Payments & fees

What you pay for, and how you are invoiced

We charge one thing only: our own professional service fee for administrative work we carry out. This page explains how that fee is set, how it is invoiced, and what to do if something is wrong.

In short

• There is no checkout, cart, card form or payment button on this website.
• You contact us first; we discuss your requirement by email or telephone.
• We confirm the scope of work and our fee in writing before work begins.
• Only after you accept may we issue a Stripe invoice for our own service fee.
• We never collect, hold or remit funds on behalf of organisers, venues or any other third party.

1. What our fee covers

Our fee is payment for our own labour and administrative capability: registration administration, attendee communications, records and data handling, and operational support, as described in the written scope agreed with you. It is a fee for professional services rendered by Meetings Registration Solutions Ltd.

Our fee never includes, and is never a substitute for, any amount owed to a third party such as an organiser, host or venue. Where such amounts exist, they are a matter between you and that third party, and are paid by you directly to them.

2. How the fee is set

Assessed against scope. We price the specific tasks, volumes and time period you ask us to cover.
Quoted in writing. Before any chargeable work, you receive a written statement of the work, the period covered and the fee.
Fixed unless varied. The agreed fee does not change unless you ask for additional work. Any variation is quoted and agreed in writing before it is carried out.
No hidden charges. We do not add undisclosed surcharges. Applicable taxes, if any, are shown separately on the invoice.

3. The invoicing process

After you accept the written scope and fee, we may issue an invoice through Stripe for our own professional service fee. The invoice is sent to the billing contact you nominate and identifies Meetings Registration Solutions Ltd as the supplier, together with a description of the services and a unique invoice reference.

Nothing on this website generates a charge. Visiting the site, browsing our service pages or sending an enquiry does not create any payment obligation. An amount only becomes payable once you have agreed a scope and fee in writing and we have issued an invoice for it.

Unless a different period is stated in your written agreement, invoices are payable within 14 days of the invoice date. If you cannot meet a payment date, contact us before it falls due and we will try to agree a sensible arrangement.

4. Payment security

Invoice payments are handled by Stripe, a regulated payment service provider. Card details are entered on Stripe’s own secure invoice payment page and are processed by Stripe. We do not receive, view or store full card numbers, and we never ask you to send card details by email, telephone or through this website.

We will only ever ask you to pay an invoice we have issued to you following an agreed scope. If you receive a payment request purporting to come from us that you were not expecting, do not act on it — contact us at info@meetingsregistrationsolutions.com so we can verify it.

5. We do not process funds for other organisations

Meetings Registration Solutions Ltd does not sell or resell third-party goods, admissions, memberships or travel, and does not act as a collecting agent for anyone. We do not receive money intended for another party, do not hold client money, and do not forward or remit funds onwards. Every invoice we raise is for our own services, charged directly to our own customer.

6. Questions, corrections and payment disputes

If anything about an invoice looks wrong, please raise it with us before taking any other step — most issues are resolved quickly by correspondence. Email info@meetingsregistrationsolutions.com with:

the invoice number or payment reference;
the name of the person or organisation the invoice was issued to;
a clear description of the issue and the outcome you are seeking; and
any supporting correspondence or documents.

We aim to acknowledge within two UK working days and to give a substantive written response within ten UK working days. Where we need longer, we will tell you why and when to expect a decision. If we agree an amount was charged in error, we correct it and, where already paid, arrange a refund of the affected amount through the original payment method.

Raising a query with us does not remove any right you may have under your agreement with us, under consumer or commercial law, or under your card issuer’s or payment provider’s own dispute procedures. You remain free to use those routes at any time, and we will cooperate with any information reasonably required.