CITMA event policies

Cancellation of orders and liability
CITMA holds many events throughout the year. In order to minimise disruption to events and to cover the administration costs incurred as result of a cancellation, CITMA has a strict policy for the cancellation and refund of any fee paid. The below sets out the normal criteria applied to any request to cancel a booking and/or refund of the payment.

i) Non-chargeable events

  • Cancellation within 24 hours of booking (up to 14 days before the start date of the event) - no charge
  • Cancellation more than 14 days before the start date of the event - £10 charge
  • Cancellation within 14 days before the start date of the event or for a no show on the day - £25 charge

ii) Chargeable events

  • Within 24 hours of booking (up to 14 days before the start date of the event) - 100% of fee
  • More than 14 days before the start date of the event - 80% of fee
  • Within 14 days before the start date of the event - No refund

Due to the difficulties in making adjustments to numbers close to an event, CITMA cannot, under any circumstances, apply a refund of the fee for any booking cancelled in the 14 day period prior to the event being held.

All cancellations and requests for refunds must be made in writing (which can be via email) to the contact details provided on the notice and/or booking form.

Any adjustments to this policy required for individual events will be set out in the notice or booking form that accompanies that event.

Substitutions/shared delegate places
In relation to seminars and conferences only, we are happy to accommodate member/member or non member/non member shared attendance/substitutions if we are informed of this in advance of the event. Please note we can only accommodate two pre-registered delegates sharing one place. Any variations to the above are subject to prior agreement and additional cost.

Transfer of booking
CITMA will not allow a booking for an event to be transferred to another related event as a result of a request to cancel a booking or due to non-attendance.

CITMA will not allow any fee paid to be held as credit for any future events as a result of a request to cancel a booking or due to non-attendance.

A consumer is required to notify the CITMA, in writing, of any shortage, miss delivery or other discrepancy immediately, or at the latest within five days of such failure, thereafter the buyer shall be liable for any such discrepancy.

In the event that CITMA cancels any event for which a booking has been made, your sole recourse and CITMA's sole liability to you for such cancellation shall be limited to refunding the amount paid by you (and received by CITMA) for the booking. CITMA shall promptly notify you of any such cancellation and arrange for the refund of the booking payment.

We strongly recommend that all delegates take out appropriate comprehensive personal travel insurance if attending an CITMA event. Please note that not all insurance companies will cover the refund of conference fees. In no circumstances will CITMA accept responsibility or be liable for any loss whatsoever.

In-line with CITMA’s Environmental Policy, speaker handouts/presentations will be sent to all registered delegates via a link to the CITMA website 48 hours after the CITMA event.   Handouts will not be distributed in printed form at the event*.

All events will be recorderd for social media purposes and CITMA has the permission from all attendees to use the recordings unless requested in advance by an attendee.     

Some individuals from outside the United Kingdom require a visa to enter the country and CITMA are able to provide a visa letter in support of your visa application.  You will have the opportunity to request a visa letter during your registration process. Please note that you must be registered for the event to receive a visa letter. A £15 fee for an original, signed visa letter is not refundable at any time. If you have received a visa letter from CITMA but your visa is denied, CITMA requires a copy of your official visa refusal letter before a full refund of your attendance fees can be given. CITMA has the overall right to refuse a request.

CITMA events with an educational aspect are not liable for VAT.  

As CITMA is registered for VAT, all delegates are to pay UK VAT on orders where VAT is applicable and claim back as appropriate through their own tax authority. 

Dietary requirements
CITMA will make every effort to cater for delegates' dietary requirements with no extra charge. However, there may be instances where a supplement is charged and this will be passed on to the delegate on top of the fee charged for the event. CITMA suggests enquiring with the office before a registration is made as the normal cancellation policy will apply once a registration has been made.

Age restrictions
Anyone under the age of 18 will not be permitted to attend a CITMA event where alcohol is being served.

Programme changes
All CITMA programmes are subject to change.

*other than to those who are visually impaired.