Refunds and Cancellation Policy for BAOP & BOWMAN Club 2022

We are looking forward to holding the BAOP and BOWMAN Club meetings on the 24th and 25th March 2022 as face-to-face meetings at St John's College, Cambridge, UK.

Events of the last few years involving COVID-19 have necessitated BAOP and BOWMAN Club (the 'Organisations') to include some specific refund and cancellation policies for the 2022 meetings in additional to the general Attendee cancellation terms.

General Attendee Cancellation terms:

  • Any booking payments including those for scientific event registration, Dinners or accommodation are fully refundable up to 24 February 2022.

  • After the 24 February 2022 all booking payments are non-refundable unless,

Why the 24 February 2022? - This is the date the Organisations are required to provide final delegate and resident numbers to the College. We are Contracted to pay the full costs associated with the numbers given. As a meeting organised by physicians for physicians, we need to minimise the financial risks associated with late non-attendance notification at the event. 


REFUND management terms:

  • Any requests for refunds or amendments to bookings must be sent to Louise Richards,

  • We acknowledge that bookings are made in good faith but that circumstances may result in delegates being unable to attend the meetings in March 2022 for reasons outside their personal control. Therefore, while our general policy is not to offer refunds after 24 February 2022, all refund requests will be reviewed on a case-by-case basis.

  • Refunds requested and accepted before the 24 February 2022 will be wholly refunded without any administrative fees deducted from the refunded amount.

  • All refunds requested and accepted after the 24 February 2022 will incur a small cancellation fee of 1.5% of the total amount refunded. 

  • Refunds are made via bank transfer only. Refunds will be processed within 7 working days of provision of Payee bank details.

Cancellation of an Individual booking payment after the 24 February 2022 due to COVID-19

The Organisations have added a specific COVID-19 refund policy.

Individuals may request a full refund of booking fees after the 24 February 2022 but only in the case of that person as an Individual is prevented from attending a meeting on the 24 or 25 March 2022 because of a COVID-19 UK Government (England, Scotland, Wales, Northern Ireland) or country of origin Government sanctioned guideline that is in place on the meeting dates. 

You are entitled to a full refund (minus an administration fee of 1.5% of the value of the booking) after the 24 February 2022 if:

  • You, or a household member, tests positive for COVID-19 and/or you as an Individual within the household are required by Law to self-isolate for a statuary period of time (the meeting date(s) falling with this period of self-isolation).

  • You as an Individual have received a Government notification (e.g., Track and Trace message) requires you to self-isolate.  

  • UK or country travel restrictions prevent you from attending a face-to-face meeting in Cambridge. 

  • The 2022 BAOP or BOWMAN Club meeting(s) is postponed indefinitely or completely cancelled - see below.

Major Exclusions. No refund will be offered if:

  • A hospital policy is put in place independently from Government advice that prohibits an Individual from attending group meetings.

  • An individual voluntarily decides they do not wish to attend the meeting because of a COVID-19 personal or Local issue.  

As with any travel or event, it is the individual responsibility to ensure they have the appropriate insurance in place to cover any potential losses they may incur as a result of other COVID-19 and non-COVID-19 medical or personal scenarios that are not covered by the Organisations refund policy.  


Cancellation of the BAOP & BOWMAN Club meeting by both or either Organisation. Circumstances outside the Organisations' control - Refund policy

We believe that the meeting will be able to take place on the 24 and 25 March 2022 face-to-face as planned, however circumstances outside our control may mean that we sadly have to cancel the face-to-face meeting (even at short notice) and replace it with a virtual-only event.

Should there be:

1)  A UK Government guideline banning indoor public gatherings of more than 30 people or more;

2) A specific UK-wide NHS Staff non-meeting policy be put in place that prevents NHS Staff gatherings; 

3) Or the Organisers believe it highly likely that the meeting will not be able to take place in March 2022 due to anticipated UK COVID-19 restrictions;

the Organisations will at the earliest opportunity make a decision to alter the meeting to virtual-only event format.  The dates of these meetings will be conveyed to delegates as soon as possible.

  • In the case the 2022 meetings are completely cancelled, i.e. not postponed and not changed to the virtual meeting a full refund will be offered.

  • In the case of the Organisations cancelling the BAOP & BOWMAN Club physical meeting but instead holding a virtual meeting on the 24th or 25th March 2022:

    • Accommodation and Dinners payments will be fully refunded.

    • Scientific meeting payments will be partly refundable. The non-refundable proportion of the fee being equal to the cost of comparable online-only meeting registration fee.