Terms and Conditions

The following is an extract from the full COBIS Membership and Services Terms and Conditions. Schedules 1, 2, 12, 14 and 17 apply to event registrations. To view the full Ts&Cs, please click here

WEBINAR & ONLINE TRAINING
1.       BACKGROUND AND PROCESS

1.1.   This Schedule shall apply to all users of COBIS webinars, seminars, lectures, workshops, online CPD training sessions or other online training programs or online events (which may also be supplied online or in a physical format (e.g. a DVD)), this also includes engagement with hybrid events (collectively defined as a “Webinar”).

1.2.   The Webinar details (which may include the fees, duration of access, number of permitted delegates, access restrictions, whether the Webinar counts towards CPD hours, etc.) will be stated on the relevant site or webpage where the Webinar can be purchased (“Webinar Specification”).

1.3.   Webinars may be available to Members and non-COBIS members, depending on availability, as specified by COBIS in the Webinar Specification for the relevant Webinar.

1.4.   The User must pay the relevant fees for the Webinar in the Webinar Specification, however, certain Webinars will be free of charge for Members.

1.5.   Please note that in relation to CPD training session Webinars, COBIS will notify the relevant external course provider of the attendees and registration data relating to the Webinar.

2.       USER ACCESS

2.1.   Once the fees for the Webinar have been paid by the User to COBIS (if applicable) COBIS, or the external course provider, shall send the User an email containing the relevant log-in details for the Webinar.

2.2.   Responsibility for the confidentiality and security of Webinar registration information and any supporting materials issued to the User lies solely with the User.

2.3.   Where a maximum time for completion of the Webinar applies, this will be stated in the Webinar Specification (with such time period commencing from the initial order date).

2.4.   To access the Webinar, the User may be required to configure its settings (e.g. audio/video firewalls) on its web-device and computer or download software for its operating system.

2.5.   COBIS is not liable or responsible for any technical issues which may arise as a result of the User’s failure to ensure compatibility in accordance with clause 2.4 above.

2.6.   Due to the internet’s inherent nature, the User acknowledges that COBIS is not liable or responsible for any delay, disruption or disturbance in the operation of the internet.

2.7.   The User acknowledges and agrees that access to the Webinar may be interrupted due to telecommunications failures which are beyond the control of COBIS and/or downtime for repairs, maintenance and upgrading.

2.8.   In reference to 2.5, 2.6 and 2.7, COBIS is not liable to offer replacement or additional webinars.

2.9.   The User is solely responsible for any comments, content or other contributions (“Webinar Contributions”) that it makes to the Webinar. COBIS shall not be responsible for monitoring any such Webinar Contributions.

2.10. The User shall adhere to the Event Code of Conduct at all times. This can be found here.

2.11. The User will indemnify and keep COBIS and its officers, employees, consultants, agents and sub-contractors (including any external course providers) indemnified, on demand, against all damages, fines, losses, costs, liabilities and all expenses, including reasonable legal or other professional expenses, suffered or incurred by COBIS arising out of or in connection with any claim for any Webinar Contributions of a defamatory, offensive or illegal nature provided by the User either directly or indirectly to COBIS or the Webinar.

 3.       CANCELLATIONS & REFUNDS

3.1.   Subject to clause 3.2 below, all cancellations for Webinars must be sent by the User to COBIS in advance and in writing. The fee remains payable and is non-refundable, but the User may transfer the value of the booking to another Webinar, subject to availability (provided that this is booked within a period of six weeks)

3.2.   For CPD training session Webinars, cancellations received more than 6 weeks before the Event start date will receive a full refund. No refund will be offered after this date, unless otherwise stated in the applicable Webinar Specification. For cancellations received less than six weeks before the CPD training session Webinar start date, or in the event of non-attendance, delegate fees are still payable.

 4.       WEBINAR USAGE RIGHTS

4.1.   The Webinar may only be presented to the number of delegates specified in the relevant Webinar Specification. Additional delegate access rights may be available with COBIS’s prior written consent (and may be subject to additional fees).

4.2.   All Intellectual Property Rights in the Webinars and any supporting materials remains vested in COBIS or its presenters at all times and will be subject to the terms of clause 4 of Schedule 1.

4.3.   No content from the Webinar or any supporting materials may be copied, republished, uploaded, or otherwise distributed.

4.4.   The User may not sub-license, transfer or otherwise make available any Webinar content to any third party for commercial purposes or financial gain or use the content in any other media.

4.5.   The User must not alter or modify the Webinar content in any way.

 5.       DISCLAIMER

5.1.   Webinars and supporting materials are prepared solely for training purposes and are not a substitute for formal advice.

5.2.   COBIS shall not be responsible or liable for the accuracy, veracity, legality of the information, documentation, opinions or any other content provided by the Webinar presenter or included in the Webinar or the Webinar supporting materials.

5.3.   The use of any information or materials available within Webinars is at the User’s sole risk.

5.4    All opinions of Webinar presenters are their own and do not necessarily reflect the view of position of COBIS.

EVENTS
1.       EVENT BOOKINGS

1.1.   This Schedule shall apply to the User and the event attendees (“Event Delegates”) that book any COBIS student or staff conferences, courses and/or events, which are provided by COBIS from time to time (“Events”).

1.2.   The Event details (which may include the fees, duration, number of permitted delegates, restrictions, specific cancellation terms, whether the Event counts towards any CPD hours, etc.) will be stated on the relevant webpage where the Event booking can be placed (“Event Specification”).

1.3.   Event bookings are open to Members as well as non-COBIS Members Schools, unless otherwise indicated in the Event Specification.

1.4.   The booking form for an Event should be submitted by the User to COBIS no later than six weeks prior to the Event start date or by the date stated on the Student Activity registration form. Submission of a booking form constitutes an offer to purchase a booking for the relevant Event.

1.5.   The User acknowledges that their contact information may be provided to any school hosting an Event (a “Host School”) or to any external provider delivering the event, in accordance with clause 6 of Schedule 1 (Data Protection) in relation to invoicing, course registration and delivery of the Event.

1.6.   By applying to the Event as a Delegate or Host the User is indicating its agreement to be bound by the terms of this Schedule and to comply with the Event Specifications and the COBIS Student Events Code of Conduct.

1.7.   If the User is found to be in breach of the Student Event Code of Conduct, their membership status will be reviewed and COBIS reserves the right to remove the User from membership and/or ban the User from future Events.

 2.       CONFIRMATION

2.1.   The Event will only be confirmed by COBIS once sufficient bookings for the Event have been received.

2.2.   COBIS will confirm the Event booking to the Event Delegates or Booking Co-ordinators via email.

2.3.   Event Delegates / Booking Co-ordinators are advised not to book travel or accommodation until the Event has been confirmed.

2.4.   Event Delegates / Booking Co-ordinators are advised to obtain appropriate and sufficient travel insurance and insurance against cancellation as necessary. COBIS does not accept any responsibility for fees related to such insurance.

2.5.   COBIS and any Host School are able to support with travel / entry visa letters as appropriate once the Event fees have been paid by the User. Event Delegates are advised to apply for visas as soon as possible.

 3.       PAYMENT TERMS

3.1.   Upon receipt of the User’s registration form the User will either be able to pay online, or COBIS or the Host School will send the User an invoice for the applicable Event fees.

3.2.   COBIS invoices will be sent via email and must be paid within 28 days of the invoice date or not later than 14 days prior to the start of the Event, whichever date occurs soonest (the “Due Date”). Payment must be made in pounds sterling by cheque, credit/debit card or BACS. Invoices sent directly from the Host School must be paid within the timeframe stated on the invoice.

3.3.   If payment of the invoice is not made by the Due Date, the booking will not be made and the Event Delegates will not be able to attend the Event unless otherwise agreed with COBIS in writing.

3.4.   Full payment is required prior to the Event. The Event Delegate’s Event registration is not confirmed until payment is received. 

 4.       CANCELLATIONS

4.1.   Cancellations should be sent by email to cpd@cobis.org.uk for CPD events and to students@cobis.org.uk for student activities.

4.2.   For CPD events, cancellations received no less than 6 weeks before the Event start date will receive a full refund. No refund will be offered after this date, unless otherwise stated in the applicable Event Specification. For Event Cancellations received less than six weeks before the Event start date, or in the event of non-attendance, delegate fees are still payable.

4.3.   For student activities, cancellation terms may vary from the above dependant on the specific event.  This information can be found in the Event Specification.

 5.       EVENT DELEGATE SUBSTITUTION

5.1.   For CPD events, the user can change an Event Delegate who will be attending an Event to another person up to seven days before the start of the Event subject to approval from COBIS.  No changes will be accepted after this point.

5.2.   There will be no additional charge for any Event Delegate name changes.

5.3.   Any changes to flight, accommodation, insurance, and visas are the sole responsibility of the User.

 6.       EVENT AMENDMENTS & CANCELLATIONS

6.1.   COBIS and any Host School reserve the right to:

6.1.1.   alter or cancel the Event in part or in full without prior notice due to unforeseen circumstances;

6.1.2.   change the content, timing, date, venue or the presenters of the Event in order to provide a high quality service or where it is necessary for reasons beyond COBIS’s control; and

6.1.3.   cancel or amend the event if insufficient bookings are received or travel to the host country becomes inadvisable.

6.2.   Event delegates are advised to take out suitable cancellation insurance. COBIS assumes no responsibility for costs associated with event cancellations.

6.3.   In the event that an event is cancelled and the Event registration fee has been received, that Event fee will be refunded to the User or the User may have the option to transfer the booking to an alternative Event.

6.4.   COBIS will not be liable for any losses or expenses arising from amendments to the Event or for Event cancellations.

 7.       EVENT MATERIALS

7.1.   No content from the Event or any supporting materials may be copied, republished, uploaded, or otherwise distributed by the User or any Event Delegates.

7.2.   COBIS remains the owner of all Intellectual Property Rights in Event format, content, materials at all times and the User is subject to the terms of clause 4 of Schedule 1.

 8.       HOST SCHOOLS

8.1.   Where a COBIS event is being hosted by a School, the Host School must comply with the terms of this Schedule.

8.2.   The Host School agrees to adhere to Host School Guidance, as provided to the Host School from time to time and the Student Event Code of Conduct

8.3.   If the Host is found to be in breach of their COBIS Event Code of Conduct, their membership status will be reviewed and COBIS reserves the right to remove the Host from membership and/or ban the User from future Events.

DATA PROTECTION

We intend to protect the privacy of users of our services and other individuals. Please read our Privacy Policy; it will help you to understand how we process your personal data. We may update our Privacy Policy at any time in accordance with the terms of the Privacy Policy.

Whenever you provide us with personal data, you are consenting to its collection and use in accordance with our Privacy Policy.

If you have any questions about these Terms and Conditions, please contact cpd@cobis.org.uk.