Terms and Conditions

Booking a place at a conference, event or on a training course

When completing the online booking form, the purchaser is liable for full payment of the fee and must cover any transfer fees applied by their bank if necessary. Full payment must be received before place(s) can be guaranteed. Discounted fees are available for EI members. Under UK Excise Regulations delegates from all countries are required to pay VAT on any event taking place in the UK. The EI is VAT registered in England under No. 274 0453 13 at 61 New Cavendish Street, London W1G 7AR, UK. Invoices can only be requested up to 1 month prior to a conference, event or training course, otherwise payment must be by card online or by phone. Bookings may be made online up until the day before the event/course. If you register online after 12 noon the day prior to the event, please arrive at the venue with your receipt as proof of registration.

*Purchases made from REED.co.uk

Under this policy, you may cancel your purchase of the course within the period of 14 calendar days from the date on which the contract of purchase is concluded. This is called a “Cancellation Period”. Note that if you redeem your voucher during the Cancellation Period, you expressly request us to begin providing the course materials and you acknowledge that you lose your right to cancel the purchase of the course and get any refund for it.


Confirmation of registration and joining instructions will be sent to all delegates in advance of the event, conference or training course. If these are not received one week prior to the relevant events please contact events@energyinst.org or webtraining@energyinst.org.

Records relating to your booking

The EI is the Data Controller of any personal data you supply as part of your booking, and your subsequent interaction with the EI. Your data will be managed in accordance with the EI’s Privacy Policy.


In the event of cancellation of attendance by the ticket purchaser, a refund, less 20% administration charge of the total monies due + VAT, or 30% for IP Week bookings, or £250 + VAT for training courses, will be made provided that notice of cancellation is received in writing one month before the date of the event, conference or training course. No refunds will be paid, or invoices cancelled after this date.

The EI reserves the right to change and amend any advertised speakers/presentations/trainers and timings as necessary and without notice. In the unlikely event of it being necessary, for whatever reason, to cancel an element of the programme, the EI shall not be liable for any expenditure, damage or loss incurred by the delegate, including their delegate fee.

Where an event, conference or training course is cancelled in its entirety, we will endeavour to reschedule. If it cannot be rescheduled, or the delegate cannot make the new date, the delegate fee will be refunded. However, in the unlikely event of the cancellation occurring for reasons beyond our control, to ensure all costs up to the point of cancellation are met, delegates will receive a refund less 50% of the total monies due or paid.

Transfers and substitutions

If the delegate would prefer to transfer to a different training course date, this will be administered at no extra charge provided that notice is received in writing at least 25 working days prior to the start of the course originally booked, and that there are spaces available on the desired course date. After this date transfers will be charged at the cancellation rate. Email: webtraining@energyinst.org

Once a delegate has transferred onto another training course, no refunds can be made for the cancellation of either course. Only one such transfer can be made per delegate.

If you are unable to attend an event or conference you have registered for, a substitute delegate may attend in your place, provided the EI Events team is notified in writing in advance. Only one such transfer can be made per delegate. Email: events@energyinst.org

Exclusion of delegates

The right to exclude any delegate, guest or substitution and to reject any application for registration for any conference, event or training course is reserved.

Additional terms relating to the IP Week and EI Awards gala dinners

Companies reserving 10 tickets will have an exclusive table. Any tables under 10 or any additional tickets above 10 may be accommodated on shared tables. Special requests for tables of 12 can be made; however, these are subject to availability and cannot be guaranteed at time of booking. Table allocation will be considered on a first-come, first-served basis. Tickets include a 4-course (IP Week) or 3-course (EI Awards) meal. Drinks and liqueurs are an additional charge. Full payment must be received on or before the ‘early bird’ rate expires to receive the discount. All tickets are the same price, whether or not you and your guests are EI Members. Tickets for tables will be mailed one month before the event. If you have not received your tickets 7 days prior to the event please email events@energyinst.org. Note that the EI may be unable to meet requirements in full, and we suggest therefore that you do not invite guests until you have received confirmation of your booking.

Successful applicants should secure their guests’ consent to being in the printed guest list and submit names in writing to the EI at the latest one month before the event for inclusion. Name changes or additions submitted after this date cannot be included. Further information regarding the guest list will be provided with the tickets. Special dietary requirements will be accommodated if the hotel is notified at least two weeks before the event. Some requests may incur an additional charge. An additional charge will be levied by the venue to delegates requesting a special meal on the day. Dress is black tie with decorations. Please adhere to the dress code. Admission is strictly by ticket only. The EI and the hotel reserve the right to refuse admission.

Exclusion of liability

When booking any conference, event or training course the purchaser does so entirely at their own risk and the purchaser should make such insurance arrangements as they consider appropriate in the event that the any conference, event or training course is cancelled or otherwise disrupted for any reason. The EI shall accept no liability for, and the purchaser shall hold EI harmless against, any claim for loss of profits, loss of sales or business, loss of agreements or contracts, loss of anticipated savings, loss of or damage to goodwill or indirect or consequential loss in the event that any conference, event or training course is cancelled or otherwise disrupted for any reason.

Nothing in these Terms and Conditions limits any liability which cannot legally be limited, including the EI’s liability for death or personal injury caused by negligence or fraud or fraudulent misrepresentation.

Visa requests

The EI will issue Visa request letters for anyone needing them provided we have received full payment for the course or event. Those not receiving a Visa to enter the UK will be given a full refund less 20% administration charge of the total monies due + VAT for conferences and events, or £250 + VAT for training courses, provided the EI has been notified two weeks prior, or in the case of IP Week 3 weeks prior, to the course/event commencing. Refunds cannot be given after this date. The notification must be accompanied with proof that the visa has been denied – a scanned copy of the letter from the relevant UK Embassy will be sufficient. In the case of any irregularities, the EI may check with the relevant UK Embassy and reserves the right not to issue a refund if necessary.

Terms relating to sponsorship

In the unlikely event that an EI event is cancelled, EI will agree a replacement package across its activities to provide the event sponsors with suitable replacement benefits. Should that not be possible, sponsors will be liable for partial payment of their sponsorship fee to cover all benefits delivered by the EI up to the point when the event is cancelled. The sponsorship fee due to the EI will be calculated based on the cancellation period prior to the event, and will be as follows:

  • More than 9 months to and including 12 months 20%
  • More than 6 months up to and including 8 months 30%
  • More than 4 months up to and including 6 months 50%
  • More than 2 months up to and including 4 months 60%
  • More than 1 month up to and including 2 months 70%
  • Up to and including 1 month 80%

Where an event is held jointly with a sponsor or partner organisation, in accordance with our Privacy Policy, we may share details of registrants to the event with our co-hosts. Where we share such data, partners’ further processing of this is at their own risk. As a condition of receipt of such information they shall indemnity EI against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis)) arising out of or in connection with their subsequent use of that data for any purposes.


Should the UK Government activate it’s Plan B response to the Covid-19 pandemic in the UK, all delegates will be asked to demonstrate their Covid vaccination status at events that have over 500 delegates. In this instance staff at the conference venue will be asking all delegates to show this upon arrival. If you are unable to provide evidence of your status or are unvaccinated, we will be legally obliged to refuse entry. In these circumstances, and if available, delegates will be given access to the online version of the event. No refunds will be offered.

Shopping Cart
Scroll to Top