Terms & Conditions — BUCM Autumn School 2026
Programme: 2026 Beijing Clinical Immersion Programme in Traditional Chinese Medicine Dates: 18 October – 31 October 2026 Organiser: Manchester Academy of Traditional Chinese Medicine (MATCM), 52–54 Washway Road, Sale, Cheshire M33 7QZ Host Institution: Beijing University of Chinese Medicine (BUCM)
Last updated: 28-March-2026
1. Definitions
In these Terms & Conditions:
- “the Programme” means the BUCM Autumn School 2026, a 14-day clinical immersion programme taking place in Beijing, China from 18 to 31 October 2026.
- “MATCM”, “we”, “us”, or “our” means Manchester Academy of Traditional Chinese Medicine.
- “BUCM” means Beijing University of Chinese Medicine, the host institution in Beijing.
- “Participant”, “you”, or “your” means the individual who enrols on the Programme.
- “Enrolment Form” means the registration form you are required to complete after your application has been accepted.
- “Programme Fee” means the total fee payable for participation, as set out in Section 3.
2. Application and Enrolment
2.1. Submitting an application does not guarantee a place on the Programme. Places are limited to 15 participants and are offered at MATCM’s discretion.
2.2. If your application is successful, we will send you a confirmation email and an Enrolment Form. Your place is provisionally reserved for 14 days from the date of this email.
2.3. To secure your place, you must: (a) complete and submit the Enrolment Form; (b) pay the required deposit or full Programme Fee within the timeframe specified in your confirmation email; and (c) agree to these Terms & Conditions.
2.4. Your place on the Programme is only confirmed once we have received your completed Enrolment Form, the required payment, and your agreement to these Terms & Conditions. We will send you a written confirmation of your enrolment.
2.5. If we do not receive your Enrolment Form and payment within the 14-day reservation period, your provisional place may be released to another applicant without further notice.
3. Programme Fees and Payment
3.1. The Programme Fees are as follows:
- International Applicants (non-PRC passport holders): £500 (early bird) / £550 (standard rate)
- Chinese & Hong Kong Applicants (PRC passport or HKSAR passport holders): £950
3.2. The early bird rate is available for applications received on or before the date specified on the Programme website. After this date, the standard rate applies.
3.3. A non-refundable deposit of £200 is required to secure your place. The remaining balance must be paid in full by 31 July 2026.
3.4. Payment must be made by bank transfer to the account specified in your confirmation email. UK participants may use the domestic sort code and account number; international participants should use the IBAN and BIC/SWIFT details provided. The payment reference must include “BUCM2026” followed by your surname.
3.5. The Programme Fee covers the items listed under “Programme Covers” on the Programme website for your applicable pricing track. All items listed under “Self-Funded” are your sole responsibility and are not included in the Programme Fee.
3.6. All fees are quoted in British Pounds Sterling (GBP). Any bank charges or currency conversion costs incurred in making your payment are your responsibility.
4. What Is Included
4.1. For International Applicants, the Programme Fee includes: on-campus en-suite apartment accommodation for 14 nights; a CNY 1,500 catering subsidy; airport pickup on arrival and drop-off on departure; all scheduled lectures, workshops, and clinical observation sessions; industry visits and campus tours; programme materials; and a completion certificate from BUCM.
4.2. For Chinese & Hong Kong Applicants, the Programme Fee includes the same as above except that no catering subsidy is provided. All meals are self-funded.
4.3. The following are not included and are your sole responsibility: international flights to and from Beijing; travel insurance; visa application fees; personal expenses; meals beyond any provided subsidy; and any costs associated with free-day excursions or personal travel.
5. Cancellation by the Participant
5.1. All cancellations must be made in writing by email to info@matcm.co.uk.
5.2. The following refund schedule applies, based on the date your written cancellation is received:
- More than 90 days before the Programme start date (before 20 July 2026): Full refund minus the £200 non-refundable deposit.
- 60–90 days before the Programme start date (20 July – 18 August 2026): 50% of the Programme Fee refunded. The deposit is not refundable.
- 30–59 days before the Programme start date (19 August – 17 September 2026): 25% of the Programme Fee refunded. The deposit is not refundable.
- Less than 30 days before the Programme start date (from 18 September 2026 onwards): No refund.
5.3. If you fail to arrive on the Programme start date or leave the Programme early for any reason, no refund will be given.
5.4. We strongly recommend that you purchase comprehensive travel insurance that includes trip cancellation cover. See Section 8.
6. Cancellation or Changes by MATCM
6.1. MATCM reserves the right to cancel the Programme if the minimum number of participants required to run the Programme is not reached, or for reasons beyond our reasonable control (see Section 13 — Force Majeure).
6.2. If MATCM cancels the Programme, you will be offered either: (a) a full refund of all fees paid, including the deposit; or (b) the option to transfer your place to a future programme, subject to availability.
6.3. MATCM and BUCM reserve the right to make reasonable changes to the Programme schedule, including the order of activities, lecture topics, clinical observation departments, and the allocation of accommodation. We will notify you of any material changes as soon as reasonably practicable. Such changes do not entitle you to a refund.
6.4. Clinical observation departments are allocated by BUCM’s Third Affiliated Hospital based on actual clinical scheduling. MATCM cannot guarantee placement in any specific department or speciality.
7. Visa Requirements
7.1. It is your sole responsibility to obtain any visa or travel documentation required to enter the People’s Republic of China.
7.2. Where required, MATCM will coordinate with BUCM to provide a visa invitation letter to support your application. To enable this, you must submit the required passport and personal information through the process described in the Enrolment Form and associated communications.
7.3. Provision of a visa invitation letter does not guarantee that your visa application will be approved. MATCM and BUCM accept no responsibility for any visa refusal.
7.4. If your visa application is refused:
- If you notify us more than 60 days before the Programme start date and provide documentary evidence of the refusal (e.g. a refusal letter from the embassy or visa centre), you will receive a full refund minus the £200 non-refundable deposit and any third-party costs already incurred on your behalf.
- If you notify us 60 days or fewer before the Programme start date, the standard cancellation terms in Section 5 apply.
7.5. You are responsible for ensuring your passport is valid for at least six months beyond the Programme end date (i.e. until at least 30 April 2027).
8. Travel Insurance
8.1. You are required to hold valid travel insurance for the entire duration of your stay in China. Your policy must provide, at minimum: medical expenses and emergency repatriation cover; trip cancellation and curtailment cover; and personal liability cover.
8.2. MATCM may request evidence of your insurance policy before departure. If you are unable to provide proof of adequate travel insurance, MATCM reserves the right to withdraw your place on the Programme. In such circumstances, the cancellation terms in Section 5 apply.
8.3. MATCM does not provide or arrange travel insurance on your behalf and accepts no liability for any costs, losses, or expenses arising from inadequate or absent insurance cover.
9. Health and Medical
9.1. You must declare any known medical conditions, allergies, dietary requirements, and current medications on the Enrolment Form. This information is collected solely to safeguard your welfare during the Programme and will be handled in accordance with our Privacy Notice.
9.2. You are responsible for ensuring you are medically fit to travel and participate in the Programme. If you have any doubts, you should consult your GP or medical practitioner before enrolling.
9.3. You are responsible for bringing an adequate supply of any prescription medication you require, together with a letter from your prescribing doctor if necessary for customs purposes.
9.4. MATCM does not provide medical care or first aid services. In the event of a medical emergency during the Programme, local emergency services and/or BUCM’s campus medical facilities will be contacted. Any costs incurred for medical treatment in China are your sole responsibility and should be covered by your travel insurance.
10. Code of Conduct
10.1. During clinical observation sessions, you must comply with all rules and regulations of BUCM’s Third Affiliated Hospital, including but not limited to: wearing appropriate clinical attire as directed; maintaining patient confidentiality at all times; not interfering with clinical procedures or patient care; and following the instructions of supervising physicians and programme coordinators.
10.2. Photography, video recording, and audio recording in clinical areas are strictly prohibited unless explicitly authorised by the supervising physician and the patient.
10.3. You are expected to attend all scheduled Programme sessions. Unexplained or repeated absence may result in your completion certificate being withheld.
10.4. You must behave respectfully and considerately towards fellow participants, BUCM staff, hospital staff, patients, and members of the public throughout the Programme.
10.5. MATCM reserves the right to remove any participant from the Programme whose behaviour is, in our reasonable judgement, disruptive, unsafe, or in breach of these Terms & Conditions. In such circumstances, no refund will be given.
11. Accommodation
11.1. Accommodation is provided in on-campus en-suite apartments at BUCM for the duration of the Programme (14 nights: 18–31 October 2026). Room allocation (single or double bed) is subject to availability and will be confirmed before departure.
11.2. You are responsible for keeping your accommodation in good order. Any damage to accommodation or university property caused by you may result in charges payable directly to BUCM.
11.3. On-campus accommodation is available only for the published Programme dates. If you choose to arrive early or depart late, you are responsible for arranging and funding your own accommodation outside of these dates.
12. Liability
12.1. MATCM acts as the organiser and UK-based coordinator of the Programme. The clinical observations, lectures, accommodation, catering, and campus facilities are provided by BUCM and its affiliated institutions in Beijing. MATCM is not the direct provider of these services.
12.2. To the fullest extent permitted by law, MATCM shall not be liable for any loss, damage, injury, illness, delay, or expense arising from: (a) your participation in the Programme, including clinical observation sessions; (b) the acts or omissions of BUCM, its staff, or any third-party service provider in China; (c) any event of force majeure (see Section 13); or (d) your failure to obtain adequate travel insurance, a valid visa, or required travel documentation.
12.3. Nothing in these Terms & Conditions excludes or limits MATCM’s liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.
12.4. MATCM’s total aggregate liability to you under or in connection with these Terms & Conditions shall not exceed the amount of the Programme Fee you have paid.
13. Force Majeure
13.1. MATCM shall not be liable for any failure or delay in performing its obligations under these Terms & Conditions where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: natural disasters; epidemic or pandemic; war, armed conflict, or terrorism; government travel restrictions or advisories; industrial action; disruption to international transport; or any directive or decision by BUCM, the Chinese government, or any relevant authority that prevents the Programme from proceeding.
13.2. In the event of a force majeure, MATCM will use reasonable efforts to offer you either a transfer to a rescheduled programme or a refund, having regard to the costs already committed at that point. The specific terms of any such offer will be communicated to you as soon as reasonably practicable.
14. Data Protection
14.1. MATCM is the data controller for the personal data you provide through the application and enrolment process. We process your personal data in accordance with our Privacy Notice, which is available at https://matcm.co.uk/bucm-2026-privacy-notice/.
14.2. By submitting the Enrolment Form, you acknowledge that you have read and understood our Privacy Notice.
14.3. To deliver the Programme, we will share certain personal data (including your name, date of birth, nationality, passport details, and professional background) with BUCM in Beijing, China. Your explicit consent for this international data transfer is obtained as part of the Enrolment Form.
14.4. For full details on what data we collect, why we collect it, who we share it with, how long we keep it, and your rights, please refer to our Privacy Notice.
15. Photography and Promotional Use
15.1. MATCM may arrange for photographs and/or video to be taken during Programme activities (excluding clinical observation sessions) for use in promotional and marketing materials, including but not limited to the MATCM website, social media channels, and printed publications.
15.2. Your consent for such use is sought separately in the Enrolment Form. You may decline without any effect on your participation in the Programme.
15.3. If you give consent, you may withdraw it at any time by contacting us in writing. We will remove your image from future materials within a reasonable timeframe, though we cannot guarantee retrieval of materials already in circulation.
16. Intellectual Property
16.1. All Programme materials, including lecture handouts, slides, and course content, are the intellectual property of MATCM, BUCM, or the respective lecturers. You may use these materials for your personal educational purposes only.
16.2. You may not reproduce, distribute, or publish Programme materials without the prior written consent of MATCM.
17. Complaints
17.1. If you have a complaint about any aspect of the Programme, please raise it with a MATCM programme coordinator at the earliest opportunity so that we can attempt to resolve it during the Programme.
17.2. If you wish to make a formal complaint after the Programme, please write to us at info@matcm.co.uk within 30 days of the Programme end date. We will acknowledge your complaint within 7 working days and provide a full response within 28 working days.
18. General
18.1. These Terms & Conditions, together with the Privacy Notice and the information on the Programme website, constitute the entire agreement between you and MATCM in relation to the Programme.
18.2. If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
18.3. MATCM’s failure to enforce any right or provision under these Terms & Conditions shall not constitute a waiver of that right or provision.
18.4. These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.
19. Contact
If you have any questions about these Terms & Conditions, please contact us:
Manchester Academy of Traditional Chinese Medicine (MATCM) 52–54 Washway Road, Sale, Cheshire M33 7QZ Email: info@matcm.co.uk Telephone: 0161 465 1150
By ticking the relevant box on the Enrolment Form, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions.