Oxford Round Table | Oxford Symposia | Immersive Adventures
Terms & Conditions
1. Definitions and Scope
1.1 These Terms and Conditions apply to all delegates, presenters, observers, guests, and accompanying persons (collectively, “Participants”) attending any conference, symposium, programme, or event organised by Oxford Round Table Symposiums (“the Conference”).
1.2 Oxford Round Table Symposiums is organised and coordinated by Shenette Alexander (“the Organiser”).
1.3 By submitting a registration, making a payment, or attending any part of the Conference, Participants confirm that they have read, understood, and agreed to be bound by these Terms and Conditions in full.
2. Registration and Contract Formation
2.1 A binding contract is formed upon receipt of a completed registration and payment of the conference and/or immersive package fee.
2.2 Registration is required for all Participants. Attendance at any Conference session, meal, tour, or activity without registration is strictly prohibited.
2.3 Registration fees apply per individual and may not be shared, divided, deferred, or reused for attendance at a different session, year, or Conference.
2.4 The Organiser reserves the right to refuse or revoke registration at its sole discretion where these Terms and Conditions are breached.
3. Fees and Payment
3.1 All fees are quoted in GBP unless otherwise stated and are payable by the deadlines published on the Conference website or invoice.
3.2 Registration fees cover only those elements expressly stated in Conference materials. Travel, accommodation unless explicitly included, meals outside the programme, visas, insurance, and personal expenses are the sole responsibility of the Participant.
3.3 Failure to pay fees in full by the stated deadline may result in cancellation of registration without refund.
3.4 Late registration fees may apply after published deadlines at the sole discretion of the Organiser.
4. Email Communications and Consent
4.1 By registering for this programme, Participants consent to receive email communications from Oxford Round Table Symposiums and/or Oxford Symposia regarding participation, related events, future programmes, and relevant news. Participants may unsubscribe at any time.
5. Attendance, Substitution, and Participation
5.1 Registrations are personal to the named Participant. Substitution is permitted only with prior written approval and may be subject to an administrative fee.
5.2 Participants who do not attend, arrive late, depart early, or fail to participate fully for any reason are not entitled to refunds or credits except as expressly provided in Section 8.
5.3 Attendance at Conference meals, sessions, and activities is restricted to registered Participants only. Guests are not permitted unless separately registered and paid.
6. Code of Conduct
6.1 The Conference is conducted in a professional and respectful manner consistent with Oxford collegiate standards.
6.2 Harassment, intimidation, discrimination, or disruptive behaviour will not be tolerated.
6.3 The Organiser reserves the right to remove any Participant from the Conference without refund if conduct is deemed disruptive or inappropriate.
7. Intellectual Property and Recording
7.1 All papers, presentations, materials, and discussions remain the intellectual property of their respective authors.
7.2 Participants grant the Organiser permission to photograph or record Conference activities for promotional and archival purposes.
7.3 Audio or video recording by Participants is prohibited without prior written consent from the author and the Organiser.
8. Cancellations and Refunds
8.1 All cancellation requests must be submitted in writing via email.
8.2 Refunds are calculated based on the first day of the Conference session.
Cancellations received prior to the first day of the Symposium:
Refund
95 days or more:
100% of fees paid refunded, less a 5% administrative fee
94–65 days:
75% of fees paid refunded, less a 5% administrative fee
64–45 days:
25% of fees paid refunded, less a 5% administrative fee
44-0 days:
No Refund
8.3 Registration fees are non-refundable for non-attendance, including visa refusal, travel disruption, illness, or personal circumstances.
8.4 Participants are strongly advised to obtain comprehensive travel and cancellation insurance.
9. Visa Requirements and Immigration Compliance
9.1 Participants are solely responsible for determining visa requirements and compliance with UK immigration laws.
9.2 The Organiser does not provide immigration advice, sponsorship, or guarantees of visa issuance.
9.3 Invitation letters or confirmations do not constitute sponsorship or assurance of visa approval.
9.4 Payment or registration does not imply visa approval.
10. Visa Refusals, Delays, and Non-Attendance
10.1 Visa refusal or delay shall not be grounds for refund outside the standard cancellation policy.
10.2 Participants remain subject to standard refund terms regardless of visa outcome.
10.3 The Organiser bears no responsibility for visa-related costs.
11. Timing and Risk Acknowledgement
11.1 Participants acknowledge visa processing times are outside the Organiser’s control.
11.2 Participants are advised to apply well in advance.
11.3 Visa risk is assumed entirely by the Participant.
12. No Deferrals or Transfers
12.1 Visa refusal or delay does not entitle a Participant to defer, transfer, receive a refund, or receive a credit.
13. Border Entry and Removal
13.1 The Organiser is not responsible for border authority decisions.
13.2 No refunds will be issued for denied entry or early removal.
14. Travel Insurance Recommendation
14.1 Participants are strongly advised to obtain comprehensive travel insurance.
15. Programme Changes and Force Majeure
15.1 The Organiser reserves the right to make reasonable programme changes.
15.2 The Organiser is not liable for force majeure events.
15.3 In the event of cancellation by the Organiser, registration fees will be refunded in full.
16. Liability and Insurance
16.1 Participation is at the Participant’s own risk.
16.2 Liability is limited to the fullest extent permitted by law.
16.3 Participants are responsible for their own insurance.
17. Data Protection and Privacy
17.1 Personal data will be processed in accordance with UK GDPR and used solely for Conference administration.
18. Governing Law
18.1 These Terms are governed by the laws of England and Wales.
18.2 Courts of England and Wales have exclusive jurisdiction.
Contact Information
Shenette Alexander
Oxford Round Table Symposiums
shenette@oxfordinternationalroundtable.co.uk
Phoebe Lane
Oxford Symposia
coordinator@oxfordsymposia.co.uk