Events Policies

AIMA Event Terms and Conditions
All event registrations require you to authorise that you have read and agreed to our Data Protection Privacy Policy and the following event policies. By registering for AIMA events, you (the booker or delegate) agree that your personal data will be processed for registration, handling, delegate listings and event information purposes by AIMA and any registrations processor engaged. Any personal data will be solely used in accordance with current EU (GDPR) or other relevant jurisdiction data protection legislation. If you do not submit the data indicated as 'required', we cannot complete your registration.

Health and safety precautions at AIMA events 
AIMA is committed to providing a safe environment for delegates attending its events. Delegates must comply with applicable health and safety requirements, reasonable instructions issued by AIMA or event staff, and any requirements imposed by the event venue.

Delegates should not attend an in-person event if they have a communicable illness and their attendance could reasonably pose a material health risk to other attendees. Any specific health, safety or security measures applying to an event will be communicated to delegates where appropriate.

Delegates are responsible for ensuring that they comply with any applicable travel, entry, health or other legal requirements associated with their attendance.

Restrictions by firm and waiting lists
In circumstances where venue capacity is restricted, we reserve the right to impose limits on the number of attendees per member firm or operate a waiting list at any time prior to the event. We will be in contact with those concerned in these circumstances. Restrictions may be applied after registrations are received. In this case, some confirmed bookings may be moved to a waiting list or cancelled.

No-show policy
If you are no longer able to attend an event, please notify AIMA as soon as possible and, wherever practicable, at least 24 hours before the event. Repeated failure to attend events without prior notice may affect a delegate's ability to receive invitations or register for future AIMA events.

For complimentary places at events where AIMA incurs a material per-delegate cost, including certain conferences, dinners and networking receptions, AIMA may apply a no-show charge where a registered delegate fails to attend without providing the required notice.

Where a no-show charge applies, the amount and applicable cancellation deadline will be communicated during registration and/or in the booking confirmation. Different no-show arrangements may apply to particular events and will be stated on the relevant event webpage or booking confirmation.

Accessibility and reasonable adjustments
AIMA aims to make its events accessible and inclusive. Delegates who require reasonable adjustments or have accessibility requirements are encouraged to contact AIMA at [email protected] as early as possible before the event so that appropriate arrangements can be considered.

Delegate conduct
AIMA is committed to providing a professional, respectful and inclusive environment at its events.

Delegates are expected to behave appropriately towards other attendees, speakers, sponsors, exhibitors, AIMA staff, venue staff and other event personnel. Harassment, discrimination, threatening or abusive behaviour, serious disruption, or other conduct that AIMA reasonably considers inappropriate or detrimental to the safety, wellbeing or experience of others will not be tolerated.

AIMA reserves the right to refuse admission to, or require the departure of, any individual whose behaviour breaches these standards or who fails to comply with reasonable instructions from AIMA, venue or security personnel.

Refund policy
Any cancellation must be made in writing. Where payment has been made, for any cancellation received 15-30 days prior to the event start date, 50% of the event fee will be payable. No refund is given for a cancellation made 14 days or less prior to the commencement of an event.

Transferring from one event to another is treated as a cancellation. You can substitute one delegate for another at no additional cost. In this instance, please give two business days’ notice.

AIMA reserves the right to cancel, alter or reschedule an event for any reason. In the unlikely event of a cancellation, alteration or rescheduling of an event, delegates will receive an option to accept credit for a future event or receive a full refund. In no case will AIMA or any affiliated entity accept responsibility for travel and/or accommodation costs or consequential losses incurred by a delegate.

Multimedia
Photographs or video footage may be taken by AIMA photographers during our events and used in review of our events on our website or social media. Delegates who do not wish to be prominently photographed or filmed should notify an AIMA representative before or during the event.

Recording, wearable technology and AI tools
Unless expressly authorised by AIMA, delegates must not film, audio-record, livestream, broadcast or otherwise record event sessions or proceedings.

The use of wearable recording devices is not permitted during AIMA event sessions. This includes smart glasses, body-worn cameras and other wearable technology capable of capturing or recording audio, photographs or video. AIMA may require any such recording functionality to be disabled or the device to be removed during an event.

Delegates must not use AI meeting assistants, automated transcription services, recording applications or similar technologies to record, transcribe or capture event proceedings without AIMA's prior permission.

These restrictions apply regardless of whether the technology operates through a wearable device, mobile telephone, laptop, tablet or other equipment.

AIMA may permit photography, recording or use of such technology in designated areas or circumstances at its discretion.

Chatham House rule and media
Unless otherwise stated, AIMA events are held under the Chatham House rule.

Where the Chatham House rule applies, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed.

Attendance at an AIMA event does not give a delegate permission to make public statements, recordings or broadcasts on behalf of AIMA or to imply AIMA's endorsement of their views.

Media representatives and delegates with media-related enquiries should contact [email protected].

Contact [email protected] for any further queries.