If a single organisation or regional network wishes to book and pay for a number of delegates onto a course, there will be a discount in the price per person, based on the numbers confirmed:

>5 delegates = 10% discount

>15 delegates = 15%

>20 or more = 20%

 These discounts apply to both courses delivered online and those delivered in person. See section 7 below for prices.

If an organisation or regional network wishes to book and pay for an online course delivered exclusively to their members, this can be arranged provided a minimum of 15 delegates can be guaranteed. The organisation/network will receive the group discount as detailed in 2 above.

In the event that the minimum numbers are not available, the organisation/network has 3 options:

• Allow the R&D Forum to make the course available to those outside the organisation/network, provided this option is made available no less than 8 weeks before the scheduled course date
• Continue with the course, paying the appropriate amount for 15 delegates
• Cancel the course (subject to the late cancellation conditions detailed in section 7 below)

If an organisation or regional network would prefer to host and pay for a course on their own premises, this can be arranged for a flat fee (see section 7 below) with the condition that the organisation/network MUST guarantee booking for at least 15 delegates. In the event that the minimum numbers are not available, the organisation/network has 3 options:

• Allow the R&D Forum to make the course available to those outside the organisation/network, provided this option is made available no less than 8 weeks before the scheduled course date
• Continue with the course, paying the appropriate amount for 15 delegates
• Cancel the course (subject to the late cancellation conditions detailed in section 7 below)

What the Organisation will provide

• Coordinate staff members to attend the course. For online courses, ensure that the local network allows access to the online platform—check for any firewall issues etc.
• Arrange a suitable training room with the necessary equipment (TBC per course but e.g. screen, projector, laptop/HDMI or VGA connectors, flipcharts)
• The room must be able to hold the maximum number of delegates comfortably, when arranged cabaret style. It should be easily accessible/signposted with appropriate access to toilet facilities.

• Work with the Forum to arrange catering through out the day, (usually coffee on arrival, mid morning and afternoon, and lunch) If suitable catering options are available from within the hosting organisation then this can be used, otherwise the hosting organisation should arrange for catering to be supplied from an outside company, The Forum will pay for catering costs either directly or via reimbursement to the host organisation depending on arrangements.

• Liaise with the Trainer on the day to ensure the course runs smoothly. This includes ensuring that any technical issues are resolved (ie, does the trainer have to email presentation to be loaded onto a local device rather than bringing in an external one) and ensuring there is someone available on the day to troubleshoot any technological issues.

What the Forum will provide

• Specialist Forum trainer or trainers.
• Printing and delivery of the training course material, which may include one printed workbook per delegate. PLEASE NOTE THAT the material is under licence to NHS R&D Forum and therefore no material can be copied or re-used without written permission.
• Certificates to staff on completion (usually by email)
• Trainers travel and accommodation costs and arrangements
• Where the course is open to the wider Forum we will coordinate advertising and bookings

The Forum can in some cases arrange for course materials to be tailored to the needs of a particular organisation. This can be arranged in discussion with the Training Lead and the Course Leader/Trainer(s). The organisation will be expected to produce a detailed brief of your needs e.g. what training is required, for what type of staff, how many and the duration.

Organisations hosting bespoke courses can make use of the same discounts detailed in 2 and 3 above, but there will be an additional charge for the time required to tailor the course and produce new materials (see section 7 below).

Participating organisations
If the host organisation decides to make attendance at an exclusive course available to others in their region or network, the host must make all financial arrangements with the other organisations.

Delegates:
The host organisation must provide the Forum with a list of delegates including first and last name, email address, job title and, if hard copy documents are to be provided, mailing address.

In person courses: This information must be provided no later than 4 weeks before the date of the course, with the understanding that there may have to be last minute changes.

Online courses: a delegated organiser from the host organisation will be given a link to the online booking system to add in delegates’ details. This must be completed no later than 3 weeks before the date of the course.

If a delegate is unable to attend, a colleague can take the place as a substitute.

The standard prices per course are:

Online course

• One day course £250 plus VAT per person
• Two day course £390 plus VAT per person

In-person course

• One day course TBC dependant on venue costs, but indicative £330 plus VAT per person
• Two day course TBC dependant on venue costs, but indicative £550 plus VAT per person

Exclusive online course
Minimum 15 – Maximum 30 delegates

Prices and discounts as per standard online courses above, with the proviso that the host must pay for a minimum of 15 delegates.

Exclusive hosted in-person course
Minimum 15 – Maximum 30 delegates

£3,675 one day course plus VAT = £245 per person plus VAT (saving £85 and travel expenses per person)

£6,150 two day course plus VAT = £410 per person (saving £140, travel expenses and overnight accommodation per person)

Bespoke course:
Basic costs as per Exclusive Online or Exclusive Hosted courses above. The additional development cost to produce a bespoke course is usually £15 per hour up to a maximum number of hours to be agreed between the course leader and the organisation making the request.

Payment:
Once the date of the course has been agreed, the organisation/network agrees to pay the fee within 28 days of receiving the invoice AND prior to the delivery of the course.

Cancellation:
If the organisation decides to cancel a course, they will receive a refund based on the timetable below. Notification of cancellation must be sent by email. An administration fee of £30 (+VAT) will be charged for all cancellations.

 In-person courses:

• Cancellation up to 8 weeks prior to the event—full refund
• Cancellation between 8 weeks and 3 weeks prior to the event—50%
• Cancellation less than 3 weeks days prior to the event—no refund

Online courses:

• Cancellation up to 2 weeks prior to the event (5 weeks for Essentials) -full refund
• Cancellation between 3 weeks and 7 days prior to the event-50%
• Cancellation less than 7 days prior to the event-no refund

From 28 days before the course any cancellation will result in Customer reimbursing Professional Development Ltd for any unrecoverable costs associated with pre-booked travel and accommodation costs associated with the course.