These Terms and Conditions apply to participation in the 68th London International Youth Science Forum (LIYSF), taking place from 18–31 July 2027.
Please read them carefully before booking.
To attend LIYSF 2027, students must:
Participants are responsible for making their own arrangements for travel to and from London, appropriate travel/health insurance and, where required, a visa.
Applications should only be made where the participant intends to attend and appropriate funding arrangements are in place.
Applications are subject to approval by LIYSF.
Where a reference is required, final approval of a place will only be given following receipt of a satisfactory reference.
Once an application has been approved, LIYSF will issue an invoice for the £950 deposit.
The deposit must be paid within 14 days of the invoice date unless otherwise agreed in writing.
The remaining balance must be paid by 4 June 2027.
The London International Youth Science Forum is owned and operated by:
The London International Youth Science Forum CIC
167–169 Great Portland Street
London, W1W 5PH
United Kingdom
Company Registration Number: 12054300
VAT Registration: GB 372 3836 83
LIYSF is an independent, accredited, not-for-profit Community Interest Company.
These Terms and Conditions form the basis of the agreement between LIYSF and the participant, parent/guardian or booking organisation, as applicable.
A booking becomes confirmed when LIYSF has approved the application, issued confirmation/invoice documentation and received the required deposit or other agreed payment.
Where a group booking is made, correspondence will normally be with the named organiser, who is responsible for communicating relevant information to participants within the group.
These Terms and Conditions are governed by the laws of England and Wales. Any dispute will be subject to the jurisdiction applicable under English law and relevant consumer legislation.
LIYSF brings together students from many different countries, cultures and backgrounds. We expect everyone to respect each other, look out for one another and contribute positively to making the Forum a safe and enjoyable experience.
The Code applies throughout a participant's involvement in LIYSF, including accommodation, programme activities, external visits, transport, free time connected with the Forum and relevant online or social media activity.
Students are expected to:
If a participant has a problem, they should speak to an LIYSF staff member as soon as possible. Where appropriate, this may be referred to the Student Wellbeing Manager or Executive Director.
Breaches of the Code
LIYSF reserves the right to take appropriate action where behaviour breaches this Code or presents a risk to the participant or others.
Depending on the seriousness of the matter, action may include:
Serious breaches may result in immediate dismissal. Where a participant is required to leave LIYSF because of a serious breach of the Code, no refund will normally be provided and any additional travel or accommodation costs will be the responsibility of the participant, parent/guardian or booking organisation. Where appropriate and safe to do so, LIYSF will first seek to work with the participant to address concerning behaviour.
The participation fee for LIYSF 2027 is:
£3,450 GBP per student
The fee covers the 14-day programme and includes:
The participation fee does not include:
Participants are responsible for arranging any financial assistance required to support their attendance.
Payment
Standard accommodation is included within the participation fee.
Accommodation is provided across student residences and other approved accommodation providers. Participants will normally share with other LIYSF students of the same gender. Standard accommodation may include twin, triple or four-person rooms. Bathroom facilities may be shared.
Accommodation allocations are subject to availability and operational requirements.
Accommodation Upgrade Options
Imperial Prince's Gardens – Twin Room with Private Bathroom
Supplement: £325 for 13 nights
4★ Hotel – Twin Room with Private Bathroom
Supplement: £325 for 13 nights
Standard Accommodation – Single Room with Private Bathroom
Supplement: £795 for 13 nights
Prince's Gardens – Single Room with Private Bathroom
Supplement: £895 for 13 nights
4★ Hotel – Double Room for Sole Occupancy with Private Bathroom
Supplement: £995 for 13 nights
Upgrade requests should be made by 1 June 2027 and are subject to availability.
No upgrade is guaranteed until confirmed by LIYSF.
Payment should normally be made by bank transfer using the details shown on the LIYSF invoice.
Please quote the student's name and invoice number as the payment reference.
LIYSF does not normally accept credit/debit card payments for participation fees. Card payment may be available for certain optional activities or merchandise.
A deposit of £950 is required to secure a participant's place. The deposit forms part of the total participation fee of £3,450.
All cancellations must be made in writing.
The effective cancellation date will be the date on which LIYSF receives written notification.
The following cancellation charges apply:
Where the amount already paid exceeds the applicable cancellation charge, the balance will be refunded.
Where the applicable cancellation charge exceeds the amount already paid, the outstanding balance remains payable.
These charges reflect the increasing administration, accommodation, catering and programme costs and financial commitments made by LIYSF as the Forum approaches.
Visa Refusals
Participants requiring a visa are responsible for applying as early as possible and allowing sufficient time for their application to be processed.
Where a visa application is refused, LIYSF will limit the cancellation charge to £950, provided that:
From 15 June onwards, the standard cancellation terms will apply because LIYSF will have made substantial financial commitments in relation to the participant's attendance.
Visa application fees, flights, insurance and other independently incurred costs are not refundable by LIYSF.
Transfer or Substitution
Where a participant is unable to attend, LIYSF may allow an eligible replacement participant to take their place, subject to applicable legal rights and LIYSF approval.
Any substitution must be requested as early as possible and may be subject to reasonable administration costs or additional supplier charges.
Late substitutions may not be possible where accommodation, visits or other arrangements have already been finalised.
Participants attending LIYSF in person may be provided with temporary access to selected online programme content after the Forum.
Access will be available for a limited period only.
A participant may request to transfer from the in-person programme to LIYSF Virtual. Requests must be made in writing and accepted by LIYSF by 12 May.
Where a transfer is agreed, sums already paid may be credited against the applicable LIYSF Virtual fee. LIYSF will confirm any balance payable or refundable at the time the transfer is agreed.
LIYSF will make every reasonable effort to provide the programme and arrangements described at the time of booking.
However, scientific programmes necessarily involve external speakers, universities, research centres, accommodation providers and other organisations. LIYSF may therefore need to make reasonable changes to speakers, visits, activities, accommodation, transport or timings.
Where possible, changes will be communicated at the earliest reasonable opportunity and LIYSF will seek to provide a suitable alternative.
A minor or reasonable programme change will not normally give rise to a right to cancel.
Where LIYSF is required to make a significant change to the contracted programme, participants will be given the rights available to them under applicable UK law, including the Package Travel and Linked Travel Arrangements Regulations 2018 where applicable.
LIYSF will not automatically treat an online or virtual programme as an equivalent substitute for the residential Forum where applicable law gives a participant the right to terminate following a significant change.
Unavoidable and Extraordinary Circumstances
LIYSF will not be liable for disruption caused by unavoidable and extraordinary circumstances outside its reasonable control, which may include severe weather, natural disaster, public health emergency, government action, serious security incident, industrial action or major transport disruption.
Where such circumstances require cancellation, postponement or significant changes to the Forum, LIYSF will act in accordance with applicable UK law and provide participants with the options and refunds to which they are legally entitled.
If a participant experiences a problem during LIYSF, they should raise it with an LIYSF staff member as soon as possible so that we have an opportunity to resolve it.
If the matter remains unresolved, a written complaint may be sent to:
Any complaint following the Forum should normally be made within 28 days of the programme ending.
LIYSF will consider complaints fairly and respond within a reasonable period.
LIYSF takes reasonable care in organising and delivering the Forum and in selecting accommodation providers, transport operators, universities, venues and other suppliers used as part of the programme.
Where LIYSF is responsible as organiser for services forming part of the participant's package, it will meet the responsibilities required under applicable UK law, including the Package Travel and Linked Travel Arrangements Regulations 2018 where applicable.
LIYSF works with many independent third parties. Where a problem arises with a service forming part of the LIYSF programme, participants should contact LIYSF promptly so that we can provide assistance and, where appropriate, seek to remedy the issue.
LIYSF will not be responsible for loss, damage, delay or additional expense caused by circumstances for which it is not legally responsible, including unavoidable and extraordinary circumstances outside its reasonable control.
Nothing within these Terms and Conditions excludes or limits liability which cannot lawfully be excluded or limited.
Participants remain responsible for their personal belongings and should maintain appropriate insurance throughout their participation.
No representation, assurance or agreement relating to LIYSF will form part of the booking unless contained within official LIYSF booking information or confirmed in writing by an authorised representative of LIYSF.
Participants, parents/guardians and booking organisations must provide LIYSF with accurate information that is relevant to a participant's safe attendance.
This includes, where applicable:
Information should be provided as early as possible and updated if circumstances change.
LIYSF may request additional information from a medical professional, school or other appropriate person where reasonably necessary to understand whether suitable arrangements can be made.
LIYSF will seek to make reasonable adjustments and provide appropriate support wherever reasonably possible.
Where important information has not been disclosed and this creates a significant safety or welfare concern, LIYSF reserves the right to review whether participation can safely continue.
Participants undertaking activities outside the official LIYSF programme do so at their own responsibility.
If urgent professional medical assistance is required, LIYSF will seek appropriate help as quickly as reasonably possible. Any personal medical, transport or other associated costs remain the responsibility of the participant, subject to applicable law and insurance arrangements.
Participants should therefore maintain comprehensive travel and health insurance.
Personal belongings, including baggage, money, electronic devices and valuables, remain the responsibility of the participant.
Where lockers or safes are provided, participants are encouraged to use them.
This provision does not exclude responsibility where loss or damage results from negligence or another liability which cannot lawfully be excluded.
Participants should remember that customs, laws and expectations in the United Kingdom may differ from those in their home country.
Participants are expected to respect local laws, LIYSF rules, venue requirements and the Participant Code of Conduct.
Where a participant is required to leave LIYSF following a serious breach of the Code of Conduct, no refund will normally be provided and any resulting travel or accommodation costs will normally be the responsibility of the participant or their booking organisation.
LIYSF reserves the right to contact parents/guardians, schools or sponsoring organisations where significant behavioural, safeguarding or welfare concerns arise.
Adults accompanying students as teachers or leaders must comply with LIYSF's Leader Code of Conduct and provide appropriate evidence of suitability to work with young people where requested.
LIYSF maintains safeguarding, grievance and whistleblowing procedures.
Photography and filming take place throughout LIYSF for legitimate programme, archival, communications and promotional purposes.
Images may be used in LIYSF publications, websites, social media, promotional materials and other appropriate communications and may occasionally be shared with approved partners or media organisations.
LIYSF will aim to use images responsibly and will not knowingly use identifiable images in a way that is distressing, inappropriate or likely to cause embarrassment.
Participants will be given information about photography and privacy before attendance and may contact LIYSF if they have concerns about the use of their image.
Where consent is the appropriate legal basis for particular photography or use of images, LIYSF will obtain that consent separately where required.
Further information is contained within the LIYSF Privacy Policy.
All participants are required to have appropriate travel and health insurance for their trip to the United Kingdom.
Participants are responsible for ensuring that the policy provides appropriate cover, including where relevant:
Participants are responsible for ensuring that they have the correct passport, visa and other entry requirements to travel to the United Kingdom.
Visa applications should be made in good time.
LIYSF can provide appropriate supporting documentation for confirmed participants but cannot guarantee that a visa will be granted.
Participants should check current UK Government requirements before travelling.
LIYSF and its catering providers seek to accommodate the 14 major allergens recognised under UK food legislation and a range of dietary requirements.
Participants must advise LIYSF of allergies and dietary requirements during registration and notify us of any changes before arrival.
Participants with allergies are responsible for bringing any essential medication required to manage their condition, including adrenaline auto-injectors where prescribed, and keeping medication readily accessible.
Allergen information will be provided wherever reasonably possible. Participants with allergies or concerns should speak to catering or LIYSF staff before consuming food.
Food is prepared in kitchens where nuts, gluten and other allergens may be present. Although reasonable precautions are taken to reduce cross-contamination, LIYSF and its catering providers cannot guarantee that food will be entirely free from traces of allergens.
Participants with severe or life-threatening allergies should contact LIYSF in advance so that appropriate arrangements and risks can be discussed.
LIYSF recognises that the safety, welfare and protection of all participants is paramount.
We aim to provide an environment in which students feel safe, supported and confident about raising concerns.
LIYSF:
LIYSF operates in accordance with relevant UK safeguarding legislation and guidance.
Our full Safeguarding Policy is available on request.
Students who have concerns should speak to any LIYSF staff member. They may also approach the Student Wellbeing Manager or Executive Director directly.
Where a student feels unable to raise a safeguarding issue internally, LIYSF staff can assist them in accessing appropriate independent support.
LIYSF is an impartial, non-political, not-for-profit social enterprise. Since its foundation, one of LIYSF's core objectives has been to promote friendship, international understanding and cooperation through science.
We support respect for internationally recognised human rights and seek to create an inclusive community founded on dignity, equality, mutual respect and understanding between people of different nations, cultures and backgrounds.
LIYSF believes that science and international collaboration provide important opportunities to build understanding between young people and contribute positively to society.
LIYSF processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data-protection legislation.
Personal information provided during application, booking and participation is used where necessary to administer the participant's attendance, deliver the programme, provide appropriate welfare and safeguarding support, meet legal obligations and communicate relevant information.
Information may be shared with appropriate LIYSF staff, accommodation providers, transport providers, host institutions and other suppliers where reasonably necessary to deliver the programme.
Special-category information, including relevant health, disability, allergy or dietary information, will be handled with appropriate safeguards.
The lawful basis for processing will depend upon the purpose for which the information is used and is explained further in the LIYSF Privacy Policy. Where participants separately choose to receive future LIYSF communications, they may unsubscribe at any time.
Further information about how LIYSF collects, uses, stores and protects personal information is available in our Privacy Policy:
https://www.liysf.org.uk/privacy-policy/
Participants may contact LIYSF if they have questions about the use of their personal information.
The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under the Package Travel and Linked Travel Arrangements Regulations 2018 for The London International Youth Science Forum CIC, ABTOT Member 5449.
Protection is provided for eligible non-flight packages.
In the event of LIYSF's insolvency, protection may include a refund where a participant has not yet travelled or repatriation where applicable.
Bookings made outside the United Kingdom are protected by ABTOT where they qualify under the applicable protection arrangements and are purchased directly from The London International Youth Science Forum CIC.
Further information regarding ABTOT protection and the Package Travel and Linked Travel Arrangements Regulations 2018 is available from LIYSF and ABTOT.
These Terms and Conditions are published in good faith as at September 2026 and may be updated where required by changes in legislation, regulation or programme arrangements.
