10th December 2025
Terms and Conditions for the SAPHNA Conference 2025
Event Terms and Conditions
By purchasing a ticket and/or booking accommodation through SAPHNA for the 2025 Annual Conference, you agree to the following terms and conditions:
1. General Terms
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Tickets are issued subject to the rules and regulations of SAPHNA and the venue (Anglia Ruskin University, Chelmsford Campus).
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All ticket holders must check event details carefully at the time of booking. SAPHNA will not be responsible for any errors that are not brought to our attention immediately.
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SAPHNA reserves the right to make changes to the event programme, venue, speakers, or schedule at its discretion. Any significant changes will be communicated to attendees as soon as reasonably possible.
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Attendees are responsible for making their own travel arrangements and ensuring arrival in time for the event.
Tickets are issued subject to the rules and regulations of SAPHNA and the venue (Anglia Ruskin University, Chelmsford Campus).
All ticket holders must check event details carefully at the time of booking. SAPHNA will not be responsible for any errors that are not brought to our attention immediately.
SAPHNA reserves the right to make changes to the event programme, venue, speakers, or schedule at its discretion. Any significant changes will be communicated to attendees as soon as reasonably possible.
Attendees are responsible for making their own travel arrangements and ensuring arrival in time for the event.
2. Ticket Payment and Booking Confirmation
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Full payment is required to secure your place at the conference. You may choose to pay at point of registration by credit/debit card, or select Pay by Invoice at checkout.
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Pay by Invoice terms:
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Invoices must be paid in full no later than 7 days before the event, and within 30 days of issue, whichever is sooner.
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Failure to meet these payment terms may result in your booking being cancelled without notice.
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If your organisation is paying on your behalf, it is your responsibility to ensure payment is made on time.
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A booking confirmation and receipt (or invoice) will be sent via email. If not received within 48 hours, please contact SAPHNA at info@saphna.co.
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Your place is not fully confirmed until payment has been received in full.
Full payment is required to secure your place at the conference. You may choose to pay at point of registration by credit/debit card, or select Pay by Invoice at checkout.
Pay by Invoice terms:
-
Invoices must be paid in full no later than 7 days before the event, and within 30 days of issue, whichever is sooner.
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Failure to meet these payment terms may result in your booking being cancelled without notice.
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If your organisation is paying on your behalf, it is your responsibility to ensure payment is made on time.
A booking confirmation and receipt (or invoice) will be sent via email. If not received within 48 hours, please contact SAPHNA at info@saphna.co.
Your place is not fully confirmed until payment has been received in full.
3. Ticket Cancellations and Refunds
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Cancellations made more than 30 days before the event will receive a full refund minus a £10 administration fee.
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Cancellations made 15–30 days before the event will receive a 50% refund.
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Cancellations made less than 14 days before the event are non-refundable.
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No-shows will not be eligible for a refund.
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All cancellation requests must be made in writing to info@saphna.co.
Cancellations made more than 30 days before the event will receive a full refund minus a £10 administration fee.
Cancellations made 15–30 days before the event will receive a 50% refund.
Cancellations made less than 14 days before the event are non-refundable.
No-shows will not be eligible for a refund.
All cancellation requests must be made in writing to info@saphna.co.
4. Ticket Transfers
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Tickets may be transferred to another individual up to 7 days prior to the event, free of charge.
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Please notify SAPHNA in writing to info@saphna.co with the full details of the new attendee.
Tickets may be transferred to another individual up to 7 days prior to the event, free of charge.
Please notify SAPHNA in writing to info@saphna.co with the full details of the new attendee.
5. Event Cancellation by SAPHNA
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In the unlikely event that the conference is cancelled by SAPHNA, a full refund will be issued for all ticket purchases.
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SAPHNA will not be liable for any additional expenses incurred by attendees, such as travel or accommodation costs.
In the unlikely event that the conference is cancelled by SAPHNA, a full refund will be issued for all ticket purchases.
SAPHNA will not be liable for any additional expenses incurred by attendees, such as travel or accommodation costs.
6. Accommodation Booked via SAPHNA
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If you book hotel accommodation through SAPHNA, any room cancellations are subject to the terms and conditions of the individual hotel which are outlined on the hotel registration page.
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It is your responsibility to familiarise yourself with the hotel’s cancellation policy at the time of booking.
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SAPHNA is not liable for any hotel cancellation fees, no-show charges, or disputes arising from hotel bookings.
If you book hotel accommodation through SAPHNA, any room cancellations are subject to the terms and conditions of the individual hotel which are outlined on the hotel registration page.
It is your responsibility to familiarise yourself with the hotel’s cancellation policy at the time of booking.
SAPHNA is not liable for any hotel cancellation fees, no-show charges, or disputes arising from hotel bookings.
7. Photography and Media
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By attending the conference, you consent to being photographed, filmed, live-streamed and recorded. These materials may be used for promotional purposes by SAPHNA.
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Please notify a member of staff on the day if you do not wish to be included in any photographs or recordings and we will do our best to ensure you are not included, however attendees will be required to take personal responsibility for avoiding any areas where filming, live-streaming or photography is taking place.
By attending the conference, you consent to being photographed, filmed, live-streamed and recorded. These materials may be used for promotional purposes by SAPHNA.
Please notify a member of staff on the day if you do not wish to be included in any photographs or recordings and we will do our best to ensure you are not included, however attendees will be required to take personal responsibility for avoiding any areas where filming, live-streaming or photography is taking place.
8. Data Protection
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SAPHNA will handle your personal data in accordance with the UK GDPR and our Privacy Policy, which is available on our website (www.saphna.co).
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Your contact information will be used to communicate event-related updates and information.
SAPHNA will handle your personal data in accordance with the UK GDPR and our Privacy Policy, which is available on our website (www.saphna.co).
Your contact information will be used to communicate event-related updates and information.
9. Code of Conduct
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Attendees are expected to conduct themselves professionally and respectfully throughout the event.
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SAPHNA reserves the right to refuse entry or remove individuals who breach this code of conduct.
Attendees are expected to conduct themselves professionally and respectfully throughout the event.
SAPHNA reserves the right to refuse entry or remove individuals who breach this code of conduct.
Terms & Conditions for Sponsors
1. General
These Terms & Conditions ("T&Cs") apply to organisations purchasing Sponsorship packages for the SAPHNA Conference 2025 ("the Conference"). The Conference takes place on 10th December 2025, at ARU Chelmsford and online (hybrid format). By purchasing a Sponsorship package, you ("the Sponsor") agree to be bound by these T&Cs.
2. Outcomes and Expectations
SAPHNA is committed to providing a high-quality and well-attended Conference and to promoting Sponsor involvement in line with each package. While we offer many opportunities for Sponsors to engage with delegates and raise awareness of their brand, we cannot guarantee any specific business outcomes such as leads, sales, or delegate interactions, which will naturally depend on a range of factors outside of our control.
3. Deliverables and Deadlines
Sponsors must provide SAPHNA with all requested materials (logos, advertisements, delegate pack inserts, etc.) by the deadlines notified by SAPHNA. If deadlines are missed, promotional opportunities may be forfeited without refund.
4. Payment Terms
Full payment must be made prior to the Conference and by the due date on the invoice. Sponsors will not be granted access to Conference benefits until payment is received.
5. Cancellation & Refund Policy
Cancellation must be made in writing by email to info@sapna.co. Cancellations on or before 31st August 2025: full refund. Cancellations between 1st September and 31st October 2025: 50% refund. Cancellations after 31st October 2025: no refund.
6. Use of Branding
By providing your company branding assets as part of your package, you grant SAPHNA the right to use your branding in accordance with the deliverables in each pack. If you have specific branding guidelines, it is your responsibility to provide this to SAPHNA to adhere to.
7. Insurance & Liability
Sponsors must have their own public liability insurance if they are also exhibiting at the Conference. SAPHNA accepts no liability for loss or damage to sponsor property or staff at the Conference.
8. Exhibition Space
Exhibition space is allocated at SAPHNA’s discretion if the sponsor does not use the self-serve portal to select a space. Sponsors must comply with venue rules and set-up/dismantle instructions, which will be provided by SAPHNA.
9. Hybrid Event Format
The Conference format may change for unforeseen operational reasons. No refund will be given if the format changes (e.g. to fully online).
10. Data Protection
Sponsor lead capture is subject to delegate GDPR-compliant opt-in.
11. Force Majeure
SAPHNA is not liable for performance failure due to force majeure events.
Terms & Conditions for
Exhibitors
1. General
These Terms & Conditions
("T&Cs") apply to organisations purchasing Exhibition packages
for the SAPHNA Conference 2025 ("the Conference"). The Conference
takes place on 10th December 2025, at ARU Chelmsford and online (hybrid
format). By purchasing an Exhibition package, you ("the Exhibitor")
agree to be bound by these T&Cs.
2. Outcomes and Expectations
SAPHNA will provide Exhibitors with
opportunities to showcase their organisation and engage with delegates as
outlined in each Exhibition package. However, the level of interest and
engagement achieved may vary, and SAPHNA cannot guarantee specific commercial
outcomes such as leads or sales.
3. Deliverables and Deadlines
Exhibitors must supply required materials
by SAPHNA’s specified deadlines. Missed deadlines may result in omission from
promotional activities.
4. Payment Terms
Full payment must be made prior to the
Conference and by the invoice due date. Benefits will not be provided until
payment is received.
5. Cancellation & Refund Policy
Cancellation must be made in writing by
email to info@saphna.co. Cancellations on or before 31st August 2025: full
refund. Cancellations between 1st September and 31st October 2025: 50% refund.
Cancellations after 31st October 2025: no refund.
6. Use of Branding
By providing your company branding assets
as part of your package, you grant SAPHNA the right to use your branding in
accordance with the deliverables in each pack. If you have specific branding
guidelines, it is your responsibility to provide this to SAPHNA to adhere to.
7. Insurance & Liability
Exhibitors are responsible for their own insurance
and must have public liability insurance coverage in place for the
Conference. SAPHNA is not liable for loss or damage to Exhibitor property or
staff.
8. Exhibition Space
Space is allocated at SAPHNA’s discretion
if an Exhibitor does not use the self-serve portal. Exhibitors must comply with
venue rules and set-up/dismantle instructions, which will be provided by SAPHNA.
9. Hybrid Event Format
Format may change due to unforeseen circumstances
(e.g. to fully online). No refunds for changes to event format.
10. Force Majeure
SAPHNA is not liable for failure to perform
due to force majeure events.
11. Charity/CIC Discount
A 20% discount applies to Exhibitors that
are registered charities or Community Interest Companies (CICs), upon
submission of proof of status.
Terms & Conditions for Other Engagement Opportunities
1. General
These Terms & Conditions ("T&Cs") apply to organisations purchasing Delegate Pack Inserts or Programme Advertising opportunities for the SAPHNA Conference 2025 ("the Conference"). The Conference takes place on 10th December 2025, at ARU Chelmsford and online (hybrid format). By purchasing an Engagement Opportunity, you ("the Client") agree to be bound by these T&Cs.
2. Outcomes and Expectations
SAPHNA aims to provide strong visibility for all Delegate Pack Inserts and Programme Advertising. However, as the level of delegate engagement with these materials is influenced by a variety of factors, SAPHNA cannot guarantee specific business outcomes or levels of response.
3. Deliverables and Deadlines
The Client must provide all materials requested (inserts, artwork, etc.) by deadlines notified by SAPHNA. Late delivery may result in materials not being used, without refund.
4. Payment Terms
Full payment is required in advance and by the invoice due date. No materials will be included until payment is received.
5. Cancellation & Refund Policy
All Delegate Pack Inserts and Advertising opportunities are non-refundable once confirmed and invoiced.
6. Use of Branding
7. Insurance & Liability
SAPHNA is not responsible for loss or damage to materials sent by the Client.
8. Hybrid Event Format
If the Conference format changes due to unforeseen circumstances, purchased opportunities will still be fulfilled as best practicable. No refunds will be given due to format changes.
9. Force Majeure
SAPHNA is not liable for failure to perform due to force majeure events.
10. Charity/CIC Discount
A 10% discount applies to registered charities and Community Interest Companies (CICs), upon submission of proof of status.
Terms & Conditions for Other Engagement Opportunities
1. General
These Terms & Conditions ("T&Cs") apply to organisations purchasing Delegate Pack Inserts or Programme Advertising opportunities for the SAPHNA Conference 2025 ("the Conference"). The Conference takes place on 10th December 2025, at ARU Chelmsford and online (hybrid format). By purchasing an Engagement Opportunity, you ("the Client") agree to be bound by these T&Cs.
2. Outcomes and Expectations
SAPHNA aims to provide strong visibility for all Delegate Pack Inserts and Programme Advertising. However, as the level of delegate engagement with these materials is influenced by a variety of factors, SAPHNA cannot guarantee specific business outcomes or levels of response.
3. Deliverables and Deadlines
The Client must provide all materials requested (inserts, artwork, etc.) by deadlines notified by SAPHNA. Late delivery may result in materials not being used, without refund.
4. Payment Terms
Full payment is required in advance and by the invoice due date. No materials will be included until payment is received.
5. Cancellation & Refund Policy
All Delegate Pack Inserts and Advertising opportunities are non-refundable once confirmed and invoiced.
6. Use of Branding
7. Insurance & Liability
SAPHNA is not responsible for loss or damage to materials sent by the Client.
8. Hybrid Event Format
If the Conference format changes due to unforeseen circumstances, purchased opportunities will still be fulfilled as best practicable. No refunds will be given due to format changes.
9. Force Majeure
SAPHNA is not liable for failure to perform due to force majeure events.
10. Charity/CIC Discount
A 10% discount applies to registered charities and Community Interest Companies (CICs), upon submission of proof of status.
If you have any questions or concerns, please contact us at info@saphna.co.
saphna Annual conference 2025: Innovate, Adapt, Thrive: The Next Decade of School Nursing
10th December 2025 - www.saphna.co