Terms of Service The Open University Psychological Society
The Open University Psychological Society (OUPS) Terms and Conditions (updated 28th January 2020)
By placing an order for an OUPS product or service you give us permission to contact you using the details supplied for purposes relating to that purchase (e.g. to send you updated event details).
Closing date for residential bookings
We only accept bookings for residential places at our events up to one week in advance of the event date. The last date on which we will accept residential bookings is shown on the relevant events pages. Delegates are welcome to book non-residential places after this date, but must make their own arrangements for any accommodation needed. OUPS cannot provide information on general room availability - please contact the venue directly if this is of interest..
Bookings using OUPS Payplan are confirmed when your first instalment is received. For all other payment methods your booking is not confirmed until full payment has been received by OUPS. For postal and credit/debit card bookings this means that you must provide payment details to our Business Administrator that have been processed successfully. Until then places may be allocated to customers paying straight away (e.g. online with Paypal), and capacity-limited events may become full by the time we receive cleared funds.
When your booking is confirmed we will send you a written confirmation.
Due to restrictions on maximum attendee numbers we prioritise bookings for course-specific events to students who are currently studying or are about to study those courses. If you are booking a course-specific event, please indicate whether you are currently studying that course where requested. We reserve the right to ask for proof that you are studying the course concerned and to cancel your booking if you are unable to provide this.
1. If you need to cancel a booking
If you book a weekend event more than four weeks before the event, or a day event more than two weeks before the event, you will have 7 days after your order is confirmed to change your mind and cancel. To cancel you must give notice in writing. In such circumstances, we will refund any money paid.
If after the 7 day cancellation period you decide to cancel, you will need to inform us in writing.
If you cancel a booking for a weekend event more than 4 weeks before the event, we will refund all money paid minus £25 administration fee if you have not already downloaded the presentations for the event or £75 if you have downloaded them.
If you cancel a booking for a day event more than 2 weeks before the event, we will refund all money paid minus £5 administration fee if you have not already downloaded the presentations for the event or £35 if you have downloaded them.
However, if you cancel after these cutoff dates OUPS will have incurred substantial costs, and no refunds will be given except in certain extreme circumstances of illness and bereavement, where the OUPS Executive Committee or the relevant Regional Committee will consider it. Any request for a refund at this point will need to be accompanied by evidence e.g. doctor’s certificate.
2. If we need to change or cancel an event
We will do everything we can to ensure that the advertised programme is carried out to your satisfaction. If what the committee consider to be only minor changes have to be made to the programme, it will go ahead at the advertised cost. In the unlikely event that the event has to be cancelled or we are forced to make what we consider to be major changes to the programme, you will be notified as soon as possible. You will be offered the option of having a full refund or having the booking transferred to an alternative event. In cases of significant alteration to the programme you might also be offered the option of attending at a lower cost.
3. Accommodation and travel expenses
OUPS will not reimburse the cost of travel or accommodation that you have arranged in order to attend an event, except where this is purchased as part of the event (e.g. Warwick weekend accommodation).
If an event is rescheduled, you may be able to reschedule travel tickets and accommodation costs but you will need to arrange this separately.
If you have annual travel insurance you may be able to claim your money back through your policy, but this will depend on whether you have cancellation cover and if it applies to the cancellation of an event you were travelling to see. We do advise you to consider taking out relevant insurance if you would incur significant costs due to travel disruption or event cancellation.
Places on OUPS events (national and regional) are not transferable. We operate a waiting list policy for cancellations on over-subscribed events and we are obliged to maintain an accurate list of attendee names for all of our events. Consequently you may not give or sell your booking to another party wothout our prior agreement.
We allocate a number of places at weekend events for current OUPS members only who are unable to pay the full fee. Applications for subsidised places on any event on which these may be offered can be made through the link to the application form in the "Subsidised places" section on the event page. This section and link are only published from the date the event opens for booking until the closing date (usually 10 weeks before the event). Applications outside these dates will not be processed. A separate application must be submitted for each event on separate forms.
OUPS may on occasion issue promotional discount codes for particular events. Unless specified otherwise these promotional codes can only be used once per delegate and may not be used in conjunction with any other discounts such as OUPS member discount. Where discount codes are issued to a sole individual (e.g. as compensation) they are not transferable or exchangeable and may only be used for the purposes granted. Special conditions associated with each promotion will be published accordingly and OUPS reserve the right to refuse admission to delegates who are unable to show that they meet the relevant conditions.
What to expect
Rooms are pre-allocated by the University prior to arrival. In September the accommodation we use for events is single study bedrooms, in student halls of residence within a University campus. Standard rooms have shared bathrooms for approx. 6 people along the corridor and communal kitchens, while en suite rooms have private bath rooms and coffee/tea making facilities. In January and May the accommodation is in management conference facilities with ensuite rooms. The campus is open to public access and some facilities may be shared with other groups or organisations. We will do our best to ensure your safety and enjoyment but there are many factors that are outside our control (and other people/organisations on which we are dependent) and we cannot therefore accept liability for injury, loss or inconvenience arising from such factors.
What we expect of you
We would expect you to take care of your property, avoid bringing unnecessary valuables with you and to take sensible precautions regarding personal security. We also expect you to take responsibility for your own behaviour and do nothing to harm the enjoyment of other participants or uses of the facility. The Committee reserve the rights to expel delegates whose behaviour seriously impacts on the enjoyment of the event by others, and to subsequently refuse bookings for future events from those concerned.
What to do if you encounter problems
We will endeavour to meet your needs. Please inform us of specific support you need before the event so we can make adequate arrangements.