Terms and Conditions

Here are the conditions of the agreement between your school or company ("You") and Ibicus International Ltd (company registration no 4932435) and Ibicus UK Ltd (company registration no 5402516), hereafter referred to as Ibicus (or "We/us"). Ibicus runs educational courses and does not own schools, transportation or accommodation.

Our Intention

We are in business to provide the highest-quality teaching and training of IBDP-related subjects at competitive costs, at convenient times and locations.

Our Method
 

For each subject workshop we advertise, we require a minimum number of registered and fully paid participants to make it viable. We try to put together events which make this happen and to make it work we need firm bookings for each subject on a course to ensure our costs are covered. When a course has had the minimum number of bookings paid in full, we can confirm that that course will run. Depending on the venue costs, this minimum number varies, but we will let you know when the course is confirmed to run as soon as we know ourselves. Naturally, we want to run all our courses, but sometimes it just isn't feasible. We only ever cancel as a last resort.

Our Agreement
 

This is legally binding and governed by English Law once signed and accepted by us with your payment or booking form. If you apply electronically or by phone, it is binding in the same way. The completion of our online booking form, the raising of an invoice or pro-forma invoice indicates acceptance of your booking by Ibicus and your acceptance of these Terms and Conditions

Enrolment
 

You agree to complete the online application form and arrange for full payment of our automatically generated invoice within 30 days of making the booking or sooner if the workshop commences before the 30 day deadline. We agree to provide you or your proposed teacher with tuition, refreshments (and accommodation, if residential) as described by venue in our website or email to schools.

Payment

Payment can be made immediately online via credit card for which you will receive an automatic acknowledgement and receipt. Our payment terms are stated on our pro-forma invoice, and due amounts (if not paying online at the time of booking) must be paid on time and in full, and within 30 days of making the booking or sooner if the workshop commences before the 30 day deadline. Late payments attract an additional fee of £50. No participant will be permitted on to a workshop if we have not received full payment prior to their attendance. Please make sure you pay the bank charges for transferring money, so we receive the full due amount. All payments received will be acknowledged via an emailed receipt.

Payment is available in GB Pounds Sterling for credit card bookings and bank transfers. On request payment may be made in Euros or US Dollars.

If you make changes to your booking
 

If you have made a booking with us but the workshop is not yet confirmed by us, you can cancel or make changes, for a full refund or no charge. 
If you have made a booking with us and we have confirmed the workshop will run you can:

Change the name of your teacher in the same subject at the same workshop at any time and for no charge. 
Change the subject to another at the same workshop (same venue and date) at any time up to 15 days prior to the start of the workshop, for no charge. 
Move your booking to another workshop venue (same or different subject) at any time up to 15 days prior to the start of the workshop for a £50 administration fee. 

However if you request to change the subject and/or workshop venue for your booking within 15 days of the start of the workshop, the administration fee increases to £150

Bulk/Group Booking
 

If you make 6 or more bookings at the same time (for any subjects and venues) you will benefit from a 5% discount. This discount will be removed if payment is not received within 30 days of invoice or immediately if the first workshop falls within 30 days of the invoice date.

If we make changes to your booking
 

If we have to change a course, we shall inform you immediately and offer you an alternative workshop or a full refund of fees paid for that course.

Cancellation by us
 

Any of our courses may be cancelled if sufficient bookings are not received (and paid for) at least 2 weeks prior to the course starting. If we cancel any courses or part of a course, you are entitled to a full refund of all net payments received by us. You are therefore advised not to make non-refundable travel or accommodation arrangements until you have received our confirmation that the workshop is going ahead.

Cancellation by you
 

If you decide to cancel the booking or part of a booking for whatever reason BEFORE the workshop is confirmed, you must tell us in writing or by email to lesley@ibicus.org.uk Prior to confirmation of the workshop, your cancellation will not incur liability for any fees due. If you cancel after a workshop has been confirmed as going ahead, the full workshop fees will still be payable, but you may nominate an alternative candidate. Full payment of the course fees is still due, whether a substitute teacher or course is accepted by you or not.

Limit to Liability
 

We strongly recommend that you buy insurance to cover the cancellation by us of a course. We are not responsible for any costs associated with flight or travel cancellations, so recommend that only refundable flights are booked prior to confirmation of a course. In the event that a course is cancelled because of insufficient bookings, we offer a full refund of the relevant net fee received. If an event beyond our control occurs, such as a leader being ill or unable to lead a course, or the venue is not available for whatever reason, then we shall try to run the course with a substitute leader or venue. If that is not practical, a full refund of the course fee will be due to you, but no consequential or additional costs will be paid.

Copyright
 

Everyone who attends an Ibicus event may have their photograph taken during the event and these photographs may be used by Ibicus in promotional material or as website images, unless an individual gives us written notice before the event of their wish not to be photographed. At no time will the identity of the person in a photograph be available without the prior consent of that individual.

Quite often, people ask us for copies of the photographs as souvenirs of their time with us and we are happy to provide them.