Delegate booking

To book your place at the conference please complete the form below. You will be required to confirm payment either with a purchase order number from your organisation or credit card to proceed with your booking*. The credit card system being used is the official one used by the University of Southampton and thus provides the normal banking assurances of security. Once complete, click on the 'Create Booking' button. Please note that required fields are marked with •.

After entering information and clicking on the submit button, you will be asked to confirm the details before they are sent to SWAP. Information supplied will be stored in accordance with Data Protection Act principles and requirements.

If you want a combination of day attendances that is not available on the list below then please email Jane Revell at swapbookings@soton.ac.uk.

If paying by purchase order an invoice will be sent out within a week of your booking. Delegates are expected to have paid for their place before attending the conference. Presenters will have had information with their acceptance emails of the need to book a place by 6th May to ensure inclusion in the programme.

Please note that the 'full conference - residential' option includes conference attendance on Wednesday, Thursday and Friday, dinner on Wednesday and Thursday and bed and breakfast Wednesday and Thursday. It does not include accommodation on Tuesday night. All accommodation options are inclusive of dinner and breakfast. With exception of the conference dinner we regret these meals are not available to book separately.

Places for this year's conference dinner are limited and will be allocated on a first come first served basis. Delegates are advised to book early if they wish to attend.

*If you are unable to pay by purchase order number or credit card we will require a cheque and a pro-forma booking to secure your place. All cheques should be made payable to University of Southampton. Anyone applying for a bursary should use the form on the Bursaries page

Conference Booking Policies

• Booking
• Presenters
• Cancellations
• Conference fees and expenses for students on qualifying social work courses
• Conference fees and expenses for postgraduate research students
• Conference fees and expenses for Service User and Carer Educators/Researchers
• Overseas delegates
• Assistance dogs

Delegate Booking

Please ensure that you have received an automatic confirmation email reply within 7 working days when booking on-line. SWAP will not be liable to guarantee the booking otherwise. If you do not receive confirmation please contact Jane Revell on swapteam@soton.ac.uk or 023 8059 7782.

Presenters

If you are a lead presenter you should book in to the conference through the on-line booking system prior to 7th May 2010. Only those who have booked for the conference will able to present. Other presenters should book by 2nd June 2010. However, changes to presenters in the programme will not be possible after the 21st May 2010.

Cancellations

Cancellation by us

SWAP reserves the right to modify or cancel any event if unforeseen circumstances arise. If we cancel an event we shall inform you as soon as possible and offer you a full refund.

Cancellation by you

• Cancellation notified with less than three month's notice, there will be a charge of 25%
• Cancellation notified with less than two month's notice, there will be a charge of 50%
• Cancellation notified with less than one month's notice, there will be a full charge

All cancellations must be made in writing via fax (023 8059 2779) or mail to (JSWEC Conference, SWAP, School of Social Sciences, University of Southampton, Southampton. SO17 1BJ), email to swapteam@soton.ac.uk is accepted with a fax or a mailed copy for back-up.

Social work student/Postgraduate research student funding

Financial support for attending the conference may be available from the university programme you are associated with. In the first instance you are advised to approach the appropriate person responsible for your programme before applying for a bursary. It may be possible to access funding from different sources for different types of costs for example, the conference fee may be met by the conference and the travel and other expenses paid for by the programme or vice versa. Please note that bookings cannot be made without confirmation of funding.

More details on student bursaries is available on the Bursaries page.

Conference fees and expenses for Service User and Carer Educators

In recognition of the central role that service user and carer educators play in social work education funding is being sought by the planning team to meet the conference fees and travel expenses for a number of service user and carer educators. However, in the first instance you are advised to approach the appropriate person responsible for your programme before applying for a bursary. Please visit the Bursaries page for more information.

Please note that bookings cannot be made without confirmation of funding.

However, in the first instance you are advised to approach the appropriate person responsible for your programme before applying for a bursary. It may be possible to access funding from different sources for different types of costs for example, the conference fee may be met by the conference and the travel and other expenses paid for by the programme or vice versa.

If you are unable to attend the conference without an enabler/interpreter or signer please ensure that you state on the booking form that you will be accompanied by someone in this role by filling in the 'access requirements' section of the booking form. Please state the name of the person who will be accompanying you. They will also need to complete a booking form and will need to state the name of the person they are accompanying, in the 'access requirements' section of the booking form.

Travel expenses** and conference fee* for enablers/interpreters or signers may be met. However, they will need to apply for a bursary following the process on the Bursaries page. Please note that the name of the delegate they are attending with should be indicated in the relevant section of the bursary application form.

If your individual circumstances require additional resources or you need further information please contact John Williams swapteam@soton.ac.uk or call o2380 599310 prior to making your booking.

Conference Fee

The "conference fee" includes meals and accommodation (2 nights), including the Conference Dinner (if places are available). The cost of the additional night at the start of the conference may also be met, subject to the bursary terms and individual requirements.

Travel expenses

If financial support is agreed then travel costs, within the UK only, will be met. Travel claim forms will be sent with your booking confirmation. Original receipts must be sent with the completed expenses form to SWAP. Completed forms can be handed in at the conference administration desk but payment can only be made after the conference. Cash payments can only be made in exceptional circumstances and require notification to the conference organisers 6 weeks in advance of the conference.

The cost of standard air, rail, coach or bus travel can be reimbursed. However bookings should be made as soon as your booking and funding support is confirmed. This will ensure the best fares are obtained, which may allow for more funding support to be available to others. Please note we are not able to reimburse first class travel.

Car mileage can be paid as an alternative to public transport. If several people are travelling together this may be the most economical and convenient method of travel. Mileage is paid at the following rate: - 40p per mile for the first 50 miles of any round trip and 23p per mile for the rest of the journey.

Information about travelling to the conference is available on the Venue page.

To apply for a funded place please visit the bursary page.

Overseas delegates

The conference welcomes delegates from outside the UK. However, the resources of the conference planning organisation are limited; this has led us to adopt the following policy on overseas delegate recruitment:

• We are unable to offer overseas delegates assistance with travel arrangements - e.g. contacting embassies on their behalf, passports, visas, travel permits, visit itineraries, pre-/post-conference educational and/or agency visits.
• We are unable to issue invitations to attend the conference
• Overseas delegates please make full payment of conference fees at least one month in advance of the event. If payment or proof of payment isn't received you will be unable to attend the conference.
• All paper documents sent by us will be sent by 'International Signed For' delivery.
• Please ensure that any paper correspondence that you send to us is sent recorded delivery.

NB: Anyone who is recorded as a non payer from a previous conference will NOT be eligible to book.

Assistance dogs

Registered assistance dogs are welcomed at JSWEC. In order to attend, your dog should be registered with one of the following charities that form the governing body Assistance Dogs (UK):

• The Guide Dogs for The Blind Association (www.guidedogs.org.uk)
• Hearing Dogs for Deaf People (www.hearingdogs.org.uk)
• Dogs For The Disabled (www.dogsforthedisabled.org)
• Canine Partners (www.caninepartners.co.uk)
• Support Dogs (www.support-dogs.org.uk)

We regret that we are unable to accept dogs not registered under this scheme.

Please provide your dog's ID number when registering in the "additional information" space.

At the conference, please ensure your dog is wearing their official jacket for identification purposes.

For more information please visit: www.assistancedogs.org.uk

Reasonable Adjustment Policy

SWAP works at all times to ensure that our events, and the venues that we use, are accessible to all of our delegates. However we recognise that on some occasions we may need to provide additional support or adjustments. Whilst we make every effort to meet these requirements they must be balanced with the costs that may be incurred and the timescales given to make these adjustments.

SWAP operates an events planning process which identifies potential adjustment requirements in advance, agrees what is reasonable, and implements and reviews the reasonable adjustments that are made.

Where specific adjustments are required, in the first instance we will try to work with the delegate's employer to cover the costs of any adjustments that are not covered through usual event adjustments (for example, for the costs associated with the provision of signers or staff) or through Access to Work funds. In all cases SWAP reserves the right to take into account the cost of these additional adjustments against the overall costs of the event, when deciding whether or not a requested adjustment is reasonable.

We always ask delegates to make their requirements known to us at the time of booking so that we can ensure that any adjustments can be made in good time. We ask that a minimum of two weeks notice is given so that we can try to ensure that we can source the appropriate adjustment. If less than two weeks notice is given, while we will assist as much as we can, it will make it more difficult for us to comply with any requests for adjustments due to the timeframe involved.