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BASEM 2026 Annual Conference

T&Cs

Park Plaza Victoria, LDN

Nov 17 - 18, 2026

Terms and Conditions of Booking and Refund Policy

1. Our contract with you

When you submit a booking, it constitutes an offer to attend the Conference. We will acknowledge your booking in writing, but acceptance only occurs once we confirm in writing and receive cleared funds (where applicable). All bookings must be made through the official Conference registration system. Full payment is required at the time of booking unless otherwise agreed in writing. Once confirmed, this forms the Agreement between you and BASEM.

Registrants

2. Booking Information - Registration & Payment

  • Book online using a debit/credit card. Cheques are no longer acceptable.
  • If an invoice is required, payment of the Conference will be due 30 days from the date of the invoice or before the Conference date. whichever is sooner. You and/or your organisation placing the booking shall be jointly and severally liable for any payment of Conference fee.
  • On receipt of your booking you will receive an initial acknowledgement of your booking. Once your booking has been processed you will receive a payment receipt and an online ticket. If you do not receive the receipt and ticket within a week of the initial acknowledgement please contact BASEM. If there is any further relevant delegate information we will communicate with you by email.
  • Flash Sale Tickets – If your ticket was purchased during the 7-day Flash Sale (held in November 2025) it is non-refundable and non-transferable if you choose to cancel or cannot attend. No substitutions can be made. In the event that the Conference is cancelled or significantly changed, statutory rights apply, and you will be entitled to a full refund of the ticket price. Prices reflected a 20% discount on the 2025 full-price two-day member ticket rate. The Flash Sale was the only ticket sale until Early Bird tickets released in May 2026
  • The closing date for delegate registration is Monday 9th November 2026. However please note the conference and the dinner (which has restricted numbers) may fill up before this date.

3. Membership Discount – Eligibility, Validation and Organisational Transition

  • BASEM is in the process of transitioning to its new entity, the College of Sport, Exercise and Musculoskeletal Medicine (CSEM). If this event is delivered by CSEM, your booking and all associated information will transfer automatically, and no action will be required from you.
  • Member ticket rates are available to individuals who are current members of BASEM, FSEM, or CSEM at the time of booking.
  • Eligible members must enter a valid BASEM, FSEM, or CSEM membership number during the ticket booking process.
  • All membership numbers will be checked and verified against official membership records.
  • Tickets purchased using an invalid, expired, or unverifiable membership number may be cancelled or amended to the applicable non-member rate, with the balance payable.
  • Discounted member tickets are non transferable and may only be used by the named ticket holder who holds the relevant membership.
  • BASEM reserves the right to make reasonable amendments to member ticket eligibility or validation processes to reflect changes in organisational structure, membership arrangements, or the completion of the transition to CSEM.

4. Cancelling your Booking and Refunds

Refunds are processed according to the schedule outlined in this section

  • Cancellation of your booking must be made in writing. You will receive a full (100%) refund if we receive your written cancellation at least 134 days before the start of the BASEM Conference.

  • Cancellation of your booking should be made in writing. If notification of cancellation is given in writing any time between 133 – 91 days prior to the commencement of the BASEM Conference, a 75% refund will be given.

  • If notification of cancellation is given in writing any time between 90 days and 30 days prior to the commencement of the BASEM Conference, a 50% refund will be given.

  • If notification of cancellation is given in writing any time between 29 days to 8 days prior to the commencement of the BASEM Conference, a 20% refund will be given

  • If notification of cancellation is given with less than 7 days’ notice of the commencement of the BASEM Conference, no refund will be possible.
  • Substitution – Eary Bird & Full Price tickets – Substitution of delegates applies only to standard and early bird tickets, provided notification in writing or by email is received no later than 10 days prior to the commencement of the conference. If the substitute delegate requires a different ticket type, any applicable upgrade fee must be paid in full before the substitution is confirmed. No refunds will be given if the substitute delegate’s ticket type is of a lower value than the original bookin
  • Substitution – Flash Sale tickets are excluded from substitution. Refer to Clause 2.4 of these terms and conditions
  • Dinner tickets cancellations follow the same refund schedule as conference bookings
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BASEM:

5. Events Outside of Our Control

  • It may be necessary for reasons beyond Our control to alter the content and timing of the Conference, the identity of the speakers or the date or the venue. In the unlikely event of the Conference being cancelled, we will refund you the registration fee, if applicable (except in circumstances as set out in clause 5.2 below), but we will not be liable to you for any other costs or losses, whether direct or indirect.
  • Force Majeure – Should we be unable to perform any obligations under this Agreement due to causes or circumstances beyond Our reasonable control, including any Act of God, war or threatened war, terrorism or threatened terrorism, fire, epidemic or pandemic, flood, drought, strike, lock out or actions of the venue/hotels, We will not be liable to you for this.
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6. Liabilities and Indemnities

  • We do not represent or endorse the accuracy or reliability of any advice, opinion, statement, or other information displayed, uploaded, downloaded or distributed through any of the Conferences provided by Us. You acknowledge that any reliance which you place upon any advice, statement, opinion, memorandum or information shall be at your sole option, liability and risk.
  • You agree and undertake to indemnify Us and hold us harmless from and against any liability, claim, action, demand, cost, loss, damage or expense including but not limited to court costs, including those from third parties or liabilities of any kind howsoever suffered, arising or incurred among others during and/or after the Conference as a consequence of:
    a) any unauthorised use of material or contents, in any manner, whatsoever, whether by negligence or wilful misconduct (either express or implied) or
    b) any infringement or improper use of any intellectual property rights arising from the use or misuse of any intellectual property owned by Us or any third party or
    c) any loss or damage which you cause at the Conference.
  • You will need to comply, at all times, with the rules and regulations imposed by any venue or hotel. You will also need to ensure that you have your own insurances against any loss to your property you may suffer, or any loss or damage you may cause at the Conference, event, venue or hotels. You shall remain fully responsible for such loss or damage, and you shall indemnify and hold Us harmless against any claims.
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7. Intellectual Property

  • All intellectual property rights, including copyright, in any of the Conference material, including any Online Events, materials, logos, graphics and any platform (whether delivered face to face or online) remains vested in the Conference content creator (whether that is Us or a third party).
  • Any copying, reproduction, distribution, republishing, downloading, reposting, or transmitting in any form or by any means, including but, not limited to, electronic, mechanical, photocopying recording or otherwise, of any Conference material is strictly prohibited.

8. Data Protection

  • We will only ever gather and process your personal data (including any special category personal data) provided on the registration form, in order to ensure that necessary arrangements are made for you in relation to the Conference and in accordance with the General Data Protection Regulation ((EU) 2016/679) and the Data Protection Act 2018). This may include passing such information to the operators of the venue and hotels, for the purposes required for the Conference. Please refer to our Privacy Policy for full details.  It remains your responsibility to advise Us of any dietary and/or access requirements that you may have. More information on how your information is processed can be found in our privacy policy.

9. Data Protection

  • The Conference may be photographed and/or recorded for marketing and communications purposes. By attending, you consent to being included in such photography and recordings. If you do not agree to this, you must notify BASEM in writing at least 10 days prior to the Conference.

10. General

  • This Agreement is subject to the laws of England, and it is agreed that the courts of competent jurisdiction shall be the English Courts.

11. Company Information