Geological Curators Group Events Policy

The Geological Curators' Group (GCG) organises events which it feels will be of benefit to its membership, and others who work in related fields. This policy sets out how you can best interact with our events programme to ensure you get the most out of our events.

1. Finding out about events
   1. Our primary method for disseminating events is via our website, https://www.geocurator.org/events 
   2. Notification of events will also appear on our social media feeds, primarily Facebook and Twitter
   3. Where possible we will post details on relevant e-mail distribution lists such as Geocurators and NatSCA JiscMail lists
   4. We may also send e-mail notifications to those people who have provided their e-mail address for such purposes
   5. Those members without internet access will be notified in the printed version of our newsletter, Coprolite
2. Booking
   1. We offer a range of flexible booking options. As many of our events are size-limited, you are advised to book early.
   2. Details of how to book will be linked from the event description web page, accessed as above.
   3. We may choose to offer a discounted rate for GCG members. For this discount to apply, your subscription payments must be fully up to date. Please contact the membership secretary (This email address is being protected from spambots. You need JavaScript enabled to view it.) if you require any assistance.
   4. Our preferred method to receive bookings is via our website, with payment using our chosen provider, currently PayPal. Completing your booking in this way immediately guarantees your place at the event.
   5. We will provide an alternative booking option if you are not able to use our online booking facility.
   6. We also support other methods of payment including BACS transfer and cheque, however please be aware that your booking is considered provisional until we receive cleared funds into our accounts
   7. Bookings for events will normally close one calendar month before the start date, and we also require cleared payment by this date. This is essential to allow us to calculate the correct numbers for catering, seating etc.
      1. We may, for operational reasons, specify an earlier or later closing date for certain events. This will always be communicated clearly via our website and other channels.
3. Cancellations
   1. You may cancel your booking at any time. This section sets out how we will handle your refund, if any.
   2. To cancel your booking, you must e-mail, telephone or write to the programme secretary (This email address is being protected from spambots. You need JavaScript enabled to view it.), stating the event you wish to cancel. We will use the date we receive your communication as the date of your request.
   3. If you cancel your booking before the closing date specified when you made your booking then you will receive a full refund. We will send this using the same method we received it.
   4. If you cancel your booking after the closing date specified when you made your booking, then we cannot guarantee a full refund. This will depend on such factors as whether specialist catering has already been booked, or if we are able to fill your place from a waiting list. We may choose to offer a partial refund or credit against a future event.
   5. We will treat a "no-show" at any event as a cancellation with no notice given.
   6. In the unlikely event that GCG has to cancel an event, all attendees will receive a full refund of any fees already paid. GCG will not be held responsible for any additional expenses occurred (e.g. train tickets or hotels) as a result of any decision to cancel an event.
4. Getting to the event
   1. GCG will keep you updated in the weeks leading up the event. Please ensure that your contact details are up to date, including a way to contact you on the day. We will often post maps and other useful information on the event detail pages on our website
   2. You are responsible for making your own way to our events, safely and in good time. Please make sure you know where the event is being held and have checked for local availability of e.g. car parking.
      1. Any "lift-sharing" arrangements are undertaken entirely at the risk of the individuals involved. GCG will take no responsibility for any loss or damages arising from such arrangements. If in doubt you are advised to book licensed, insured transport. 
   3. If you have any special requirements, for example, access, medical, or dietary, please notify the programme secretary in advance so that we can be aware of any adjustments that need to be made
5. At the event
   1. GCG carries Public Liability insurance through our affiliation with The Geological Society of London. Copies are available for viewing upon request.
   2. Please behave courteously at all times, and obey the local rules of the host organisation.
   3. We normally welcome photography and interactions with social media, however there may be local restrictions in place on the day which we will notify you of. Please also refer to our Social Media policy.
   4. We will record the event using digital media such as photography, video and audio recordings. We will store these and use them for future promotion of the group, for example on the website, blogs and in presentations. If you object to appearing in such recordings, please let us know when you make your booking.
6. Virtual events
   1. We may choose (or be forced) to host events in a virtual form. In general the same conditions set out in the preceding sections for real world events still apply in addition to the caveats set out in this section. However there are a number of additional considerations which we ask you to take into account:
   2. Subsequent change to virtual: In the event that we have to change the format of the meeting from real world to virtual, any booking that you have already made will continue to be valid for the new virtual event. Should there be a price difference then we will offer you a refund equal to this amount. If you do not wish to attend the new virtual event, then we will cancel your booking for you and offer you a full refund.
   3. Hybrid events: It is unlikely that we will offer any events which take place both in the real world and virtually. Should this occassion arise we will amend this policy to cover it.
   4. Installing software: We will specify well in advance of the event the platform which we intend to use to host it. It is your responsibility to ensure that you have hardware, software and internet access which will allow you to attend the meeting, and that it is functioning correctly. We cannot provide technical support.
   5. Attendees: The nature of virtual events is such that GCG are not as easily able to verify the identity of attendees as with real world events. We ask all attendees to behave in a polite fashion, and you should be aware of all your interactions, which are taking place in an essentially public space. The meeting host will generally introduce the meeting and set out any ground rules. Moderators will be on hand and will if necessary remove participants from the meeting if they are causing trouble.
      - There are many guides to webinar etiquette available online, for example https://www.charliemorecraft.com/webinar-tips-for-attendees/
   6. Digital record: Due to the nature of virtual events, it is much easier for the content of the meeting to be preserved. GCG intends to leverage this opportunity to build a body of resources and will endeavour to record and archive as much content as possible.
      - We will always make attendees aware at the start of the meeting if we intend to record it
      - We may choose to subsequently make these publicly available via the GCG website or other sources with minimal or no editing. This may also include text transcripts from the audio, or comments from chat boxes. Attendees should take care not to make visible information which they do not want to remain in the public domain
      - Presenters, in particular, should bear this in mind, and ensure that they are happy to release all information contained in their presentation. Please also ensure that you have the relevant permissions in place to reproduce any copyright materials you use.
7. After the event
   1. If you have photographs which you would like to donate to the group for use as described above, then please contact This email address is being protected from spambots. You need JavaScript enabled to view it. to arrange transfer of these.
   2. We welcome feedback on our events, you will likely have received a feedback form so please complete this, or you can email This email address is being protected from spambots. You need JavaScript enabled to view it. to contact our programme secretary.
   3. If you have ideas for suitable events, or would like to host an event, please contact us.
8. Code of conduct
   1. All event participants are expected to read and abide by the Geological Curators Group Code of Conduct. Although the Code of Conduct is written with Events in particular in mind, we expect everyone interacting with others via any and all GCG platforms, to abide by the behaviours outlined herein.

Version History:

23/05/2018: Original document

10/11/2018: Added additional clauses concerning specification of event closing date, and car sharing arrangement

04/09/2020: Added new section to cover events held virtually