​General Attendee Cancellation terms:

• Should you wish to amend a booking and thus partially cancel a booking before the 7 September 2025, you will be due a full refund for the part of the booking payment that you are cancelling.

• Should you wish to fully cancel a booking before 7 September 2025 you will be due a refund of the full amount paid.

• After the 7 September 2025 all booking payments are non-refundable unless:

  • The nature of the cancellation is specifically associated with a COVID-19 Individual cancellation policy;

  • or associated with the Organisation cancellation and refund policy, where full or partial refunds will be offered.

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Why the 7 September 2025? - This is the date the Organisation is required to provide final delegate numbers to the venue. We are contracted to pay the full costs associated with the numbers given. As a meeting organised by physicians for physicians, we need to minimise the financial risks associated with late non-attendance notification at the event. 

 

REFUND management terms:

• Any requests for refunds or amendments to bookings must be sent to Louise Richards, louise@healthology.eu.

• We acknowledge that bookings are made in good faith but that circumstances may result in delegates being unable to attend the meeting in October 2025 for reasons outside their personal control. Therefore, while our general policy is not to offer refunds after 7 September 2025, all refund requests will be review on a case-by-case basis.

• Refunds are made to the payment method used only. Refunds will be processed within 7 working days.

 

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Cancellation of the Annual Scientific Meeting by the Organisation. Circumstances outside the Organisation’s control - Refund policy

Should circumstances outside our control mean that we sadly have to cancel the face-to-face meeting (even at short notice) on the 13-14 October 2025, the meeting may be replaced by a virtual-only event on one of these dates or postponed until later in 2025 or in 2026. Any amendments to the 2025 meeting will be conveyed to delegates as soon as possible.

Full and partial Refunds policy

• In the case that the 2025 meeting is completely cancelled, i.e. not postponed to a specific date in 2025 and not changed to a virtual meeting a full refund will be offered.

• In the case that the 2025 meeting is postponed to a specific date in 2026 and not changed to a 2025 virtual meeting, registrants will be offered the option to receive a full refund or have the booking fees paid held by the Organisation as full payment towards the next meeting.

• In the case of the Organisation cancelling the physical meeting but instead holding a virtual meeting between 13-14 October 2025:

  • Scientific meeting payments will be partly refunded. The non-refundable proportion of the fee being equal to the cost of comparable online-only meeting registration fee.

Circumstances outside our control may include a:

1. UK Government guideline banning indoor public gatherings of more than 30 people or more;

2. or a specific UK-wide NHS Staff non-meeting policy be put in place that prevents NHS Staff gatherings; 

3. or, the Organisers believe it highly likely that the meeting will not be able to take place in October 2025 due to anticipated e.g. UK COVID-19 restrictions; the Organisations will at the earliest opportunity make a decision to alter the meeting to:

   1. a virtual-only event format between 13-14 October 2025.

   2. or postpone to a specific date in late 2025 or early 2026. 

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