Event Terms and Conditions of Booking 2024

Terms & Conditions for all ISBA Events

Last revised April 2023

PLEASE ENSURE YOU ARE AWARE OF OUR CANCELLATION POLICY LISTED IN POINT 7 BELOW

1. Introduction

1.1 These terms and conditions (Terms) (together with our Website Terms and Conditions available here) constitute the terms of a legally binding contract between us and you in respect of your confirmed booking to attend an ISBA event (Contract).

1.2  Please read these Terms carefully and make sure that you understand them before completing the online event booking form to book a place on an ISBA event (Booking Form). Please note that before submitting your completed Booking Form you will be asked to accept and agree to these Terms. If you do not agree and accept these Terms you will not be able to complete an order for a place to attend the relevant ISBA event.

2. Information about us

The website available at https://www.theisba.org.uk (Site) is owned by The Independent Schools' Bursars Association (referred to in these Terms as either ISBA, our, we or us), a company registered in England and Wales (company number 06410037, registered charity number 1121757), with our registered address at 167-169 Great Portland Street, 5^th Floor, London W1W 5PF.

3. Information about you

3.1 The Contract is formed with the organisation named in the completed Booking Form (Organisation) which is typically the legal entity carrying on the business of the school. Please ensure that the Organisation's name is clearly marked on the Booking Form in the space provided.

3.2  If you are not employed by a school or other organisation and you are booking an ISBA event on your own account then, by submitting your completed Booking Form, you confirm that you are acting in a professional capacity and in the course of your trade, business, craft or profession.

3.3  Depending on which of sections 3.1 or 3.2 applies, references in these Terms to you and your shall be construed accordingly.

4. Your personal data

You acknowledge that any personal data you submit, or that is otherwise collected as part of your attendance at the event, will be processed in accordance with our Privacy Notice which is available here. For further information about our use of images and audio/video footage taken at our events, please see Item 15.

5. Online booking

5.1  By completing and submitting a Booking Form you (or you on behalf of the Organisation) are indicating that you wish to attend an ISBA event in accordance with these Terms.

5.2  If there are places available on the ISBA event you wish to attend then your Booking Form will be processed and a booking confirmation will be sent to you at the email address you have provided in your completed Booking Form. The Contract is formed when we send you the booking confirmation.

5.3  Please take care to ensure that the information you provide is accurate, and please check our booking confirmation carefully.  All errors and amendments must be notified to us in writing (to office@theisba.org.uk) within forty-eight (48) hours of receipt of our booking confirmation.  If you do not receive your booking confirmation, please contact office@theisba.org.uk.

5.4  Provisional bookings are not permitted.

6. Event details

6.1  Event, attendance and joining instructions will be provided approximately five (5) working days before the event, provided all outstanding fees have been paid by this time.

6.2  We reserve the right at any time to make changes to all ISBA events including, but not limited to, the following:  the content and timing of the events, the speakers, and the venue.  We will endeavour to provide you with as much advance notice as possible of any material changes.

7. Cancellation

7.1  Except for virtual events/webinars, for which see 7.1.3. below, you may cancel your booking and receive a refund provided that any cancellation is received by us, before the relevant 'cut-off' dates set out in clauses

7.1.1 or 7.1.2 (as applicable).  A cancellation must be made in writing by email to office@theisba.org.uk and will be acknowledged in writing.  Cancellation by telephone will not be accepted.

7.1.1  The ISBA Annual Conference

7.1.2  The ISBA events (i.e. all other "in person" ISBA events other than The ISBA Annual Conference

7.1.3  ISBA virtual events/webinars

7.2  You will not receive a refund of, and you will still be liable for, the full fees even if you decide for any reason to leave an event once it has commenced. ISBA will not be held responsible for any travel, accommodation, or other contingent expenses, including if you fail to attend sessions of the ISBA event for any reason.

7.3  If we need to cancel an event, we will provide you with as much advance notice as possible and shall return fees paid.  However, we shall not pay or reimburse travel or any other costs you may have incurred.  There is no entitlement to a refund where we are forced to cancel part or all of an event due to reasons beyond our reasonable control or are required to change the content, timing, speakers or the venue for events.

7.4  You are advised to take out insurance to cover the cost of cancellation.  No reduction can be made if you do not attend some or all of the elements of conference you have booked for.

8. Substitute delegates

8.1  Substitute delegates from your school staff are welcome, provided that you notify us before the start of the event within the relevant time limits set out in clauses 8.1.1 or 8.1.2 (as applicable). Other than for ISBA virtual events/webinars an administration fee of £25.00, as set out in clause 9, is charged for transferring a booked place to another member of your school staff.  Notification must be made in writing by email to the ISBA Office (office@theisba.org.uk) as follows:

8.1.1  The ISBA Annual Conference

8.1.2  The ISBA events (i.e. all ISBA "in-person" events other than TheISBA Annual Conference)

 8.1.3  ISBA virtual events/webinars

You may substitute the name of the person "attending" and ISBA virtual event/webinar.  Substitutions should be notified to the ISBA in writing, by email, to office@theisba.org.uk not less than twenty-four (24) hours before the start of the virtual event/webinar. Notification by telephone of substitutions will not be accepted.

9. Changes to booking arrangements

Any amendments or changes to bookings will attract a £25 administration charge. The administration fee will not apply to ISBA virtual events/webinars.

10. Delegate List

When you book to attend an ISBA event, the name of the delegate, job title and the Organisation name (if applicable) will be added to the event delegate list.  This may be provided to all delegates, speakers and exhibitors attending the event and may be shared electronically in advance. Please see our Privacy Notice for further information.

11. Booking Online & Payment Authorisation

11.1  Where relevant, the text you submit on the online booking screen will be treated as authorisation to commit to expenditure on behalf of the Organisation named in the Booking Form. Please do not submit the Booking Form unless you are authorised to do so.

11.2  If you provide us with credit or debit card details at the time of booking and it is not possible to obtain full payment from your account, we can cancel the order (even if this is after the point in time when the booking confirmation is sent to you).  This does not affect any other rights we may have. 

11.3  Please take care to ensure that the information you provide on your Booking Form is accurate as it will be reflected on the related sales invoice sent to your Organisation.

11.4  Where the Contract is entered into with an Organisation, the delegate and the Organisation shall be jointly and severally liable for payment of the fees and any accommodation charges and in respect of any damage to equipment and/or the course venue by the delegate.

12. Payment

12.1  The price of the event will be set out in the Booking Form and re-confirmed in the booking confirmation.  Payment is due immediately when the invoice is issued on completion of booking.  Unless agreed otherwise in writing with ISBA, payment for all bookings must be made by debit or credit card in full by no later than (as applicable):

12.1.1  one calendar month prior to the start of the ISBA Annual Conference; or

12.1.2  one calendar month prior to the start of all other "in-person" ISBA events (other than the ISBA Annual Conference)

12.1.3  forty-eight (48) hours prior to the start of any ISBA virtual event/webinar

12.2  Our preferred method of payment is by credit or debit card. Alternatively, if the Organisation is an ISBA member school then such school may be invoiced direct for event bookings, provided the booking is made prior to the dates set out in point 12 above.  Invoicing will reflect the delegate name(s) input at the time of booking and it will not be possible to change the name reflected on the invoice at a later date.

13. Refunds of Payments by Credit or Debit cards

Where delegates cancel bookings within the deadlines for cancellation set out in Clause 7 above, refunds will be processed manually back to the originating card within twenty-five (25) working days of our receipt of your notice of cancellation.

14. Payment Currency

All transactions are in British Pounds.

15. Feedback

At the end of each event, we will provide an evaluation form (normally electronically), which will offer you the opportunity to provide feedback.  In the event of a complaint, please make this in writing and send it to office@theisba.org.uk.  We take complaints seriously and will aim to investigate and respond as quickly as possible.

16. Conduct

If the conduct of a delegate is unacceptable in the reasonable opinion of the ISBA and/or any of our partners, we reserve the right to refuse a place and to exclude such person from any ISBA event, including removal from virtual online events and webinars. No refund of fees will be made in such circumstances.

17. Confidentiality

Delegates agree to keep confidential any information and/or material which is divulged by other delegates as a result of course discussions.  All course discussion is private and confidential.

18. Intellectual Property

All intellectual property rights in the course materials and presentations shall remain the property of ISBA and/or the course speaker or licensee (as applicable).

19. ISBA Events – Image and Video Terms

ISBA reserves the right to use any photographs or audio/video footage taken at an ISBA event in publications or other marketing material produced, used or contracted by ISBA. Such marketing material includes but is not limited to: ISBA magazines, bulletins, pamphlets and signage for ISBA events, ISBA’s impact report, websites and social media channels.

To ensure the privacy of individuals, where attendees/delegates are included in photographs or audio/video footage taken at ISBA events they will not ordinarily be identified by name (or by any other personally identifiable information) without permission.

Nevertheless if you are attending an ISBA event and you do not wish to be included in photographs or audio/video footage used for publicity purposes you should make your wishes known to the photographer at the time, and/or the event organisers.

19.1 Event speakers / contributors
Photographs or audio/video footage or clips of event speakers may be used in ISBA publications and marketing material and, where this applies, your name and organisation/role will be included in order to provide appropriate context to the clip or image.

19.2 Use of images or footage
Any person or organisation not expressly authorised by ISBA may not use, copy, alter or modify ISBA photographs, graphics, audio/video footage or other material without the advance written permission of ISBA.

Filming/recording or photography is not permitted at ISBA events other than by ISBA’s designated photographer/s, or where expressly agreed with ISBA. ISBA reserves the right to require any unauthorised photographs or other footage to be deleted or removed.  Any authorised images or filming/recording at an ISBA event used as promotional material on social media by exhibiting company representatives, delegates or attending speakers or their representatives should not include images of other attendees unless permission has been given by those individuals.

19.3 Processing of personal data
To the extent that your personal data may be processed in the form of images or video / audio clips, ISBA will do so in accordance with its Privacy Notice

20. General

Views expressed by speakers are their own. The ISBA does not accept any liability whatsoever (other than as cannot, as a matter of law, be excluded) in connection with the event including (not limited to) in connection with advice given, views expressed, or any materials provided to the delegates.

Each of the paragraphs of these Terms operates separately.  If any court or relevant authority decides that any of them are unlawful or unenforceable, the remaining paragraphs will remain in full force and effect.  Headings used are for convenience only and will not affect interpretation.

These Terms may be changed at any time by us.  Every time you wish to book a place on an ISBA event please check the Terms to ensure that you understand the legal terms and conditions that will apply at that time, and that will form part of the Contract accordingly.  You are advised to print and retain these Terms for your records.

These Terms shall be governed by the laws of England and Wales and shall be subject to the jurisdiction of the courts of England and Wales.

21. Contact

If you wish to contact us for any reason you can do so by emailing us at office@theisba.org.uk or by phoning 01256 330369.