Terms and Conditions

• Privacy
• BERA Conference
• BERA Events
• Recording Consent
• BERA Membership

PRIVACY

When registering for an account on the BERA website you tick a box opting in to receiving communication from BERA and consenting for us to store your data.

At BERA we take your privacy seriously and will only use your personal information to administer your account and to provide the products and services you have requested from us. We use the information we hold on you to process your order, manage your account and personalise your use of the BERA website, conducting data analytics, as well as posting or emailing relevant offers to you should you opt in. We will never share your personal data for marketing communications outside our organisation. Unless information must be retained for legal or archival purposes, personal information will be securely destroyed and erased from BERA systems for a period of ten years, or, where applicable, following a request from you to destroy or erase your personal information. Further details on the cookies used can be found in the Cookie Policy. 

We will use appropriate physical, technical and administrative safeguards to protect your data.  Access to your personal data will be restricted to only those who need to know that information and required to perform their job function.  In addition, we train our employees about the importance of maintaining the confidentiality and security of your information.

We work with the following companies with whom we may share your data with for administrative purposes.

• Our Publishers: Wiley, SAGE, Routledge and Taylor and Francis (for the issuing of academic journals)
• Our website provider: Soapbox
• Our CRM provider: Smart Impact
• Our current abstract system supplier: Oxford Abstracts
• Our current mobile app supplier: All In The Loop
• Badge printing company: Event Connections
• Travel planning: YouSmartThing
• Mailing provider: TotalMail Ltd
• Our voting provider: UK Engage
• IT provider: ITD UK Ltd
• Virtual events provider: Slido, Zoom, Microsoft Teams Meeting
• Storage: Microsoft SharePoint, Google Drive, Dropbox, YouTube

For events your name and institution may also be shared with the organisers of the event, speakers, partner organisations, the sponsors and the venue

If you apply for an opportunity of any kind with BERA, any relevant information relating to your application may be shared with the trustees of the association, relevant governance committee and any nominated judging panel

Where BERA is required to disclose personal information in response to lawful requests by public authorities or government agencies

The BERA website and associated documents may include links to third-party websites. In using such links, please be aware that each third-party website is subject to its own privacy and data protection policies and is not covered by our Privacy Policy.

This policy is reviewed periodically and BERA reserves the right to update this policy at any time without notice, any changes will become effective on the date of posting.

For any queries or privacy requests, please contact membership@bera.ac.uk

BERA Conference

Abstract submission

• The Conference & Events Committee may have access to your abstract including author names and organisations once abstracts have been reviewed.
• SIG convenors will receive your accepted abstract including author names and organisations to group abstracts.
• SIG Convenors may contact all submitters whether accepted or rejected through the BERA office only.
• If your abstract is successful authors names and organisations may be passed onto the committees that judge the awards.

• While generative AI has the potential to transform aspects of academic life and will be increasingly commonplace, it cannot be considered capable of producing an original piece of research or submission without input from human authors. Generative AI cannot also be held accountable for any errors and, in accordance with COPE guidelines, cannot therefore be listed an author.

  BERA expects researchers to always act ethically and with academic integrity. AI must not be used to artificially create or modify core research data. If an individual has used generative AI to create a submission for BERA, this must be acknowledged upon submission. The named researcher is fully responsible for the accuracy of any information and correctly referencing any citations. They must take care to ensure that application of AI-based tools does not lead them to plagiarize, misrepresent or falsify content, or infringe third party rights.

  In addition, entering a confidential manuscript or document into an AI programme is a breach of privacy and not admissible. As such, no form of peer review or judging can be executed via an AI tool. Having said that, AI tools could be used in the final preparation of referee reports although this must be acknowledged including specifying what purpose (e.g. to improve language style). Should we identify any undisclosed use of generative AI tools for content generation, BERA reserves the right to take action under the Code of Conduct.

Confirmation

• An email confirmation will be issued to all registrants on completion of this registration form. If you do not receive this email within 3 days of registering, please contact conference@bera.ac.uk.
• Joining instructions are sent at least 2 weeks before the Conference to delegates that have paid their registrations fees. If you have not received these at least a week before the Conference, please contact the Office at conference@bera.ac.uk.

Attendees

• Delegates may make a name change for no additional charge if the fees are the same. However if a booking has been made incorrectly, this will incur the same terms and conditions as a cancellation.
• All delegates attending the session must pay the registration fee. This includes any panels or discussants that may only be attending for the one session, unless specifically invited by the BERA office.
• Any delegates sharing personal access links to unregistered colleagues may be subject to disciplinary action, including but not limited to having their own conference registration cancelled with no refunds.
• You must be a BERA member at the time of the event to qualify for the discounted rate.
• Your name, institute, photo and country may be displayed on the online programme, mobile app and any printed materials. Any other information to display will ask for permission first.
• BERA accepts no legal responsibility for facts stated or opinions expressed during the event. It is the responsibility of individuals to satisfy themselves as to which facts and opinions should be relied on in any way whatsoever.

Childcare at Conferences and Events

• All BERA events including the BERA Annual Conference are classified as a professional, adult-oriented event, which is consistent with practices at many other academic conferences. These are ticketed events, and we must always account for all attendees on-site as per venue requirements. We do not provide childcare facilities, therefore children under 18 are not permitted to attend without prior arrangement due to insurance and safety protocols. Depending on the venue, babes in arms can wait in a separate area.
• We do welcome children to participate in our events who are involved in research presentations. This must be arranged in advance to ensure that BERA could satisfactorily discharge its safeguarding responsibilities and allow the venue to conduct a proper risk assessment.
• Please email m.moore@bera.ac.uk for any further queries or to arrange children to attend your session.

Payments

• Payment must be received prior to the conference. Access will not be permitted to the conference if full payment has not been received.
• If paying by invoice, a purchase order number must be submitted.
• If payment is not received by the date on the invoice, your registration will be cancelled, and you will need to register again at the current registration rates.
• The invoicing option will close at least 3 months before the conference.
• Payments cannot be transferred to membership or other events.
• Payments can not be taken from countries with financial sanctions imposed in the UK. Full list here.
• The registration fees do not include the insurance of delegates against personal accidents, sickness, and cancellations by any party, theft, loss or damage to personal possessions. Delegates are advised to take out adequate personal insurance to cover  cancellation and personal effects.

Cancellation

• There are no refunds for the social event regardless of when booking was made.
• Notification of cancellation of registration fee must be received by email to: conference@bera.ac.uk by the 23 June 2024. Cancellations cannot be received by phone. Please ensure you receive acknowledgement of this from the organisers if you cancel.
• Cancellations will incur an administrative charge of 30% of the registration fee.
• After 23 June 2024 there will be no refunds.
• If you are a member, but pay the non-member rate, this will incur the same terms and conditions as a cancellation to get a refund for the difference. Your registration will be cancelled, then rebooked at the correct rate. You will be refunded any fees after the admin fee.
• If you select the wrong registration rate any changes will incur the same terms and conditions as a cancellation to get a refund for the difference. Your registration will be cancelled, then rebooked at the correct rate. You will be refunded any fees after the admin fee.
• Any duplicate payments will incur the same charge as a cancellation for the refund. 
• Refunds will not be given for no-shows at the conference.
• All programmes are subject to change and no refunds will be given for changes.
• In the event of BERA cancelling the conference, BERA are only liable to pay any delegate fees already paid, and not personal arrangements. Delegates are advised to take out their own personal insurance to cover this.

Data Protection

• Data Protection Act 1998: I agree to BERA, processing personal data contained within the registration process, or other data which may be obtained from me or other people or organisations whilst I am applying for this event. I agree to the processing of such data for any purpose connected with my attendance at BERA, or my health and safety whilst on event premises or for any other legitimate purpose. By registering I agree to the terms and conditions above and confirm that payment for this event will be made in full before I attend.
• Please note filming of sessions will take place during BERA events. Your images will be held in accordance with the Data Protection Act. Images of yourself captured in the video recordings will be the copyright of BERA. They may be used in BERA advertising and/or publications. The images may appear on social media. You can request BERA to stop using your images at any time, in which case they will not be used in future materials but may continue to appear in materials already in circulation

Exhibitors and Sponsors

• The terms and conditions of exhibiting and sponsoring are included below.
• Please note that by exhibiting or sponsoring indicates acceptance of these terms and
  conditions. The contract will be held as a valid liable contract, by which you will be bound.

• Booking procedures and payment information:
  We will send a confirmation of your selection and issue an invoice/receipt where applicable. The balance due must be paid within 30 days of issue otherwise the space/sponsorship item(s) will be resold. Once the invoice is issued you will be liable for 100% of the cost.

• Public Liability Insurance:
  BERA do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the Organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance covering all injuries to persons and damages that might cover in connection with the exhibition.
  We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

• Security:
  Exhibitors are requested to use common sense precautions at all times and ensure that all stand personnel wear their badges whilst on-site. Any suspicious or un-identified articles should be reported immediately to staff at the Registration Desk. It is the stand manager’s duty to ensure that no person touches or approaches the article concerned until security personnel, the organisers or the police arrive.

• Smoking:
  Smoking is not allowed anywhere inside any venues and not immediately outside the entrance to any of the buildings.

For any other queries please email conference@bera.ac.uk. Or check our frequently asked questions at: https://www.bera.ac.uk/about/faqs.

BERA Events

Confirmation

• Your receipt is confirmation of your booking on the event.
• Joining instructions will be sent at least 3 days before the event. If you have not received the joining instructions at least 24 hours before the event, please contact the BERA office at events@bera.ac.uk.

Attendees

• Delegates may make a name change for no additional charge if the fees are the same. However if a booking has been made incorrectly, this will incur the same terms and conditions as a cancellation.
• You must be a BERA member at the time of the event to qualify for the discounted rate.
• You must be a BERA Member to have access to any recordings of the event.
• BERA accepts no legal responsibility for facts stated or opinions expressed during the event. It is the responsibility of individuals to satisfy themselves as to which facts and opinions should be relied on in any way whatsoever.
• The registration fees do not include the insurance of delegates against personal accidents, sickness, and cancellations by any party, theft, loss or damage to personal possessions. Delegates are advised to take out adequate personal insurance to cover  cancellation and personal effects.

Childcare at Conferences and Events

• All BERA events including the BERA Annual Conference are classified as a professional, adult-oriented event, which is consistent with practices at many other academic conferences. These are ticketed events, and we must always account for all attendees on-site as per venue requirements. We do not provide childcare facilities, therefore children under 18 are not permitted to attend without prior arrangement due to insurance and safety protocols. Depending on the venue, babes in arms can wait in a separate area.
• We do welcome children to participate in our events who are involved in research presentations. This must be arranged in advance to ensure that BERA could satisfactorily discharge its safeguarding responsibilities and allow the venue to conduct a proper risk assessment.
• Please email m.moore@bera.ac.uk for any further queries or to arrange children to attend your session.

Payments

• Payment must be received online before the day of the event.
• Payments can not be transferred to membership or other events.
• For events with a refundable fee after the event, this will be refunded in full within 2 weeks of the event if you attended. 
• Payments can not be taken from countries with financial sanctions imposed in the UK. Full list here.

Cancellation

• Cancellations must be made in writing to events@bera.ac.uk. Cancellations can not be made via the phone.
• Refunds will only be offered for registrations made in writing for 1 week after you have made the booking and at least 2 weeks before the event date. Refunds will incur a 50% admin charge. After this time no refunds will be made. 
• There are no refunds for cancelling a registration that is for a refundable booking after the event. 
• If you do not attend the whole event for a registration that has a refundable booking, you will not receive a refund.
• If you are a member, but pay the non-member rate, this will incur the same terms and conditions as a cancellation to get a refund for the difference. Your registration will be cancelled, then rebooked at the correct rate. You will be refunded any fees after the admin fee.
• If you select the wrong registration rate any changes will incur the same terms and conditions as a cancellation to get a refund for the difference. Your registration will be cancelled, then rebooked at the correct rate. You will be refunded any fees after the admin fee.
• Any duplicate payments will incur the same charge as a cancellation for the refund. Your registration will be cancelled, then rebooked at the correct rate. You will be refunded any fees after the admin fee.
• Refunds will not be given for no-shows at the event.
• All programmes are subject to change and no refunds will be given for changes.
• In the event of BERA cancelling the event, BERA are only liable to pay any delegate fees already paid, and not personal arrangements. Delegates are advised to take out their own personal insurance to cover this.

Data Protection

• Data Protection Act 1998: I agree to BERA, processing personal data contained within the registration process, or other data which may be obtained from me or other people or organisations whilst I am applying for this event. I agree to the processing of such data for any purpose connected with my attendance at BERA, or my health and safety whilst on event premises or for any other legitimate purpose. By registering I agree to the terms and conditions above and confirm that payment for this event will be made in full before I attend.

Other

• Any event that is not on the BERA website, but is using the main BERA logo or the SIG logo has not been approved by the BERA office.

For any other queries please email events@bera.ac.uk. Or check our frequently asked questions at: https://www.bera.ac.uk/about/faqs.

Recording consent

All virtual events are recorded and by agreeing to participate in a virtual event you agree to the following.

The purpose of this information is to confirm consent for the films and/or recordings to be taken and subsequently to be used by BERA. BERA in turn offers a commitment to only allow said recordings to be used appropriately and sensitively.

I, agree to my lecture/presentation being recorded in video format by BERA.

I confirm that where material is included in the recording which is the intellectual property, including copyright, of another party, I have permission to include the materials in my lecture for educational purposes.

I understand that any copyright or other intellectual property which arises in the recording belongs to BERA and that the recording may be used by BERA for the purposes of education. This may include conversion to digital format and storing and publication on BERA’s on-line media delivery systems such as YouTube.

I, do hereby agree to grant a free, unconditional, irrevocable, perpetual, non-exclusive worldwide licence for all performance rights in the film and/or recordings of lectures to BERA. I understand that should the film and/or recording be made available publicly by BERA it will be issued under a licence that allows only educational use and that my rights will be appropriately attributed.

I, consent to the use of my personal data being processed for the purposes of this recording and subsequent publishing. My personal data will be processed in accordance with the provisions of the Data Protection Act 2018. I understand that my image and/or recordings will be used for educational purposes only and that copyright in the recordings will be retained by BERA.

Recordings will only be accessible on the BERA website (for the purposes of academic study).

BERA Membership

Except where expressly agreed otherwise by us in writing every member of BERA shall be subject to these terms and conditions. BERA reserves the right to use discretion in all matters relating to membership.

Payments and Confirmation

• The BERA membership year runs from January 1-December 31. Payments for members joining or renewing mid year are assigned to the year in which payment takes place, unless occurring within the renewal period. Direct debit memberships will automatically renew for the next year. We will notify you at least 10 days in advance of us taking your payment. 
• Membership is activated once full payment has been received
• You will receive an electronic confirmation of payment. Receipts in other formats, including hard copy will be issued on request
• You will received a welcome email, with details of how to login to the website and further information at least 7 working days after joining. During busy times, please allow up to 28 (twenty eight) days for your membership application to be processed.
• If paying by direct debit your first direct debit payment will be taken in the month after you join BERA through the website. Annual direct debit payments are taken at the beginning of January. If you are joining BERA by online application, you can only pay by credit or debit card. Sageonline handles our online credit and debit card transactions in a secure environment. We accept Visa, Mastercard and Maestro.
• Payments can not be taken from countries with financial sanctions imposed in the UK. Full list here.
• Payments for paper applications can be made in the following ways: Credit or debit card; Direct debit; Cheques by post made payable to “BERA” (ensuring you quote full name on the reverse of cheque); We do not accept payment by cash or payments in any currency other than UK pounds sterling. Communication by the BERA Office will take place by email. It is your responsibility to ensure your email address and mailing address are up-to-date.

Cancellation

• Once you have paid for your membership, we offer no refunds. Any cancellations for membership will be effective from the next membership year cycle. Cancellations must be made in writing to membership@bera.ac.uk.
• Direct Debit memberships: If you wish to cancel your membership in advance of the next direct debit being taken, please cancel the direct debit with your bank and then contact membership@bera.ac.uk. All requests received to cancel by 31 December will be honoured. Any requests received after payment has been taken on January 1 cannot be refunded.

Other

• If you have paid at the full member rate but have recently retired or become a student you must inform the office in advance of the annual direct debit being taken. No adjustments will be given for circumstances changing and the BERA office not being informed in advance
• Journals and Research Intelligence are posted out to the current member list. If you join after an issue has been posted out you will not receive a hard copy retrospectively. However, all issues are available to members online.
• If joining a SIG, your name and institution may be passed to the SIG convenor. However all other contact information is confidentially held with the BERA office. BERA members agree to adhere to the BERA Member Code of Conduct for the duration of an individual’s subscription.
• A member who is found to be in breach of the code of conduct may have their membership revoked. If a member of BERA should know of, or become aware of, any breach of BERA Member Code of Conduct by another member they are under an obligation to notify BERA.
• Please note filming and photography will take place during BERA events. Your images will be held in accordance with the Data Protection Act. Images of yourself captured in the video recordings and/or photographs will be the copyright of BERA. They may be used in BERA advertising and publications. You can request BERA to stop using your images at any time, in which case they will not be used in future materials but may continue to appear in materials already in circulation

For any other queries please email membership@bera.ac.uk.