The Terms and Conditions for applicants for all Workshops, Briefings, Seminars & Conferences and other IBSCA organised events are shown below.

1. IBSCA RESPONSIBILITIES

1.1 IBSCA will use reasonable care and skill to provide:

1.1.1 the Workshop/Conference/Seminar (“Event”) for which the applicant is enrolled, including the provision of event materials.

1.1.2 accommodation and meals as outlined in the event description.

1.2 IBSCA will acknowledge receipt of the application and invoice the Applicant accordingly

2. APPLICANT RESPONSIBILITIES

2.1 When registering more than two weeks prior to the start date of the Event, the Applicant agrees:

2.1.1 to pay Event fees within 30 days of receipt of the invoice or at least one day prior to the start date of the event, whichever is earlier.

2.1.2 to pay Event fees either by credit card or BACS in GBP. Cheques are not accepted as a form of payment.

2.1.3 that failure to pay the fees according to these terms will result in IBSCA using its discretion to either cancel the booking or withhold the IB certificate verifying the completion of training.

2.2 When registering within two weeks of the Event start date, the Applicant agrees:

2.2.1 to pay Event fees by credit card upon receipt of the invoice and to send IBSCA a copy of proof of payment to finance@oxfordcoursemanagers.org. Confirmation of the booking for a registration within two weeks of the Event start date will only be made after payment has been received.

2.2.2 that failure to pay the fees according to these terms will result in IBSCA using its discretion to either cancel the booking or withhold the IB certificate verifying the completion of training.

2.3 Applicants must ensure that while attending an IBSCA Event, whether face-to-face or virtual, they act with respect and courtesy towards all students, teachers, staff, and other visitors, and respect the property of others at all times.

2.4 Applicants will be responsible for arranging any insurance cover they wish to have including:

2.4.1 medical and dental insurance

2.4.2 travel insurance for their travel from home to the Event

2.4.3 contents or other personal possessions insurance which fully covers them for damage or loss of their personal belongings

2.4.4 cancellation insurance which covers them if they are not able to take up their place for any reason such as ill-health, visa problems, flight changes or to cover them in case of the event being cancelled due to insufficient numbers or any reasons outside IBSCA’s control.

3. LIABILITY

3.1 The Applicant indemnifies and holds harmless IBSCA, their agents, staff, officers and representatives against any failure by the applicant to comply with these conditions and any regulations reasonably imposed by the organisers in connection with the operation of the Event.

3.2 Other than those implied by statute, the organisers make no warranty about the services and the courses it provides.

3.2.1 The Workshops are approved by the International Baccalaureate Organization, led by IB-approved workshop leaders and using IB resources. But it is for the applicant to determine the suitability of any IBSCA Workshop for themself.

3.2.2 The Briefings, Seminars and Conferences are organised by experienced IB practitioners and where appropriate will be led by IB staff and approved consultants.  Details for these Conferences, Briefings and Seminars will be published ahead of the scheduled event but it is for the Applicant to determine the suitability of any IBSCA Briefing, Seminar or Conference for him or herself.   

3.3 The organisers will not be liable for any loss or damage, whether direct or indirect, suffered by the Applicant or any sponsoring institution caused by negligence or breach of these terms and conditions. The organisers are not responsible for any loss, theft or damage to the Applicant’s personal property during the event.

3.4 In the event of any such liabilities arising, the maximum liability of the organisers shall be equivalent to the amount of fees paid for the event, although nothing in these terms shall limit liability for those liabilities that cannot be excluded by law, including personal injury caused by negligence or fraudulent misrepresentation.

3.5 Save only for liabilities which cannot by law be excluded, the maximum liability IBSCA for breach of contract shall be the amount of fees paid for the event.

4. TERMINATION AND CANCELLATION

4.1 All events require a minimum enrolment:

4.1.1 Workshops & Seminars require a minimum enrolment of five Delegates and may be cancelled if there are insufficient applicants. Where a face-to-face Workshop has not secured the requisite number of applicants for delivery, but has secured at least 3 applicants, IBSCA at its discretion, reserves the right to offer applicants the opportunity to undertake the training virtually on the same or alternative dates. Final confirmation of the Workshop/Seminar will be made, at the latest, 4 weeks before the event date in the case of face-to-face events, and 2 weeks before the event date in the case of virtual events via email to the delegate.

4.1.2 Conferences require a minimum enrolment of 30 Delegates and may be cancelled if there are insufficient applicants.  Final confirmation of the conference will be made at the latest 2 weeks before the event date via email to the delegate.

4.1.3 If the Event is cancelled due to insufficient bookings, IBSCA will offer a full refund of the relevant fee received, but no reimbursement of travel costs and no direct, consequential or additional costs will be paid.

4.1.4 It is the Delegate’s responsibility to inform any third party if the Event is cancelled. Delegates are therefore advised not to make non-refundable travel or accommodation arrangements until the Event is confirmed.

4.2 In the event of non-compliance with these terms and conditions, IBSCA reserves the right to ask the Applicant to withdraw from the Event.

4.3 No refund of Event fees will be made under any circumstances where the Applicant is:

4.3.1 Asked by IBSCA to withdraw from the event

4.3.2 Voluntarily withdraws or cancels their enrolment on the Event once it has been officially confirmed.

4.4 In the case of withdrawal or cancellation due to the refusal of a visa application, IBSCA will refund fees minus the following handling charges provided that the applicant can present proof of visa application refusal:

4.4.1 workshops – £100.00

4.4.2 seminars and conferences – £25.00

4.5 Once registered for the event, the Applicant has a cancellation period of fourteen days from the day after the registration in which to cancel for a complete refund.

4.6 If IBSCA is notified of cancellation after the 14 day cancellation period but before the event has been confirmed, fees will be refunded minus the handling charges listed in 4.6.1 and 4.6.2, to cover costs already incurred. Notification of cancellation can be through email or letter. If cancellation is made after the event has been confirmed, fees will be retained in full but delegates do have the option to nominate an alternative candidate to take their place at the event.

4.6.1 workshops - £150.00           

4.6.2 seminars and conferences – £50.00

4.7 Fees become immediately payable on booking an event. If payment is still outstanding after the 14 day cancellation period and the delegate subsequently cancels their booking, fees must be paid in accordance with 4.6 above.

4.8 IBSCA is not responsible for any costs associated with flight or travel cancellations.

4.9 If an event beyond IBSCA’s control occurs, which requires IBSCA to cancel, then a refund of the event fee minus any fixed costs which have already been incurred by IBSCA will be processed.

5. FORCE MAJEURE

5.1 The organisers will not be liable to the Applicant or other person or organisation paying for the courses in the event of any change in the Event, accommodation or planned activities due to circumstances beyond their reasonable control.

6. PRIVACY AND DATA PROTECTION

6.1 Any information that is provided will be treated in accordance with IBSCA’s Privacy Policy available here, for the purposes of providing the services and goods requested. It may also be used for customer management purposes. By providing this information, the applicant consents to the use of this information for these purposes.

6.2 The Applicant agrees that the organisers can use photographs of the Applicant taken during the event for their marketing purposes. If the Applicant does not wish to participate in such photographs, then please indicate on the application form.

7. GENERAL

7.1 This agreement represents the entire agreement and understanding between IBSCA and the Applicant and supersedes any previous agreement relating to the subject matter of this agreement. No term of this agreement shall be enforceable by a third party.

7.2 This agreement shall be governed and construed in accordance with the law of England and Wales. Each party irrevocably agrees to submit to the exclusive jurisdiction of the courts of England and Wales over any claim or matter arising under or in accordance with this agreement.

7.3 IBSCA reserves the right to update these terms and conditions as necessary in order that they continue to accurately reflect business processes. Any updates will be communicated via website and/or email as appropriate.