Terms and conditions for IOR events

1. Who we are and about these terms

1.1. The Institute of Refrigeration (IOR) is a Charitable Incorporated Organisation registered with the UK Charity Commission number 1166869, registered address 76 Mill Lane, Carshalton, Surrey, SM5 2JR (IOR, “us” or “we”). Our VAT number is GB 218 7245 58. If you have any questions, you can contact us by email at ior@ior.org.uk or by telephone on 020 8647 7033.

1.2. These the terms and conditions form an agreement between you and us.

1.3. By booking an IOR event you accept these terms and conditions. You should read them carefully before making a booking.


2. IOR events

2.1. In the interest of safety and security the following items may not be brought into any venue: explosive substances or materials, pyrotechnics, weapons and firearms, projectiles; sharp items e.g. knives (including Swiss army knives). Delegates may not be permitted to enter the venue or may be ejected from it if they are found to be carrying any of the prohibited items and will not be entitled to a refund.  

2.2. When you submit a booking for an IOR event you are making an application to us to attend that IOR event, your booking is not accepted until you receive written confirmation from us. The IOR reserves the right to refuse an application.

2.3. We reserve the right to request that any person leaves the IOR event if that person’s conduct is unacceptable (in IOR’s reasonable opinion). No refund of fees or any other costs will be made in these circumstances.

2.4. The venue, timings, speakers and programme of any IOR event are subject to reasonable changes.  

2.5 We will send an email confirmation of your booking and other essential information about the event to the email address you provide. It is your responsibility to ensure that the email address is valid.


3. Fees

3.1. Full payment of the booking fee is required at the time of booking. 

3.2. Details of the fees for each IOR event are set out on the IOR Events Pages. VAT is charged as shown. Our prices may change at any time but price changes will not affect bookings that have already been confirmed.

3.3. Payment of booking fees is only accepted by credit or debit card or bank transfer. Cash or cheques will not be accepted.


4. Refunds and cancellation

4.1. Attendees may transfer bookings to another person by informing the IOR of the change of delegate.

4.2 If you cancel your booking or do not attend the IOR event the following cancellation charges apply


Period of notice given before the event

Cancellation charge

Refunds will be paid using this method

Over 90 days

Refund of amount paid less a £60 admin fee

By payment method

90 – 46 days

50% of the booking value

By payment method

45 - 0 days

100% of the booking value



 4.3. IOR may cancel an event at any time prior to its commencement. The IOR will refund you the full price of your booking by BACS. IOR shall not be responsible for any extra costs incurred as a result of a cancelled or rescheduled event.

4.4. If the IOR is forced to cancel an event for reasons beyond its control, there is no automatic entitlement to a refund but a refund may be considered at the IOR Trustees' discretion.


5. Feedback and Complaints

5.1. If you have a complaint about any IOR event, please make this known at the time. If it is not adequately addressed you may make a written complaint by email to ior@ior.org.uk. Your complaint will be investigated and we will endeavour to respond within 14 days. If you are not satisfied with the response you may escalate this complaint to the Board of Trustees of the IOR, in which case you should prepare a documented argument to support your complaint and deliver this by post to the Chief Executive IOR 76 Mill Lane Carshalton SM5 2JR. The IOR will endeavour to respond within 30 days.


6. Our liability to you

6.1. Nothing excludes or limits IOR’s liability for personal injury or death due to its negligence. Nothing in these terms will affect your rights under the law, for example, that IOR will provide services with reasonable care and skill.

6.2. IOR will not accept any liability for the loss or damage to personal possessions unless loss or damage is caused by our negligence.

6.3. IOR’s total liability to you is limited to the fees you have actually paid for the relevant IOR event and we shall not be liable for any other expenditure. Personal costs including travel, accommodation or subsistence hospitality which have been arranged by you are at your own risk.


7. Data Protection

To find out what personal data we collect and how we use it, please visit our privacy policy


8. General

8.1. These terms and conditions are a contract between you and us. No other person shall have any right to enforce any of the terms.

8.2. We may revise our terms and conditions from time to time, for example, to reflect changes in relevant laws or regulatory requirements or improvements we make to the IOR events and related services.


9. Photography and video

9.1 The IOR will take photographs and video recording at IOR events. By booking to attend an IOR event you grant the IOR full rights to use the images resulting from the photography/video filming, and any reproductions or adaptations of the images for fundraising, publicity or other purposes to help achieve the group’s aims. This might include (but is not limited to), the right to use them in their printed and online publicity, social media press releases and funding applications.

9.2 The unauthorised use of photographic and recording equipment is prohibited at IOR events


If you have any queries about these Terms and Conditions please contact ior@ior.org.uk or 02086477033.