Event booking
terms and conditions

The Institution of Mechanical Engineers (IMechE) reserves the right to refuse any booking request or form for any reason. The IMechE reserves the right to cancel any booking at any time and for any reason, in which case the delegate’s sole remedy shall be a refund of any booking fees received from the delegate for the event concerned.

Registration will only be confirmed on receipt of the full balance.

Cancellations must be received at least 30 days prior to the event to be eligible for a refund. Cancellations will incur a £25 + VAT cancellation fee.

Replacement delegates are welcome at any time. If you are no longer able to attend, please contact us to discuss your options.

The Institution reserves the right to cancel any event. In this case, the full fee will be refunded unless a mutually convenient transfer can be arranged. In the event that the Institution postpones an 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.

Please note the following when applying for a visa invitation letter:

• You should apply for a visa at least 3 months before you travel. Please check your visa requirements before you register for an event and make travel arrangements.
• Delegates must register and pay in full in order to apply for a visa invitation letter. Please contact eventenquiries@imeche.org or +44 (0)20 7973 1251 to request an invitation letter. We do not issue visa letters 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 event.
• We are unable to refund tickets outside of our cancellation policy in the event that your visa application is denied, not received in time or withdrawn. In order to issue a refund, we require a copy of the official refusal/withdrawal letter sent to eventenquiries@imeche.org. Our cancellation policy does not apply to any application that is denied due to the identification of fraud or submission of a false document.
• More information on visa requirements is available from the UK Visas and Immigration.

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.

Delegates at IMechE Events have told us it is beneficial to see who else is attending an event. For this reason we make available a list of all delegates (name and job title) to those who are themselves attending an event (the ‘Delegate List’). Should you not wish to appear on this list, please contact us prior to the event by emailing eventenquiries@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

If you are not able to find the answer to your question or you require assistance making a booking, please contact the Event Enquiries team on +44 (0)20 7973 1251 or email eventenquiries@imeche.org.

The Institution takes every endeavour to operate all our events as “COVID-safe” as possible. This includes additional preventative measures, such as cleaning rotas and air ventilation. For further information on our activities in this area, view our infection control solutions webpages.