Covid Policy

Covid-19 Policy
Imperial Corporate Events Ltd and Imperial Corporate Events London Ltd (hereafter known as Imperial), are strictly following government guidance, in relation to Covid 19 restrictions.

Please be reassured, that if you have an upcoming booking which is affected by COVID-19 restrictions, Imperial will contact you by e-mail, in advance of your departure or event date.  However, until you are contacted is assumed that your booking can be fulfilled. 

Why is it taking time for Imperial Corporate Events to contact me?
Clients are being contacted in chronological order, of events being prevented or delayed from taking place. However, the Covid 19 pandemic, has created issues with high numbers of bookings, over an extended time period. The Imperial Events and Operations Department is working diligently, to manage the bookings impacted by Covid 19.

A robust and clear process has been established, to manage client bookings in this situation. You do not need to do anything, you will be contacted by e-mail, please look out for messages from Imperial and check your spam e-mails.

What happens if my event/booking is affected by COVID-19 restrictions?
If your event/ booking is prevented or delayed due to COVID-19 restrictions, Imperial will contact you to transfer your booking to a substitute event. Usually, this is the same event for the following year, or the same event at a later date. Substitute events, are similar in nature and value to the original, as defined in the Imperial terms and conditions. Full details can be found on your original booking contract or T&C’s.

Can I get a refund if I decline the “Substitute event”?
No, Imperial does not offer refunds. As defined in its terms and conditions, you will be offered an alternative event similar in nature and value (a substitute event). If you do not wish to accept the substitute event or do not respond within a 7-day time frame, we will treat this as a request to cancel the contract, subject to our cancellation policy set out in Clause 10 of the terms and conditions.

What if a “Substitute event” cannot be provided?
If, due to circumstances beyond our control, Imperial are unable to provide the services or offer you a substitute event, without limiting our other rights or remedies, Imperial will cancel the contract by written notice and you will be issued with a full refund, within a reasonable amount of time after such cancellation.

What if I can’t attend the “Substitute event”?
In some circumstances, as gesture of goodwill, Imperial may offer a goodwill voucher, (Refund Credit Note), which must be used on, an event of equal or greater value than the original booking. This must be redeemed, as the criteria agreed, at the time of the offer of the goodwill voucher. If your original booking was covered by ATOL, then the voucher and new booking (if it includes a flight), will remains protected under the ATOL scheme. You will be contacted by our Events and Operation Department and /or your Account Manager in advance of any booking deadline.

Cancellation Policy
If you want to end the contract at any time, you must notify Imperial in writing. The contract will end immediately upon our receipt of your notification, and 100% of the price will become immediately due and payable, less any amounts you have already paid Imperial, in connection with the booking.

The event is going ahead but I have covid 19 related concerns, I do not have the required vaccination certification and do not want to attend/travel – can I have a refund?
Unfortunately, should you choose not to attend or cannot attend (due to not having the required vaccination status/proof), the Imperial cancellation policy above will apply. The event/booking is still capable of being delivered, therefore Imperial’s ability to provide you with the event (or a suitable substitute event) is not materially affected. 

The event is going ahead but you or your guests have tested positive for Covid 19 or been told to self-isolate by the NHS Test and Trace or the NHS COVID-19 app and cannot attend the event
Unfortunately, if the event is going ahead and you and/or your guests cannot attend, Imperial is unable to refund or transfer the booking to 2022, as the booking is being delivered.  However, if you inform Imperial asap, we will try our best to have the guest names updated on tickets with the venue or venues. 

The event/booking destination is outside the UK 
Country entry requirements - any Covid 19 testing, proof of vaccination certificates or locator forms etc, that are required to be visit the event/booking destination country and return to the UK (outbound and inbound), is the responsibility of the host and their individual guests. As any incorrect or lacking documentation, may mean travel will be prohibited by the appropriate authorities. The latest government information can be found on the Foreign, Commonwealth & Development Office website  Unfortunately, should you choose not to attend (due to testing and self -isolation requirements or vaccination status/proof), the Imperial cancellation policy will apply, as the event/booking is being delivered.

What impact will social distancing have on my booking?
Imperial is working with their suppliers, to learn what new requirements are required to operate in compliance in respect of COVID-19 restrictions and measures, as part of the government roadmap out of lockdown. You will be fully informed of any restrictions and safety measure before you attend the event/booking. If your do not want to attend due to social distancing measure in place at the event venue, then the Imperial cancellation policy will apply, as the event/booking is being delivered.

Financial Bonding and Protection
Imperial holds an Air Travel Operators License (ATOL 6265). You will receive an ATOL certificate with your booking confirmation where the package you have purchased includes a flight.