Policies, procedures and terms & conditions =========================================== How to book and things to check before booking ---------------------------------------------- Before booking, please make sure that you choose the right event host package or exhibition space for you. For example, double check if you've chosen a members' rate or not. Not sure if you're a member? Check our **[members' directory](https://scvo.scot/membership/members)**. You might actually save money on your Gathering booking by being a member so that's worth considering. Check out our **[membership page](https://scvo.scot/membership)** for more details. **Exhibition bookings** If you're booking an exhibition space, have you considered if you'll need electricity? For example for a laptop, tablet or screen? If you plan to use anything electrical at your exhibition space, you'll need to add an electrical package at the time of booking. It's not possible to add on the day of the event (the venue needs to plan all that out in advance) and we don't want you or your visitors to be disappointed. When booking an exhibition space, please make sure that you have enough people available to staff your stand for the duration of both in-person days at the Gathering (2nd and 3rd February 2027). We want to make sure that all visitors to the exhibition have the best experience possible and that they have the opportunity to talk to you when they visit your stand. **Event host applications** If you're hoping to be a Gathering event host in 2027, please keep both the 2nd and 3rd February free in your diary until we confirm the programme. We ask you to be flexible to help us offer the best experience to our delegates. We'll plan the full Gathering programme to avoid clashes in event themes, to provide a varied and interesting programme and to support delegates to attend as many different events as possible to make the most out of their Gathering experience. **Booking confirmations** Once we've processed your booking, we'll send you a confirmation email, along with further details.   It's important to know that **your booking is not confirmed until you receive a confirmation email from us.** Please get in touch with **[thegathering@scvo.scot](mailto:thegathering@scvo.scot)** if you do not receive an email from us within seven days of making a booking. Remember to check your junk mail before getting in touch, just in case an email has landed in there by mistake. An example email subject is: The Gathering - confirmation of event host form submission.  Most emails about the Gathering will come from an official SCVO email address, for example thegathering@scvo.scot or events@scvo.scot or membership@scvo.scot. You may receive emails about the Gathering from 'Form Assembly', for example report@formassembly.com, these are also official emails. If there's anything you're not sure about, [**get in touch**](mailto:thegathering@scvo.scot). How to pay    ------------- When you apply to host an event or book an exhibition space, we ask you to submit your invoice payment contact details.    We'll send you an invoice within two weeks of confirming your booking. Invoice payment terms are 30 days and must be paid in advance of the event. **NB:** If you require a PO on your invoice, please include this on your booking form or send to **[thegathering@scvo.scot](mailto:thegathering@scvo.scot).** Cancellation     ---------------- If you need to cancel your booking, please **[get in touch](mailto:thegathering@scvo.scot)** with us as soon as possible. If you cancel your event host booking or exhibition booking 8 weeks or less before the Gathering, you won't be entitled to a refund. If you cancel by 14th December 2026, you'll receive a 50% refund of the original booking cost. If you do need to cancel, of course we're happy to talk to you about it in whichever way suits you best (phone, Teams or Zoom call) but we'll need you to send us confirmation that you want to cancel by email to **[thegathering@scvo.scot](mailto:thegathering@scvo.scot).**         Location   ---------- We'll confirm the location of your event space at the EICC in the week commencing 19th October 2026. Please complete your exhibitor profile so that we can confirm your event location. Exhibition set-up   ------------------- You will be able to set up your exhibition space on Monday 1st February 2027. We'll send you more details about the set-up when we send you your exhibition guide in the autumn.      Exhibition dismantle     ------------------------ Please do not dismantle your exhibition space until the doors close to the public at 3pm on 3rd February. Dismantling your exhibition space before then can cause a health and safety issue and is also disruptive to Gathering delegates and other exhibitors around you. You can incur charges from the EICC for dismantling early, so please take this into consideration when you're planning how to staff your exhibition stand.    Equity, diversity and inclusion     ----------------------------------- SCVO interprets equality of opportunity, diversity and inclusion in the widest sense. We are committed to eradicating all forms of unfair discrimination and prejudice. We recognise the need to address unfair discrimination and prejudice by fulfilling our legal responsibilities and through our good practices and how we behave.  SCVO is committed to **[becoming an anti-racist organisation](https://scvo.scot/p/44229/2021/06/29/becoming-an-anti-racist-organisation).** We acknowledge that we are on a journey to strengthen our stance on the unacceptability of racism, both internally and within the wider voluntary sector, and we endeavour to combat racial inequality whenever we see it.     We have zero tolerance of all forms of discrimination, harassment and bullying. All exhibitors, event hosts, speakers, visitors and guests participating in the Gathering are responsible for behaving in a way that will not be offensive to others, and to treat each other with courtesy and respect.  Any opinions expressed by the exhibitors, event hosts, speakers, visitors and guests for the duration of the Gathering are their own and not necessarily those of SCVO**.**    To comply with SCVO’s equalities policy, we aim to make our events accessible to everyone (our equalities policy is available if you'd like to see it). To help us make sure that we treat participants fairly and to help us achieve our aim of meeting people's needs, please let us know at the time of booking of any specific needs you have, or **[let us know](mailto:thegathering@scvo.scot)** if there is anything we can do to make the Gathering more accessible for you.     Additional support    --------------------- Some people need additional communication support to participate fully in events. SCVO considers requests for reasonable adjustments for communication support on a case by case basis. If anyone requires additional support to attend your event, please **[contact us](mailto:thegathering@scvo.scot)** to talk about it_._     All our venues are accessible and are fitted with induction loops, lifts and accessible toilets.   Travel and accommodation    --------------------------- We suggest that you do not make travel arrangements or book accommodation before we confirm your booking. Any travel or accommodation costs that you incur are entirely your responsibility.    Data protection    ------------------ When you make a booking with SCVO, we store the information that you've provided to allow us to manage your booking.  Read SCVO’s **[training and events privacy notice](https://scvo.scot/privacy/training-and-events)** for all the details. Copyright    ------------ By accepting our policies, procedures and terms & conditions you acknowledge that all event content and materials are owned by SCVO, the exhibitor, event host, speaker, visitor and guests participating at the Gathering and you will not obtain any rights whatsoever to such content or materials.      In addition, the above participating at the Gathering agree not to reproduce, sell, hire or copy content or materials and will not use such materials except for the purpose of post event reference.     Get in touch    --------------- For any enquiries, please **[get in touch](https://scvo.scot/the-gathering/contact-us)**. We're happy to help! --- ## About SCVO SCVO (Scottish Council for Voluntary Organisations) is the national membership organisation for Scotland's voluntary sector. Our role is to champion the role of voluntary organisations in Scotland and to support them to do work that has a positive impact. SCVO supports members and the wider voluntary sector with all aspects of setting up and running a voluntary organisation. SCVO represents the needs and concerns of the voluntary sector to the Scottish government in Holyrood and UK government and Westminster. Through our learning and events programme SCVO offers training and development opportunities to the sector. Members access an extensive membership benefits package including specialist, in-depth, 1-to-1 guidance from our Information Services team and from professional service partners. Access to exclusive membership networks (including comms, employers, governance and policy) supports members to grow their connections, stay up to date, exchange ideas and views with peers, and learn through tailored, learning opportunities. SCVO members enjoy free access to Funding Scotland Premium to stay on top of funding opportunities to support their organisation’s financial resilience. Discounts and savings savings on SCVO products and services (including our HR service, managed IT support, payroll service and events and training) and partner offers provide members with support to allow them to focus on delivering their organisation’s goals. Further SCVO products and services include [extensive digital support](https://scvo.scot/support/digital), a climate action resource [Growing Climate Confidence](https://climateconfident.scot), a voluntary sector publication [Third Force News](https://tfn.scot) and a voluntary sector jobs and recruitment service [Goodmoves](https://goodmoves.org). For more information on SCVO membership, visit [SCVO membership](https://scvo.scot/membership)