Royal Papworth Hospital NHS Foundation Trust (referred to in this document as ‘Royal Papworth’) is committed to providing high quality events to all its delegates.  We recognise that on occasions delegates will book onto events and subsequently find that they are unable to attend.  In these situations, delegates should notify us of their need to cancel an event booking as soon as possible.

Similarly, Royal Papworth will on occasion find it necessary to cancel an event and when this need arises, we are committed to taking positive steps to alert you to the cancellation as soon as possible.

The information below outlines the action to be taken in case of cancellation.

1.0 General

If you need to cancel your booking/s event, our cancellation procedure is as follows:

• Please send cancellation details to the event organiser by email to papworth.pdevents@nhs.net

1.2 Please inform the event organiser if you wish to send a replacement delegate, including their requirements (e.g. diet, access etc), so we can ensure that we offer them the best possible service at the event.

2.0 Cancellation by delegates on events for which there is an attendance charge:

2.1 If you notify Royal Papworth of your cancellation more than 6 weeks prior to the event and before any training materials have been dispatched to you, we will provide a full refund of the registration fee or offer a transfer of credit for another Royal Papworth event. Please note: We will be unable to refund the booking processing fee of up to 3.5% of the amount paid

2.2 If you notify Royal Papworth of your cancellation 14-29 days prior to the event 50% cost of the ticket will be payable. We will be unable to refund the booking processing fee of up to 3.5% of the amount paid

2.3 If you notify Royal Papworth of your cancellation less than 14 days prior to the event the full cost will be payable. Should you wish to send a replacement delegate, please inform the event organiser, including their requirements (e.g. diet, access, etc). In this case the cancellation fee will not apply, unless the replacement delegate does not attend.

2.4 Where you have booked a place at an event and do not attend without notifying Royal Papworth of your cancellation the full fee will be payable.

3.0 Cancellation by delegates on events for which there is no attendance charge:

If you need to cancel your booking/s for a free event, our cancellation policy is as follows:

3.1 Please send cancellation details to the event organiser by email. We request that delegates inform us of cancellations as soon as possible so we can reallocate the place to a person on the waiting list. Our events are often over-subscribed and your place can often be filled by another delegate.

3.2 Please inform the event organiser if you wish to send a replacement delegate, including their requirements (e.g. diet, access etc) so we can ensure that we offer them the best possible service at the event.

3.3 Royal Papworth will accept cancellations and substitutions made up to a week prior to the event.

4.0 Purchases of eLearning and/or Learning Hub materials are non-refundable and non-transferable

5.0 Cancellation of an event by Royal Papworth Hospital:

5.1 Royal Papworth is committed to offering high quality events that meet the needs of delegates and will always aim to run events once delegates have booked onto them. Occasionally circumstances will arise which result in the need to cancel an event. When this is the case Royal Papworth will take active and positive steps to inform you as soon as possible by phone and/or email. Royal Papworth reserves the right to modify or cancel any event if unforeseen circumstances arise.

5.2 Where Royal Papworth cancels an event that you have paid to attend, a full refund (or a credit transfer for a future event) will be offered. Full advice on refunds will be provided at the time of cancellation.