1. Booking: All bookings must be made online or
by post using the official booking form. We will
deal with them from 5 March 2019. If booking
accommodation, the non-refundable deposit (£40
per adult/youth) must be made in one payment at
the time of booking. If booking event passes, full
payment must be made at the time of booking.
We will confirm your booking, and the final balance
payable, with the Group Leader within 28 days
(usually by email).
2. Final payment: The Group Leader must collect
the fees of each person in their group and forward
one payment to the EMW office by 2 July 2019. If
multiple payments or cheques are received, we
reserve the right to charge an administration fee
If we don’t receive payment by 2 July 2019, we may
cancel your booking. We only issue event passes and
room keys once we’ve received the final balance.
3. Event passes: A conference guide and event
passes will be sent directly to the Group Leader
in July. Event passes can usually be bought at the
conference, but we can’t guarantee availability.
4. Amendments: If you need to amend your
booking, please contact us immediately. We reserve
the right to charge £10 per alteration.
5. Cancellations: If you need to cancel your booking,
please contact us immediately. Your deposit is not
refundable, but we can usually refund some of the
Date Onsite Offsite
Before 2 July 100% total cost (less deposits) 90% total cost
3 – 9 July 75% total cost (less deposits) 75% total cost
10 – 21 July 50% total cost (less deposits) 50% total cost
22 July -4 Aug 25% total cost (less deposits) 25% total cost
5 Aug onwards 0% total cost 0% total cost
6. Special requirements: If you have any special
requirements (e.g. for accessibility, or particular
needs for your children), please let us know using
the ‘Notes’ section when booking.
7. Children: Outside of the children’s groups,
children remain the responsibility of their parents/
guardians at all times, and should not be left
8. Damage: Accidental damage to University
property should be reported immediately to the
University Accommodation Office. We may charge
you for any loss or damage.
9. Unacceptable behaviour: We reserve the right
to terminate your stay without compensation
where unreasonable or antisocial behaviour spoils
the conference for other guests.
10. Bursaries: Available to those on a low income.
Please use the ‘Notes’ section if you are applying
for a bursary, and send photocopied proof of
eligibility with your booking. You may be eligible
for a bursary if you qualify for help with NHS costs
11. Filming/Photography: Filming and
photography may take place during the
conference for use in future publicity material.
12. Data protection: Your privacy is taken seriously.
Your personal information is used to administer
your account and provide the products/services
you have requested. Occasionally we will contact
you with details of other EMW products/services
if you indicate you would like this. You can
unsubscribe at any point and we will never pass
your information to third-parties.
We recommend you take out insurance to cover
cancellation. Nevertheless, in very exceptional
circumstances, we may, at our discretion, be able
to offer refunds of up to 75% even for very late
cancellations. If you think this applies to you, please
let us know when you cancel.