days prior to the event. After this date however, an alternate delegate can be named to replace the original. Please see also the previous section relating to alternate delegates.
  • The cancellation will not be effective until a written acknowledgement from KAC is received.
  • Credit will not be given for non-attendance at the event, or early termination of attendance.

In the case of over-payment or double payment, refund requests must be made in writing and sent to KAC, by email, no later than 15 days after the conference start date. Refunds will be sent after the close of the conference and will be made in the same form as the original transaction. For original payments made by bank transfer the cancellation notification must indicate a bank account to which a refund may be remitted. Any bank charges incurred in making a refund will be deducted from the sum refunded.

Cancellation of the Conference

In the event that the conference cannot be held, or is postponed due to events beyond the control of the conference organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.

Modification of the Programme

The conference organisers reserve the right to modify the programme, which is published as an indication only.

Lost Name Badges

The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If a delegate loses or misplaces the name badge, a handling fee of £20 will be charged for a new name badge. Once a new name badge is produced, the lost badge will become invalid.

Visa Requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact an appropriate embassy, or consulate to determine the requirements and timing of their visa applications.

The registration fee minus a handling fee of £15 will be refunded after the conference if the visa was applied for in good time and proof is shown that a visa could not be granted even though all requested documents were submitted. The conference organisers will not directly contact embassies and consulates on behalf of visa applicants.

Letters of Invitation

For delegates requiring a letter of invitation, such letters will only be issued to once a delegate is registered for the conference and payment in full has been received.

The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to their attendance at the conference are the sole responsibility of the delegate.

Filming and audio-recording

The conference organisers welcome commercial and non-commercial media coverage of the event including film, photographic, and audio recording. However, filming and audio recording (excluding photography using small equipment such as mobile phones) in the session rooms is only by express permission of the organisers and should be done in an unobtrusive manner that does not impede the proceedings for participants. Unless otherwise agreed in writing, copyright in all images and recordings in the session rooms becomes joint copyright of the person or organisation making the recording and the conference organisers. No film, images, or audio-recordings taken anywhere in the conference venue may be used in any commercial advertisement without the agreement of the organisers and those who appear in such media.

Research

The organisers are aware of the need for good research. However, no participant may use attendance at the conference as an opportunity to collect data directly or indirectly, overtly or covertly on participants or the event without the express permission of the organisers and the informed consent of subjects.

Data Protection and Sharing of Contact Details

KAC will collect and store all personal data for the preparation and execution of the event. Data protection is warranted in accordance with relevant data protection legislation in the UK.

In order to facilitate border entry and visa applications, the organisers will share contact details of delegates with UK authorities as required by law.

In addition, the organisers periodically share contact details of delegates with third parties that may use these details to contact delegates regarding activities at the conference or other communications that may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate on the registration form.

Liability

The conference organisers shall be held liable in the framework of a duty of care according to statutory provisions. The liability of the conference organisers - for whatever legal reason - shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by KAC.