Last updated: 15 September 2026
Introduction
This page (together with our Privacy Policy, Terms of Website Use and Website Acceptable Use Policy) tells you information about us and the legal terms and conditions (“Terms”) under which you place a booking (a “Booking”) with us through our website (our “site”).
These Terms apply to any contract between us relating to a Booking (“Contract”).
By submitting a Booking you confirm that you are acting on behalf of a business, company, university, institution or other organisation and that you have the authority to bind that organisation and the delegates included in the Booking to these Terms. References to “you” and “your” in these Terms include the organisation making the Booking and the delegates attending the conference under that Booking.
These Terms shall prevail over any additional or conflicting terms proposed by you, including any terms referenced in any purchase order, confirmation or other documentation provided by you.
Bookings may include additional services requested by individual delegates (for example additional accommodation nights or accompanying guests). Any such additions will be treated as part of the relevant Booking and will be subject to these Terms.
If you refuse to accept these Terms, you will not be able to place a booking for services from our site.
You should print a copy of these Terms or save them to your computer for future reference.
We may amend these Terms from time to time. Every time you wish to make a Booking, please check these Terms to ensure you understand the Terms which will apply at that time.
These Terms, and any Contract between us, are only in the English language.
1. INFORMATION ABOUT US
1.1 We operate the website www.fusion-conferences.com. We are Fusion Conferences Limited, a company registered in England and Wales under company number 06619510 and with our registered office at Unit 5D, Lynx Business Park, Fordham Road, Snailwell, Newmarket, Suffolk, CB8 7NY, England. This is also our main trading address. Our VAT number is 319 6390 82.
1.2 To contact us, please see Contact Us.
2. YOUR BOOKING
2.1 When you make a Booking you warrant and represent that you have the authority to accept, and do accept, on behalf of your organisation and the group of delegates which you represent, the Terms. You must be 18 years old at the time of placing the Booking and possess the legal capacity and authority to make the Booking on behalf of the organisation which you represent.
2.2 At the time of making your Booking you confirm that you and all delegates to which your Booking relates are all and will remain adequately insured and will continue to be so insured for the full duration of the trip relating to the Booking, such insurance to include (but in no way be limited to) personal accident cover, medical expenses, cancellation expenses, delayed departure and transport failure, personal baggage and money.
2.3 The ticket types and any additional terms and conditions which apply to those tickets are explained on our website.
2.4 Depending on the ticket type being purchased, a non-refundable deposit per person may be required at the time of Booking.
2.5 Once you make a booking, we will then send you a Booking confirmation email (plus an invoice, where applicable) confirming your purchase. If, at any time, you owe us additional sums relating to your Booking we may invoice these at any time and you agree to pay this invoice within 7 days of receipt.
2.6 It is your responsibility to check the accuracy of the Booking confirmation/invoice immediately upon receipt and notify us in writing of any incorrect details within 24 hours. In the absence of such notification, you will be deemed to have accepted the details as correct.
2.7 Where we are providing financial assistance to you for your representative to attend a conference (e.g. in connection with your representative being a speaker or chair), you acknowledge and accept, and will procure that they acknowledge and accept that such financial assistance is conditional upon:
2.7.1 the representative acting in good faith towards us and when participating in the conference;
2.7.2 the representative attending the entire conference.
Failure to comply with these conditions may result in the cancellation or withdrawal of any funding. We also reserve the right to require repayment of any funding where these conditions are not met.
3. PRICE & PAYMENT
3.1 All prices advertised on our site are accurate as at the date that they are published by us and we reserve the right to change any of these advertised prices from time to time.
3.2 The price of your Booking will be confirmed at the time the Booking is made and will include any added extras that you have selected, such as additional nights or accompanying guests. Unless stated otherwise, prices shown on our site include applicable local taxes known at the time of publication but are exclusive of UK VAT where applicable. Where local taxes, levies or similar charges imposed by a venue, hotel or local authority increase after the date of your Booking, and such increases are passed on to us by the relevant supplier, we reserve the right to pass on the amount of such increase to you. In such circumstances we will notify you of the increase as soon as reasonably practicable.
3.3 For the avoidance of doubt you and all delegates remain responsible for all on-site or ancillary charges not expressly included in your Booking, including but not limited to non-conference package related meals, accommodation upgrades, additional services or personal expenses, and these must be settled directly with the relevant supplier or venue (as applicable).
3.4 If you fail to pay any amounts on time, we reserve the right to cancel your Booking and charge you any applicable cancellation fees plus our administration charges (see clause 5 (“Cancellation by you”) for details).
3.5 You must pre-pay for all conferences that you wish your delegates to attend. Payment on site at a venue for a specific conference is not permitted and you will not be permitted access to the conference. No attendee (which includes any delegate, speaker or Chair) will be admitted to any conference or event unless payment in full has been received and cleared into our account prior to the commencement date of the conference.
3.6 If we permit you to make payments to us by bank transfer, it is your responsibility to pay any additional charges or fees incurred when making the payment to us (i.e. sums applied by or on behalf of your bank or any intermediary bank to transfer the money to us). You must ensure that we receive the full invoiced amount in cleared funds, without any deduction for such charges or fees.
4. YOUR CONTRACT
4.1 By asking us to confirm your Booking you are accepting on behalf of all your delegates that these Terms constitute the entire agreement between us with regard to your Booking. References to “you” and “your” will include you and all your delegates.
4.2 In placing the Booking you consent to our processing of personal information about you and the other delegates in your group and your attention is drawn to the Terms of our Privacy Policy. You warrant that you have obtained all necessary consents from delegates for the provision to and processing by us of personal data disclosed to us for the purposes of the Booking. We shall process such data solely for the purpose of delivering the conference services and as otherwise set out in our Privacy Policy and in compliance with applicable data protection laws.
4.3 Following a Booking we will share the personal information that you have provided on your behalf, and on behalf of all delegates included in your Booking, with the venue hosting the conference, which shall only use this personal information strictly for the purposes of confirming and facilitating your Booking.
4.4 You warrant that all information which you provide to us in connection with the Booking is complete and accurate in all material respects.
5. CANCELLATION BY YOU
5.1 Unless a different cancellation deadline or refund policy is stated on our site, in the relevant conference information or on your Booking confirmation/invoice (including where certain ticket types are stated to be non-refundable), if you wish to partially or fully cancel your Booking once it has been confirmed by us you must do so in writing within 7 days from the issue date printed on your invoice. A 5% administrative fee will be deducted from all refund amounts. Where a Booking is made after the published registration deadline for a conference, or at a time when cancellation charges would apply immediately under clause 5.3, the 7‑day cancellation period will not apply and the applicable cancellation charges set out in clause 5.3 will apply from the date the Booking is confirmed.
5.2 Following expiration of the cancellation period detailed in clause 5.1 you will still be permitted to partially or fully cancel your Booking but you will be liable to pay the relevant cancellation fees as detailed in the clause 5.3 and we will provide you with a cancellation invoice within 14 days of the date of your cancellation.5.3 Where refunds are due to you (see scale below), refunds will be provided only on pre-paid amounts in excess of the non-refundable deposit, less a 5% administrative fee and subject to any deadlines imposed by the conference or venue. All deposits are non-refundable in all circumstances. Unless otherwise stated on our site, in the relevant conference information or on your Booking confirmation/invoice (including where certain ticket types are stated to be non-refundable), the following cancellation charges will apply based on the date we receive your written notice of cancellation. Where a Booking is made after the relevant deadline set out below, the applicable cancellation charge will apply immediately from the date of Booking:
|
Period before the booked conference start date when notice of cancellation is received by us |
Cancellation charge (percentage of the total Booking price) |
| More than 365 days | Full refund less administrative fees |
| 365 - 180 days | 50% of the Booking price (plus the administration fee) |
| 181 - 91 days | 75% of the Booking price (plus the administration fee) |
| 90 days or less | 100% of the Booking price |
5.4 If you cancel part of your Booking (e.g. cancelling one delegate place in a booking for four delegates), you will be required to pay a prorated cancellation charge.
5.5 If you make a late Booking, such that cancellation charges would be due immediately if you then decided to cancel the booking (see table in clause 5.3, above), it is your responsibility to consider if you should take out appropriate insurance relating to the risk of incurring cancellation charges.
6. CANCELLATION BY US
6.1 Whilst we will do everything reasonably within our power to provide your trip as booked, we reserve the right to cancel your Booking at any time, including for lack of minimum delegate numbers required to deliver the conference. If we cancel your Booking for reasons other than your non-payment or breach, our liability is strictly limited to a refund of sums paid by you to us in respect of the cancelled Booking, or, at our sole discretion, we may offer you a suitable replacement conference or event as an alternative to a refund. We shall not be responsible for any other costs or losses you incur as a result of the cancellation, including (without limitation) travel, accommodation or other arrangements booked separately by you, and we recommend that delegates obtain appropriate travel insurance to cover such costs.
6.2 Following a cancellation of your trip and if you choose to accept a replacement trip from us then these Terms will apply to your new Booking. If the replacement trip is of a lower price to the one originally booked we will refund the difference in price to you. If the alternative trip is a higher price than the one originally booked, we will discuss this with you as part of offering you an alternative and will require you to make a top-up payment if you decide to accept the alternative.
6.3 We will not cancel your Booking with less than seven days to go before the date of your booked conference except for in the circumstances described in clause 14 (“Events Outside our Control”).
7. IF YOU CHANGE YOUR BOOKING
7.1 If you decide to extend or make additions to your Booking we will always do our best to accommodate reasonable requests. An administration fee may apply depending on the changes requested.
7.2 All changes are subject to availability at the time of request and prevailing prices at the date the change is made. We may also apply an administration fee, depending on the changes requested.
7.3 If you request to change a ticket type (for example, you make a Booking for a Single ticket type and then ask to amend the ticket type to Shared), subject to availability, we will use reasonable endeavours to make these changes if requested any time up to four (4) months prior to the conference date. We cannot make changes to ticket types during the four (4) month period prior to the conference date.
7.4 If you request to remove any delegates, accompanying guests, and/or overnight stays from your Booking, please note that these will be classified as partial cancellations and so the terms and conditions of clause 5 (including applicable cancellation charges) will apply.
8. IF WE CHANGE YOUR BOOKING
8.1 We reserve the right to make reasonable changes to the programme, schedule, speakers, or venue (provided the new venue is within the same city or geographic area) at any time. We consider these to be non-material changes and you confirm your agreement with this. If we need to make any material changes to your Booking, we will notify you of this as soon as reasonably practicable outlining the options available to you (“Material Change Notice”).
8.2 If we make a material change to your Booking then you may (as detailed in the Material Change Notice):
8.2.1 accept the new arrangements offered by us (which will typically take place within 18 months of the original conference date); or
8.2.2 accept a replacement conference or event of a equivalent or similar standard and price; or
8.2.3 cancel your Booking with us and receive a full refund of all monies paid in respect of the Booking.
8.3 You must notify us in writing of your chosen option within 30 days of the date we send the Material Change Notice. If we do not receive your response within that period, we reserve the right to treat you as having accepted the revised arrangements or to select one of the options in clause 8.2 on your behalf.
9. DOCUMENTATION AND PRE-DEPARTURE INFORMATION
9.1 It is your responsibility to ensure that all delegates have valid passports, visas, health certificates, and any other documents necessary to attend the conference and to comply with all applicable exit and entry requirements at your departure and arrival points. We accept no liability for any costs, losses, or inability to participate arising from incomplete or faulty documentation.
9.2 It is your responsibility to make any necessary travel arrangements (to the extent that these are not included in your Booking) relevant to your trip, for example, car hire, or transport to/from airports. Where you are responsible for making such arrangements, we are not responsible for any costs, losses, or inability to participate arising from delays or other transportation issues or arising from changes to or cancellation of the conference that affect those arrangements.
10. COMPLAINTS AND DISPUTES
10.1 In the event that any issues or problems arise (and you cannot resolve this at the conference venue, if applicable), please notify our customer support team as soon as reasonably possible so that we can try and seek a resolution.
10.2 Where you would like our support with an issue or problem, you must notify us of this in writing no later than seven (7) days after your departure from the conference, providing reasonable details of the complaint. We will then take all reasonable steps to investigate your complaint and we aim to respond to any written complaints within 28 days of receipt. You then have a further seven (7) days to let us know if you accept the outcome of our investigation (or not), after which time you will be deemed to have accepted it.
11. BUILDING WORK AND NOISE
11.1 We do not accept liability for any inconvenience, disturbance or loss suffered as a result of building or maintenance works at the venue, noise or other local conditions or incidents outside our reasonable control.
12. SPECIAL REQUESTS
12.1 If you have a special request for a facility or service not advertised we shall endeavour to pass it on to the hotel but we cannot guarantee that it will be met and we have no liability to you if it is not. Special requests are not binding unless expressly confirmed by us in writing. Any booking conditional on special requests being met will not be accepted.
13. EXCURSIONS
13.1 We may advertise activities, excursions, services or other leisure activities available during your trip provided by third parties (“Third Party Providers”). If you decide to make a purchase from a Third Party Provider, you will be purchasing directly from them, and we have no responsibility or liability for the Third Party Provider’s contract with you for the purchased services. We also recommend you consider if you have appropriate insurance in place relevant to the excursion/leisure activity you are purchasing from the Third Party Provider.
14. EVENTS OUTSIDE OUR CONTROL (FORCE MAJEURE)
14.1 We will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under a Contract that is caused by an Event Outside Our Control. An Event Outside Our Control is defined below in clause 14.2.
14.2 An Event Outside Our Control means any act or event beyond our reasonable control, including without limitation strikes, lock-outs or other industrial action by third parties, civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war, fire, explosion, storm, flood, earthquake, subsidence, epidemic, pandemic, or any other natural or nuclear disaster, thefts, quarantine or medical regulations, customs regulations, sanctions, interruption or failure of a utility service or interruption or failure of the use of railways, shipping, aircraft, motor transport, closed or congested airports and ports, or other means of public or private transport.
14.3 If an Event Outside Our Control takes place that affects the performance of our obligations under a Contract:
14.3.1 we will contact you as soon as reasonably possible to notify you; and
14.3.2 our obligations under a Contract will be suspended and the time for performance of our obligations will be extended for the duration of the Event Outside Our Control. Where the Event Outside Our Control results in you missing your planned conference under the Terms of your Booking then we will, so far as possible and subject to the Terms of clause 8 (If we change your booking), offer you a replacement conference.
We shall not be liable for any losses or costs incurred by you as a result.
15. OUR RESPONSIBILITY
15.1 We will provide our services with reasonable care and skill. All conditions, warranties or other terms which might otherwise be implied are excluded to the fullest extent permitted by law.
15.2 Please note that we cannot accept responsibility for disappointment suffered as a result of unrealistic expectations. We do not accept responsibility where there has been no fault on our part or that of our suppliers or the cause was your fault or the actions of a third party unconnected with your Booking arrangements, or could not have been foreseen or avoided by us or our suppliers even if all due care had been exercised.
15.3 We shall not be liable for changes to, or cancellation of any personal travel arrangements that you have made in relation to your planned trip, to include the prevention of a delegate from being permitted to travel on an aircraft, vehicle or vessel by any person in authority at the port of departure and nor shall we be liable for any delegate who is denied access to any pre-booked accommodation (whether at the conference or otherwise) by any person in authority because you or any delegate within your party appears unfit to travel or is likely to cause disturbance or discomfort to other travellers or guests (as the case may be). In this latter instance full cancellation charges (see clause 5.3) will also be applied and no refunds will be due to you.
16. OUR LIABILITY TO YOU
16.1 Subject to clause 16.2 and clause 16.3, if we fail to comply with the Contract, we are responsible for loss or damage you suffer that is a direct and foreseeable result of our breach of the Contract or our negligence, but we are not responsible for any loss or damage that is not foreseeable at the time of the Booking. We will not be liable to you, whether in contract, tort (including negligence), for breach of statutory duty, or otherwise, arising under or in connection with the Contract for:
16.1.1 loss of profits;
16.1.2 loss of sales or business;
16.1.3 loss of agreements or contracts;
16.1.4 loss of anticipated savings;
16.1.5 loss of or damage to goodwill; and
16.1.6 any indirect or consequential loss.
16.2 We do not in any way exclude or limit our liability for:
16.2.1 death or personal injury caused by our negligence; or
16.2.2 fraud or fraudulent misrepresentation.
16.3 Subject to clause 16.1 and clause 16.2, our total liability to you arising out of or in connection with this Contract (whether in contract, tort, breach of statutory duty or otherwise) shall in no event exceed the higher in value of (i) the amount paid by you to us under the Booking giving rise to the liability or (ii) any amounts paid to us under our insurance policies relating to that liability (less any excess that we are required to pay).
17. USE OF OUR SITE
17.1 Your use of our site is governed by our Terms of Website Use and Website Acceptable Use Policy. Please take the time to read these, as they include important Terms which apply to you.
17.2 You are responsible for maintaining the confidentiality and security of your account logins and for all activities that occur under your account.
18. HOW WE USE YOUR PERSONAL INFORMATION
18.1 We only use your personal information in accordance with our Privacy Policy or otherwise in accordance with applicable data protection laws.
19. COMMUNICATIONS BETWEEN US
19.1 When we refer, in these Terms, to “in writing”, this will include e-mail.
19.2 If you wish to contact us in writing, or if any clause in these Terms requires you to give us notice in writing, you can send this to us by e-mail to admin@fusion-conferences.com or by pre-paid post to Fusion Conferences Limited at Unit 5D Lynx Business Park, Fordham Road, Snailwell, Newmarket, Suffolk, CB8 7NY, England. We will confirm receipt of this by contacting you in writing, normally by e-mail.
19.3 If we have to contact you or give you notice in writing, we will do so by e-mail or by pre-paid post to the address you provide to us in your Booking.
20. OTHER IMPORTANT TERMS
20.1 We may transfer our rights and obligations under a Contract to another organisation, but this will not affect your rights or our obligations under these Terms.
20.2 You, or any delegate within your group Booking, may transfer the Booking to any person who satisfies these Terms provided that we have been given reasonable notice prior to the date of departure and where a transfer is made the transferor and the transferee shall be jointly and severally liable to us for payment of the Contract price, in addition to any additional costs arising from such transfer.
20.3 This Contract is between you and us. No other person shall have any rights to enforce any of the Terms under the Contracts (Rights of Third Parties Act) 1999.
20.4 Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful or unenforceable, the remaining paragraphs will remain in full force and effect.
20.5 If we fail to insist that you perform any of your obligations under these Terms, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.
20.6 These Terms and any dispute or claim arising out of or in connection with them or their formation (including non-contractual disputes or claims) will be governed by and construed in accordance with the law of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.