Cancellations
Cancellations must be received in writing (via email to paul@sapca.org.uk) in advance of the event.
The following cancellation charges will apply (unless otherwise stated for a specific event):
- Up to the published cancellation deadline: An administration fee may apply (see the event booking page / joining instructions).
- After the published cancellation deadline: No refund.
- Failure to attend (no-show): No refund.
Substitutions
If you are unable to attend, substitute delegates are welcome at no additional cost.
- How to request a substitution: Please email paul@sapca.org.uk with the name, job title and contact email for both the registered delegate and the replacement delegate.
- Timing: Substitution requests should be submitted at least 72 hours prior to the event to allow event records, badges and venue lists to be updated.
- Late substitutions: Requests received within 72 hours of the event will be accommodated on a best endeavours basis only. We cannot guarantee that late changes will be reflected across all event systems, including venue and third-party supplier systems.
- Event materials: Substituted delegates may not appear on printed or digital event materials where changes are received after the relevant production deadline.
Accommodation (where applicable)
Where accommodation is included as part of an event booking, rooming lists and final delegate details are typically confirmed with the venue in advance of arrival.
- Final submission to venue: Rooming lists are normally confirmed with the venue a minimum of 7 days prior to arrival (or as otherwise required for a specific event).
- Changes after submission: Any changes requested after rooming lists have been submitted will be managed on a best endeavours basis only, and we cannot guarantee that updated delegate names will be reflected in venue systems at the time of check-in.
- Check-in names: Where a substitution has not yet been processed by the venue, the booking may remain under the original delegate name. Delegates may be required to reference the original booking name and/or company name at check-in while updates are being finalised.
Payment
- Payment terms: Payment must be received in full prior to the event unless alternative arrangements have been agreed in writing.
- Confirmation: A confirmation email will be issued within 24 hours of receipt of payment (or as otherwise stated in the event communications).
General
- Best endeavours: We will always aim to accommodate reasonable changes where possible; however, amendments made close to an event may not be fully reflected across all systems due to operational and third-party venue constraints.
- Event-specific terms: If an event publishes specific cancellation deadlines, fees or accommodation requirements, those terms will take precedence for that event.
If you have any questions regarding cancellations, substitutions, or accommodation arrangements, please contact paul@sapca.org.uk.