Event terms and conditions

Bookings can be made by telephone, email, post or via our website

Booking by any of the above methods does not automatically constitute confirmation of a place. BACP will confirm all bookings in writing on receipt of a completed booking form and payment in full.

BACP cannot reserve places on events without payment in full. Bookings without payment will be held on a provisional basis (excluding workshop choices) and places cannot be guaranteed. All bookings are made on a first-come, first-served basis.

If you have not received written confirmation from BACP within seven days of making your booking, please contact the events team on events@bacp.co.uk to check your booking has been received. BACP cannot be held responsible for non-receipt of booking forms.

Payment methods

All fees include VAT at the standard UK rate.  Our VAT registration number is 443 8544 36

Payment can be made by credit or debit card (American Express is not accepted) or by cheque.

All fees must be paid in full at the time of booking.  For fees of £95 and over, requests for invoices are accepted on receipt of an official purchase order from your organisation.  Invoices must be paid no later than 4 weeks prior to the event or 28 days from invoice, whichever is the soonest.  Purchase orders will not be accepted less than 14 days prior to an event.  Any purchase orders received within 28 days of an event must be paid immediately.  If invoices are not paid prior to the event BACP reserves the right to refuse admission to the event until the fee is paid in full.

Cancellations

Cancellations of conference/event attendance will be required in writing or by email. If there is more than three weeks to the conference/event a refund will be issued in line with the refund policy. Cancellations after this period or failure to attend without prior notification will incur a 100% cancellation charge unless the cancelled place can be resold. In this case, we will advise you after the event has taken place and the refund policy will be applied. 

Refund eligibility

All paid membership subscriptions or payments for services eg  journal subscriptions, events etc. will be subject to a 30 days cooling off period from the date of renewal or purchase. Certain services such as digital content are exempt from a cooling off period. 

Any fees paid will be refunded in full to you once a written/emailed request to cancel the service has been received, within the 30 days cooling off period. 

After the 30 days cooling off period (except digital products and membership subscriptions) any refund for products and services i.e. events, accreditation applications, will be subject to an administration charge of £20 where no fault occurred on behalf of BACP. We try to refund members by the same method that we received the payment.

Substitute delegates

BACP will accept substitute delegates without administration charges at any time subject to receipt of substitute delegate details and, where applicable, immediate payment of any additional fees due.  Where the substitute delegate is entitled to a fee less than that originally paid, no refund will be given.   BACP cannot guarantee the inclusion of substitute delegate details into the event administration process if the substitution is made with less than 10 days’ notice.

Specific requirements and dietary needs

BACP is committed to meeting the needs of all delegates and will try to ensure any specific requirements are fully met subject to reasonable prior notice. Please state your request at the time of booking and we will confirm arrangements

Publicity

We may use photographs taken at events in publicity and marketing materials, including use on our website. Your attendance at an event may mean that you are featured in such photographs and you are deemed not to object to the taking of such photographs as detailed above. If you do not wish to be included in any photograph, please notify the photographer at the relevant event prior to the photographs being taken.

Filming

BACP may record events for use in an online video library, BACP publicity and/or marketing materials including use on our website. This filming will primarily focus on the speakers and their presentations however, some shots of the audience may be included. Your attendance at these events mean that you give deemed consent to your inclusion in these recordings. If you do not wish to be included in any recording it is your responsibility to notify the cameraman at the event prior to the commencement of the filming.

Data protection

Please see our privacy policy

Limitation of liability

  1. In no event will BACP be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from attending events unless it is directly due to negligence on its part
  2. In no event will BACP be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from using the material or information gained at BACP events.
  3. The copyright of all training material rests with the trainer or speaker, and BACP may not be held responsible for any infringements as a result of plagiarism, libel, slander or any misuse of any material.
  4. BACP shall not be responsible or liable for any loss or damages of any nature whether direct or indirect including any loss of profits or any consequential damages suffered or incurred by the event attendees for whatever reason.

BACP reserves the right to amend or cancel any event or event times and dates. This includes changes to speakers, content and programme. In the unlikely occurrence of an event cancellation, BACP will return any payments received in advance. BACP will not, however, refund any costs incurred as a result of this cancellation or provide any additional sums by way of compensation.

Terms and conditions regarding Certificate of Proficiency assessments

  1. BACP reserves the right to transfer or assign all or any of its rights, duties and responsibilities set out in these Terms and Conditions to third parties. I understand that there are certain circumstances where BACP may need to disclose my personal information to a third party organisation, who will help supply the CoP assessment. This includes but is not limited to our online CoP supplier, TestReach Limited. By booking your CoP assessment, you are agreeing to these terms and conditions and for your information to be shared with third parties in this way to enable BACP to supply the services to you.
  2. I confirm and agree to inform BACP if I am unable to attend an assessment giving at least five working days notice prior to the assessment. If I do not give sufficient notice then BACP reserves the right to charge a booking fee of £30 if I subsequently book to take the assessment again.
  3.  I understand that the Certificate of Proficiency will be in exam conditions and that I am expected to behave accordingly. (Detailed information about our expectations of you as a candidate will be provided on the assessment day)
  4. I understand that my assessment may be terminated if my behaviour is deemed inappropriate and that, if this occurs, I will not be entitled to any compensation in relation to expenses incurred.
  5. I understand that three successive failures of the CoP assessment will result in the removal of my BACP membership for a period of no less than six months.
  6. Should my membership be removed due to three successive CoP failures, no refund will be given of previously paid membership fees.
  7. Should my membership be removed due to three successive CoP failures, I will be required to sit and pass the CoP before re-entry into membership at a fee of £75, payable on booking. I understand I will then need to re-apply for membership as a new applicant.
  8. Any re-entry to membership after a period of removal will be subject to article 12.3 of the Articles of Association.
  9. BACP reserves the right to amend (including but not limited to venues, dates and times) or cancel a Certificate of Proficiency date. In the unlikely occurrence of an event cancellation, BACP will not refund any costs incurred as a result of this cancellation or provide any additional sums by way of compensation.
  10. BACP reserves the right to request supporting evidence from members at any stage who have notified us of specific adjustments required to enable them to take the assessment.

Failure to pass the Certificate of Proficiency (after three attempts)

If a member fails to pass the CoP after three attempts membership can be reinstated after six months by booking on and paying for a CoP, passing the CoP, completing a new ‘Invitation to Membership Application Pack’, and paying the new 12 months membership fees. 

Members are able to pay to book, complete and pass the CoP prior to the conclusion of the six months exclusion period; however membership cannot be reapplied for until six months have passed since termination. 

In all cases membership will start with new renewal dates once all elements are completed and processed.

Data protection

We respect all the personal data we hold and take our responsibilities under current data protection legislation very seriously. If you’re unsure how your data is being used, please contact us at dpo@bacp.co.uk.

We outsource the management of CoP assessments to TestReach Ltd (see the TestReach privacy statement) and will share your name, membership number, email address and telephone number with them. We’ll also give them minimal details of any previous CoP assessments you’ve taken to ensure that questions are not repeated. TestReach will only keep your personal data during the assessment process and until you pass the CoP. Once this is complete they will delete any data that could identify you from their system.

Why we may withdraw membership

BACP’s Articles of Association detail some of the overarching reasons members may cease to be a member or have their membership withdrawn (Article 12) unless the Board of Governors determines otherwise. 

Some more practical examples of how we may exercise our rights to withdraw membership are: 

  • If a member fails to attain Registered Member status (Article 12.5(h)(i)(k))
  • If a member fails to pass the Certificate of Proficiency (after three attempts) (Article 12.5(h)(i)(k)) 

Complaints policy

At BACP we always aim to provide a high quality service to both members and non-members.  

We welcome feedback on how we can improve our service and communications to ensure that they are always valuable and appropriate. Please tell us if you are unhappy so we have the chance to put things right.   

You may find it beneficial to read through our other policies and procedures, Ethical Framework or Articles before making a complaint. These could provide you with further information as to why we have acted in a certain way or made a specific decision. 

In any relationship things can go wrong or there can be a difference of opinion. In the first instance we hope that you will have addressed your concern to the department directly involved.  However, if you are still dissatisfied with the outcome you are able to make a formal complaint following these policy guidelines. 

See our Complaints policy