Terms & Conditions

legal scalesThe current Terms & Conditions for registration and attendance at the Researcher to Reader Conference are shown below, and all delegates will be asked to confirm their agreement to these on the Registration Portal.

The Conference is organised and operated by Scholarly & Academic Services Ltd, which is a limited company registered in England (company number 9679524).

Delegates who register and/or attend the event agree, in consideration for the services provided by the Conference organisers, to be bound by these Terms & Conditions.

1. Registration, Rates and Payment

Registration is available at the tariffs, and under the terms & conditions, set out by the event organiser. Such tariffs, and terms & conditions, may be changed for future registrants by the organiser at any time.

Registration is available for individuals intending to participate physically at the venue, or online where this option is offered. For a hybrid event, participants are not required to specify at registration whether they intend to participate physically or online, although they may be invited to express a preference. Shortly prior to the event, registrants will be asked to confirm their preference for participating online or physically. Venue capacity may be limited, and if the venue is likely to be over-subscribed, the event organisers may limit physical participation, based on the order in which registrants confirmed their intentions. 

Each registration applies to a single Participant, and there are no group or corporate rates available. Where multiple people intend to attend the event online as a group together (for example using a workplace conference room), each person participating must register separately, even where a single online ‘instance’ is being used.

The regular and discounted tariffs listed below are normally available. To use a discounted rate, a registrant must be able to show that they are qualified for the selected discount category, otherwise the Regular Participant Rate will be payable.

Regular Participant Rate:
For anyone registering who does not qualify for a discount under any of the other tariffs.

Returning Participant Rate: 
For anyone registering who has attended a previous Researcher to Reader Conference.

Librarian or Academic Rate
For anyone registering whose main occupation is as a Librarian or an Academic Researcher.

Concession Participant Rate
For anyone who is currently unemployed, who works in an organisation that employs four or fewer people worldwide, is resident in any of the countries on the Research4Life eligibility list, or anyone else who has been explicitly invited to use this concessionary rate by the event organiser.

Sponsor Discounted Rate
For anyone who is currently employed by an organisation that has, at the time of registration, already made a commitment to Sponsor the upcoming R2R Conference, as evidenced by this having been announced on the Conference website.

Sponsor Complimentary Rate
For anyone who has been explicitly named by an organisation that is a Gold, Silver or Bronze Sponsor of the upcoming R2R Conference, as the person who is entitled to the Sponsor’s allocation of one or more complimentary registrations.

Contributor Complimentary Rate 
For anyone who is an approved Speaker or other Contributor to the upcoming Conference who has been invited to use this complimentary rate by the event organiser.

Other Complimentary Rate 
For anyone who has been invited to use this complimentary rate by the event organiser.

There are no additional or alternative discounts or tariffs available, and in particular we are unable to offer special concessions for employees of ‘not-for-profit’ organisations (other than the discounts listed above) or offer one-day rates.

Additional discounts may be available for or early-bird bookings, during the periods shown on the registration website. In order to qualify for any early-bird rates, the registration must be completed by the date set out on the registration site, and payment must be received within 14 days of this date.

The registration fee entitles the Participant to attendance at the full two-day event. Single-day registration is not available, as the event organiser recommends that all Participants attend the complete event, particularly because the workshop that a Participant attends will span both days. Substitutions are permitted as set out in these Terms & Conditions.

Registration also includes the event documentation, and the refreshments provided. Travel and accommodation is not included in the registration fee.

Payment by credit card is normally required immediately upon registration. Participants unable to pay by credit card may request an invoice; such invoices are payable within 14 days of the invoice date. Participants will not be admitted to the event unless the appropriate registration fee has been paid.

2. Cancellations, Refunds and Substitutions

A full refund is available for any registration that is cancelled by the last day of January in the month before the Conference. Any cancellations received during February will not be eligible for a refund.

An alternate person from the same organisation may be registered as a substitute Participant for the Participant originally registered, for both days, if the event organiser is notified in advance, by 15 February.

An alternate person from the same organisation may attend as a substitute Participant for the Participant originally registered, on either or both days, without notice, but is unlikely to be included in Participant lists, is unlikely to be provided with an appropriate name badge, may not have their dietary requirements accommodated, and will be allocated to a workshop by the event organiser.

An alternate person from a different organisation cannot be registered or attend as a substitute Participant for the Participant originally registered, with or without notice.

3. Alteration, Postponement, Relocation or Cancellation

The event organiser reserves the right to alter the content and timings of the advertised programme at any time and for any reason.

The event organiser reserves the right to change the location of the event or to provide the event on an online-only basis, and will endeavour to advise the Participants as soon as any change is confirmed. Any reasonable change of location (including a change to an online-only event) will not constitute a reason to refund the registration fee.

The event organiser reserves the right to postpone the planned date of the event to any date within one month of the planned date of the event. Any reasonable change of date will not constitute a reason to refund the registration fee.

If the event is cancelled for any reason, the event organiser will seek to refund a portion of the registration fee paid, less reasonable costs. Any refund is not guaranteed, and the refund value will be determined at the event organiser’s discretion, depending on the circumstances of the cancelled event and the ongoing financial position of the company.

The event organiser is not liable to pay any costs incurred by Participants or others resulting from any alteration, postponement, relocation or cancellation.

4. Speakers and Content

Any views, advice, information, data or items provided by Speakers, Participants or Sponsors are their own opinions or items and are not necessarily supported, approved or authorised by the event organiser. The event organiser cannot accept any liability for views, advice, information, data or items provided by Speakers, Participants or Sponsors at the event, or in any material provided to the Participants in any way.

The event programme, presentations, handouts, photographs, audio & video recordings and other materials that are created or provided in association with the event are the copyright of the event organiser except where otherwise stated. The event organiser reserves all rights to these materials, and these materials should not be reproduced without the event organiser’s permission.

5. Photography, Audio & Video Recording

Audio, video and photographic recording of the event (including any online materials) may take place throughout the event, and all Participants, by their registration and attendance (physically or online), authorise the event organiser to use any recording of audio, visual or textual materials in any reasonable manner, including providing a record of the event and promoting other events, products or services. The event organiser may agree to attempt to remove a Participant from these recordings on request, if notified in advance of the event date.

6. Sales or Marketing Activity

Networking is a valuable part of any conference and we encourage all Participants to communicate and collaborate. Participants who have a sales, marketing or business development agenda, are expected to behave in an appropriately collegial manner, and to only engage with other Participants in ways that are moderate, useful and constructive. Such Participants and their associates are not permitted to subject other Participants to mass marketing or hard selling activities, such as the broadcast distribution of sales messages before, during or after the event, except where this is part of sponsorship activity that has been approved by the event organiser.

7. Privacy and Data Protection

By submitting registration details, Participants acknowledge that they have read and consent ted to the privacy notice available on the event website, and also agree to allow the event organiser to use this information to contact them regarding the current event and any other events, products or services offered by the event organiser, or by the event organiser’s Sponsors, affiliates and partners. Participants may opt out of these communications by contacting the event organiser or by selecting the unsubscribe option in email communications.

The name, role, affiliation and photograph (where supplied) of registered Participants may be placed on a Participant List which may be passed to Participants, Sponsors and potential sponsors. This Participant List may also be used by the event organiser in promoting or seeking sponsorship for future events. Participants who wish to be removed from the Participant List should contact the event organiser at least one month in advance of the event date.

During the organisation and operation of the event, the organiser may collect (manually or electronically) delegate activity information, or feedback scores or comments, which the event organiser may retain and use for the improvement or marketing of future events, and may pass this information on to sponsors or other partners, where the event organiser considers this appropriate. This may include providing sponsors with information about delegate behaviours and activities in relation to their participation in the event.

The event organiser is committed to ensuring that sensitive information, such as credit card details, is handled in a safe and secure manner. The event organiser employs reputable and reliable service providers to ensure such information is protected. All information held is kept secure with access limited to personnel charged with the processing of such data. All personal data is gathered and processed in accordance with the provisions and intent of data protection regulations and best practices. The payment service used by the event organiser only collects information to confirm a financial transaction and does not store financial details. The event organiser will retain details of the individuals attending an event, to maintain records of the event, and to inform individuals about the event or other events, products or services. This does not include any form of financial information, other than the amount of the registration fee paid.

8. Health, Safety, Risk, Insurance and Liability

The event organiser and the venue have taken reasonable steps to evaluate and mitigate risks associated with participation in this event, however the event organiser cannot be responsible for unforeseen, unmitigated or accidental hazards, including adverse reactions to pathogens or allergens, or the behaviour of those outside the event organiser’s control. It is the responsibility of the Participant to mitigate any personal risks associated with their own involvement in the event, and to arrange appropriate insurance cover in connection with their participation. The event organiser’s liability for loss shall be limited to a claim for damages; the maximum aggregate liability will be the registration fee paid by the Participant for the event. The event organiser will not be liable for indirect, special or consequential loss (including but not limited to travel or accommodation costs).

9. Law & Venue

The Participants accept, by their registration, that the terms and conditions contained within this document are governed by English Law and that any litigation will take place in the Courts of England.