Training and Events booking terms and conditions

Terms and Conditions for Events

These terms and conditions apply to the professional development and networking events provided by The Chartered Governance Institute (The Institute).

Our events take place online and in person across a broad range of formats including webinars, live podcasts, conferences, lectures, workshops, classroom-based training courses, residential development programmes, networking events and our annual graduation and awards ceremonies. 

When you book your ticket to any of our physical or online events, you are agreeing to be bound by the following terms and conditions:

1.    Booking and Payment

 

1.1.  All fees must be paid in full prior the event taking place.

 

1.2   Payment can be made by credit or debit card or, for bookings above a minimum threshold of £300 not inc. VAT, by cheque made payable to ICSA Services Ltd. VAT receipts are issued for all card and cheque payments. We do not accept payment by American Express.

 

1.3   Unless otherwise stated, event fees include admission to the event or training course, delegate materials where applicable and, for physical events only, light refreshments and/or lunch. Residential programme fees include all meals.

 

1.4   Members and students of The Institute and professional subscribers to our services can benefit from preferential booking rates on many events. Price promotions or discounts on delegate fees must be applied at the time of booking and cannot be used retrospectively.

 

1.5   Training course delegates who are not members and students of The Institute may take up a complimentary limited-period professional subscription to embed their learning. Details of how to take up this benefit will be confirmed by e-mail following completion of the course This benefit is non-transferable.

 2.       Cancellations and Transfers

 

2.1   All cancellation and transfer requests need to be made in writing to events@icsa.org.uk.

 

2.2   A full refund will be given for cancellations of bookings for conferences, lectures, classroom or virtual training courses, networking events, workshops and webinars if notice of the cancellation is given up to 11 working days before the event.

 

2.3   An administration charge of 20% of the booking fee will be applied to all cancellations.

 

2.4   Cancellations made within 10 working days of the event will not be eligible for any refund.

 

2.5   The transfer of a booking to another person can be made at no extra charge if we receive written notification up to five working days before the event.

 

2.6   An administration charge of 20% of the booking fee will be applied to transfer requests received less than five working days before the event.

 

2.7   If a booking for a residential programme is cancelled 20 working days before the event takes place, an 80% refund will be given. If it is cancelled 11-19 working days before the event takes place, a 50% refund will be given. If the cancellation is received 10 days or less before the event takes place, no refund is available and the delegate will be liable for 100% of the programme fees.

 

2.8   Cancellations of bookings for the awards ceremony must be received in writing 90 days prior to the ceremony in order to receive a full refund. Cancellations made after this time will not be accepted and purchasers will be liable for the full fee.

 3.       Force Majeure 

3.1   Occasionally, the speakers, timings or format of our events may alter. In these circumstances, the Institute will inform delegates of changes at the earliest opportunity.

 

3.2   If the event is offered on the same date but in a different format, delegates will be automatically transferred and no refund will be given unless at the discretion of The Institute.

 

3.3   If the event is offered on a different date and in a different format, delegates will be offered the option of transferring their booking to an alternative date and format. In the case of transferring from one format to another, a refund or payment of the differential in fee will apply. Should delegates subsequently cancel or transfer this booking, the terms above apply.

 

3.4   If an event is postponed and delegates are unable to make the new date, a full refund will be given. No compensation will be paid for any additional costs incurred.

 

3.5   If an event is cancelled, a full refund of the delegate fee will be given. No compensation will be paid for any additional costs incurred.


 4.       Use of personal information 

4.1  The contact details given to The Institute to complete the booking process may also be used before, after and during the event in the following ways:

 

  • Before the event, we may send delegates information such as registration instructions for accessing online events via our delivery platform, or directions to venues for face to face events. They may also receive advance reading or other materials relevant to the training or workshop, to help them achieve the optimal event experience. We may also share details of registered delegates’ names, job titles and companies with our trainers and course leaders to assist in their planning of the session.

 

  • At the event, delegates’ names, job titles and company names will be available on a delegate badge for them to wear, and may additionally be available on a delegate list offered in either hard copy form as part of a physical delegate pack and/or virtually within an event app or virtual event platform to aid networking.

 

  • After the event, we may send delegates follow up emails with confirmation of their CPD hours, links to event-related presentations, films, photography, further reading and sponsor links where relevant, and/or invitations to other similar events and, where applicable, to take up complimentary professional subscription.

 

4.2   If the event is sponsored, the delegate list is provided to sponsors a week ahead of the event taking place to assist their planning only. It is not used for marketing purposes..

 

4.3   If the event is a sponsored webinar, podcast or online conference, delegates’ consent will be sought in the booking process for sharing their email address with the sponsor. If a delegate does not choose to give consent,  their email address will not be shared.

 

4.4   Delegates who do not want their name, job title or company name to appear on any delegate list, or for their job title and company name to be passed on for the purposes described elsewhere in this section, should notify us at the time of booking by sending an email to events@icsa.org.uk.

 

4.5   Delegates may also be invited to register with an additional platform, such as a webinar platform or conference app provided by a third party on behalf of The Institute, to enhance or ensure optimum delivery of their event experience. This registration is optional.

 5.       Photography and Video 

5.1  At some face to face events, a photographer and/or videographer may be present. At small events (defined as an event with fewer than 100 delegates), there will be notification of this at reception. At large events (defined as an event with 100 or more delegates) delegates should assume there will be photography and/or videography in operation.

 

5.2  By agreeing to these terms and conditions, delegates hereby grant The Institute the right to take photographs of them and authorise the use and publication of said images in print and/or electronically. Said images may be used without reference to the delegate’s name (unless specific permission has been granted otherwise), and may be used for any lawful purpose including, but not limited to, publicity, illustration, advertising and web content.

 

5.3   Delegates who do not want their image to be used should notify a member of the registration team at the event.

 6.       Data retention 

6.1  Where the delegate list is shared with planners, trainers, branch and network committees or third parties to assist in the planning of their event, the data will be securely destroyed by no later than seven days after completion of the event.

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