Here are the conditions of the agreement between your school or company, or, if an individual, yourself ("You") and Ibicus Ltd, hereafter referred to as Ibicus (or "We/us"). Ibicus runs educational workshops and does not own schools, transportation or accommodation. If accommodation is offered by Ibicus it is solely acting as agent for the accommodation owners.
We are in business to provide the highest-quality teaching and training of IB-related subjects at competitive costs, at convenient times and locations including virtual workshops delivered via ZOOM or an alternative appropriate platform.
For each subject workshop, we require a minimum number of registered and fully-paid participants to make it viable. When a workshop has the required number of bookings paid in full, we can confirm that workshop will run. Depending on the format and venue costs, this minimum number varies.
This is legally binding and governed by English Law once you have made a booking with us (and agreed to these terms and conditions during the booking process) and shall be binding on you. 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.
Payment should be made by bank transfer or by credit card within 21 days or sooner if the workshop commences before the 21-day deadline.
We reserve the right to refuse participation to a registered participant if we have not received full payment prior to the start of the workshop. Please make sure you pay all the bank charges for transferring money, so we receive the full due amount.
If you are more than 14 days late with a payment, an additional late payment fee of £50 per workshop participant will be added to your account. We will not issue any Certificates of Attendance until your account is cleared.
Late Booking Conditions
In the 21 days prior to a face-to-face workshop or 10 days prior to a virtual workshop, bookings will incur an additional £100 per person.
Changes or cancellations
If you have made a booking but the workshop subject has not yet been confirmed by us in writing, you can cancel the booking for a full refund.
If you have made a booking with us and the confirmation has been sent, the full fees are still payable but you can change the name of your teacher in the same subject at the same workshop at no charge. Any other changes incur a change fee: £50 if more than 15 days before the workshop starts, £150 if less than 15 days.
If we need to change a workshop, we shall inform you immediately and offer you an alternative workshop or a full refund of fees of net fees paid to us.
Any of our workshops may be cancelled if sufficient bookings are not received (and paid for) at least 3 weeks prior to the workshop starting. If we cancel any workshop or part of a workshop, you are entitled to a full refund of all net payments received by Ibicus but we will not be responsible for any travel or other expenses incurred. You are therefore advised not to make non-refundable travel or accommodation arrangements in relation to these workshops.
Alterations to a virtual workshop
In the event that IBICUS cannot deliver the workshop using the Zoom platform due to changes in connectivity, licensing or government intervention, the workshop may be delayed and/or changed to an alternative platform.
Should there be any delays, failures or absences on the part of IBICUS due to failures of connectivity or otherwise, that section of the workshop may be rescheduled for a later date.
IBICUS reserves the right to cancel or postpone a workshop at any point.
Limit to Liability in the event of cancellation
We strongly recommend that you buy insurance to cover the cancellation of a workshop. We are not responsible for any costs associated with flight or travel cancellations. If a workshop 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 workshop, or the venue is not available for whatever reason, then we shall try to run the workshop with a substitute leader or venue. If that is not practical, a full refund of the workshop fee will be due to you, but no reimbursement of travel costs and no direct, consequential or additional costs will be paid.
Participants must attend all sessions of a workshop in order to qualify for the IB Attendance Certificate which will be sent as a pdf after the workshop.
IBICUS cannot be held responsible for any participants' inability to access and use Zoom or any of the Apps or websites used in the workshops, nor of their internet connection viability during a virtual workshop.
IBICUS values health and safety. Participants are asked to stay at home when they are sick and follow any relevant COVID-19 guidelines while participating in a workshop event.
Please note that by registering to attend any in-person event, you acknowledge that you are aware of the existence of, and have fully accepted, the COVID-19-related risk to your health and to the health of your family, friends and other contacts, and that you choose to attend. While attending this event, you are fully responsible for your own health and safety. You must take all actions necessary to understand and abide by all of the requirements and guidelines put in place by school, venue, local and national authorities.
Guidelines for participation in an IB professional development workshop:
Copyright, Photography and Audiovisual and other Recording
Ibicus occasionally makes a photographic, digital, video or film record of its face-to-face workshops or events on the basis that such records are only ever used for Ibicus' legitimate business purposes.
Everyone who attends an Ibicus face-to-face event may have their photograph taken or be recorded during the event and these photographs or recordings may be used by Ibicus in promotional material, professional support or as website images, unless an individual gives us written notice before the event of their wish not to be photographed or recorded. By entering into this agreement, you and your participants agree that they may be included in any such recording and their photograph or video used as described above.
At no time will the identity of the person in a photograph be available without the prior consent of that individual. However, should you or any participant nominated by you be of the view that any such recording or image of you/them is being used by Ibicus in a manner which you/they feel is inappropriate or objectionable, you/they may request Ibicus to cease to use that image in such a manner.
The recording and distribution of recordings of workshops whether face-to-face or virtual are not permitted under IBO regulations. Participants must agree not to record the sessions, share the links to the workshops with third parties or broadcast the workshop to anyone other than the registered participant.
No content from the workshop can be reproduced and broadcast in any way. Participants must not take or distribute screenshots or photographs of any part of the workshop.
It is a condition of participation that you will behave responsibly throughout your participation, paying due regard to the safety and well-being of other participants, the workshop leaders, school venue property and staff and Ibicus personnel and that you will refrain from any violence, inappropriate behaviour or inebriation during the workshop and will observe the general rules and regulations of the host school, including in particular, but without limitation, any restrictions on smoking.
We reserve the right to exclude any participant, whose behaviour is perceived by Ibicus, in its absolute discretion, to be prejudicial to the safety of others or the proper and enjoyable running of the event. In the unlikely event of such an exclusion, no workshop fees or other expenses will be reimbursed and any unpaid fees will remain due and payable to Ibicus.
Safety, property, health and liability
While Ibicus uses its reasonable endeavours to choose appropriate schools to host workshops and, in conjunction with the school, appropriate catering and refreshments, and may from time to time assist with arranging local transportation and accommodation, neither Ibicus nor its directors, officers or agents are responsible for the safety and property of you or your attendees or their companions in relation to return travel to and attendance at the venue or the workshop or any excursions related thereto or for any financial losses incurred if the event is cancelled due to reasons beyond Ibicus' control. Travelling to and from the venue of the workshop is the sole responsibility of you or your attendees. Neither Ibicus nor its directors, officers or agents will have any liability in relation to you or your attendees for any damage to or loss of property or any financial loss arising therefrom. Neither Ibicus nor its directors, officers or agents, will have any liability in respect of the death of or any personal injury to you or your attendees save where this results from the negligence of Ibicus.
In view of the above, you are strongly advised, for your own protection, to take out adequate health and accident insurance cover appropriate to the venue together with cover for personal belongings and travel insurance which provides adequate reimbursement of costs and expenses should the workshop be cancelled or transport be subjected to any disruption or delay or should you be required to return home for any reason before the conclusion of the event.
Collection and use of Personal Data
Ibicus is required to collate and pass on your information to the IB not least in relation to attending and getting a Certificate of Attendance. In addition, Ibicus may need to provide some of that personal information to the host school of an event, to tax authorities, and to process and use that information for its own internal accounting and administrative functions.
By entering into this Agreement, you confirm to Ibicus that the personal data you have voluntarily provided is correct. You consent to Ibicus processing the following data for the purposes set out in the paragraph above and for workshop registration purposes, as detailed below, and understand that Ibicus may make such information available to third party processors, typically host schools, workshop leaders and the IB, in countries where an adequate level of protection for the personal data cannot be guaranteed. Ibicus adheres to the eight principles of the UK data Protection Act and processes data fairly in accordance with the act. This may mean that personal data provided may be shared outside the EU and by agreeing to these terms and conditions, you give permission for this personal data to be so shared. The personal data may include: given name, initials or middle names, family name, e-mail addresses, contact details, passport information, photographs, tracking of all actions in the online registration or agreement.
On occasions, limited personal data (name, email, school) will be transferred by Ibicus to sources outside the EEA to facilitate event organisation and enhance communication between workshop leaders and participants. As a participant you consent to this transfer of your personal data. Ibicus ensures that only data essential to the organisation of the workshop will be transferred and that appropriate safeguards are in place.
By entering into this Agreement you shall be entitled: On written request to Ibicus to see the personal data which Ibicus holds about you; To request that Ibicus correct any such data; To request that Ibicus shall not use your personal data for direct marketing purposes; To request that the processing of your personal data be discontinued and such data deleted.
The provisions of this agreement are severable. In the event that any provision or part of any provision of this agreement shall be held, in whole or in part, by any court of competent jurisdiction, to be invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible then such provision or part thereof shall be regarded as deleted. Any modification or deletion of a provision or part of a provision under this clause shall not affect the validity and enforceability of the remainder of this agreement which shall continue in full force and effect save for the modification or deletion aforesaid.
Governing Law and Jurisdiction
This agreement and any non-contractual obligations arising from or in connection with this agreement shall be governed by and construed in accordance with English law. Each party irrevocably agrees that the English courts shall have exclusive jurisdiction to settle any dispute or claim arising from or in connection with this agreement (including both contractual and non-contractual disputes or claims) and waives any objection to proceedings in such courts on the grounds of venue or on the grounds that proceedings have been brought in an inappropriate forum.