Terms and Conditions

In accessing information and making purchases on the Royal Society of Medicine website, the user agrees to be bound by these terms and conditions as set out below. Terms and conditions are subject to change without notification.

Disclaimer

The Royal Society of Medicine is committed to maintaining a high standard and quality of information, and every attempt has been made to present up-to-date, accurate information. However, the RSM provides no guarantee about the accuracy of the information on this website and accepts no liability for any loss or inconvenience caused as a result of reliance on such information.

Accounts and passwords

You may access this website by creating an account with us and/or by becoming an RSM member. You agree to be responsible for maintaining the confidentiality of your account details and passwords which you choose, and all other activities associated with your account.

You agree that:

  • Your account and password are personal to you and not shared with anyone else who has access to the RSM website
  • You will not create accounts for the purpose of abusing the functionality of the RSM website, or other users
  • You agree to notify us immediately if you become aware of any unauthorised use of your account or password

Third-party content

The RSM website includes links to third party websites, including advertising. The third-party is responsible for the content of its website and we accept no responsibility for the material.

The RSM takes reasonable measures to ensure that information provided from third parties is accurate and not defamatory or offensive. The RSM cannot control the content or take responsibility for pages maintained by external providers or linked pages.

Data protection

The RSM processes personal data in accordance with the General Data Protection Regulation (GDPR). To find out what personal data we collect and how we use the data, please read our Privacy Policy.

Changes to the terms and conditions

Please note that we reserve the right to update these terms and conditions at our discretion. Any revisions to the terms and conditions will be applicable at the time of publishing on the RSM website.

Force majeure

In the event of a ‘Force majeure Event’ caused by acts, events or omissions or non-events beyond reasonable control — including acts of God, riots, war, acts of terrorism, fire, storm, flood, earthquake or any disaster — the RSM shall be deemed not to be in breach of any contractual arrangement, or be liable to any other party in any manner whatsoever.

 

Conditions of sales

The following terms and conditions of sale apply to all requests, bookings and purchases made with the Royal Society of Medicine.

Events

Cancellations and amends

Full refunds for event bookings will be offered for cancellations made in writing up to 48 hours after payment has been received, provided there are at least four working days before the event. After 48 hours refunds will only be offered for fees over £10 and a 15% administration charge will be incurred. No refunds will be offered for cancellations made within four working days of an event.

Delegate substitutions may be made free of charge up to four days before the event. Transfers to a separate event will need to be re-booked and our normal refund policy applies. If there is any difference in the event fee extra charges may be incurred.

Bookings

Places at events are guaranteed by written confirmation. Acceptance of delegates is at the discretion of the RSM. If payment has not been made by the date of the event, the RSM reserves the right to refuse admission.

If invoices are requested for delegate fees and payment has not been received by the day of the event, credit card details will be requested on the day. The card will be charged if payment has not been received within five working days.

Concession rates such as student rates or bursary rates are only available to full-time students and proof of eligibility might be asked at any time. Failure to provide it will result in the delegate being charged the most expensive rate for that event.

Delegates from outside of the EEA must ensure their immigration status adheres to the current UK government policy. The RSM does not issue invitation letters or other evidence required for visa applications and the confirmation email which will be sent to delegates upon completion of booking and receipt of payment confers no legal status as regards entry to the UK. Should your visa application be denied our usual cancellation terms apply.

Special dietary requirements must be requested at least four working days before the event. Delegates requesting alternative catering arrangements on the day will be charged £10 plus the cost of the meal; the meal may also be delayed.

If an event is cancelled, the RSM’s liability will be limited to registration fees already paid to the RSM for the meeting.

The RSM accepts no legal responsibility for facts stated or opinions expressed during its events. It is the responsibility of individuals to satisfy themselves as to which facts and opinions should be relied on in any way whatsoever.

 

Membership

After payment, your membership subscription is automatically activated, providing immediate access to online resources. The RSM reserves the right to check that you have applied for the correct membership subscription. If the incorrect membership grade has been purchased online, you will be advised about any differences in payments if applicable. Subscription payments made by cheque, debit or credit card will be processed immediately.

After your membership application has been confirmed, you will be sent a membership card providing access to Club and Library facilities at the RSM within 10 working days. If immediate access to the RSM building is required, the Customer Services team can arrange for access to be provided.

Applications which do not meet the relevant membership category criteria will be reviewed by the Membership Committee which meets approximately every eight weeks. Once accepted by the Committee membership will be confirmed.

In accordance with the RSM’s By-Law (12.8), it is the duty of members to advise the RSM in writing of any change in personal circumstances that could lead to a change in subscription rates. This includes notifying us if you take maternity or paternity leave, retire, stop work through unemployment or undertake unpaid work overseas.

Membership cancellation policy

You have 14 days from payment date in which to cancel your membership subscription. The RSM will make a proportionate charge for up to 14 days membership or deduct this amount from any refund due.

If you have paid your membership in full and decide to cancel after the 14-day grace period, no refunds are provided. If you pay by instalments and decide to cancel your membership after the 14-day grace period, you will be required to pay the outstanding balance in full. If during this time you have purchased further RSM services at member rates you will be liable for any difference in the cost of member and non-member charges.

If you have paid by Direct Debit or saved your card when making your purchase, your subscription will be automatically renewed at the end of your subscription period using the same payment options. You may contact us at any time to opt-out of auto-renewal.

Gift purchases

Your order will normally be dispatched within four days of its receipt, although you should allow up to 21 days for delivery.

Every care has been taken to ensure that the description, specification, colour and prices are correct when published.

The prices quoted are inclusive of VAT. Postage and packaging prices are included in the price.

If, after placing your order, you decide you would like to cancel it, you have seven days in which to do so and return the goods in their original packaging and condition. You will be refunded the full value of the goods including the cost of delivery.

 

Domus Medica and Chandos House hotels

The following terms and conditions apply to all hotel room bookings made on the RSM website for Domus Medica and Chandos House hotels.

Reservations requests

All reservations can be made online or by calling Domus Medica or Chandos House. Any changes to your booking must be made by phone or email.

To guarantee a reservation the following details must be received:

  • Full name of the occupant
  • Full address, mobile and email
  • A valid debit or credit card
  • Membership details if applicable
  • Room type and number of occupants
  • Check-in / check-out dates
  • Any special requirements

All requests made without the disclosure of full details stated as above will not be accepted without guarantee information.

Changes or additions to your reservation must be made by email or phone by 12pm two days before the check-in date. Confirmation of changes will be sent via email.

Confirmations, no-shows & amendments

Confirmation of your hotel reservation will be emailed or faxed to the guest details provided unless stated otherwise.

Cancellations

We operate a cancellation policy and reserve the right to charge the equivalent of one night’s accommodation and sundries for any cancellations received after 2pm within two days of check-in date or in the event of a no-show.

Group bookings

The reservation of four or more rooms is considered a group booking.

If a group of individuals has reserved bedrooms separately for the same hotel, the RSM reserves the right to enforce the ‘Group Bookings’ additional terms and conditions to those reservations regardless of the booking medium used.

All reservations and amendments must be made through the RSM’s hotel receptions via email or online.

All group bookings are held on option until 35 days prior to the arrival date, at which time the RSM must have received your signed contract to guarantee the rooms and a completed bedroom allocation sheet with the details below:

  • Guest room allocation
  • Guest names and contact information, preferably mobile and email
  • Guest room requirements

Amendments to the reservation can be made up to 14 calendar days before the arrival date.

Cancellations, no-shows & amendments for group bookings

We operate a cancellation policy and reserve the right to charge the equivalent of one night’s accommodation and sundries per room booked for any cancellations received after 2pm within 14 days of check-in date or in the event of a no-show.

Check-in and check-out information

Check-in

Guests may check-in from 2pm on the date of arrival. Early check-in before this time can be requested subject to availability and will be charged at an hourly rate at the discretion of the hotel.

Guests will be required to sign in for their room, confirm identity and payment details.

Check-out

On the day of departure, we kindly ask all guests to vacate their rooms by 10.30am.

Late check-out after this time can be requested subject to availability and will be charged at an hourly rate at the discretion of the hotel.

Accessibility

Dependent on the individual needs of the guest, accessible rooms are available on request only and subject to availability.

Rooms at Chandos House are only accessible by an 84-step rear staircase; for assistance, a luggage lift is provided. Please notify reception upon reserving your bedroom if you are unable to manage the stairs.

The majority of Chandos House standard double rooms are located on the lower ground floor and may not have adequate mobile phone reception.

Please contact our reception team to discuss specific individual requirements and the availability of appropriate accommodation.

Luggage storage

Luggage storage is available on request to all guests and can be stored for a maximum of 24 hours.

Any items left for more than two weeks without prior arrangement will be disposed of without notification.

Chandos House does not take responsibility or liability for any items left unattended on the premises.

Lost property

The RSM will hold onto found items for a maximum period of three months. Any items still unclaimed after this time will be permanently disposed of.

Guest making claims for lost items must provide a full and accurate description of the items before staff will release the items.

Any items that require postage will incur a minimum charge of £5 depending on requirements.

Parking

RSM members are entitled to use the parking facilities for a flat nightly fee, subject to availability.

The RSM, in conjunction with Q-Parks, can offer reduced rates at the Harley Street or Cavendish Square car parks. The offer is valid via the Chandos House website (for Harley Street) or Domus Medica Reception (Cavendish Square). Please call the hotel reception to make arrangements.

Charges

Prices shown are per room per night and include continental breakfast and VAT (charged at current rate upon the date of stay).

The VAT breakdown shown is indicative based on the current rate of VAT, and the expected VAT treatment of the goods or services and may change depending on the actual tax point of the invoice, and the VAT treatment of the goods and services purchased at that date.

Additional items, such as restaurant meals, bar tabs and phone calls, will be shown on your invoice on check-out.

Payment

Any outstanding monies owed to Domus Medica or Chandos House concerning group reservations will be charged against the card details given.

Where individual guests will be paying for the rooms as part of a group booking for Domus Medica and Chandos House, we will acquire the information via the completed rooming list 14 days prior to arrival.

Guests must finalise payments on checkout, any discrepancies must be raised at this time. Cash payments and all major credit and debit cards are accepted.

Where invoicing is requested, written consent must be received with full contact details 14 days prior to arrival date. We reserve the right to refuse this requested if required. Details for payment are as follows:

  • Payment of the invoice is required within 30 days of presentation of the invoice. Any delay in payment may incur statutory interest charges according to The Late Payment of Commercial Debts (Interest) Act 1998.
  • By post: Please make cheques payable to The Royal Society of Medicine, quoting the invoice number. Send to the Finance Department, The Royal Society of Medicine, 1 Wimpole Street, London, W1G 0AE.
  • By credit card: All major credit cards are accepted. Please telephone us on 020 7290 2971 to make the payment.
  • By BACS: Please contact us for the bank details. If you have made telephone or internet banking arrangement with your bank please quote your invoice number when making the payment. Please send a remittance to us so that we can identify your payment.

Please note that any query on your invoice must be notified within 10 days of receipt.

Other

In connection with your booking, the RSM and its subsidiary companies will hold personal data about you and your guests in accordance with GDPR and the RSM’s Privacy Policy and Chandos House's Privacy Policy.

The RSM and its subsidiary companies do not accept any liability for loss in excess of the amount paid by you for your stay except that which cannot be limited by law.

This agreement is governed by the laws, and subject to the jurisdiction, of the courts of England & Wales.

 

Library

Membership entitles you to use the library and its standard facilities and services. You will need your membership card to access the library.

Specialist library services including the Document delivery, Literature search, Inter-library loan service and Electronic Monthly Updates are priced services. Prices, service details and any related terms and conditions will be provided at the point of service and are available on request.

Online resources (E-resources)

Access to online resources is dependent on your membership category and requires an account login and password.

Members as “authorised users” can make use of the electronic resources (e-books, e-journals and databases) for personal research, teaching and private study. Use of the resources for “commercial purposes” is outside the terms of our academic licence and is strictly prohibited.

Unauthorised use and abuse of these services, unintentional or otherwise, may lead to access being denied for the entire institution.

You are responsible for ensuring that your use of the resources complies with the licence terms and conditions. If you have any questions about the licensing of a specific electronic resource, please contact the library@rsm.ac.uk.