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Policy on Refunds

In the event of your having to cancel an advance booking, this note explains our policy on refunds. We do, however, reserve the right to change this policy without giving notice. The following general notes apply to all sections of this document:

1. The conference is deemed to start when the admissions desk opens on the Friday evening.
2. Except where stated, all claims for a refund must be made before the start of the conference.
3. Refunds will be limited to the amount of the payment made to us for services provided by us. If we assist you by booking accommodation or travel for you, you must claim any refund directly from the organisation concerned and we will not accept liability for any such cancellation costs which you incur.

I. Admission Fees

We offer a discount on the conference admission fee if you book in advance. Clearly, there would be less point to this if you were able to cancel in advance at no cost to yourself, therefore we do not offer a 100% refund on admission fees paid for in advance. The rates are set out below:

Refunds on admission fees paid in advance

• Up to six weeks in advance of the start of the conference - 100%
• Up to seven days in advance of the start of the conference - 75%
• Up to 24 hours in advance of the start of the conference - 50%
• Less than 24 hours in advance of the start of the conference - no refund

Notes

1. Surplus tickets purchased by traders who have booked a trade stand will always qualify for a 100% refund.
2. Tickets bought in advance by delegates who subsequently receive discount vouchers will be refunded in full, according to the terms on the discount voucher.

II. All other payments made in advance

All other advance payments (e.g. for club stands, displays, trade stands, stomp, etc) will be refunded, but BCRA reserves the right to make deductions where it incurs a loss due to the cancellation. For example, if you book a large club stand and we have to hire additional display boards or tables to accommodate you, then we may have to charge you for a late cancellation.

Notes

1. If we assist you by booking accommodation or travel for you, you must claim your refund directly from the organisation concerned.
2. If you are travelling a long distance to the conference, or bringing a large group, you may wish to consider purchasing insurance to cover the eventuality that you cannot attend. There are a number of cheap policies that cover UK holidays and 'weekend breaks' which may be relevant.

III. Unusual Circumstances

If the conference is cancelled by BCRA then we will aim to refund 100% of all advance booking money. In this situation you do not need to make a claim for a refund.

If the conference is affected by adverse circumstances (e.g. fuel crisis, transport strike) then we may have to alter our policy on refunds. If you find you cannot attend the conference for any reason, you must still make your claim for a refund before the start of the conference.

Under no circumstances will BCRA be liable for any accommodation or travel cancellation costs which you incur. You might like to consider purchasing travel insurance to cover you agains the possibility that you cannot attend the conference.

This page last updated 11 July 2001

British Cave Research Association (UK registered charity 267828) and British Caving Association.
The Old Methodist Chapel, Great Hucklow, BUXTON, SK17 8RG
This page, http://hidden-earth.org.uk/info/refunds.html was last modified on Sun, 05 Jul 2009 15:25:39 +0100