Event booking
terms and conditions

The Institution of Mechanical Engineers (IMechE) reserves the right to refuse any booking request for any reason.

Please inform us of dietary requirements at least a week prior to the course/event start date, otherwise we may not be able to accommodate your request.

Registration fees include lunch and refreshments throughout the course/event where applicable. Where bookings are made within 5 working days of the course/event date this may not be possible. If this occurs, we will notify you in advance and advise you of local alternatives.

Accommodation is not included in the fee of any of our courses/events, except where clearly stated. For more information, contact training@imeche.org.

Provisional bookings will be made at the discretion of the Customer Services team.

The Institution's Learning & Development team will acknowledge receipt of booking within two working days. Confirmation of your place will only be confirmed on receipt of payment.

We will send joining instructions directly to the delegates once the course/event has been confirmed. This varies depending on the type:

• Face-to-face training courses: approximately 4 weeks before the start date 
• Virtual training courses: approximately 2 weeks before the start date 
• Conferences and seminars: Approximately 4 weeks before the start date
• Lectures and webinars: Approximately 1 week before the start date

The joining instructions will have details such as exact timings, venue (face-to-face training) and/or how to join (online training).

We advise that delegates do not book travel or accommodation until they have received joining instructions as the Institution will not accept liability for any costs incurred by the delegate.

Please contact us immediately if you do not receive an acknowledgement or joining instructions within the stipulated period.

The Institution aims to offer fully accessible training and events to all its delegates. Please help us to accommodate any individual needs that you may have by emailing us any requirements upon booking.

Please let us know of dietary requirements at least a week prior to the start date, otherwise we may not be able to accommodate your request.

Delegate substitutions can be made for free at any time until the day before the course/event date.

Transfers are available for delegates who wish to move their booking to a different date for the same training course, or to a different event in the same calendar year.

Our transfer charges are as follows:

• More than 30 days before course/event start date – no charge
• 15 - 30 days before start of the course/event - 50% of fee
• 0 - 14 days before start of the course/event - full fee

All transfers and substitutions requests must be received in writing prior to the commencement of the course/event and are subject to agreement by IMechE Learning and Development.

If the transfer option is used, cancellation terms will apply to the original course/event date and no further transfers can be made.

There is no charge for cancellations made more than 30 calendar days prior to the commencement of the course/event. If you wish to cancel outside of this period, charges are as follows:

• 15 - 30 days before start of the course/event - 50% of fee
• 0 - 14 days before start of the course/event - full fee
• Delegate substitutions can be made for free at any time until the day before the course/event date.

All cancellation requests must be received in writing prior to the commencement of the course/event and within the dates given above.

Any refunds will be made to the original method of payment. Card refunds will be made back to the original card and credit notes will be issued for any payments made by invoice.

Whilst we strive to be accommodating, we cannot accept liability if a delegate is unable to attend their scheduled course/event. Reasons for this may include adverse weather conditions, travel disruption or illness. If a delegate is unable to attend or transfer, cancellation fees may apply. Please contact us as soon as possible at training@imeche.org to discuss options.

If a delegate fails to attend without prior notification, our standard cancellation and transfer terms will apply.

The following payment methods are accepted by the Institution:

CREDIT/DEBIT CARD
These can be processed online

INVOICE VIA PURCHASE ORDER (PO)
Send the purchase order to training@imeche.org.
Please ensure the below information is included in your purchase order:

For training courses:
Address:
Professional engineering projects LTD
T/A Learning and development
One Birdcage Walk,
Westminster,
London,
SW1H 9JJ.

For events:
Address:
The Institution of Mechanical Engineers
One Birdcage Walk,
Westminster,
London,
SW1H 9JJ.

Details:

• Name of the course/event
• Date of the course/event
• Name of the delegate(s) attending
• Member number of delegate(s) attending if applicable

Invoices are due for payment within 30 calendar days of receipt. Failure to pay within these terms may result in the withdrawal of any discounts and the removal of the delegate(s) from the course/event.

All discounts are available as advertised and exclusions apply to some programmes.

Discounts are provided upon receipt of payment. Where payment is to be made by invoice, the discounted price is available from the purchase date and settlement of the invoice should be within 30 days. Failure to pay within these terms may result in the withdrawal of the discount, and the removal of the delegate from the course/event.

1 Early bird discount

Where possible, we offer advance booking discounts, referred to as "Early bird". This is usually applicable to bookings made two months or more prior to the course/event start date. The early bird discount typically represents a reduction of ~10% of the course/event fee.

2 Member discount

Members of the Institution of Mechanical Engineers are entitled to discounted member prices on most public training courses and events run by IMechE Learning & Development, the member discount varies from 10% to 25% depending on the course/event and can be used in conjunction with the early bird discount when appropriate

3 Discount codes and vouchers

• Discount codes and vouchers cannot be used in conjunction with any other offer, promotion or discount, including early-bird discount.
• The maximum discount applied from any discount code is 50% of the RRP.
• Excludes coaching, eLearning, in-house courses, qualifications, any CMI, PRINCE2, Mentoring for MPDS and APM programmes.
• Any refunds will consider discounts and offers.
• We reserve the right to withdraw course/event discounts at any time.
• Please check individual discount/offer terms and conditions for more details.

Due to our commitment to continuous improvement, we reserve the right to change course/event content and/or trainer/speakers at any time in line with the latest market demands.

All intellectual property associated with attendance, including course/event material and samples will remain the property of the IMechE, its agents and external speakers. Any attempts to copy, edit or distribute IMechE intellectual property is prohibited without the written consent of the Institution of Mechanical Engineers.

Electronic access will be granted to selected training content for a minimum of one year from enrolment after which IMechE L&D reserves the right to cease access without prior notice.

We reserve the right to cancel any booking at any time and for any reason or change published dates or change venues. In the event of a change or cancellation where an alternative cannot be mutually agreed and arranged, monies received in respect of that course/event will be refunded in full. We are not liable for any travel or accommodation costs incurred.

In the event that the Institution postpones a course/event for any reason and the delegate is unable or unwilling to attend on the rescheduled date, they will receive a full refund of the fee paid.

Whilst we make every effort to avoid resource changes, we reserve the right to amend or replace any pre-named trainer or speaker scheduled to deliver a specific course/event.

IMechE L&D’s complaints handling procedure will involve the following actions:

• Complaint received in writing, requesting to be treated as a complaint to training@imeche.org and labelled "IMechE L&D Complaint".
• IMechE L&D to respond acknowledging receipt within 2 working days and advising who will be investigating the complaint
• IMechE L&D to take action to resolve the immediate problem (if applicable)
• Where appropriate, IMechE L&D to take immediate action to prevent further use of suspect products, equipment or facilities
• IMechE L&D Management Team member to carry out an investigation, allow 15 working days from receipt of complaint
• IMechE L&D to complete a written report on the investigation and outcome. This will include, but not limited to, establishing the cause of the problem and implementing any necessary actions to prevent its reoccurrence
• Outcome of investigation provided to complainant in writing via email and where applicable, a resolution will be proposed
• Resolution accepted – complaint closed
• Resolution rejected – complaint re-opened and escalated for further investigation

IMechE L&D’s complaints escalation procedure will involve the following actions:

• Where a resolution is rejected, the complaint will be escalated to the Associate Director for Learning and Development, IMechE
• The Associate Director will review the investigation, the resolution proposed and carry out further investigation where applicable and provide to the customer in writing a final resolution. This resolution may be the same or different as previously offered.
• If that resolution is rejected, the IMechE Associate Director, Governance is the next and final route of escalation. This escalation should be made in writing to the Associate Director, Governance who shall review the issue and the resolution proposed. The outcome of this review is final.

Should a course/event be cancelled by IMechE due to an act of terrorism, extreme weather conditions, industrial action, pandemics, an act of God or any eventuality beyond control, both parties shall endeavour to reschedule the course/event. The customer hereby indemnifies the Institution of Mechanical Engineers harmless from and against all costs, damages and expenses which are incurred by the customer.

The Institution of Mechanical Engineers are required to collect personal information to book you onto a course/event and to run these sessions, as necessary. All data submitted when making a booking will be processed in accordance with IMechE’s Privacy Policy.

If a booking is made on behalf of a third party, you warrant that you have their consent to use their data this purpose. Live virtual classrooms may be recorded and shared with delegates unable to attend individual sessions. Recordings will not be downloadable and should not be shared.

DISCLOSURE OF YOUR INFORMATION
Delegates attending courses/events have told us it is beneficial to see who else is attending. For this reason, we make available a list of all delegates (name, company/organisation and job title) to those who are themselves attending the course/event (the ‘Delegate List’). Should you not wish to appear on this list, please contact us prior to the course/event by emailing training@imeche.org.

IMechE will only disclose your personal information to third parties without your consent if it is;

• under a duty to disclose or share your personal data in order to comply with any legal obligation, or
• in order to enforce or apply the terms and conditions of supply and other agreements; or
• to protect the rights, property, or safety of IMechE, its members or others.
• for the purposes of fraud protection and credit risk reduction.

IMechE may disclose your personal information to any of its wholly owned subsidiaries.

Read our privacy policy

• You should apply for a visa at least 3 months before you travel. Please check your visa requirements before you register for a course/event and make travel arrangements.
• Delegates must register and pay in full to apply for a visa invitation letter.
• Visa invitation letters are not issued for free to attend lectures and workshops.
• The visa invitation letter aims to assist delegates when applying for a standard visitor visa or require permission to attend the event. It does NOT substitute an official visa permit.
• We cannot provide a visa invitation letter for accompanying persons or family if they are not registered to attend the course/event.
• Delegates cannot receive a refund for their ticket/s outside of our cancellation policy in the event that their visa application is denied, not received in time or withdrawn. To issue a refund, IMechE requires a copy of the official refusal/withdrawal letter via email. The cancellation policy does not apply to any application that is denied due to the identification of fraud or submission of a false document. To request a via letter please contact us at training@imeche.org.

The organisers do not accept liability for any injuries or losses of any nature incurred by delegates and/or accompanying persons, nor for loss or damage to their luggage and/or personal belongings.

For any questions, please contact:

training@imeche.org

+44 (0)20 7304 6907