1. Conference Delegate

By registering for the Communication Matters International AAC Conference (CMConf), you agree to be bound by the following Terms and Conditions.

It is intended that CMConf will operate as an in-person event at the University of Leeds and attendees are encouraged to register on that basis.

• Cancellations by delegates
  Notices of cancellations sent by email to [email protected] and received by 6 August 2025 will secure a full refund, minus a £50 administration fee.
  Cancellations received after 6 August 2025 will not be eligible for any refund.
• Changes to the programme
  Communication Matters (CM) reserves the right to change the content of the programme, speakers, formats, or venue, should the need arise. Programme changes will be updated in the online programme available on the CM website.
• Change of mode of delivery or cancellation by CM
  CM may cancel your booking(s) and does not accept any liability for any failure to provide any part of your booking(s) where caused by any circumstances beyond its reasonable control. Examples of events beyond reasonable control would include, but are not limited to, industrial action, government advice or restrictions, concern with regard to the transmission of illness (including but not limited to COVID), flood or other natural disaster.
  In the event of the above, CM reserves the right to deliver CMConf on an online-only basis, or, if this is not reasonably possible, cancel CMConf. CM will provide notice of any such change or cancellation as soon as reasonably practicable, though this may, of necessity, be at short notice.
  • If notice of change to an online-only basis is made by CM: CM will offer a choice of a full refund less the £50 administration fee, or a refund of the difference in price between the original booking and an equivalent online-only package.
  • If notice of cancellation entirely is made by CM: CM will refund the registration fee in full, minus a £50 administration fee.

CM will not be liable to delegates for any losses or costs other than those detailed above.
CM reserves the right to amend these Terms and Conditions.

CONFERENCE REGISTRATION TERMS 

• If you are applying for a Subsidised Place (for AAC users and their family members in the UK), please contact the University of Leeds Conference Office [email protected] with your application. You will need to include your membership number and the number of places required. Subsidised places are limited and subject to availability.
• If you have any accessibility requirements you will be asked to download a form to email back to us and so we recommend completing your registration on a computer.
• For those delegates who require a BSL interpreter for the presentations, please note that you will need to register no later than 6 weeks before the conference (by 25th July). This is to allow us sufficient time to hire an interpreter and contact the presenters for their notes. If you register later than this, we will still try our best to source an interpreter for you, but this cannot be guaranteed.
• If you have any queries about registration, please email the University of Leeds Conference Office via [email protected].

Early Bird Rate: Registration and payment must be made by 11th July to qualify for the early bird rate.

Payment Type: Card payments are our method of preferred payment. Please pay by card if you can. If this is not possible, you can download an invoice. If you require an invoice, please ensure you have a Purchase Order (PO) document from your finance department before registering. Please use the invoice address, invoice email address and PO number from your PO document when you complete the billing information on the payment page. This information will be replicated exactly on your invoice. The final page will have a button to ‘Download Invoice’. Please download your invoice and immediately attach it to an email to your finance department for payment. The invoice must have all the correct details for your finance department to be able to pay us. It is your responsibility to ensure that the invoice is correct, and that payment is made within 30 days. All registrations for payment by bank transfer must be paid and complete by the 15th of August. Registrations with an outstanding balance after this date will be cancelled.

Group Registrations: It is possible to register more than one individual. After the first person has registered, you will be asked if you would like to add any more people and the registration form will begin again. You will pay for all the attendees at the end.

Members of Communication Matters (or ISAAC if not in the UK) get reduced conference registration, if you are interested in becoming a member, please sign up here https://www.communicationmatters.org.uk/about-us/join-us/

Capacity: Much work has been done to ensure all the spaces we are using for the conference are accessible. For health and safety reasons, there will be a maximum number of people with guidance on the number of wheelchairs that can be accommodated in each location. Please note therefore that this may mean you are turned away from a session that you wish to attend, to ensure it is a safe conference for everyone. Thank you for your understanding.

Privacy Statement: Please Read
To fulfil our contractual obligation to you (as a delegate) the University of Leeds Conference Office and Communication Matters will use the information you give to manage your event attendance.
To facilitate this process, your data will be stored in a secure database on Aventri which will be accessed by Communication Matters and the University of Leeds Conference Office personnel only. We may contact you in matters related to the event.
Your data will be shared with the University of Leeds for the purposes of the event booking. Specifically, if you book a residential place then your name and PA / access requirements will be shared with Residential Services to help manage your stay. Your name and dietary requirements will be shared with The Refectory, Delivery and The Royal Armouries (as applicable) to administer catering. Your name, role and organisation will be shared with the University of Leeds Print and Copy Bureau to create your name badge.
Your financial details will be processed by WPM Education Limited (online payment provider for The University of Leeds). Please see the University of Leeds Privacy Policy.
Communication Matters Privacy Policy can be found here. Or if you need to, please Contact Us or see our Complaints Policy.

2. Conference Exhibitor

The Conference Delegate terms above apply to your individual exhibitor registrations. For Exhibition Stand bookings please see below.

Completion of the booking process confirms acceptance of Communication Matters Terms and Conditions by the company. The company is required to guarantee their employees are bound by these terms and conditions.

• Payment terms
  Advertising, exhibition space and sponsorship at the Communication Matters International AAC Conference (CMConf) is reserved by payment in advance. Your reservation is not confirmed until payment has been received in full by Communication Matters (CM). If payment in full is not received by CM, then we may re-allocate your space to another customer, and you will not be included on the website or programme as applicable. If payment is not received and we have no choice but to cancel your place, you will be liable for the cancellation fees as detailed below.
• Cancellations by exhibitors
  All cancellations must be made in writing to [email protected]. Cancellations are subject to the fees outlined below plus an administration charge of £50. On receipt of your confirmation to us, the notice period becomes effective, and your booking will be released for re-sale.
  Fees for cancellations are calculated as below and are based on the total value of the booking:
  • 5 Feb – 5 May: 50%
  • 6 May – 5 August: 75%
  • 6 August and later: 100%
• Change or cancellation by CM
  CM reserves the right to change the venue of CMConf or any part of any event to a reasonably suitable alternative should the need arise. In that event, CM will endeavour to provide customers with space at the new venue. If CM is unable to provide space at the new venue, save as described at clauses 1 and 2 below, any monies paid to CM for the affected part will be refunded.
     1. CM will not incur any liability to you if we are unable to provide any of the services/facilities due to circumstances beyond our reasonable control including, but not limited to, reduction or failure of power supplies, internet outage/disruption, government advice or restrictions, concerns with regard to the transmission of illness (including but not limited to Covid), student demonstration or sit-in, flooding, and accident. We will not be liable to you for any costs, claim, loss or damage arising out of any tortious act or omission, breach of contract or breach of statutory duty calculated by reference to loss of profits, income or sales.
     2. In the event of circumstance(s) described in clause 1 above, CM reserves the right to deliver CMConf on an online-only basis, or, if this is not reasonably possible, cancel CMConf. CM will provide notice of any such change or cancellation as soon as reasonably practicable, though this may, of necessity, be at short notice.
  • If notice of change to an online-only basis is made by CM: CM will offer a choice of a full refund less the £50 administration charge, or a refund of the difference in price between the original booking and an equivalent online-only package.
  • If notice of cancellation entirely is made by CM: CM will refund the full value of the booking, less the £50 administration charge.

CM will not be liable for any losses or costs other than those detailed above.
CM reserves the right to amend these Terms and Conditions.

3. Exhibition/Presentation Stand at Other Events (e.g. AAC Information Days)

• • Over 60 days (from date of event): 100% of venue’s cancellation fees for room booking
  • 31-60 days: 100% of venue’s cancellation fees for room booking & admin fees
  • 15-30 days: 100% of venue’s cancellation fees for room booking, plus printing, postage, stationery & admin fees
  • 14 days or less: 100% of all costs (catering, room booking, printing, postage, stationery & admin fees)

AAC Information Days (formerly Roadshows): Should an event have to be cancelled due to a low number of bookings, 100% of the cost of any cancellation fees incurred by the venue will be split equally between all the suppliers who signed up to the event. We will endeavour to keep the risk and costs to a minimum.

You must carry appropriate public liability insurance and indemnify CM and its representatives against any and all damage caused by the exhibitor, their staff or their equipment whilst at CM events.

4. Study Day Delegate

• • 31-60 days (from date of event): 10%
  • 30 days or less: 100%

5. Advertisements

• • 91-180 days (from publication date): 50%
  • 31-90 days: 75%
  • 30 days or less: 100%

6. Membership

• • No refunds