Event terms and conditions

These event terms and conditions apply to all events hosted by the IES and its sister organisations, the IAQM and CHES, unless stated otherwise. Please also refer to the relevant booking form for any additional terms and conditions which may apply.

 

Relevant Contacts

Institution of Environmental Sciences, 1st Floor, 6-8 Great Eastern Street, London, EC2A 3NT
+44 (0)20 3862 7484

Event Types Contact Details

Conferences
Discussion Meetings
Public Engagement Events
Free Events

Rhianna Jarvis
Events & Training Lead
rhianna@the-ies.org

CEnv in a Day Workshops

Lisa Abbott and Alex MacNaughton​
Office Administrators
info@the-ies.org

Bookings

Booking instructions for all events are available on our Events page. You may be required to download a form or book via a third-party processor. This will be made clear on the relevant event description.

All bookings are subject to availability and must be confirmed by the relevant contact. You should receive confirmation within one working day, validating your commitment to the booking. If the contact is on annual leave, please allow up to two working days from the date of their return, as stated in their out of office. If you do not receive timely authorisation of your booking, you should contact the office promptly as your place may not be reserved.

For any problems or queries about your booking, w​hether past, present or prospective, please speak to the relevant contact.

 

Pay it forward Scheme

As a result of the COVID-19 pandemic and UK government guidelines around the delivery of events, we have made difficult decisions and taken appropriate measures to adjust the delivery of our events to ensure the safety of all parties is paramount. 

Many events, originally planned for 2020, have been moved online or postponed to 2021. As a small charity, these major changes to our usually busy events calendar present us with significant challenges for the forthcoming months. For those booked to attend a postponed event, our ‘Pay it Forward Scheme’ allows you to automatically transfer your booking to the new date with no additional charges. To accommodate for any changes in your organisation, you will be given the option to amend the details of any attending delegates or transfer the booking to another attendee entirely at no extra charge. Where possible we ask you to select to use our Pay it Forward option. By choosing this option you will be supporting the IES as a small charity, allowing us to retain the original ticket fee and enabling us to distribute these funds into delivering high-quality events when possible. 

At the time of writing, we do not have any physical events booked in until government guidelines change to allow for the safe delivery. When attending any of our physical events, we ask that you comply with new safety measures and procedures in place. Your cooperation means we can continue to plan and deliver events compliant with social distancing measures. 

 

Payment Terms

Prices are set out on the relevant event registration form available from our Events page.

If booking through a third-party ticketing provider, you may be required to pay at the time of reservation via a secure payment processor. For the majority of our events, payments are to be made directly to the IES, where options will be made clear on the event registration form. In general, credit or debit card payments can be made over the phone. We accept all cards except American Express. Requests for invoices may be made for certain events but are subject to approval and timing, as below. 

Payment terms are usually 21 days from date of confirmation although this may depend on the time of booking; always check the due date stated on your invoice. Once the due date has surpassed, we reserve the right to charge daily interest until the payment has been made. Note, there are exemptions to these terms such as ‘CEnv in a Day’ workshops where payment must be received at least 4 weeks before the workshop to confirm your space. If you book a workshop within those 4 weeks, you are required to pay upon booking to confirm your space.

Failure to pay for any event booking within the stated term may result in your reservation being withdrawn and re-released. If you require additional time to make a payment, please speak to the relevant contact immediately. This does not guarantee an extension will be granted.

All fees for our events are VAT exempt; stated prices are final.

 

Discounts

Many of our events offer concessions to IES members, students, recent graduates, local authority workers or individuals on a low income, as stated on the event registration form. At times, proof may be required to access this discount. Additional discounts may be made at discretion. You can speak to the Events & Training Lead for further information.

Discounts apply to the named delegate only. If a concessionary ticket is transferred to a non-eligible delegate, such as Member to Standard or Super Early-bird to Early-bird, charges may apply. We do not permit refunds for transferring Standard tickets to any other concession, unless changed within 48 hours of the initial booking. Booking forms received after the date in which the ticket pricing structure has changed will not be accepted. We do not accept blank or partially completed booking forms to secure a cheaper ticket pricing offer.

Discounts may, at times, be made in conjunction with other offers, as agreed by the Events & Training Lead. For example, a 10% off voucher may be utilised in conjunction with Early-bird ticket pricing. However, two separate ticket concessions, such as Early-bird or Graduate, cannot be applied coincidentally.

Speakers and Chairs may be invited to access the event free of charge, as agreed with the Events & Training Lead. Concessions are, however, not extended to colleagues, friends or family members.

Partial attendance to our events will not qualify eligibility for a reduced ticket price. However, for events held over at least two days, we do allow delegates to share their ticket with another individual, known as ‘split ticketing’. Our split ticketing terms stipulate that only one attendee may be present on any given day of the event. If split ticketing delegates are eligible for variable concessions, the highest price will be charged. You must notify the Events & Training Lead at least three working days before the event start time if you wish to utilise our split ticketing option. If you do not notify us or receive confirmation, the other delegate may be refused entry or alternatively may be charged a separate ticket fee. In this circumstance, you will not be entitled to a refund.

 

Cancellations and Transfers

Each event will have different cancellation terms determined by any losses incurred. Additional terms may be stated on the relevant registration form, however, general rules are set out below.

 

 

 

Conferences                        

Delegates are eligible for a full refund if cancellation occurs within 48 hours of booking confirmation. We are not liable for non-receipt of confirmation.

Ticket prices will be half-credited if you cancel up to 4 weeks before the event start time. After then, no refund will be permissible.

Your ticket can be transferred to an alternative individual up until 24 hours before the event starts. This may incur additional charges. Please try to notify the Events & Training Officer at least 48 hours before. If you need to transfer at shorter notice, contact the office immediately as authorisation must be granted; substitute delegates will be refused entry or charged an additional fee if no prior notice has been given or the transfer has not been authorised.

 

COVID-19 cancellation policy
Applicable to IES Land Condition Symposium 2020 and IAQM Dispersion Modellers User Group conference (DMUG) 2020 bookings made prior to September 2020. 

For conferences impacted by COVID-19, all bookings will be reallocated to the new conference date automatically at no extra cost, irrespective of any increase in cost of conference tickets. You will be notified of the new conference date once this has been confirmed. Should the original booked delegate be unable to attend the new conference date, a transfer of this booking to a new individual will be possible up to 48 hours prior to the new conference date at no extra fee. If you are transferring the conference ticket between a member and non-member, where there is a difference in ticket price, payment of the difference will be waved and no partial refunds given. If you wish to transfer your booking to another delegate, please contact the Events and Training Lead up to 48 hours before the event starts. If you need to transfer at shorter notice, contact the office immediately as authorisation must be granted; substitute delegates will be refused entry or charged an additional fee if no prior notice has been given or the transfer has not been authorised. 

If you are unable to attend the new date or transfer your booking to a new delegate refunds may be granted upon request, please contact the Events and Training Lead directly. 

 

 

CEnv in a Day

&

Training Workshops

Cancellations will be approved up to 21 days before the workshop start time with a full refund recoverable. Alternatively, participants can choose to transfer their space to another workshop date up to 21 days before with no additional charge; transfers are subject to availability and permissible at most once, after which a 50% administration fee will be charged.

Within 21 days of the workshop, the participant will not be entitled to a refund should they choose to cancel. Transfers will also not be authorised within this time, unless a substitute delegate can be found no later than 7 days before event start time to allow for sufficient preparation. The onus is on the placeholder to find a substitute attendee, not the IES. If no substitute can be found, but the participant wishes to continue with the transfer, they will be liable to pay the full workshop fee again.

Contact the Office Administrators if you need to cancel or transfer your workshop booking.

Discussion Meetings

Our discussion meetings are usually free for members of the IES, with terms covered under 'Free Events' below. Non-members are required to pay a £25 fee. Delegates are eligible for a full refund if cancellation occurs within 48 hours of booking confirmation. We are not liable for non-receipt of confirmation. No refunds will be granted after this point. 

If you have purchased a ticket and are suddenly unable to attend, your ticket can be transferred to an alternative individual up until 24 hours before the event starts. Please try to notify the Events & Training Officer at least 48 hours before. If you need to transfer at shorter notice, contact the office immediately as authorisation must be granted; substitute delegates will be refused entry or charged an additional fee if no prior notice has been given or the transfer has not been authorised.

 

 

 

Free Events

If a delegate books a space at a free IES event, we reserve the right to charge up to £25 if they fail to attend. Free events are not free for the Institution and non-attendance can mean taking valuable space from somebody else. If you are unable to attend, you must inform the office within 48 hours of the event start time.

Alternatively, you may be able to substitute your space with another delegate. The onus is on you to find a substitute and make a request to the Events & Training Officer as soon as possible. Substitute delegates may be refused entry if no prior notice is given or the transfer has not been authorised. In this circumstance, we still reserve the right to charge £25.

 

Exhibiting and Sponsorship

Exhibitors and sponsors partaking in any of our events must abide by our cancellation terms and conditions.

Exhibitors and sponsors will not be advertised on the event website and collateral marketing until payment is received or an invoice raised. After this point, should exhibitors and sponsors wish to terminate their agreement with us, a partial refund may be authorised up to 6 weeks before the event, although will not be guaranteed due to costs associated with administration, advertising, occupation and registration. No refund will be recoverable within 6 weeks of the event. Should you wish to cancel your space, you must speak to the Events & Training Officer as soon as possible.

 

COVID-19 cancellation policy
Applicable to IES Land Condition Symposium 2020 and IAQM Dispersion Modellers User Group conference (DMUG) 2020 bookings made prior to September 2020. 

For events impacted by COVID-19, all bookings will be reallocated to the new conference date automatically at no extra cost. You will be notified of the new conference date once this has been confirmed. 

Should the original booked delegates attending as part of your exhibitor or sponsorship package be unable to attend the new conference date, a transfer of this booking to a new individual will be possible up to 48 hours prior to the conference date at no extra fee. Please contact the Events and Training Lead up to 48 hours before the event starts. If you need to transfer at shorter notice, please contact the office immediately as authorisation must be granted; substitute delegates will be refused entry or charged an additional fee if no prior notice has been given or the transfer has not been authorised.

If you are unable to attend the new date or transfer your booking to a new delegate a full refund will be available. Cancellation requests must be sent directly to the Events and Training Lead within 10 working days of being notified of the new conference date. Cancellation requests beyond this point will not be accepted. We are not liable for non-receipt of notification.

 

Exhibitors are provided with a 6 ft trestle table, two chairs and an electricity point if requested. Spaces at events will be allocated on a first come first served basis. The Events & Training Officer will allocate exhibitor positions at events; requests for specific locations within the event venue may be considered.

All exhibitors and sponsors are expected to adhere to the venues rules and regulations which will be highlighted directly by the Events & Training Officer.

Exhibitors and sponsors are responsible for their own equipment at all times prior to, during and after the event. Under no circumstances will the IES be liable for the removal, damage, loss, collection, replacement or reimbursement of any exhibitor’s or sponsor’s equipment or possessions. Should you choose to have equipment and materials delivered to the venue prior to the event or collected after the event, you must abide by the venue’s terms and conditions and take full responsibility of this arrangement.

Exhibitors and sponsors are not permitted to have in their possession any of the following items during any point of the event, unless previously agreed with the Events & Training Officer:

Alcohol
Ammunition
Asbestos
Biological substances
Clinical and medical waste
Corrosives
Drugs or narcotics
Dry ice
Environmentally hazardous substances

Environmental waste
Explosives
Flammable or toxic gases
Infectious substances
Live creatures
Poisons
Radioactive materials
Sharp objects
Weapons

Possession of these items will result in significant consequence and the involvement of the police should this be deemed appropriate.

The IES reserves the right to terminate an agreement with exhibitors and sponsors at any point should the Institution feel the agreement or these terms have not been duly honoured or abided by.

 

Event Content

Conference delegate packs may be published online up to one month before the event, exclusive of any personal information of delegates. This material belongs to the Institution of Environmental Sciences and may not be reproduced without permission.

We publish the names and employers of attendees in our delegate packs which are distributed on the day of the event. Delegate packs may be sent electronically to sponsors or exhibitors (potential or actual) pre- or post-event as promotional material. No contact details will be stated in either instance. If you do not wish for your name or employer to be stated, you should notify the Events & Training Lead at least two weeks before the event start time. You can request a retraction of your details after the event if you do not want them to be sent externally.

Any individuals who book within two weeks of the event may not have their details published in the delegate packs as these may already have been printed.

External speakers are solely responsible for the content of their sessions and any supplementary information they provide, particularly in regard to ensuring accuracy and obtaining any relevant permissions to distribute information, images or resources. We do our best to ensure speakers are given the freedom to express their opinions openly, provided these are not discriminatory, harassing or otherwise inappropriate. The opinions of speakers do not necessarily represent the views of the IES or its sister organisations and are strictly their own.

 

Travel, Accommodation and Subsistence

Neither travel nor accommodation are included within ticket prices for any events, therefore, delegates are responsible for arranging these at their own expense. The IES accepts no liability if the delegate is unable to attend the event due to adverse weather, travel disruption, changes in availability, personal circumstances or instances beyond our reasonable control. These terms may not apply to speakers; please contact the Events & Training Officer if you are unsure.

Subsistence may be covered within the price of your ticket, as stated on the event registration form. If applicable, space will be provided to specify any dietary requirements. If you have a severe allergy, we recommend that you also speak directly to the relevant contact as soon as possible.

 

Filming, Sound Recording and Photography

We reserve the right to film, record or photograph speakers, exhibitors and attendees for post-event promotion and publication. If you wish not to be included in any recordings, we recommend that you discuss this with the Events & Training Officer at least 72 hours before the event starts.

 

After the Event

Participants may be asked to provide feedback after attending one of our events. An online form, which may be hosted by a third-party processor, will usually be sent via email with accompanying instructions and a deadline for completion. This feedback will be used to improve and tailor future events and services.

Non-members who have attended one of our events or webinars may be contacted in the future to provide information about the same or similar events or to inquire whether they wish to join as a member. Contact will be kept to a minimum, as stipulated in our Privacy Statement. You can unsubscribe from these communications directly or request the removal of your contact details by getting in touch with the Events & Training Officer at any time.

 

Liability

All our events are covered by necessary insurances, including public liability and employers liability.

At any time before or during the event, we may be required to change the speakers, content, schedule or venue for reasons beyond our control. In these circumstances, we will do our best to ensure minimal disruption for delegates. For example, if it is necessary to change the venue, we will try our hardest to find another close by, provided there are affordable options. For any minor changes, you will not be entitled to a refund on your ticket price.

In the event of cancellation, postponement or considerable change to venue location made by the IES, our liability is limited to a full refund of the ticket price only; not any costs associated with travel, accommodation or otherwise. The IES accepts no liability if our event is cancelled or postponed for causes outside of our reasonable control, such as fire, war terrorist incident, civil commotion, government regulation or natural catastrophe. Where possible, we will do our best to provide a suitable alternative or any reasonable compensation, although this cannot be guaranteed.

The IES accepts not liability if a delegate is unable to attend an event due to adverse weather, travel disruption or instances outside of our reasonable control.

The IES also reserves the right to cancel or postpone an event, should the registration numbers not satisfy the minimum requirement needed to proceed with the said event. Should postponement or cancellation occur, a full refund or a suitable alternative date will be offered to each registered attendee.

We are not liable for any possessions or belongings of delegates, exhibitors, speakers or chairs at our events; it is the individual’s sole responsibility to maintain the security and operability of their own valuables. We will make adequate arrangements, where possible, to ensure venues are secure and have facilities to store possessions safely, when appropriate.

We reserve the right to remove any attendee whose behaviour is deemed to be inappropriate, offensive or harassing. In the event of removal under these circumstances, the dismissed party will not be entitled to any financial recuperation.

 

Accessibility

Inclusion is of great importance to the IES, which is why every care is taken to ensure our events are accessible to all, including venue, location and supporting materials.

Please notify the Events & Training Officer if you anticipate needing any form of assistance to fully participate in one of our events. Alternatively, you can call the office on +44 (0)20 3862 7484 to speak to somebody in person. We will ensure your enquiry is dealt with swiftly and sensitively.

Note, it may be necessary to pass on personal or sensitive information to relevant individuals in order to fulfil any accessibility requirements. Data sharing will be kept to a minimum, excluding any personal identifiable information where possible, and will be subject to appropriate safeguards, ensuring compliance with relevant data protection legislation at all times.

If you wish to speak to somebody privately before making a form enquiry, we have a designated in-house Diversity & Inclusion Representative. Their details can be found on our Structure and Personnel page. If in doubt, you can contact to office to request the appropriate individual’s contact details.

 

Complaints

If you have any problems or queries about any of our events, training or webinars, we advise that you speak to our Events & Training Officer and, if necessary, lodge a complaint with them. Alternatively, you are welcome to contact the Chief Executive Officer directly; their contact details are available on the Structure and Personnel page.

 

Data Protection

The IES recognises the importance of safeguarding personal information that is collected or disclosed to us. That’s why we are committed to protecting your privacy and security.

If you are confirmed to attend one of our events as a delegate, exhibitor, speaker or chair, we may use your personal data to:

  • Manage your place at the event, including registering your attendance, providing you a name badge and ensuring your dietary or accessibility requirements are accommodated;
  • Send you information about the event, including updates to speakers and exhibitors;
  • Process your payment for the event or provide you with an invoice;
  • Internally identify effective marketing platforms for the promotion of events;
  • Maintain a public record of attendees; or
  • Contact you about joining as a member or attending the same event the following year.

Most of the above actions are necessary for administering your event booking, however, you can choose to opt out of communications if you wish by selecting ‘unsubscribe’ or notifying the relevant contact. Note, we may still need to contact you about payment even if you choose to opt out.

You can read more about how we handle and protect personal data in our Privacy Statement and Data Protection Policy. If you have any problems or queries with the way we process your personal data, you are advised to speak to our Data Protection Officer.

 

Third Party Processors

In order to provide services, we often require use of third-party processors for payments, administration and record-keeping. This includes:

  • World Pay for credit or debit card payments made directly through the IES (details will be encrypted and stored no longer than 56 weeks).
  • Xero for accountancy and financial records (only contact details will be retained, unless you are reclaiming expenses which requires account name, number and sort code to be stored).
  • Third-party ticketing sites for event bookings and payments. The specific processor will be evident upon booking. Compliance with relevant data protection regulation is ensured.
  • Third-party printers are used to produce our delegate packs, which may contain your name and employer. As before, compliance with statutory regulation is ensured.

 

Review of our Events Terms and Conditions
The content of this statement may be reviewed and changed from time to time to ensure it remains up to date. Please check back regularly to read any updates.
These Event Terms and Conditions were last reviewed in February 2019.

Events Code of Conduct

This event code of conduct applies to all events hosted by the IES and its sister organisations, the IAQM and CHES, unless stated otherwise. Please also refer to the relevant booking form for any additional terms and conditions which may apply.

 

 

The IES, parent organisation to the Institute of Air Quality Management (IAQM), and the Committee of Heads of Environmental Sciences (CHES), is a small, charitable organisation committed to sustainability.  

The IES is committed to building a strong, sustainable and resilient environmental science community dedicated to eliminating discrimination and widening participation across the sector. Under the Equality Act 2010, the IES has a duty of care to its members, employees and the public to promote and uphold the equality of opportunity, and to ensure that all receive fair and equitable treatment, regardless of age, disabilities, ethnicity, gender, physical characteristics, religion, sexual orientation or otherwise.  

As part of this commitment, we need to ensure our events are inclusive, safe and free from harassment for all participants, including attendees, speakers, volunteers, exhibitors, sponsors, staff members and anyone else. As a result, participants are required to adhere to the Events Code of Conduct during all events hosted by the IES, IAQM or CHES. The Code will be enforced by event organisers and IES staff members. 

Our Standards 

It is important that we foster an environment where everyone feels welcome to participate, ask questions, engage in conversation and debate in a secure and positive manner. 

Examples of behaviour that contribute to creating a positive environment include: 

  • Being kind to others 
  • Treating all on an equitable basis, without discrimination or bias 
  • Behaving professionally and with integrity 
  • Using inclusive and non-discriminatory language 
  • Being respectful of differing viewpoints and experiences 
  • Exercising consideration and courtesy in both words and actions 
  • Graciously accepting constructive criticism 
  • Maintaining civility when engaging in debate 
  • Focusing on what is best for the community 
  • Showing empathy towards others 
  • Alerting organisers and staff if you notice a dangerous situation, someone in distress, or potential violations of this Code of Conduct 

Examples of unacceptable behaviour include: 

  • Harassment or bullying of participants or the public in any manner 
  • Violent threats or language against another person 
  • Insults or inflammatory language 
  • Ableist, ageist, homophobic, racist, sexist, transphobic or exclusionary comments and jokes 
  • Sexual language or imagery in any form 
  • Intimidation, stalking or following 
  • Unwelcome sexual attention or advances 
  • Unwelcome physical contact or violence 
  • Unsolicited photography or recording 
  • Sustained disruption of talks or event schedule 
  • Excessive swearing 
  • Fraud, deceit, dishonesty or misrepresentation 
  • Other conduct that is inappropriate for a diverse and professional audience 

All participants are ultimately responsible and accountable for their own words, actions and decisions.  

Any participants asked to stop inappropriate behaviours must comply immediately. IES staff members and event organisers reserve the right to take any actions they deem appropriate if a participant engages in unacceptable behaviour that contravenes this Code of Conduct. This includes warnings or expulsion from the event without a refund. 

Speakers, exhibitors and sponsors responsibility 

As an exhibitor, sponsor or invited speaker participating towards any event programme hosted by the IES, IAQM or CHES you are subject to adhere to this policy at all times.  

Our programme contributors are invited to attend our events based on their knowledge and expertise on a particular subject. We work hard to secure the involvement from highly respected individuals and organisations and ensure contributions are referenced from reliable sources and where appropriate underpinned by sound science. As an organisation we support all contributors and ensure they are aware of and adhere to our Code of Conduct. As an event contributor you must comply with our Code of Conduct and will face ejection from the event and a possible ban from attending future events and in some cases may be escalated to a third party for review should any element of our standards be broken.  If this is an online event, your part of the event may be terminated.  

Please note, all views and opinions presented during an IES, IAQM or CHES event are the views and opinions of the contributor, not the view of the IES or of one of its sister organisations.  

During the booking process we review all exhibitors and sponsors who participate in our events to ensure they align with the organisation’s ethics. It is the responsibility of the exhibitor and sponsor to comply with the Code of Conduct at all times. Any breach of these standards will face ejection from the event and a possible ban from attending future events and in some cases may be escalated to a third party for review should any element of our standards be broken. 

Reporting an Incident 

If you believe someone has violated this Code of Conduct, we encourage you to report it, even if you are unsure whether an incident constitutes a violation. Reports should be made to the nearest staff member or event organiser as soon as possible.  

If you are unable to locate the appropriate person, you should notify venue staff or contact the IES project office on info@the-ies.org or +44 (0)20 3862 7484. In case this information becomes out of date, our most accurate contact information can be found at on our website at www.the-ies.org/contact_us 

If you suspect someone is in immediate danger, you should call 999 and alert the appropriate emergency response unit. 

Reports will remain confidential between the reporter and the IES. When discussing incidents with alleged offenders, we will do our best to anonymise details to protect the privacy of the reporter. There will be instances where one-to-one interactions may lead to the identification of reporters. If you are concerned about retaliation or your personal safety, please state this in your report so we can take appropriate action. 

IES staff members or event organisers will immediately determine how best to respond to reported incidents. Where necessary, IES staff will follow up with the reporter with an update on the status of the report and any actions taken against the alleged offender. 

Note, IES staff members or event organisers are obligated to declare any conflicts of interest with persons or circumstances raised in reports and defer the case to another responsible individual immediately. 

Please be aware that, on occasion, we may need to contact reporters after the incident has taken place to verify details, seek more information or take further action. 

Incident Response 

IES staff members and event organisers have received training in responding to incidents and have agreed to adhere to our internal procedure for handling incident reports.  

As referenced above, IES staff members and event organisers reserve the right to take any actions they deem appropriate if a participant engages in unacceptable behaviour that contravenes this Code of Conduct. This includes warnings or expulsion from the event without a refund. 

In all instances, support will be available to victims, which includes, but is not limited to: 

  • Escorting victims to an alternative safe environment 
  • Locating a trusted person or friend of the victim 
  • Contacting venue security staff or police 
  • Providing a list of emergency contacts 
  • Briefing key staff for assistance in handling reports or providing care to victims 
  • Executing additional safeguarding measures 
  • Assisting victims, and all other participants, to ensure they feel safe for the duration of the event 

If an offender is a member of the IES, it is possible that staff may refer victims – or reporters – to our formal complaints procedure against members, such that a case for further sanctions may be made.