Terms and conditions

By registering for this event, you grant the SfE group permission to contact you regarding the event programme, as well as products and services that may be of interest to you. If you wish to opt out of these communications, please email [email protected] with the event name in the subject line.

Cancellation policy

You can cancel your registration by contacting the SfE group at [email protected]. Please note that cancellations will incur an administrative charge of £40. Cancellation requests made after the deadline will not be accepted, as arrangements with suppliers will have been finalised. It is possible to make name changes for registrations, please contact us to confirm.

Electronic badges and lead scanning

We use badge scanning technology at our events for security reasons and to help improve your experience and network effectively with our delegates and exhibitors.

Everyone attending our events requires an official, printed badge. The information displayed will be provided by you during registration – either online or on site.

You'll need to allow us to scan your badge to gain entry on to the show floor and other restricted areas.

All other badge scanning is optional. You do not have to let anyone else scan your badge.

If you allow an exhibitor to scan your badge, you are agreeing to share your name, email address and institution information directly with the sponsor/exhibitor, just as if you were handing them a business card.

The exhibitor may use this information to contact you after the event or for other purposes that you agree with them. The exhibitor's use of your information in this situation is subject to your direct relationship with the exhibitor and their own privacy policies.

We use a third-party supplier for badge fulfilment and lead scanning services. They'll process your information for us, and for the exhibitors that you authorise to access your information when they scan your badge.

Delegate insurance

You will be held liable for any damage you cause to third parties. Please ensure you have valid, comprehensive third-party liability insurance.
The SfE group will not cover or be responsible for any losses or costs associated with accommodation or travel to events. Accommodation and travel costs are the sole responsibility of delegates, the SfE group is unable to offer refunds, and this will be at the discretion of individual hotels and providers.

Photography

Please be aware that official photography and audio/video recordings will occur during this event, commissioned by the SfE group. The media may be used for promotional purposes, including websites, mailshots, marketing materials, and social media. For more information, contact the events team.

The Society welcomes the use of social media at all its events, and delegates are encouraged to tweet about this year’s SfE BES conference using the hashtag #SfEBES2026. However, we ask that anyone who wishes to post a speaker’s scientific results online, or through other forms of media, ensures that they have first gained approval from the speaker/poster-presenter. This policy applies to both professional journalists and non-journalists.

All speakers/poster presenters have the right to ask delegates not to disseminate the research that they have presented.

Payment

All payments for this event must be made in GBP (£) to the SfE group. Registration confirmation and badges will not be issued until payment is made in full. The preferred payment method is online via credit card. Bank transfer is also available: an invoice with bank details and your reference number will be provided on request.

Children

Children (anyone under the age of 18 years) are not permitted in the exhibition hall at any time.

Because of limited seating capacity, the nature of the programme content and to avoid distracting/interrupting speakers or other delegates, children are not allowed to attend any presentations in the scientific programme or industry-sponsored satellite symposia.

In all other areas of the event, children are allowed and breastfeeding is welcomed.

Where catering is only available in the exhibition hall and you have a child with you, please speak to a member of the Society Events Team, either via registration or the Organisers Office, and catering and refreshments will be provided for you in an alternative area

For reasons of insurance liability and safety, infants must be held or be in a pushchair at all times.