In Person Events - Delegate Terms and Conditions

Events booking and cancellation

Cancellation of events

As a not-for-profit organisation, SurrogacyUK will strive to provide as much notice as possible in the event of a cancellation of our in-person events, e.g., a volunteer-led conference or information day. However, cancellations may occur at short notice.

SurrogacyUK will not be liable for any personal arrangements, such as hotel or local reservations made to attend the event.

Cancellation of attendance at an event

If you can’t attend an event, please let us know in advance by emailing events@surrogacyuk.org.

SurrogacyUK Conference 2025 

SurrogacyUK is a not-for-profit company that takes considerable risk by investing in an annual conference. We endeavour to keep ticket prices as low as possible and aim to break even on the costs of the conference. We do not apply a levy to tickets to account for losses due to potential refunds as this would increase the cost of all tickets. Therefore, the cost of any refunds would be a real cost to SurrogacyUK and would impact our ability to provide services to our members.

For that reason, we have a strict no-refund policy. As with most ticketed events, by purchasing a ticket you are committing to the expenditure even in the event that you can’t attend the conference. Regrettably, we will not be able to consider a refund under any circumstances (including bereavement or challenges in your surrogacy journey).

However, ticket resales are permitted if you find another eligible community member to transfer your ticket to (for example, by advertising on the HUB). To resell your ticket:

1. Find a buyer (please ensure the recipient meets any necessary criteria – e.g., discounted member tickets can only be transferred to SurrogacyUK members)
2. Contact us at events@surrogacyuk.org, providing the buyer’s details and we will transfer the ticket(s)
3. Arrange payment directly with the buyer 

For Surrogacy UK Conference 2025, ticket transfers are only possible until Friday 11th April 2025, as we need to finalise the attendee list by this date and no further changes are permitted thereafter.

Where discounted Intended Parent Applicant tickets are purchased by applicants of SurrogacyUK, please note that these tickets are also non-refundable and may not be exchanged for Intended Parent SUK Member tickets in the event that membership is confirmed prior to the conference.

Please note that all attendees will be issued with wristbands upon arrival at this year’s conference – all attendees must have purchased the appropriate ticket in order to attend this event, and anyone attending without a ticket will be asked to leave.

Changes to the events

SurrogacyUK reserves the right to make alterations to the programme, date and/or venue of the Event at any time without prior notice.

SurrogacyUK uses third party locations and venues to host our conference events.

We are not liable for problems that occur as a result of use of such platforms. By registering for an in-person event, you agree to abide by the relevant venue/location terms and conditions.

SurrogacyUK is not responsible for any hotels or local reservations made in the area in order to attend the event. Any bookings made by an individual to attend an event are made at their own risk.

Intellectual property

All intellectual property rights in materials provided to you during or for the purposes of an Event (including but not limited to any notes, slides or articles) are the property of SurrogacyUK or the relevant Event speakers.

Neither the whole nor any part of a conference may be copied, recorded, reproduced, distributed or transmitted to a third party by any means whatsoever without first obtaining our consent in writing.

Extracts from a Conference Event, and any materials used in an Event may only be used or quoted with our prior permission (which is at our sole discretion) and provided we are fully credited.

Payment methods

All payments are made to SurrogacyUK though EventBrite.

Data protection

Your information will be held by SurrogacyUK. For the purposes of GDPR, SurrogacyUK is the data controller.

Registrations for events are managed using a system operated by a third party under contract to SurrogacyUK and the event itself is run on a virtual platform operated by a third party under contract to SurrogacyUK. Data, including personal data, will be processed and stored on systems managed by these third parties and SurrogacyUK in accordance with the online event privacy notice. The privacy notice also sets out any other ways in which SurrogacyUK may use your personal data.

Where SurrogacyUK contracts with additional third parties to provide events, we may also provide them with access to this data in order for them to fulfil their services to SurrogacyUK.

SurrogacyUK may store the information you have provided on this form in an event database. We will use it for the administration of the event in question, to improve the services we provide and other relevant activity.

You can choose to unsubscribe from SurrogacyUK emails of this kind at any time. You may get your information updated or removed from the SurrogacyUK event database by emailing emailmanager@surrogacyuk.org.

The information you submit will not be kept for any longer than is needed. The length of time will depend upon whether SurrogacyUK has a business need for keeping the information and/or if the law requires that we keep the information for a particular length of time.

As you have provided personal information, we need you to agree to the processing of this data so please ensure that you have reviewed the in-person event privacy notice as by submitting an in-person booking form you are agreeing to us processing this data as described.

We may record incidents of misconduct and inappropriate behaviour where necessary in order to keep participants safe and foster a welcoming environment at our events. We’ll keep the information for two years, or until it is no longer relevant.

Conditions of attendance

You must comply with instructions and directions given by SurrogacyUK and any applicable policies and procedures of which you are notified.

We reserve the right to refuse access to, or remove any delegate from any SurrogacyUK event who, in our reasonable opinion has, or is likely to affect the enjoyment of the other delegates, or who uses threatening, abusive or insulting words or behaviour or who behaves in a manner which may cause a breach of the peace.

SurrogacyUK is dedicated to creating and maintaining a positive event experience where everyone is treated with dignity, courtesy and respect, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age or religion. We do not tolerate bullying, intimidation, harassment or victimisation of event participants in any form.

Any discriminatory language and imagery are not appropriate at any SurrogacyUK event, including in presentation material. If you violate these rules you may be sanctioned or expelled from the event without a refund.

Recording disclaimer

During this event we may do one or all of the following:

• Take screenshots. We will remove any personal images and names/references.
• Record all audio output from the event.
• Video record the event proceedings.

Any subsequent screenshots or recordings may be used in future SurrogacyUK publicity materials only. All video and audio recordings and screenshots will remain the property of SurrogacyUK. By submitting an online booking  form you are agreeing to the screenshotting and/or recording and/or filming of the proceedings, as described above, being made for future dissemination by SurrogacyUK.

Images disclaimer

During this event key SurrogacyUK personnel may do one or all of the following:

• Take photos (subject to your approval).  We will remove any personal images and names/references.
• Video record the event proceedings (subject to your approval)

Any subsequent screenshots or recordings may be used in future SurrogacyUK publicity materials only. All video and audio recordings and screenshots will remain the property of SurrogacyUK. By submitting an online booking form you are agreeing to the screenshotting and/or recording and/or filming of the proceedings, as described above, being made for future dissemination by SurrogacyUK.

Equality and diversity statement

SurrogacyUK is working towards being fully inclusive. We endeavour to arrange events in fully accessible locations.

We may need to pass on information to a third party about your support requirements. If we are not able to reveal these details this may affect the accessibility arrangements we are able to provide. By submitting this booking form you agree to your support requirements being passed on to relevant third parties.

Force majeure

For the purposes of these terms and conditions, “force majeure” means any acts of God (flood, earthquake, tornado, fire, etc.) war, strikes, threats or acts of terrorism or similar acts, disease, pandemic, epidemic, World Health Organisation travel advisory, civil disorder, government requirements, acts of local or central government or other competent authorities or curtailment of transportation.

We will not be liable to you for failure to perform any obligation under these terms and conditions or in relation to your booking to the extent that the failure is caused by force majeure