ACADEMY CONFERENCES TERMS AND CONDITIONS
What do we provide?
Academy Conferences value education as an end in itself. We run Masterclass days for students and teachers, going beyond the curriculum to offer a connected and critical overview of big ideas. Our events are operated with the support of a number of British universities including The University of Oxford (through the IRC), and Liverpool Hope University. Events are delivered by top academics and experienced examiners from across the UK. We also work with each of the major exam boards to offer relevant training and insight. These events are an outstanding opportunity both for professional development and extension for students.
How do we provide this?
- We run Masterclass study days for students in a range of venues across the UK, Australia and New Zealand. The focus is on inspiring attendees to explore the world of knowledge. We promote wide-ranging intellectual curiosity as a value, and regard it as essential for the discovery of new knowledge. We pride ourselves on presenting balanced arguments with academic integrity. We offer events for academically curious students, and also subject specific study days for Philosophy, Ethics and Religion. These are world-class opportunities for academic enrichment.
- We provide in-house events for schools, and provide keynote speakers for school events, such as speech days and public lectures.
- We offer teacher training and PD events.
How can I find out about these events?
Details of content, dates and venues, cost and booking arrangements may be found in flyers circulated to schools and on the Academy Conferences website:
Please contact the office if you need information for your own event.
How do I apply for places?
You apply online, using the booking procedure found on the website. This ensures you have read and agree with the terms and conditions and helps avoid any confusion over the details.
Should this option not be possible we can accept manual requests by post or by email to our office:
PO Box 882
We will require the following information:
- The name, email address and telephone number of the person making the application
- The name, email address and telephone number of the primary person attending the event
- The number of places required (staff and students as required)
- The name and postal address of the school including any post / zip code
- The name and email address of the school’s finance officer
- The purchase order number if required by your finance department
- A statement from you that you have read and agree to the terms and conditions below.
(We aim to respond to you within 7 days.)
After booking online you will immediately receive an automated invoice. Within 7 days you will receive a message acknowledging your booking. If for some reason you do not receive these messages please check your spam folder. Contact the office as soon as possible if you have not heard from us within 7 days.
TERMS & CONDITIONS
Booking & payment process
Bookings should be accompanied by full payment. Payments can be remitted by bank transfer, cheque, credit card or by PayPal. Please advise finance departments that remittance advices should include the invoice number, school name and conference venue in order to reduce delay in crediting your account.
Full Booking fees need to be paid within 30 days of the invoice date, or 3 weeks prior to the event, whichever is the earliest. In all cases payment must reach us 3 weeks prior to the event.
If there are spaces available for a very late booking (21 days prior to conference) invoices need to be settled by return.
We appreciate that it can take time in schools to put paperwork in place and, if relevant, to collect money from students’ families. You may reserve places by telephone, but once an invoice is issued changes to your invoice may attract an administration fee.
Late payment of invoices
We reserve the right to refuse entry if we have no record of payment. An additional fee of £35/$70 will be charged for post-conference settlement of invoices.
Changes to your booking
Adding students to your booking. If you are increasing your reservation numbers then this can be done FOC right up to conference day, as long as places are available. You will need to call or email the office to establish whether this is the case. Your new invoice needs to be met before attending conference. We are occasionally able to take very last minute payments at the door, subject to availability.
Removing students from your booking. Academy Conferences appreciates that it is sometimes necessary for schools to reduce the number of students attending or even cancel a booking, due to unforeseen circumstances. Charges are therefore kept as low as possible. Please note that reductions to your numbers and cancellations will only be accepted in writing. The following charges will be applied to cover administration costs and the charges met by Academy Conferences.
|Reduction in attendees or cancellation of booking||Charge|
|3 months or more||No charge|
|28 days – 3 months||£35 /$70|
This means that:
- If you need to reduce the number of attendees or cancel your booking 1- 14 days before the event your full invoice will still need to be met.
- If you wish to decrease numbers 15-28 days before your event there are charges. 50% of conference fee will be charged for those who are unable to attend, plus a £35 administration fee.
- If you wish to cancel your booking 15–28 days before your event 50% of the invoice will still be charged.
Early bird tickets are non-transferable and non-refundable.
Cancellation of the event
Should we decide to cancel an event we will give you as much notice as possible and you will be given the option to transfer to another conference in the series or a full credit/refund against your order.
We recommend that schools take out appropriate insurance to cover themselves against unforeseen circumstances such as inclement weather, failed transport, government warnings etc..
By signing the terms and conditions you indemnify Academy Conferences from responsibility for cancellation caused by circumstances outside of our control.
While providing these events entails considerable cost we want all intellectually curious students to be able to access our events.
We work with several individuals and bodies who are willing to sponsor students wishing to attend but for whom the cost is a significant challenge for their families. Our sponsors do require specific information regarding each applicant being considered but you will not be asked for confidential information, name, gender or ethnicity. Please contact the AC office for further details.
Logistics / Guidance
General arrangements for our events are available on the flyers we distribute and on our website. These include times, venues and refreshment arrangements.
Joining instructions are distributed in the week before the appropriate event and are sent to the person who registers the application, unless they have identified a third party in the booking to whom it should be sent.
This named person should, in reply, both confirm receipt of the instructions and also return a list of names and email addresses of accompanying staff for the conference register.
These joining instructions will include catering details. We normally provide staff refreshments and lunch and it is appreciated that any particular dietary needs of teachers are identified and shared with us as early as possible.
Students are always required to bring along a packed lunch. We will include in the joining instructions any further details of snack facilities if there are any. In addition, all delegates are encouraged to bring water to consume during the presentations.
Teachers should bring to our attention in good time any access arrangements needed for individuals with specific needs and any other special arrangements that might be required e.g. prayer room for Muslim students.
Conference resources are made available to staff after the event. These are often published on our Facebook documents area, which you may join at any time.
During each conference, students will be encouraged to engage with the speakers and other schools by the use of social media. Teachers may wish to confirm with their schools that such interaction meets the requirements of relevant school policies.
The presentations given at conference are subject to copyright. For this reason audio and video recording is not allowed and photographs may only be taken by arrangement. Please note that AC reserves the right to take photographs of their events and teachers must accept responsibility for bringing to our attention any student or member of staff for whom this would represent a risk or conflict with child protection guidelines.
Conference times are given on the flyers and website pages but we normally open doors at 09.15 in the UK (9.45 in London). It is recommended that schools arrive in good time to secure their seating. We cannot guarantee that a school group can be accommodated in a discrete block if arriving late.
Students and staff should be advised that Academy Conferences cannot accept responsibility for any lost or damaged personal property, including cash.