Terms & conditions for event bookings

These terms and conditions (T&Cs) apply to events organised and administered by the Royal College of Radiologists (RCR), as advertised on our website. Booking a place at an RCR event constitutes your acceptance of these T&Cs and your agreement to comply with them. Please note that we reserve the right to change these terms from time to time without notice. A record of any changes to our T&Cs is kept by the RCR and available upon request. Event attendees accept our T&Cs at the point of booking, and this contract is honoured regardless of whether the T&Cs have changed since the booking was made.

Please note that these T&Cs do not apply to:

• Partnership events in collaboration with the RCR, where third-party suppliers manage the booking process on their website or via a third-party platform; delegates will need to liaise directly with the partner regarding their T&Cs.
• Events organised by external organisations which are advertised on the RCR website; delegates will need to liaise directly with the individual event organiser regarding their T&Cs. 

Definitions In these terms and conditions unless inconsistent with the context or otherwise specified the following definitions will apply:

1. “RCR” The Royal College of Radiologists
2. “Events” events, meetings, conferences, courses and webinars organised and administered solely by RCR, attended in person or remotely

1. Registration

1.1. For events that require registration, individuals will be required to complete an online registration form providing payment on completion to secure their space where required. 

1.2. Some events are tailored to individuals in a certain role or with particular experience. If this is the case, clear eligibility criteria will be displayed on the event webpage. Please ensure you read this carefully and meet all requirements before registering. We regret that delegates not meeting the eligibility criteria will not be permitted to register or attend the event and may not recover fees paid. 

1.3. Some events are promoted ahead of bookings opening. Those interested in finding out more about these activities can select mark the event using the “favourite star” and they will receive updates once booking is live. Please note that expressions of interest (EOI) do not guarantee a place at an event. When bookings open, individuals will be contacted and places will be available to book on a first come, first served basis.

1.4. The fees payable for attending events are set on an individual basis, the RCR factor in the costs of delivery, competitive pricing in the market and budgets, as well as the need to ensure the RCR’s learning offer is financially sustainable and affordable for all. Pricing includes concession rates for RCR Fellows and members including LMIC member rates. Proof of eligibility may be requested at any time for the RCR.

1.5. Payments need to be made immediately on registration and can be made using a debit/credit cards and other common payment methods. All payment will be processed by the financial services company Stripe. We no longer accept payment by invoice for event places to ensure funds are received on time ahead of event delivery and places are guaranteed.

1.6. RCR must receive payment of the whole of the registration fee before a booking for an event can be confirmed. Once payment has been received, RCR will confirm the booking by sending an email to you at the email address provided by you at the point of booking; acceptance of a booking brings into existence a legally binding contract. If the College does not receive a booking, or does not confirm a booking, the contract is not established.

1.7. If you are booking on behalf of a delegate, you accept these T&Cs on their behalf.

1.8. Unless specified, RCR events are suitable for age 18 and above; we regret that we are unable to accept bookings from under 18s.  

1.9. If an event is fully booked, please refer to the individual event webpage for details about whether a waiting list is available. Where available, those who join the waiting list will receive a notification email when a place becomes available. Places are allocated to those on a first come first served basis.

2. Cancellation policy 

2.1 Delegates may request to cancel their place at an event at any time. For those attending a free event you can cancel your place through the booking system under my events and for those wishing to cancel a paid for event you will need to email [email protected]   

2.2 Refund values will be granted depending on the notice period provided in the lead time to an event date. Event lead times are from the point of the first part of content delivered, regardless of the format or duration of the programme. 

• More than 30 days before the event: A full refund will be made
• Less than 30 days before an event: No refund permitted

2.3 Refunds will only be made using the original payment method and normally within 7-10 days of acceptance of the cancellation.

2.4 In the unlikely event of RCR cancelling an event for any reason a full refund will be given using the same method of payment as was made.  

2.5 Should a delegate breach the specific terms and conditions of the event, i.e. through unacceptable behaviour, then no refund should be made.  RCR reserves this right regardless of the reason for the breach.  

2.6 For online events, no refunds will be issued for technical difficulties experienced by individual delegates.  

2.7 Should the event not be able to go ahead because of technological issues, we will try to reschedule the event for another day; If delegates are unable to attend a re-scheduled event, then you will receive a full refund of the registration fee. 

3. Attending an event

By registering a place at an RCR event, you accept that: 

3.1. Location: Events are held across the UK, overseas or online. It is your responsibility to check the venue in advance to securing your place and make plans in a timely manner for travel and accommodation. The RCR website will contain all the relevant information to support your attendence please revisit the site, ahead of the event.

3.2. Accessibility and dietary requirements: 
We are committed to and aim to deliver events that are accessible and inclusive to all.

• Attendees can indicate their accessibility and inclusion requirements at the booking stage for online and in person events. If your requirements change ahead of the event, please email [email protected] to discuss with the team. Please note as standard, all venues used for in person RCR events are accessible and have a hearing loops and reasonable adjustments will be made for all events online and in person on request.
• Dietary requirements (where applicable) will also be requested at the registration stage and every effort will be made to cater for these. Dietary requirements provided by delegates will be passed onto the venue and catering services, however we cannot guarantee food will be prepared in an allergen free environment. 
• To ensure we are able to provide all attendees the most inclusive experience please share any requirements with the team at the earliest point, and at least 14 days before the event. 
• We will always endeavour to provide adjustments for people who have requested them but on the rare occasion we cannot accommodate your request, we will discuss alternatives with you and try our hardest to ensure your participation in the event. 
• If you require any further information, extra assistance or specialist facilities please contact the team by emailing [email protected]. 

3.3. Registration: Attendees for in person events are required to check in on arrival to ensure you receive the correct CPD accreditation and for health and safety purposes. You will always be provided with a delegate badge which you must wear during the event. Online events will open at the advertised start time. If you click the event link before this time you will be held in a waiting room and admitted automatically when the event begins. Online attendees should log in using the same email address they used to register to ensure their attendance is recorded.

3.4. Content: We reserve the right to make changes to our events due to unforeseen circumstances. This includes changes to dates, times, speakers, content and the programme. Where possible, attendees will be notified about such changes ahead of the event. The RCR will not be held liable for any changes made to the advertised event.

3.5. Delegate materials: To support attendence additional resources may be supplied for delegates. This may include e-Learning modules and further reading, case studies or homework. These will be shared with registered delegates from our event website or by email and occasionally uploaded to the RCR’s Learning Hub. Speaker presentations are generally not available unless stated, and recordings of events are subject to the permission of our speakers and in line with our event offering. If the event is recorded, we may release the recording for paid delegates for up to 30 days post event, and recordings could form part of our learning content in the future.

3.6 Delegate lists: A delegate list will be prepared for most events for operational purposes. However, by signing up to attend an RCR event you will be asked to consent to sharing your details with stakeholders and exhibitors at the point of registration. 

3.7. Right to refuse entrance: The RCR reserves the right to:

• refuse the use of any form of audio or visual equipment for filming or live streaming without official sign off. If found in breach of this clause, we reserve the right to remove you from the event with no refund.
• conduct security searches to ensure the safety of delegates.
• refuse admission or expel any person if we deem your behaviour to be unacceptable. Unacceptable behaviour includes, but is not limited to, bullying or harassing speakers, attendees, and staff; acting aggressively and/or appearing to be under the influence of drink or drugs; causing damage to the venue or the online event infrastructure. If found in breach of this clause, we reserve the right to remove you from the event with no refund.

3.8. Speakers’ views: All speakers who contribute to our programmes represent their own views and do not necessarily represent the views of the RCR.

3.9. Photography and filming: You may be photographed, filmed, livestreamed and sound recorded at RCR events. Audience members grant the RCR the right to use photographs and recordings of any type made of their attendance in any and all media, and by means of publicity and promotion relating to the RCR. Delegates who do not wish to be photographed or filmed should make themselves known to event staff at the beginning of the event or ahead of the event by emailing [email protected] You will always be informed of any filming or recording taking place. 

• At in-person events, our camera(s) will be directed towards our speakers, however some sections of the audience may be in shot, and those who ask a question will be recorded. Those not wishing to be included in the footage will be asked to notify staff on the day. 
• Where photography of audience members will take place, clear signage will be displayed at the event. Those not wishing to be included in any footage will be asked to notify staff on the day.
• For online events staged on Zoom Webinar, only speakers will be video recorded. Attendees should however note that if they ask a question via the Zoom Webinar Q&A tab, then their contribution might be included in the event recording (your name and question – as read out by the speaker or chair – may be included). You can ask a question anonymously via the Q&A tab on Zoom Webinar if you would prefer not to share your name.
• For online events staged on Zoom, speakers and attendees with their cameras on will be video recorded. Attendees should also note that if they ask a question (either in writing or verbally), then their contribution might be included in the event recording. If you raise your hand and are invited to ask a question by the event chair, you will be video recorded. If you submit a question via the chat tab, your name and question – as read out by an event chair – will be included. 

3.10. Delegate runs: At some events a delegate run may form part of the programme. These runs are led by a faculty member or doctor attending the event and they take place in the area around the event venue in the morning before registration begins. Participation is optional. Those who opt to take part declare that they are medically fit to run and are taking part entirely at their own risk. Runners understand that the RCR and the doctor leading the run will in no way be responsible for any injury or illness incurred during or because of the activity, or any property lost, stolen or damaged. 

3.11. Event recordings: Some of our events are recorded, subject to the permission of our speakers and in response to the format and objectives of the event. Recordings of events where a fee was charged will only be made available on the RCR’s Vimeo account to those who paid for the course, with access granted for up to 30 days post-event. On occasions, certain recorded events, either in their entirety or in part, may be published on RCR’s eLearning platform, where they are deemed to add educational value to our digital library. In most cases, they will be free to access for all our members, however, occasionally, there could be a charge.  Please visit the event pages for confirmation of the event recording arrangements or email [email protected]. Please note that event content belongs to the RCR and must not be copied, displayed, or used without permission from the College.

3.12. Soliciting business: If you are attending the event as a representative of a privately owned company without a sponsorship or exhibition contract with the Royal College of Radiologists, you are not permitted to solicit business from delegates in any part of the event, including the exhibition space. 

This includes the wearing of branded company clothing, handing out promotional items, distributing promotional items and utilising other company’s spaces in the exhibition space. If delegates are found to be taking part in the above, they will be ejected from the event and not permitted re-entry. 

3.13. Dress code: Delegates and speakers are required to wear appropriate attire for a professional medical conference ensuring they are well presented.

4. Terms specific to online events and courses

The College runs a variety of online events and courses. The delivery of these events have additional terms and conditions as outlined below.

4.1. Platform: Our online events are delivered using the Zoom Webinar, Zoom meetings or by a selected and approved third party platform. . A link to join the event will be sent to you and located on our website for paid for attendees. Delegates will need to have a Zoom account to join events hosted on Zoom and it is advised delegates test and update their computer software ahead of joining an online event. 

4.2. Log in: Attendees should log in using the email address they used to register and under their name, rather than a nickname or abbreviation, to ensure their attendance is recorded and update their name on their profile.

4.3. Technical difficulties: Before booking a place, it is your responsibility to ensure that you have the required equipment, software and sufficient network access to take part in the online event. Where possible, we suggest joining online events on a computer rather than a tablet or a phone.

If you experience difficulties joining, or during, an online event – i.e., if your video or sound is patchy or breaking up, we suggest closing any other programmes or apps using the internet on your PC, mobile or tablet. Try turning the Wi-Fi off on other devices (for example your phone or other computers or tablets), and if possible, move closer to the Wi-Fi router. You should also try leaving the platform and returning.  If your problem persists, please email the RCR Learning Team [email protected]. In some cases, it may not be possible to solve localised issues as these can be based on the participant’s equipment, software and quality of their personal network. If it is an individual technical issue the College accepts no liability, and no refund will be available.

Although the equipment and connections for our chairs/speakers are tested for sufficient functionality ahead of every event, the RCR cannot be responsible for equipment, software and network issues affecting the speakers/chairs during the live event. Should the event not be able to go ahead because of technological issues, we will try to reschedule the event for another day or re-organise the schedule; delegates will be notified via email regarding whether this is possible and transferred to the new date. If delegates are unable to attend a re-scheduled event, then you will receive a full refund of the registration fee.

4.4. Audio and video: At events staged on Zoom, videos should be turned off where requested and microphones should be muted, unless attendees are invited to speak by the chair. Attendees should not take pictures or record speakers and/or attendees without their permission.

4.5. Zoom updates: Zoom regularly provides updates to release new features and fix bugs. It is recommended that you ensure your Zoom app is up to date to avoid any technical issues. Please visit Zoom for instructions on how to check for the latest updates.

5. Post event information

5.1. Evaluation: After most events, attendees will receive a feedback link. We collect anonymous feedback from event attendees to measure we are meeting our objectives and delivering high quality event experiences. Feedback is collated and shared with relevant stakeholders to improve and develop. Please note that anonymous attendee comments may be used in RCR promotional activity. Information is held on the RCR’s systems, SurveyMonkey or Zoom.

5.2. CPD: Most of our events are CPD accredited. Please see each event webpage for the number of credits available. At in-person events, if delegates fail to check in at the registration desk to register for each day of the event there will be no obligation to issue a CPD certificate. Online attendees should log in using the email address they used to register and under their name, rather than a nickname or abbreviation, to ensure their attendance is recorded. Certificates will be issued within 10 days of an event taking place.

6. Copyright of educational resources

Copyright of RCR’s learning resources belongs to the RCR. None of the material contained in RCR’s live and recorded online events and courses may be reproduced or redistributed without the RCR’s written permission. You may not sell, redistribute, reproduce or convert any of the material. RCR owns all trademarks and logos, and you may not copy or use them in any manner.

7. Event sponsors

Event sponsors and exhibitors support the commercial aspects of several RCR events and join us for the benefit of our Fellows, members and other delegates. The inclusion of third-party sponsors and their content in event programmes does not constitute an endorsement, guarantee, warranty, or recommendation by us and we make no representations or warranties about any product or service contained therein. Our sponsors have access to a list of delegates (name, job title and organisation) for the event(s) they sponsor, and we also share anonymous evaluation data with them. Delegate contact details are never shared without your consent. Please refer to our  Sponsorship Policy for full details about how the RCR works with sponsors.

8. Liability

8.1. Save as precluded by law, RCR will not be liable to you for any indirect or consequential loss, damage or expenses (including loss of profits, business or goodwill) howsoever arising out of any problem you notify to RCR under this condition, and RCR shall have no liability to pay any money to you by way of compensation other than to refund to you the amount paid by you to book a place at the event in question.

8.2. Notwithstanding the foregoing, nothing in these terms and conditions is intended to limit any rights you might have as a consumer under applicable English law or other statutory rights that may not be excluded nor in any way to exclude or limit RCR liability to you for any death or personal injury resulting from RCR negligence.

8.3. As per clause 3.10, those who opt to take part in any runs organised as part of an RCR event programme declare that they are medically fit to run and are taking part entirely at their own risk. Runners understand that the RCR and the doctor leading the run will in no way be responsible for any injury or illness incurred during or because of the activity, or any property lost, stolen or damaged. 

9. Communication and notices

Unless otherwise expressly stated in these terms and conditions, all notices from you to RCR must be in writing and sent by email to [email protected]

10. Circumstances beyond the control of RCR

10.1. RCR shall have no liability to you for any failure to organise an event at which you have booked a place, or any delay in doing so, or for any problems with events organised that are caused by any incident or circumstance beyond our reasonable control including, without limitation, strikes, lock-outs and other industrial disputes, breakdown of systems or network access, flood, fire, explosion, accident or pandemic.

10.2.  RCR does not retain payment card information within our systems and follows best practice in maintaining the security of transactions to minimise risks of fraud and loss.

11. Invalidity 

If any part of these terms and conditions is unenforceable (including any provision in which RCR excludes liability to you) the enforceability of any other part of these conditions will not be affected. 

12. Privacy

You acknowledge and agree to be bound by the terms of the RCR Privacy Policy.

13. Third party rights

Except for RCR trustees, elected officers, employees or representatives, a person who is not a party to this agreement has no right under the UK Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement, but this does not affect any right or remedy of a third party that exists or is available apart from that Act.

14. Governing law  

The contract between you and RCR shall be governed by and interpreted in accordance with English law and the English courts shall have exclusive jurisdiction to resolve any disputes between you and RCR.

15. Entire agreement     

These terms and conditions, together with current RCR event prices, contact details and privacy policy, set out the whole of the agreement relating to the provision of the place at an event to you by RCR. Nothing said by any person on behalf of RCR should be understood as a variation of these terms and conditions or as an authorised representation about the nature or quality of any events offered for booking by RCR. Save for fraud or fraudulent misrepresentation, RCR shall have no liability for any such representation being untrue or misleading.

Updated March 2025