Emergency Planning College
Definitions
1. ‘Confirmed booking’ means the firm agreement between The Emergency Planning College (EPC) and client for attendance at an event on specified dates.
2. A ‘Reservation’ means a booking that must be changed to a firm booking. Reservations will be held for up to 10 working days whilst course places remain available.
3. ‘Waiting list’ means a provisional booking for which no place is available.
Booking Form
4. Booking forms will not be accepted unless they have been authorised for payment.
5. Once a booking is accepted by EPC, the organisation making the booking becomes liable for the relevant course fee, administration or cancellation charge.
6. Confirmation of your booking(s) will be sent to you once we accept your completed booking form, providing places are available on your chosen course.
7. EPC reserves the right to run courses at a different venue to the one specified, when necessary. If this is the case we will inform you as soon as possible and provide you with information about accommodation, travel directions and any other relevant details.
Fees and Payment
8. Fees are payable within 30 calendar days of the invoice being received, or before the start of the course.
9. Volunteer rates are available to individuals who are being sponsored by a UK organisation approved by the College. Details of how to apply can be found at the College website (www.epcollege.gov.uk) or by contacting the Reservations Team on +44 (0)1347 822877.
10. EPC reserve the right to alter prices from those published.
11. Invoices can be issued on request for advanced payment purposes if required.
12. Payment may be enclosed with the booking form.
13. We accept payment of course fees by:
Receipts will be issued on request only.
Cancellation Charges
14. The College reserves the right to cancel, postpone or otherwise alter the content or date of an event without notice. In such circumstances, the College may, at its own discretion, return any payment received without penalty of cancellation charge.
15. Cancellation charges apply when a suitable substitution is not made at the time of cancellation. Current charges are:
| Notice of Cancellation | Percentage of Event Fee charged |
| 29 days or more | 25% |
| 14–28 days | 50% |
| Less than 14 days | 100% |
Weekends are included in the above calculations
16. If a delegate fails to attend a course (with no substitution or transfer having been made) this will be deemed as a cancellation and will incur a 100% fee.
Transfers and Substitutions
17. Transfers and substitutions made less than 21 days prior to the original course date will incur a charge of £50 per delegate.
18. If a delegate is unable to attend an event, one substitution and/or transfer to another event is acceptable within the terms and conditions described above.
19. All requests for transfers or substitutions must be submitted in writing.
20. Organisations wishing to make a transfer or substitution must provide the name of the substitute delegate, and/or alternative event details at the time of the request otherwise the booking will be cancelled (see 15 and 16 above).
21. The EPC may, at its own discretion, waive the cancellation charge.
Independent Equal Access
22. If you have additional requirements due to a disability or for any other reason you may be contacted prior to commencement of your course to discuss your residential and course specific requirements.
Terms and Conditions for non UK bookings
23. Please be aware that terms and conditions for overseas booking vary from UK terms and conditions. Please see the appropriate terms and conditions for details.
Data Protection
24. EPC does not sell, trade or rent your personal information to others. Your details will be added to the EPC database in order to process your booking, and for the purposes of marketing courses and promoting EPC.
25. If you do not wish to receive any further information from us either by post, telephone or email, please contact our marketing team at:
The Emergency Planning College
Email: epc.marketing@cabinet–office.x.gsi.gov.uk
Telephone: +44(0)1347 825113