Registration and Accommodation

Registration 

Advance registration ended on 31 July 2017 for the Rectors' Fourm and Conference. From 1 August registration rates were as follows.  Delegates were asked to email thenorth@abdn.ac.uk with details of the day(s) that they were interested in attending. On-site registration was also be available on the days of the Forum and Conference. 

Provisional Registration Rates

UArctic Forum Rectors and accompanying specialists or expert advisors, attending Rectors’ Forum only, delegate rate per person (payment after 31 July 2017)

£475

UArctic Forum Rectors and accompanying specialists or expert advisors, attending Rectors’ Forum and Conference, delegate rate per person (payment after 31 July 2017)

£525

Student Forum delegates attending Forum and Conference, package including all meals and accommodation (payment after 31 July 2017)

£625

Conference only delegate rate per person (payment after 31 July 2017)

£250

Conference only student rate per person (payment after 31 July 2017)

£150

Conference only 27 August day rate per person (payment after 31 July 2017)

£95

Conference only 28 August day rate per person (payment after 31 July 2017)

£145

Conference only 29 August day rate per person (payment after 31 July 2017)

£125

Conference only 27 August student day rate per person (payment after 31 July 2017)

£55

Conference only 28 August student day rate per person (payment after 31 July 2017)

£65

Conference only 29 August student day rate per person (payment after 31 July 2017)

£50

Fees cover 

Registration fees for the Forum only included admission to sessions, a welcome pack, all lunches and refreshments during morning and afternoon breaks, the civic reception on 23 August and the Forum evening meal on 24 August. 

Registration fees for the Conference only included admission to sessions, a welcome pack, all lunches and refreshments during morning and afternoon breaks, the welcome drinks reception on 27 August and the Conference evening meal and ceilidh on 28 August. 

Registration fees for the Forum and Conference included all the above. 

Evening meals on 24 and/or 28 August are included in delegate registration fee.  Delegates could have brought a companion to the evening meals on 24 and/or 28 August at an additional cost of £35 per evening meal/dinner or an inclusive cost of £50 for both evening meals/dinners. 

Please note that with the exception of Student Forum delegates attending both the Forum and Conference, these fees did not include accommodation, to allow delegates to book their own accommodation, at their desired level of comfort and expense, either independently or through the links detailed on the Accommodation page. 

For Student Forum delegates attending both the Forum and Conference, a complete package that also includes pre-booked accommodation and all meals was offered. For evening meals on days when there were no other formal arrangements, student delegates were provided with vouchers for use at a local restaurant. 

Delegates could join the whole-day coach excursion on Saturday 26 August, at an additional cost of £60 per person, by emailing thenorth@abdn.ac.uk with your details, to confirm booking.

Cancellations 

All cancellation requests must have be submitted, in writing via email, to thenorth@abdn.ac.uk. Cancellation requests by telephone were not accepted. Written requests for refunds were processed as follows:

  • Received before 7 April 2017, a full refund less £50.00.
  • Received before 5 July 2017, a 50% refund.
  • Received on or after 5 July 2017, no refund.
  • Refunds were issued approximately 3-5 weeks after the Conference ends.
  • If assistance was required or any delegates had questions about their registration, they were asked to email thenorth@abdn.ac.uk. 

Terms and Conditions

By registering you accepted our terms and conditions.

Passport and Visa

Participants were strongly advised to determine which requirements applied to them with respect to entering the UK and to consult their nearest Embassy or travel agent, for further information. 

Invitation letters for visa purposes were only sent to participants who completed the registration process. If any required an invitation letter to the Forum and/or the Conference for visa purposes, they were asked to email thenorth@abdn.ac.uk with the following details: 

  • full name as it appears on your passport
  • date of birth
  • place of birth
  • passport number
  • passport issue date
  • passport expiry date

Participation

Upon registering, delegates were required to indicate whether they intended to attend the Forum and/or the Conference, and whether they wished to join the excursion on 26 August.

During the Rectors' Forum some meetings were not open to all registered participants, as they were by invitation only.  Only members of UArctic’s governing bodies (Board, Council and Rectors’ Forum) were able to join in by "invitation only".

Registration confirmation

After delegates submitted registration details. Finance directly sent them a confirmation email. But if this was not received within a few days, then they were asked to email thenorth@abdn.ac.uk.

Accommodation 

Please note that accommodation in Aberdeen is in high demand all year round, advanced booking is recommended to ensure availability and a reasonable rate.  If delegates book accommodation and don't arrive for the first night,  then their hotel room can be re-sold unless the delegate contacts the hotel direct to confirm that it will still be required for the delegates' stay for subsequent nights.

A range of accommodation options is available in Aberdeen for delegates at a reduced conference rate ranging from GBP £45.00 to £149.00 per person, per night.

Hotel Accommodation

Delegates were offered a range of hotel accommodation which they could view, check availability and book via this dedicated booking site. 

Please be aware that accommodation was held until approximate four weeks prior to the conference - thereafter any unsold bookings were released with no guarantee that other rooms would be available at the discounted conference rates.

University Student Accommodation

University of Aberdeen student accommodation was located at the Hillhead Student Village available on a first come, first served basis.

Accommodation was 2 star standard with a range of en-suite and standard rooms (shared bathroom facilities) available. Rooms were light with pleasing views of the surrounding grounds. 

Registration for this university accommodation was accessed via this dedicated booking site with delegates being asked to email thenorth@abdn.ac.uk about their requirements, if any difficulty was experienced during booking.

Guest House Accommodation

Several guest houses in and around Aberdeen had limited availability and offered bed and breakfast from GBP £83.00 to £124.00.