Delegation FAQs

Click the links for answers

Rates, costs and discounts
Will I get the early bird rate if I register before the cut off date?
What is the difference between Alliance partner and BioPartner member registration?
Can I call or email you to get registered?
What other costs should I consider?

My Invoice
When will I receive my invoice?
What are the payment terms?
Can I pay by credit card?
What will my invoice include?
Will my invoice be emailed direct to me?
Will I pay VAT?

My partnering account and my online profile
How do I receive confirmation of my registration and partnering details?
How do set my availability and book meetings at the conference?
Why does my profile appear on 2 different websites?
Who sees my profile?
I don't want to receive emails from other delegation members
How do I send a message to another delegation member?

My Optional extras
What networking is available at the conference?
Can I benefit from taxi-shares and group hotel as a UK delegate? 

Additional Information for Grant funded companies
How do I get my application form?
How soon should I apply?
What happens if my grant application is declined?
What information do I need to provide in order to get paid?
How and when will the grant be paid back to us?
Can I use the grant as retrospective payment for my conference fees?


Rates, costs and discounts

  • Rates are shown at . The early bird rate applies until the advertised date and then increases by $200.
  • We offer higher level discounts to members of our alliance partners, for selected events. (BIA, Bionow, MediWales, OBN, One Nucleus, and PLG). Each organisation has its own package of benefits, including our own BioPartner programme.
  • We are not able to discuss your registration or invoice on the phone and we need to record your details and agreement to T&Cs in our online system, so please register online and email us with any query.
  • You will pay for your own hotel and flights. 

My invoice

  • Our invoices are usually sent out on the first Friday following your registration, as email attachments from our online finance system. There will be a delay if you are waiting for a grant decision from DIT or presentation request from EBD Group. Our members receive extended payment terms and will not be invoiced until approximately 8 weeks before each event.
  • Payment terms are 15 days, or 30 days members, 5 days new accounts. If you have exceeded these terms in the past we may ask for a PO number or payment before we accept your registration.
  • Charges levied by credit card merchants would make our business as a non-profit trade body unsustainable. We prefer payment by bank transfer, but you can request a credit card invoice with a 2% surcharge.
  • Your invoice will include everything you have requested: hotel, entry fee, freight etc.
  • Your invoice will be emailed to you and/or your named assistant or finance contact.
  • We are obliged by law to charge UK VAT on all invoices for all service elements, and in-country EU VAT for conference entry and accommodation.
    NB Up to March 2019 we offered an additional benefit to UK delegates booking through us: we paid the VAT on all tickets and reclaimed in bulk from the in-country tax authority after each event. This represented a saving to you of 19-25% in addition to your discount but wasn't something we advertised broadly. We were notified in 2018 by several authorities including HMRC that this method of reclaiming VAT is no longer possible due to the imminent withdrawal from the EU (Brexit), and we are now obliged to collect EU VAT on each invoice we issue, passing the responsibility back to companies to reclaim their VAT.

My online profile

  • Your partnering login details are sent directly from PartneringOne. If you do not receive the email, you can ask us to look up your username and password.
  • Login to the PartneringOne website and publish your profile and availability. We recommend blocking out the first and last timeslots to avoid an unmanageble schedule.
  • In addition to your partnering profile, we offer promotion of your company in our own delegation directory. This is not linked to the conference website.
  • The directory is publicly visible and the link is circulated to overseas networks and all UK attendees, and appears on several BioPartner web pages.
  • Request a password at the login area. Open your Account and click your name at the left of the page to open your personal details edit form. Check the 'Disable emails' box. Click Save at the end of the form.
  • Use the Search function to find someone, then click 'send message'. Both parties receive a copy of the message you create.

My Optional extras

  • Networking receptions are listed at the Networking Programme menu item above.
  • We will assist and match up our members wherever possible, who can also book Club Quarters Hotels in some cities at a very special rate.  

Additional Information for Grant funded companies

  • When you register for the event at our website, tick the box to request an application form and you will receive it by email within 24 hours. We cannot send an application form if we do not have your details and agreement to T&Cs in our online system.
  • Register and return your application form as soon as possible. If grants are over-subscribed we cannot hold one for you, and will offer it to the next eligible company.
  • If your grant application is declined, you can cancel your registration without penalty. If you decide to attend, you can do so as a regular partnering delegate with discounted entry fee.
  • At the event you will need to take a photograph on site, or send us your partnering schedule as proof of attendance, and afterwards to complete a short feedback form as an email attachment.
  • When we receive funds from DIT (4-8 weeks later), we will email you with a credit note and ask for your bank details to make payment.
  • Your account with us must be in credit before we issue the grant; we cannot offset overdue fees with the expected grant.


Any other questions? Send them here for inclusion and an answer by email