UK +44 (0)1865 849841
Malaysia +603 2779 0098

Frequently Asked Questions

Making a booking

How do I book?

The best way to book a place at our meetings is to use the website and book on line using your VISA, MasterCard.

Alternatively: Phone +44 (0) 1865 849 841 to request an invoice or pay by Amex (as this is not yet configured for online payments). 

I have not received confirmation of my booking.

An automated confirmation will be sent for all online bookings from the website. If you do not receive this, please contact [email protected]. Other bookings are confirmed by email within 48hrs of the booking being received.

How much will a delegate place cost?

The event fees are published on each event website in the registration section. For sponsorship prices and packages, please contact the sponsorship team [email protected]

Are there any discounts?

Early bird and group booking discounts are identified on the website. Promotional discounts are published by email or though partner organisations.

What do the Conference Fee Include?

The conference fee includes:

  • All conference sessions
  • Lunches and refreshments
  • Access to exhibition room
  • All networking forums
  • Conference work book
  • e-documentation pack

Accommodation, travel and meals outside those shown in the conference agenda are not included. The event website will detail room rates negotiated with the venue where the meeting is being held.

Are Poster presentations available?

We ask for a contribution to the cost of providing the poster presentation area and display boards etc. These admin fees vary depending on the type of organisation you are representing:

  • Academic Delegate – FREE
  • Industry Delegate – £100

What language are your events delivered in?

All of our conferences and materials are in English.

What is the dress code?

Smart Casual, Business Attire.

Do you cater for disabilities or special needs?

We make every effort to cater for disabilities and special needs. Please make sure that you inform us of any requirements as far in advance as possible. Most facilities will be provided by the venue rather than Global Engage, so the more time we have to coordinate with them, the better.

Can I get a refund if I cannot attend an event for any reason?

Please refer to our T&C’s.  Normally, a full refund (minus a £15 admin fee) is given for all orders cancelled up to 4 weeks before the conference.

I have not yet paid. What does this mean for my booking?

Access to the meeting is dependent on payment and your registration is not guaranteed until payment is received. We can take credit card payments securely over the phone, please call us on +44 (0) 1865 849 841

Can I have a receipt of the payment?

Yes, we do provide the receipt when we take the payment from the credit card. If you have not received a receipt please contact [email protected]

How do I pay Global Engage?

The simplest method is by card or by requesting an invoice. Call +44 (0) 1865 849 841

Why have we been charged 20% VAT?

We charge UK VAT for events held in the UK, in compliance with the rules of the UK tax authorities (HMRC).

Global Engage Ltd – VAT No – GB 974479267

Why do I need to provide a VAT number?

A VAT number needs to be supplied from all EU customers.

Cancellations and Substitutions. What do I do?

If you cannot attend after having registered, you may request a substitution to allow a colleague to attend in your place. Please let us know as soon as possible if this arises to ensure we can furnish them with all the information they need and prepare their name badge for the day of the conference. Check our T&C’s for deadlines and administration charges for refunds if a substitution is not possible.

What if Global Engage cancels an event?

In the unlikely event of Global Engage cancelling a meeting, you will be contacted by a member of our customer service team to discuss your options including transferring to another relevant event or receiving a full refund immediately. Global Engage do not accept liability for additional expenses incurred due to cancellation of an event.

Where is the venue located?

Visit the event web page for the venue information.

When does the conference start and finish?

See the online agenda. We will also email a confirmation a few days before the event to ensure you have the most up to date information.

I have not received my joining instructions?

Please email [email protected] if you have not received your joining pack, also please double check your junk or clutter email folder.

Can I stay at the venue?

Yes. Links for hotel reservations are provided in your welcome email. This is done directly with the venue. Global Engage never directly sell or profit from group discount booking they arrange.

The venue is full – where can I stay?

We will assist in finding one of the nearby hotels if required, but the use of the hotel postcode in a Google search or through Trip Advisor is usually sufficient to find alternatives close by.

Can I have a copy of the attendee list?

We do not provide attendee lists before the date of the conference. All delegate lists are displayed at each event on a notice board but contact information is not made available.

How do I get to the venue?

All instructions about how to find the venue and the venue details can be found in the Venue section of each conference website and details are confirmed in your welcome letter.

Sponsor and Exhibitor related Questions

For details about sponsorship opportunities contact [email protected] Your personal account manager will be able to answer all your questions.

Logos and Workbook Adverts – please supply high resolution files (JPG or PDF) with or without bleeds.

Email broadcast to delegates – please supply HTML files with all images embedded – Word files converted to HTML are only adequate if the format is a simple email letter and does not include images or specific layout requirements etc.

Set up times vary from meeting to meeting. These will be confirmed in your welcome letter.

Breakdown takes place after the end of the afternoon tea break on day two.

Specific times and shipping instructions will be confirmed for each conference


Speaker Related Questions

What format should my presentations be in?

PowerPoint. 4:3 screen format unless the conference producer confirms otherwise.

When do you need my presentation by?

No later than 48hrs prior to the meeting.

Will my presentation be recorded?

Unless informed beforehand, your presentation will not be filmed. Videos are made at some meetings, but sound recording is off and images collaged to give an impression of the conference, rather than documenting what you have presented.

We often record the audio feed from the microphones but this is for internal use only (as all our conference production team cannot be in the room) and you will be contacted to discuss any use thereafter before anything is done.  If you are interested in getting the audio of your presentation for your own uses, please let us know before the conference.

What if I can no longer present at the event?

Please let you conference producer know as soon as possible, or email [email protected]

What do I need to do as chairperson?

The role of the stream chair is to introduce the speakers, chair the Q&A session at the end of each presentation, keep speakers to time and make any other necessary announcements. You will be supported by a member of Global Engage’s team at all times.

How long is my speaking slot?

This will be discussed with you at the time you are invited to speak. Usually we allow 25-30 mins including 5 mins for questions.

Do I need to send you a picture?

We require all speakers to provide a digital photo (portrait orientation) for display on our website, promotional literature and the conference workbook.

How long does my speaker profile have to be? 

Approximately 150 words in paragraph format.

What should I wear?

The dress code is smart casual or business attire.

Are all presentations available on the web?

We seek permission from our speakers to release all of the slides in a PDF format on a private web page for the attendees of the conference. Getting permissions or modified versions of slides where data needs to be edited generally takes up to 2 weeks. Nothing is released without the speaker’s consent. You will be emailed a link to access these. Slides are provided as a courtesy by the authors, who retain copyright and slides may be withdrawn at the authors’ request.

Will there be media in the room?

This depends on the conference.

I would like to speak at a conference

Contact: [email protected]

Media Partner Questions

If you have a relevant journal, magazine, website, blog or group where our audience could benefit from your content and vice versa, we would like to discuss ways of working together.

Please contact Jane Williams, Senior Marketing Manager on +44 (0) 1865 849841 [email protected]

How do I register for a press pass?

Email [email protected]

Other Questions

If we have not answered your question here please phone us on +44 (0)1865 849 841