Refunds and Cancellation Policy for UKPGS 2023

We are looking forward to holding the UKPGS 2023 meeting on the 27th January 2023 as a face-to-face meeting at the Cavendish Conference Centre, London.

Events of the last few years involving COVID-19 have necessitated UKPGS (the 'Organisation') to include some specific refund and cancellation policies for the 2023 meeting in additional to the general Attendee cancellation terms.


General Attendee Cancellation terms:

  • Should you wish to amend or cancel a booking (a registration or dinner ticket) before the 1 January 2023, you will be due a full refund for the part of the booking payment that you are cancelling.

  • After the 1 January 2023 all booking payments are non-refundable unless:

    • The nature of the cancellation is specifically associated with a COVID-19 Individual cancellation policy;

    • or associated with the Organisation cancellation and refund policy, where full or partial refunds will be offered.

Why the 1 January 2023 - This is the date the Organisation is required to provide final delegate numbers to the venue. We are Contracted to pay the full costs associated with the numbers given. As a meeting organised by physicians for physicians, we need to minimise the financial risks associated with late non-attendance notification at the event.


Cancellation of an Individual booking payment after the 1 January 2023 due to COVID-19

The Organisation has added a specific COVID-19 refund policy.

Individuals may request a refund of booking fees after the 1 January 2023 but only in the case of that person as an Individual is prevented from attending a meeting on the 27 January 2023 because of a COVID-19 UK Government (England, Scotland, Wales, Northern Ireland) or Country of origin Government sanctioned guideline that is in place on the meeting date. 

You are entitled to a full refund (minus an administration fee of 1.5%* of the value of the booking) after the 1 January 2023 if:

  • You, test positive for COVID-19 and/or you as an Individual within the household are required by Law to self-isolate for a statuary period of time (the meeting date(s) falling with this period of self-isolation). Note, you may be required to provide proof of infection.

  • UK or Country travel restrictions prevent you from attending a face-to-face meeting in London. 

Major Exclusions. No refund will be offered if:

  • A Hospital policy is put in place independently from Government advice that prohibits an Individual from attending group meetings.

  • An Individual voluntarily decides they do not wish to attend the meeting because of a COVID-19 personal or Local issue.

  • You are unable to provide proof of a positive COVID-19 LFT or PCR test.

As with any travel or event, it is the individual’s responsibility to ensure they have the appropriate insurance in place to cover any potential losses they may incur as a result of other COVID-19 and non-COVID-19 medical or personal scenarios that are not covered by the Organisation refund policy.  


Cancellation of the UKPGS meeting by the Organisation. Circumstances outside the Organisation’s control - Refund policy

Should circumstances outside our control mean that we sadly have to cancel the face-to-face meeting (even at short notice) on the 27 January 2023, the meeting will be replaced by a virtual-only event on that date or postponed until 2024. Any amendments to the 2023 meeting will be conveyed to delegates as soon as possible.

Full and partial Refunds policy

  • In the case that the 2023 meeting is completely cancelled, i.e. not postponed to a specific date in 2024 and not changed to a virtual meeting a full refund will be offered.

  • In the case that the 2023 meeting is postponed to a specific date in 2023/2024 and not changed to a 2023 virtual meeting, registrants will be offered the option to receive a full refund or have the booking fees paid for 27 January 2023 held by the Organisation as full payment towards next UKPGS booking fees.

  • In the case of the Organisation cancelling the UKPGS 2023 physical meeting but instead holding a virtual meeting on the 27th January 2023:

    • Dinner payments will be fully refunded.

    • Scientific meeting payments will be partly refunded. The non-refundable proportion of the fee being equal to the cost of comparable online-only meeting registration fee.

Circumstances outside our control may include a:

1) UK Government guideline banning indoor public gatherings of more than 30 people or more;

2) or a specific UK-wide NHS Staff non-meeting policy be put in place that prevents NHS Staff gatherings; 

3) or, the Organisers believe it highly likely that the meeting will not be able to take place in January 2023 due to anticipated UK COVID-19 restrictions;

the Organisations will at the earliest opportunity make a decision to alter the meeting to:

  1. a virtual-only event format on the 27 January 2023

  2. or postpone to a specific date later in 2023 or move to 2024. 


REFUND management terms:

  • Any requests for refunds or amendments to bookings must be sent to Louise Richards,

  • We acknowledge that bookings are made in good faith but that circumstances may result in delegates being unable to attend the meetings in January 2023 for reasons outside their personal control. Therefore, while our general policy is not to offer refunds after 1 January 2023, all refund requests will be review on a case-by-case basis.

  • Refunds are made to the payment method used only. Refunds will be processed within 7 working days.

*Note: The administration fee of 1.5% is the amount paid by UKPGS to the payment merchant as transaction fees. The fees are non-refundable to the Organisation.