Earlyarts Events Booking – Terms and Conditions

Bookings

Earlyarts runs events in a variety of locations, ranging from regular Professional Development Days to one-off seminars and conferences. For more information, please visit the Earlyarts Events calendar. Most events have a dedicated web page where you can register online, view event dates, and find out whether booking is open or if the event is fully subscribed. Once you have submitted your online booking, you will receive an email confirmation with a booking reference number. If you do not receive this email, please check your spam folder first, then contact us to double check your booking. If appropriate, an invoice will also be issued. All bookings are made on a first-come, first-served basis and online bookings will be closed when an event has reached capacity. You can view all your bookings in your user profile.

Payments

Payments for Earlyarts events must be paid in full at the time of booking. Earlyarts is run by a very small team, so online booking is preferred in order to keep down our overheads, and therefore our subscription charges. If you do not have access to a credit card, you can set up a PayPal account that links to your bank account, allowing you to pay for bookings online without a credit card. If you are not able to book online, please contact our administrator, Susan, who may be able to issue an invoice or help you arrange a bank transfer if the event is not sold out. Susan’s contact details can be found on the Contact Us web page. Earlyarts is not currently VAT registered so all prices shown are exclusive of VAT. This may change in the near future and we will keep you informed on this web page.

Cancellations

If you cannot attend an event, you are allowed to transfer the booking to a friend or colleague to attend in your place as long as payment to us has already been made, and you can recover the cost of your booking directly from them (we will not get involved in this). Please inform us prior to the event if a booking transfer has been made.

If you cannot transfer your booking, please email our administrator, Susan, whose contact details can be found on the Contact Us web page. Most of our team work part time so we would rather you emailed than left a telephone message in case it is not picked up in time. We may either issue you with a credit note to attend another event, or refund your payment minus the admin charge, depending on the timing of the cancellation (see below).

If the cancellation is made more than four weeks prior to the event taking place, a refund will be issued, minus a 10% administration charge. This represents the real cost to us of altering our bookings system and re-marketing / re-selling the cancelled place.

If the cancellation is made less than four weeks prior to the event taking place, no refund will be given. This also applies if you fail to turn up on the day of the event. However, a credit note may be offered if we are notified in advance and manage to book out all places for this event and therefore cover the cost of the cancelled place. This credit note can be used for a future event of your choice, to the same amount as the cancelled place, so you will not be charged an admin fee. We will inform you if you qualify for a credit note once bookings for the event have closed.

Should an event be cancelled or rescheduled by us, you will be notified immediately and offered a full refund or a credit note and an opportunity to re-book as soon as the new schedule is announced.

Security

When you enter your details on Earlyarts web site, either to register as a member, to book an event, to update your user profile, or to purchase an Earlyarts product, your email will only be seen by the Earlyarts Team, including the Pathfinders who organise each regional event. We do not share your contact information with anyone else, ever. You are completely at liberty to share your own information through your user profile. You will be the only person in charge of publishing any information about yourself.