Registration FAQs

 

Before the conference
 What is the membership's entitlement of conference day passes?
 How do I register using my membership's entitlement of conference day passes?
 What shall I do if all the conference days in my membership's entitlement have been allocated?
 What are member rates?
 I am a main contact, what are my responsibilities?
 Can I send one person in the morning and one in the afternoon of the same day using one of my included conference days?
 Can I use my membership's entitlement of conference day passes across more than one conference?
 Can I assign outstanding conference days from different memberships that I control to one delegate?
 How do I add a colleague to a membership that I control?
 How do I cancel an allocation I've created?
 My membership package does not include conference day passes - how do I book?
 I've paid for my membership renewal - why is my booking provisional?
 How do I buy a new membership?
 I am not a member, can I still attend?
 What are the non-member rates?
 How do I pay for my registration, membership or upgrade?
 I'm trying to register but my details are not recognised
 I haven't seen any confirmation emails for my booking - should I be getting something?
 How do I update or amend my registration?
 What do I do if I have registered but can no longer attend?
 I'm an international delegate why am I being charged VAT?
 I am speaking at a conference, do I still register?
 I work for Oracle, how should I register?
 I am on the conference committee, how should I register?
 How can I book accommodation?

At the conference
 What does a conference day pass include?
 Where is the conference taking place and how do I get there?
 What is the conference dress code?
 I have a special diet, will it be catered for?
 Is there WiFi at the venue?
 How do I get in touch with you?


 

What is the membership's entitlement of conference days?
All membership packages entitle you to purchase tickets at member rates.

Membership Level

Price*

Conference Days Included

Platinum

£1,500

6

Gold

£915

4

Silver

£600

Bronze/Individual

£165

0


*These prices are ex. VAT. All membership and conference day purchases are subject to 20% VAT. New memberships are subject to a one-off administration fee: £50 for Bronze and £100 for other levels.

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How do I register using my membership's entitlement of conference days?

The main contact for your membership controls the allocation of conference passes. Please ensure you have contacted your Main Contact directly - if you do not know who your Main Contact is please log onto your UKOUG web account where it will be displayed or contact UKOUG on 020 8545 9674 / info@ukoug.org.

Main contacts have the responsibility of managing the entitlement and can fully approve, partially approve or decline your request. If approved, you will be sent a link which will take you straight into the registration system to complete your booking online.

If declined, you'll still have the opportunity to purchase conference days at the member rate via the registration system.

If you do not have a UKOUG website password, please register for online services on the UKOUG website.

Please note: If you are attempting to use days from your future year's membership entitlement or you have taken out a new membership, any bookings will remain provisional until the membership fees are paid.

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What shall I do if the conference days for my membership have all been allocated?
There are several ways to purchase more conference passes - for additional places please contact the UKOUG Membership Team on +44 (0)20 8545 9670 or email info@ukoug.org to discuss the most effective route to attending.

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What are member rates?
Member rates are the discounted prices available to UKOUG members for the purchase of additional conference days. They break down as follows: 

Number of days 

Price* (£)

 1

 350

 2

 700

 3

 1,050

*These prices are ex. VAT. All conference day purchases are subject to 20% VAT.

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I am a main contact, what are my responsibilities?
As a main contact you, or your designated proxy, have the responsibility for allocating your membership's entitlement of conference day passes (where applicable). The UKOUG Membership Team will be available throughout to assist and can be contacted on +44 (0)20 8545 9670 or via email: info@ukoug.org.

You can review and manage all allocations and bookings in the Main contact dashboard. This will trigger an email to them prompting them to complete their registration.

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Can I send one person in the morning and one in the afternoon of the same day using one of my included conference days?
No, you cannot. One day is the smallest unit into which conferences are broken down.

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Can I use my membership's entitlement of conference day passes across more than one conference?
Yes, you can. Each day can be individually assigned to whichever conference you wish.

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Can I assign outstanding conference days from different memberships that I control to one delegate?
Yes, you can. The UKOUG Membership Team can move allocations from one membership to another to assist with this process. Please call +44 (0)20 8545 9670 or email info@ukoug.org.

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How do I add a colleague to a membership that I control?
Simply login to your account on the UKOUG website and add a colleague to your membership here, or you can contact the UKOUG membership team on +44 (0)20 8545 9670 or email us at info@ukoug.org with your membership number and details of the delegate you would like to register.

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How do I cancel an allocation I've created?
Please contact the UKOUG Membership Team on +44 (0)3456 522 700 or email us at registration@ukougconferences.org with your membership number and details of the registration you would like to cancel.

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My membership package does not include conference day passes - how do I book?
You have two options:

1. You can upgrade your package to one with conference days included - see above.
2. You can log in to the Conference Registration System and purchase conference days at a member rate of £350+VAT per day.

Please contact the UKOUG Membership Team or call +44 (0)20 8545 9670 to discuss the most appropriate and cost effective package for your business.

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I've paid for my membership renewal - why is my booking provisional?
The most likely reason is that, although the payment has been successful, it's not been allocated to your membership plan in our system yet. It shouldn't take longer than a few days for this to happen, then once it does your booking will be updated and you'll be sent an email to advise that it's been confirmed.

If you have any doubts about the success of your payment, please feel free to contact the membership team on +44 (0)20 8545 9670 or via info@ukoug.org to discuss.

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How do I buy a new membership?
You can purchase a new membership via the UKOUG website, by calling the UKOUG office on +44 (0)20 8545 9670 or emailing info@ukoug.org.

Please note: upgrades and additional memberships take 2 working days to process.

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I am not a member, can I still attend?
Of course! You have three options:

1. Check to see if your company already has a membership
Contact the UKOUG office on +44 (0)20 8545 9670 or email info@ukoug.org and ask us to check our records. If your company is in membership, you'll need to ask the main contact if they're happy to add you to it. If they do, you'll be able to either utilise included conference days (where applicable) or avail yourself of member rates.

2. Become a member and attendance is included
It's more cost effective to invest in an annual UKOUG Membership (Platinum or Gold packages) than to pay a non-member day rate (starting at £640 for one day). As well as conference days being included, you can take advantage of other great money saving benefits, priceless resources and handy contacts. Apply online or contact the UKOUG office on +44 (0)20 8545 9670 or at info@ukoug.org. When your membership has been processed you will need to set up your UKOUG username and password, then you can log into the registration system and follow the steps to book on to the conference of your choice. Please note: new memberships take 2 working days to process.

3. Attend as a non-member
You must have a UKOUG web account to book. If you don't already have one, set one up here. Once you have, log in to the registration system and follow the steps to book at non-member rates - remember to have payment details to hand if you're using a credit or debit card, or a PO number if you need it for your invoice.
Please note that days purchased by attendees from outside the UK must be paid for by credit/debit card.

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What are the non-member rates?
You can purchase conference days even if you don't have a membership. The prices are as follows (ex. VAT):

Number of days

Price* (£) 

1

640

2

1,070

3

1,500

It’s more cost effective for you to attend as a member. Membership starts at just £215* you can join UKOUG as a Bronze member and qualify for member rates.

If more than one person is attending from your company you can get some great deals with our membership packages - see the membership pricing/conference entitlements above. Explore our membership packages, and contact the membership team to discuss your best pricing option for attending conference.

*Membership package fees: Bronzes includes a £50 one-off joining fee, Silver & above includes £100 one-off joining fee. All pricing excludes VAT.

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How do I pay for my registration, membership or upgrade?
You can pay by BACS (if you provide a PO number) or credit card - please refer to your invoice for full payment details. Registrations made from outside the UK must be paid by credit/debit card. All payments must be received prior to the date of the event you are attending.

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I'm trying to register but my details are not recognised
Contact the UKOUG Membership Team on +44 (0)20 8545 9670 or at
info@ukoug.org and they will be happy to assist.

This may occur for a number of reasons - all easily rectifiable. The most common is for your details not to be attached to the membership number under which you're trying to book, so please ensure you have the permission of the main contact to be added to their membership.

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I haven't seen any confirmation emails for my booking - should I be getting something?
Our registration team's email address has changed this year, so if you'd previously added us to your safe senders, you may find we're no longer whitelisted.

If you haven't already, please ensure you've added @ukougconferences.org to your list to be sure of getting any booking-related correspondence - and please check your junk mail if you were expecting a message that never came!

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How do I update or amend my registration?
If you need to change any of your personal details, please log in to your profile here. To make any changes to your registration, e.g. days you're attending, additional session selection, please log in to the registration system, make your changes and click through to the end to submit them. If you have any questions about making changes to your booking, please call our registration team on +44 (0)3456 522 700 or email us.

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What do I do if I have registered but can no longer attend?
You can transfer your registration to a colleague from your company free of charge, up to 48 hours prior to the event, by calling the UKOUG Registration Team on +44 (0)3456 522 700 or emailing us.

However, should you need to cancel your registration entirely you must confirm in writing to us. Cancellations made up to 30 days before the event can be refunded but are subject to an administration fee of £50+VAT. Cancellations made after this date and no shows at the event will be liable for the full registration fee.

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I am an international delegate, why am I being charged VAT?
Conferences that take place in the UK are subject to UK VAT as they are classed under VAT legislation as 'services' and therefore VAT is chargeable at source. Overseas delegates must pay the VAT charged on their invoice initially but may be able to claim this back from the UK VAT office. For more information, visit the HMRC page for EU Businesses or Non-EU Businesses.

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I am speaking at a conference, do I still register?
No, we will ask you to give us the information we need from you separately and then we will register you. We will already have some of your details from paper selection but want to make sure you have the chance to sign up to any additional, limited capacity sessions which may be available.

Main speakers are entitled to a full complimentary pass which covers Monday 4th - Wednesday 6th December. Co-speakers receive complimentary access on the day that they are presenting only.

If you wish to book additional days, including Super Sunday, please contact your conference Project Manager, Lois Hunt. If you are also a Main Contact, you will still need to manage your colleagues' conference day requests.

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I work for Oracle, how should I register?
Log on to the Oracle staff pages on the UKOUG website to find details of your booking link; if you have any issues accessing this, contact the UKOUG Membership Team by calling +44 (0)20 8545 9670 or emailing info@ukoug.org and they will be happy to assist.

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I am on the conference committee, how should I register?
Your conference Project Manager will be in touch before the event and advise you of your options. If you are also your membership's Main Contact you will still need to manage your colleagues' conference day requests.

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How can I book accommodation?
If you require accommodation, you will find helpful links on the Your Visit page or on the confirmation page of your booking.

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What does my conference day pass include?
Your pass will allow you access to all the presentations, entry into the exhibition and all socials. It will also include a delegate bag, access to the mobile app, printed collateral and catering throughout the day.

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Where is the conference taking place and how do I get there?
This year’s venue is the ICC Birmingham, the visually stunning heart of an emerging city. For more information, click here.

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What is the conference dress code?
All UKOUG events have a relaxed dress code; however, you may wish to dress in business casual which is the most common form.

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I have a special diet, will it be catered for?
Food and beverages will be available throughout the day and vegetarian food will be supplied as standard. Please state any other dietary requirements when you register or contact the Project Manager Lois Hunt to enquire about the menu on offer.

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Is there WiFi at the venue?
Yes all our conference venues have WiFi.

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How do I get in touch with you?

UKOUG Conferences 2017
Registration Team Telephone line 
+44 (0)3456 522 700 
UKOUG Conferences 2017
Registration Team Email
registration@ukougconferences.org
UKOUG Head Office +44 (0)20 8545 9670
info@ukoug.org

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