RAeS Event Terms & Conditions

When booking onto RAeS events, the following terms and conditions apply with regards to how we use your personal data, our privacy policy, payment policy and cancellation policy. You can choose to amend your preferences and permission at any point so please contact conference@aerosociety.com with your request.

Personal Data Collection

The contact details that you give us when booking will be used to send you (or the person(s) you are registering to attend) information that will aid participation in the event, such as registration instructions, directions and the preparation of badges and certificates of attendance. The contact details that are provided will be used to update the secure profile record of the person(s) registered to attend.

Dietary / Access requirements

Any dietary / access requirements are treated in strict confidence and are only used to ensure the best possible experience at an RAeS event. This information will be added to the guest record in order to offer the same level of service at future Royal Aeronautical Society events.

Every effort will be made to meet all dietary / access requirements, however there will be some circumstances where this will not be possible.

Guest lists

As a learned Society, we provide opportunities to share knowledge within the aerospace and aeronautics sector – this is done through our various conferences, events and seminars. To encourage networking, we provide a guest list to event attendees (i.e. name, job title, organisation). We also provide this information to the speaker(s) and any sponsors associated with the event.

If the event is not at the Society’s Headquarters we will provide these details (i.e. guest list) to the associated external venue personnel for security purposes (i.e. at an RAF base or security controlled building). We would inform you about this at the time of booking an event. Should you not wish to appear on the delegate list please advise the conference and events department in writing (conferences@aerosociety.com)

Photography and video

At some RAeS events, a photographer or videographer will be present (the latter a key tool in the RAeS disseminating the digital content of our events to members across the globe). By agreeing to these terms and conditions, delegates hereby grant the RAeS the right to take photographs of them and authorise the use and publication of the same in print and/or electronically. You also agree that the RAeS may use such photographs with or without your name for any lawful purpose, for example, publicity, illustration, advertising and web content or sharing with event sponsors.

Privacy Policy

The RAeS is committed to ensuring the privacy and security of our members’, customers’ and potential members’ personal data. The personal data we collect, hold and process is carried out under the terms of our Privacy Policy and we operate on this basis when using your personal data, as well as the conditions of the consent given at the time, which includes the use of cookies.

Payment Policy

Where a payment is applicable for an event, it is required that this is paid for in advance of attendance at the event. If you have requested an invoice, you will receive notification in advance of the event that payment is required. If payment is not received, we will request payment at the registration desk of the event to permit access.

Cancellation Policy

Substitutions may be made up to the day of the conference - please notify the Conference and Events Department in writing of name changes as soon as possible.

If no substitute can be found for the delegate unable to attend, cancellations must be notified in writing to the Conference and Events Department.

The following fees will then apply:
- More than 14 days notice: 25% of registration fee (i.e. 75% refund)
- 7 - 14 days notice: 50% of registration fee (i.e 50% refund)
- Less than 7 days notice and non-attendance: 100% of registration fee (i.e. no refund)

In exceptional circumstances, speakers and timings may alter. All delegates will be informed of any changes at the earliest possible opportunity in the unlikely event of the programme being cancelled. The Royal Aeronautical Society will make a full refund of the delegate fee. No compensation will be paid for any additional costs incurred.


If you have any queries relating to the terms and conditions relating to your event booking, please contact conferences@aerosociety.com