Non-attendance

Failure to attend an event will be treated as a cancellation received less than 30 days before the event. No refund will be payable. Any outstanding invoices remain due and payable in full.

Delegate Substitutions

Registrations may be transferred to another individual up to 2 working days before the event start date without charge. All substitution requests must be submitted by email to accounts@iom3.org and include the replacement attendee's contact details. Where a non-member replaces an IOM3 member, any difference between the member and non-member registration fee must be paid before the event. Where an IOM3 member replaces a non-member, no refund of the difference in registration fees will be payable.

Delegate registrations are personal to the named attendee and may not be shared between multiple individuals unless explicitly agreed with IOM3 in advance of the event.

Visa Refusals

Where a visa is required to attend an event, delegates may request a refund less the applicable administration fee if:

• written notification is received at least 14 days before the event;
• official evidence of the visa refusal is provided; and
• the visa application was submitted within a reasonable timeframe.

Requests received less than 14 days before the event may not qualify for a refund.

4. Changes, Postponement and Cancellation by IOM3

Event Changes

IOM3 reserves the right to make reasonable changes to any event, including:

• venue;
• format;
• programme;
• schedule;
• speakers;
• moderators;
• exhibitors;
• event branding;
• event title.

Such changes shall not entitle delegates to compensation or refunds beyond those stated within these Terms and Conditions.

Event Cancellation

If IOM3 cancels an event and does not reschedule it, delegates will be entitled to either:

• a full refund of registration fees paid; or
• a credit towards a future IOM3 event. Event credit must be used within a maximum of 3 years of the event cancelation date (current year plus 2 full calendar years). Any unused event credits will be deemed forfeit after that date.

IOM3 shall not be responsible for any consequential costs, including travel, accommodation or visa expenses.

5. Force Majeure

IOM3 shall not be liable for any delay, disruption, failure or cancellation resulting from circumstances beyond its reasonable control, including but not limited to:

• acts of God;
• flood, fire or natural disaster;
• severe weather;
• epidemic or pandemic;
• war or armed conflict;
• terrorism;
• civil unrest;
• labour disputes;
• utility failures;
• government action or restrictions; or
• any other event making it illegal, unsafe or impracticable to hold the event.

Where a Force Majeure Event occurs, IOM3 may:

• postpone the event;
• change the venue;
• change the format;
• reschedule the event; or
• cancel the event.

Any registration fees paid may be transferred to the revised event.

6. Personal Data and Privacy

IOM3 will process personal data in accordance with applicable data protection legislation and the IOM3 Privacy Policy.

We collect and process personal information to:

• administer registrations and payments;
• provide access to event venues, apps and virtual platforms;
• manage attendance;
• accommodate dietary,
• accessibility or other reasonable requirements;
• communicate important event information.

Personal data may be shared with carefully selected suppliers providing services necessary to deliver the event, including:

• registration platforms;
• event technology providers;
• venues and caterers;
• payment providers;
• accommodation partners where relevant.

Where attendees choose to engage with sponsors or exhibitors by scanning a badge, completing a lead form, or explicitly opting in, relevant contact details may be shared with that sponsor or exhibitor.

For full information, please refer to the IOM3 Privacy Policy.

7. Intellectual Property and Media

Event Content

All event materials, presentations, recordings, papers, publications and digital content remain the intellectual property of IOM3, the relevant speaker, author or rights holder. Attendance does not grant any licence to reproduce, distribute, publish or commercially use event content without prior written permission.

Recording Restrictions

Attendees may not record, photograph, livestream, screen capture or broadcast presentations, sessions or discussions without prior written consent from IOM3 and any relevant speakers.

Photography and Filming

Official photography, video recording and livestreaming may take place during the event. By attending, delegates acknowledge that their image or likeness may appear in photographs, video recordings, livestreams and promotional materials used by IOM3. Delegates who prefer not to be photographed

should notify event staff at registration and request a designated "no photography" identifier where available.

8. Attendance, Conduct and Admission

Code of Conduct

All attendees must comply with the IOM3 Events Code of Conduct. IOM3 is committed to providing a professional, inclusive, respectful and harassment-free environment for all participants. Harassment, bullying, discrimination, intimidation, abusive conduct or offensive behaviour will not be tolerated.

Admission and Identification

Attendees may be required to present identification when collecting credentials. Event badges must be worn and visibly displayed where required by the venue or organiser.

Right of Refusal or Removal

IOM3 reserves the right to refuse admission or remove any attendee without refund where behaviour is:

• disruptive;
• inappropriate;
• unsafe;
• abusive;
• unlawful; or
• inconsistent with the Code of Conduct.

Age Restrictions

Unless otherwise stated, delegates attending IOM3 events must be aged 18 years or over. Any exceptions will be stated within the event information.

9. Health and Safety

All attendees must comply with:

• applicable health and safety legislation;
• venue regulations; and
• reasonable instructions issued by IOM3 staff or venue personnel.

Attendees are responsible for their own health, wellbeing and personal safety throughout the event. 

Any accident, injury, emergency or security concern should be reported immediately to event staff.

While IOM3 will make reasonable efforts to accommodate declared dietary, accessibility and medical requirements, we cannot guarantee an environment free from allergens or all potential risks.

Delegates who are unwell or experiencing symptoms of a communicable illness should not attend in person.

10. Virtual and Hybrid Event Participation

For virtual and hybrid events:

• access credentials are personal and must not be shared;
• attendees are responsible for ensuring suitable hardware, software and internet connectivity;
• IOM3 does not guarantee uninterrupted access to third-party digital platforms;
• online interactions remain subject to the IOM3 Code of Conduct;
• unauthorised recording, downloading, rebroadcasting or redistribution of digital event content is prohibited.

Where access to on-demand content is included, availability will be provided for the period advertised for that event and may be withdrawn where necessary due to copyright, legal or technical requirements.

11. Limitation of Liability

Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so. Subject to the

above:

• IOM3's total aggregate liability arising from or in connection with an event
• shall not exceed the registration fee paid by the attendee;
• IOM3 shall not be liable for any indirect, consequential or economic loss, including loss of profits, business opportunities, goodwill, travel costs, accommodation costs or similar expenses;
• IOM3 accepts no responsibility for loss, theft or damage to personal belongings brought to an event;
• views expressed by speakers, exhibitors, sponsors or attendees are their own and do not necessarily represent those of IOM3.

12. Contact Details

Registration, cancellations and substitutions

accounts@iom3.org

Event enquiries and privacy requests

events@iom3.org

Data Controller

Business Systems Manager

Institute of Materials, Minerals and Mining, 297 Euston Road, London NW1 3AD

Data Protection Officer

Director of Membership

Institute of Materials, Minerals and Mining, 297 Euston Road, London NW1 3AD