HPMA London Academy Event Booking Policy and Terms and Conditions

HPMA London Academy
Event Booking Terms and Conditions

The HPMA London Academy aims to deliver as many learning events to our member organisations as possible within a limited budget. These terms and conditions are in place to help us maximise attendance at all our events in order to sustain the events programme we run and maximise the value to our members. 
By booking on this event, you are indicating that you will prioritise attending this event, you have identified a colleague as a ‘reserve’ in case you can’t attend at short notice and you have noted this in your personal as well as work calendar (in case you’re off work without access to your work calendar for any reason).
By booking on to one of our events, you are also agreeing to the following terms.
1.      We want to ensure that all member organisations have access to our events. If an event is overbooked and the maximum attendance has been reached from a particular trust, the events team reserve the right to cancel any further places that are booked. HPMA London will email individuals who have booked after the maximum number has been reached.
A cancellation fee of £100 will be made to your organisation (via your HR Director) if you:
·         Do not attend without giving 5 working days' notice to HPMA London
·         Attend less than half of the programme due to late arrival or early departure
If you are unable to attend an event you can send a substitute delegate as long as they meet the publicised criteria for the event. Substitutions can be made up to and including on the day of the event to prevent incurring any cancellation charges. We recommend that you agree a colleague as a ‘reserve’ when you book on the event.
4.      Cancellations should be made via Eventbrite. You can cancel your attendance through your order for the event and you should get an automatic notification of your cancellation from Eventbrite. If you cancel within 5 working days of the event and a cancellation fee is due, HPMA London will inform you of this in an email irrespective of the reasons given for the cancellation or non-attendance.
5.      Many different reasons are given for non-attendance or cancellation and HPMA London Academy recognises that there may be extenuating circumstances where cancellation or non-attendance may be avoidable. If you wish to appeal against cancellation charges, you may do so by completing a cancellation exemption form which needs to be signed by your line manager and submitted to HPMA London within 14 days of the event.
6.      HPMA London reserves the right to prevent access to events to participants who repeatedly cancel places or fail to attend.


7.      HPMA London reserves the right to cancel or postpone an event should unexpected circumstances occur. HPMA London will always endeavour to avoid such circumstances and will provide as much notice as possible. 




HPMA London Academy Event Booking Policy


Due to the popularity of some of our events, the HPMA London Academy events team expect these events to be overbooked and therefore reserve the right to restrict access to places at events dependent on the level of membership paid.
When the maximum attendance has been reached from a particular trust, the events team may need to cancel any further places that are booked. The team will then email individuals who have booked after the maximum number has been reached.
How do we calculate the maximum attendance  
Size of organisation
Max number of places per event, on first come, first served basis
Eg. If there are 40 places
IF there are 20 places
Very Large (over 8,000 employees)
Large (between 4,000 and 8,000 employees)
1.5 so 2
Medium (between 1,000 and 4,000 employees
Small (Less than 1,000 employees)


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