Bookings are made only through the online booking facility on the HSRAA website. Payment may be made by online payment when making the booking, or an invoice can be sent for offline payment. Payment must be received prior to the date of the event.
Health and Science Records and Archives Association Group members are entitled to a discount on the booking fee for most events. To qualify for the discount, members must have a current active subscription at the time of event. The code to activate the discount is shared with members by email and the ‘Members Area’ of the HSRAA website, and should not be made available to anyone else.
It is necessary to have a cancellations policy, because some costs such as room and meal/refreshment bookings are not reimbursed by venues if there is a late cancellation. Additionally, fees and an administrative burden are incurred by HSRAA for the processing of payments (and refunds). The following is set out in the Meetings and Conferences Policy (2014).
If a delegate cancels his/her registration the following applies:
- If the delegate has given more than one calendar month notification, a full refund less 25% administration fee will be refunded.
- If the delegate has given less than one calendar month notification, there is no refund payable.
- If a delegate wishes to send another delegate in their place, then a £25 administration charge will be payable for the name change.