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Frequently Asked Questions

Need help with an event booking, delegate information, or a general customer service question? You may find an answer in the FAQ below, or you can visit the Coaltrans Conferences contact page.

What is included in the registration fee?

The registration fee includes the admission to the conference, use of the delegate messenger service, conference papers and food and beverage throughout the duration of the conference (refreshment breaks and lunch).

What is not included in the registration fee?

The accommodation and transportation are not included in the price of the conference. A form assisting you with your accommodation booking will be sent out with your confirmation.

Possible field trips are not included in the price of the conference. A booking form will be sent with the confirmation if applicable. Field trips are based on a first come, first served pre-paid basis.

Delegate registration confirmation and invoice

Delegates will receive confirmation and the invoice of their registration 3-4 working days after their registration form has been received.

Receipts

If payment is made by credit card then you will automatically receive a receipt of payment. Unfortunately if you arrange payment via bank transfer we are unable to provide a receipt. However, on request we can provide you with an invoice reflecting zero outstanding balance.

The registration confirmation and invoice is not a receipt of payment; delegates will need to arrange payment for the invoice.

Registration payment by credit card

To make a payment by credit card, please order on our website  http://coaltrans.com/event-calendar.html and pay online or call +44 (0)20 7779 7222. Please ensure you quote your invoice number when arranging payment by phone in order for the money to be allocated against the correct invoice. Your invoice number will begin with EMB and can be found at the top right hand corner of your invoice.

Registration payment by bank transfer

To make a payment via bank transfer, use the Coaltrans Conferences Ltd. account details below.

Please ensure you quote your invoice number when arranging a bank transfer in order for the money to be allocated against the correct invoice. Your invoice number will begin with the letters EMB and can be found at the top right hand corner of your invoice. 

Coaltrans Conferences Ltd
Address: Nestor House, Playhouse Yard
Zip code:  EC4V 5EX
Telephone: 0044 207 779 7222 
Region: London
Country: United Kingdom


Name of the bank:  LLOYDS TSB BANK PLC
The country the bank is situated: United Kingdom
Branch address: CITY OFFICE,
PO BOX 72,
BAILEY DRIVE
GILLINGHAM BUSINESS PARK
GILLINGHAM
KENT
Swift Code: LOYD GB2  LCTY
Payment chasing
If you have paid and received an email chasing your payment, please respond to the email with a copy of your remittance. This will prevent you being contacted again.

If you haven’t paid and you receive an email please contact us on +44 (0) 20 7779 7222 to arrange payment with credit card. 

Please note there are different bank accounts for each currency

Euros €
Account Number : 86139233
Sort Code: 301218
Iban code: GB42LOYD30121886139233

Sterling £
Account Number : 1083711 
Sort Code: 300002
Iban Code: GB23LOYD30000201083711

US Dollar $
Account : 11127713
Sort Code: 301218
Iban Number: GB67LOYD30121811127713

Australian Dollar AUD
Account Number:40016486
Sort Code:30-12-18
Iban Number: GB81LOYD30121840016486


Invitation letter

Whilst Coaltrans Conferences is not responsible for guaranteeing delegate visa applications, we can only provide delegates with visa support letters if we have received full payment. Please contact us to request a visa letter application form. You will receive this letter via email within 72 hours of receiving the information.

In all cases we recommend you seek advice from your embassy.

Replacing a delegate

If you are registered to an event and are no longer able to attend, you may substitute a colleague to attend in your place at no extra cost. If you wish to do so please contact us.

Cancelling a delegate

If you wish to cancel your registration and are unable to provide a replacement then please contact us. Cancellations received in writing 28 days prior to the event will qualify for a full refund of the registration fee less the administration fee. No refund will be given on cancellations received after 28 days prior to the event.

Delegate substitutions will be accepted. If no substitution is provided, a web link to download the speaker presentations will be forwarded to the registered email address after the event providing the delegate has paid.

Conference hotel fully booked

If the conference hotel is fully booked then a list with alternative hotels will be sent to you.

Badge details

The details that will be printed on your badge will be shown on your confirmation. Please could you take a few moments to check your badge details? If you require amendments, then please contact us. The size or order of the badge text can not be changed.

Delegate messenger service

This is a secure platform where delegates can communicate with each other. Full instructions and terms of use will be incorporated into your personal delegate messenger account. This service is only accessible once payment has been received. All details relating to our delegate messenger service will be sent to your email address 4 weeks prior to the event.

Delegate List

The delegate list will be given as a hard copy at the event. The delegate list will also be available on our delegate messenger service 4 weeks prior to the event to paid registrants.

Conference papers

An email will be sent to you after the event informing you when the conference papers are available. Attached to the email will be a set of instructions explaining how to download the papers.

Speakers have the right to withhold any information previously presented at the event; any papers not currently on the website may not be uploaded at a later date as requested by the speaker.

Dress Code

Business attire is suitable for all events with the exception of Field Trips. Specifics will be detailed on all field trip registration forms.

Sponsorship and Exhibition

If you are interested in sponsoring or exhibiting at a Coaltrans Conferences event please contact Hannah Lockwood or +44 (0) 20 7779 8185.