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Conference Terms and Conditions

By completing the online booking form you agree to these Terms and Conditions.


All payments must be made prior to the conference start date.  

No exhibition stand will be confirmed until full payment has been received.  Exhibition stands are allocated on a strictly first-come, first-served basis.  RQA reserves the right to release stands for resale if payment is not received within 30 days.  RQA will discuss this with customers before any release occurs.

Online bookings have the choice of paying immediately by credit/debit card, nominating somebody else to pay on your behalf or requesting an invoice for all other payment methods.

Currency and Exchange Rate

You may book in GBP, USD or Euros and the default currency will be selected by our website according to your location, but can be altered if you choose. RQA exchange rates used are those published by The Financial Times and will be updated regularly. 


The member rate is available as a concession to those working in relevant charities and academic institutions or for the National Health Service. If you are unsure whether you qualify for this concession please contact conferences@therqa.com


Delegate fees include Irish VAT at the standard prevailing rate (currently 23%).

Exhibition fees charge VAT as applicable, depending on customer location.  Please email conferences@therqa.com for more information if required.

Payment Card Industry Data Security Standard (PCI DSS) Compliant.

Substitutions of Stand Personnel

Stand Personnel may be substituted at any time free of charge.

Substitution of Delegates

Delegates may be substituted at any time.  Where substitution takes place less than three weeks before the start of an event a £59 administration fee will be charged.


The transfer of delegates from one event date to another or from one event to a different event will be treated as a cancellation of the original booking and a separate new event booking. As such all transfers will be subject to the terms and conditions set out under ‘Cancellation by delegates’ above.


Please note that photographs and video may be taken/recorded during events and used in promotional material. If you do not wish to appear in photos/footage, please email conferences@therqa.com

Confirmation of bookings

You will always receive a confirmation email from RQA - if you do not receive this within 5 working days of making your booking please email conferences@therqa.com immediately.

Programme and Tutor/Speaker alterations

All conference programmes and tutors/speakers are correct at the time of producing these pages. Due to unforeseen circumstances, occasionally it is necessary to make alterations to presenters and programme content.

Special requirements

If you have any special needs or requirements, please ensure they are detailed clearly when you make your booking. Alternatively, please contact the RQA office to discuss further.

Dress code

The suggested dress code is smart casual.

Contact details

All contact details may be listed in the delegate materials or conference app, unless we are advised otherwise. The online booking process gives the option to opt out of this.

All event fees include:

  • Presentations
  • Workshops and/or Discussions
  • Conference App
  • Coffee and tea
  • Lunch if listed on the event programme

Cancellation procedures

Exhibitor cancellation

Cancellations must be received in writing.  All cancellations will be subject to an administration fee of £129.  

For cancellations received from the 1 September 2019, refunds will only be given if RQA can resell the space.

Delegate cancellation

Fees will be refunded or invoices credited (excluding a £129 administration fee) if cancellation is made three weeks, or more, before the conference. 

Please note that:

  • fees will not be refunded for any cancellations made less than three weeks before the event 
  • payment of event fees will still be due on unpaid invoices for any cancellations made less than three weeks before the event

Cancellations must be received in writing to the RQA office or by email to conferences@therqa.com

Cancellation by RQA

Events may be cancelled if bookings fail to meet minimum numbers. In such circumstances, all fees will be refunded.

We may modify these terms and conditions at any time by publishing the revisions on the website*.

* Last amended 9th April 2019