Terms and conditions for events

If you have any problems or queries with your booking, please contact the Conferences team at conferences@microbiologysociety.org or +44 (0)20 3034 4870 (lines open Monday–Friday 9am–5pm)

Booking confirmation will be sent to you immediately for all online bookings. If you have not received an email confirmation within 24 hours of making the online booking, please contact the team at conferences@microbiologysociety.org

Payment must be made at the time of booking unless specifically stated.

All registration fees must be paid in full BEFORE arrival at the conference. Any outstanding registration fees must be paid before admittance will be granted to the conference.

Credit/debit card payments and requests for invoices can be made via the website.

Discount codes may be provided, however, these cannot be used with any other event other than that specified.

No refunds will be provided; however, substitutions and transfers are permitted. Please contact conferences@microbiologysociety.org should you wish to do this.

A delegate place can be transferred to another event, if the request to us is received more than 21 days before the event. Please note additional charges may be applicable and we cannot guarantee availability on the event the delegate wishes to transfer to. A delegate can only transfer their place a maximum of two times, after which they will incur a 20% discretionary administration fee.

If the Microbiology Society have to cancel an event, our liability is limited to a full refund of the event registration fee only. We will not refund the following;

  • any travel or hotel costs associated with the cancellation of an event
  • any membership fees related to the event booking

All cancellations must be made in writing and sent to conferences@microbiologysociety.org

The Microbiology Society accepts no liability if an event is cancelled or postponed for reasons beyond our reasonable control, resulting from fire, war, terrorist activity, governmental action or regulation or civil commotion.

It may be necessary for reasons beyond our control to change the content and timing of the programme, the speakers, the date or the venue at any time prior to the event date.

The Microbiology Society accepts no liability if a delegate is unable to attend an event due to adverse weather conditions or any travel disruption.

The Microbiology Society reserves the right to film, record or photograph any of the speakers or delegates at an event for post event purposes. Delegates are advised that this may result in incidental inclusion of delegates within any recording or photographs. If you do not wish to be photographed, please contact conferences@microbiologysociety.org before the event.

Following the event, delegates should expect to receive an email asking them to complete a feedback survey online. We would ask this is completed and returned to us within fourteen days to allow the Microbiology Society to continue to improve and tailor future events more closely to your requirements.

If you require a letter of invitation for a visa application, we will be happy to supply this after we have received full payment. To find out if you need a visa to visit the UK, please visit the UK visa and immigration website.

The Microbiology Society will not supply an invitation letter to any delegate without payment and will not reply to any request from an unregistered delegate. When a delegate has paid, the Conferences office will email back a confirmation/receipt letter and, upon request, a letter of invitation, which may be used to obtain the necessary visa.

Please note that all conference delegates are responsible for their own travel and visa arrangements; the Microbiology Society will not take any responsibility for travel or visa problems.