Terms and Conditions – COBIS Annual Conference

For the above event, the following terms and conditions apply. In addition, Schedules 1, 2, 12, 14, and 17 of the full COBIS Membership Services Terms and Conditions apply to event registrations (extract below). To view the full Ts&Cs, please click here. 

 

COBIS ANNUAL CONFERENCE 2026

For registrations for the above event only, the following additional Terms and Conditions apply.

Change of conference format

COBIS reserves the right to move to a fully virtual format for this conference if needed.

In the event that this event is delivered fully virtually, in-person delegate registrations will be converted to virtual delegate registrations and the difference between the in-person and virtual delegate fee will be refunded. Annual Conference delegate bookings are non-transferable to other COBIS events.

The standard cancellation policy, from Schedule 14, Section 4 of the COBIS Terms and Conditions, will still apply (copied below for information):

4.1.    Cancellations should be sent by email to cpd@cobis.org.uk for CPD events and to students@cobis.org.uk for student activities.

4.2.    For CPD events, cancellations received no less than 6 weeks before the Event start date will receive a full refund. No refund will be offered after this date, unless otherwise stated in the applicable Event Specification. For Event Cancellations received less than six weeks before the Event start date, or in the event of non-attendance, delegate fees are still payable.

Event delegates are advised to take out suitable cancellation insurance. COBIS assumes no responsibility for costs associated with event cancellations or changes in delivery format, including travel, accommodation, visas, etc.

Pandemic guidelines

The health, safety and wellbeing of all COBIS Annual Conference participants is a priority for COBIS. Delegates attending in person will be required to adhere to all local guidelines and regulations relating to pandemics, quarantine periods, etc., as well as any additional guidelines circulated by COBIS in advance. Participants attending in person may be asked to complete a liability waiver.

Data Privacy

As this event will make use of a conference app, all participants will have access to the online platform. Participant details including name, organisation, job title and email address will be uploaded to the virtual conference platform as part of the administration of the event and to enable participants to access the event and networking services. Attendee details (excluding email addresses) will be visible to other attendees accessing the app. These details will be deleted from the platform after a period of 18 months. The data will not be shared outside of the conference platform. Attendee email addresses are not disclosed to other attendees unless users explicitly exchange their contact information. If you have concerns or wish to provide an alternative email address, please contact events@cobis.org.uk as soon as possible. To view the COBIS Privacy Policy, please click here. To view the virtual platform Privacy Policy, please click here.

By submitting a registration for the 44th COBIS Annual Conference, registrants agree to the use of their data in this way, the COBIS Terms and Conditions, and these Additional Terms and Conditions.

 

SCHEDULE 14: EVENTS

1.       EVENT BOOKINGS

 

1.1.   This Schedule shall apply to the User and the event attendees (“Event Delegates”) that book any COBIS student or staff conferences, courses and/or events, which are provided by COBIS from time to time (“Events”).

 

1.2.   The Event details (which may include the fees, duration, number of permitted delegates, restrictions, specific cancellation terms, whether the Event counts towards any CPD hours, etc.) will be stated on the relevant webpage where the Event booking can be placed (“Event Specification”).

 

1.3.   Event bookings are open to Members as well as non-COBIS Members Schools, unless otherwise indicated in the Event Specification.

 

1.4.   The booking form for an Event should be submitted by the User to COBIS no later than six weeks prior to the Event start date or by the date stated on the Student Activity registration form. Submission of a booking form constitutes an offer to purchase a booking for the relevant Event.

 

1.5.   The User acknowledges that their contact information may be provided to any school hosting an Event (a “Host School”) or to any external provider delivering the event, or to any external event venue, in accordance with clause 6 of Schedule 1 (Data Protection) in relation to invoicing, course registration and delivery of the Event.

 

1.6.   By applying to the Event as a Delegate or Host the User is indicating its agreement to be bound by the terms of this Schedule and to comply with the Event Specifications and the COBIS Student Events Code of Conduct.

 

1.7.   If the User is found to be in breach of the Student Event Code of Conduct, their membership status will be reviewed and COBIS reserves the right to remove the User from membership and/or ban the User from future Events.

 

2.       CONFIRMATION

 

2.1.   The Event will only be confirmed by COBIS once sufficient bookings for the Event have been received.

 

2.2.   COBIS will confirm the Event booking to the Event Delegates or Booking Co-ordinators via email.

 

2.3.   Event Delegates / Booking Co-ordinators are advised not to book travel or accommodation until the Event has been confirmed.

 

2.4.   Event Delegates / Booking Co-ordinators are advised to obtain appropriate and sufficient travel insurance and insurance against cancellation as necessary. COBIS does not accept any responsibility for fees related to such insurance.

 

2.5.   COBIS and any Host School are able to support with travel / entry visa letters as appropriate once the Event fees have been paid by the User. Event Delegates are advised to apply for visas as soon as possible.

 

3.       PAYMENT TERMS

 

3.1.   Upon receipt of the User’s registration form the User will either be able to pay online, or COBIS or the Host School will send the User an invoice for the applicable Event fees.

 

3.2.   COBIS invoices will be sent via email and must be paid within 28 days of the invoice date or not later than 14 days prior to the start of the Event, whichever date occurs soonest (the “Due Date”). Payment must be made in pounds sterling by credit/debit card or BACS. Invoices sent directly from the Host School must be paid within the timeframe stated on the invoice.

 

3.3.   If payment of the invoice is not made by the Due Date, the booking will not be made and the Event Delegates will not be able to attend the Event unless otherwise agreed with COBIS in writing.

 

3.4.   Full payment is required prior to the Event. The Event Delegate’s Event registration is not confirmed until payment is received. 

 

4.       CANCELLATIONS

 

4.1.   Cancellations should be sent by email to cpd@cobis.org.uk for CPD events and to students@cobis.org.uk for student activities.

 

4.2.   For CPD events, cancellations received no less than 6 weeks before the Event start date will receive a full refund. No refund will be offered after this date, unless otherwise stated in the applicable Event Specification. For Event Cancellations received less than six weeks before the Event start date, or in the event of non-attendance, delegate fees are still payable.

 

4.3.   For student activities, cancellation terms may vary from the above dependant on the specific event.  This information can be found in the Event Specification.

 

5.       EVENT DELEGATE SUBSTITUTION

 

5.1.   For CPD events, the user can change an Event Delegate who will be attending an Event to another person up to seven days before the start of the Event subject to approval from COBIS.  No changes will be accepted after this point.

 

5.2.   There will be no additional charge for any Event Delegate name changes.

 

5.3.   Any changes to flight, accommodation, insurance, and visas are the sole responsibility of the User.

 

6.       EVENT AMENDMENTS & CANCELLATIONS

 

6.1.   COBIS and any Host School reserve the right to:

 

6.1.1.   alter or cancel the Event in part or in full without prior notice due to unforeseen circumstances;

 

6.1.2.   change the content, timing, date, venue or the presenters of the Event in order to provide a high quality service or where it is necessary for reasons beyond COBIS’s control; and

 

6.1.3.   cancel or amend the event if insufficient bookings are received or travel to the host country becomes inadvisable.

 

6.2.   Event delegates are advised to take out suitable cancellation insurance. COBIS assumes no responsibility for costs associated with event cancellations.

 

6.3.   In the event that an event is cancelled and the Event registration fee has been received, that Event fee will be refunded to the User or the User may have the option to transfer the booking to an alternative Event.

 

6.4.   COBIS will not be liable for any losses or expenses arising from amendments to the Event or for Event cancellations.

 

7.       EVENT MATERIALS

 

7.1.   No content from the Event or any supporting materials may be copied, republished, uploaded, or otherwise distributed by the User or any Event Delegates.

 

7.2.   COBIS remains the owner of all Intellectual Property Rights in Event format, content, materials at all times and the User is subject to the terms of clause 4 of Schedule 1.

 

8.       HOST SCHOOLS

 

8.1.   Where a COBIS event is being hosted by a School, the Host School must comply with the terms of this Schedule.

 

8.2.   The Host School agrees to adhere to Host School Guidance, as provided to the Host School from time to time and the Student Event Code of Conduct.

 

8.3.   If the Host is found to be in breach of their COBIS Event Code of Conduct, their membership status will be reviewed and COBIS reserves the right to remove the Host from membership and/or ban the User from future Events.

 

 

 DATA PROTECTION

We intend to protect the privacy of users of our services and other individuals. Please read our Privacy Policy; it will help you to understand how we process your personal data. We may update our Privacy Policy at any time in accordance with the terms of the Privacy Policy.

Whenever you provide us with personal data, you are consenting to its collection and use in accordance with our Privacy Policy.

If you have any questions about these Terms and Conditions, please contact cpd@cobis.org.uk.