ISTA Event Terms & Conditions

 

Please click here to view the Terms and conditions for the 2023-2024 season.

 


2024-2025

For events from 1st June 2024 – 31 May 2025

To provide clarity and guidance for schools and organisations, the terms and conditions outlined below detail the commitments required when booking and registering for an ISTA event or experience.

Recent updates, especially concerning deposit arrangements, necessitate a thorough review of these guidelines prior to making a booking.
For any enquiries or additional information, please do not hesitate to contact us at office@ista.co.uk, or reach out directly to your Event Manager, whose details can be found on the specific event webpage.

Please note that ISTA’s engagement and coordination are exclusively with schools/organisations for all event bookings and communications, not with individual parents or travel agents. This approach ensures efficient coordination and upholds our dedication to providing top-tier educational experiences within a framework supported by the school.


Booking policy

Prior to booking

  • School administrators, business offices and parents (if applicable) must be fully informed of our event terms and conditions prior to committing to an event. It is the responsibility of the teacher in charge of the booking to ensure that the school understands that any group booking with ISTA is made on behalf of the school, and not the individual teacher.
  • Please assess the viability of your ISTA trip. Check travel restrictions, visa requirements, check in with parents, and obtain school approval, before booking.
  • Please read these terms and conditions carefully, including the cancellation policy.

Festivals

  • To secure your spots at an event, please complete the festival booking form in its entirety and submit it accordingly. Upon submission, you will be issued an invoice for a 50% deposit based on the registration fees for the initial number of students you intend to bring. This deposit is non-refundable and non-transferable, serving to confirm your reservation for the event. Full confirmation of your places will be granted upon receipt of the deposit payment within a 30-day period.
  • In addition, you will be billed for the remaining 50% of the registration fees, alongside any relevant surcharges, immediately following the completion of the registration form which closes approximately 12 weeks prior to the event (see specific event webpage).
  • We encourage all participating educators to keep us informed about any changes in student numbers and to respond promptly to any correspondence from ISTA regarding student attendance.
  • It is important to note that if the actual number of students attending the event is less than the number initially booked, the deposit paid for those students who do not attend will be forfeited. For example, if your school initially books 15 students and pays the corresponding deposit, but later only 10 students are registered for the event, the deposit for the 5 students who do not attend will not be refunded. Conversely, if you increase the number of students attending, you will be invoiced for an additional 50% deposit per new student added to your group.
  • Please note that replacements and/or potential additions to the group after the registration form has been submitted must be communicated directly to the relevant ISTA Event Manager via email and not to the host of the event.

TAPS Perspectives

  • To secure your spots at an event, please complete the TAPS booking form in its entirety and submit it accordingly. Upon submission, you will be issued an invoice for a 25% deposit based on the registration fees for the initial number of students you intend to bring. This deposit is non-refundable and non-transferable, serving to confirm your reservation for the event. Full confirmation of your places will be granted upon receipt of the deposit payment within a 30-day period.
  • In addition, you will be billed for the remaining 75% of the registration fees, alongside any relevant surcharges, immediately following the completion of the registration form which closes approximately 6 weeks prior to the event (see specific event webpage).
  • We encourage all participating educators to keep us informed about any changes in student numbers and to respond promptly to any correspondence from ISTA regarding student attendance.
  • It is important to note that if the actual number of students attending the event is less than the number initially booked, the deposit paid for those students who do not attend will be forfeited. For example, if your school initially books 15 students and pays the corresponding deposit, but later only 10 students are registered for the event, the deposit for the 5 students who do not attend will not be refunded. Conversely, if you increase the number of students attending, you will be invoiced for an additional 25% deposit per new student added to your group.
  • Please note that replacements and/or potential additions to the group after the registration form has been submitted must be communicated directly to the relevant ISTA Event Manager via email and not to the host of the event.

Virtual TAPS Inspirations

  • In order to secure places on an event the relevant booking form must be completed in full and submitted.
  • Once submitted you will receive an invoice for the whole amount due.
  • Your booking will only be confirmed if we receive payment of your invoice within 30 days.
  • We encourage all participating educators to keep us informed about any changes in student numbers and to respond promptly to any correspondence from ISTA regarding student attendance.
  • If you would like to make changes to your student numbers once booked, please inform the ISTA Event Manager via email.

IB DP Theatre training, Studios and PD&L workshops

  • To reserve your participation in IB DP Theatre training, Studios, and PD&L workshops, please ensure that the appropriate registration form is filled out completely and submitted to ISTA.
  • Upon submission, an invoice for the total amount will be sent to you.
  • Confirmation of your spot at the event is contingent upon the receipt of payment within 30 days of invoicing.

Bespoke events

  • For bespoke events, an initial invoice covering 50% of the event fees will be issued upon booking. Please note that this deposit is non-refundable and cannot be transferred to other events or services.
  • The remaining 50% of the event fees will be invoiced two weeks prior to the event commencing.

AiRs, Consultancies and Mentoring

  • For AiRs, Consultancies, and Mentoring programs, an invoice for all associated fees will be issued once your booking is confirmed and the artist(s) have established contact with you.
  • Please be aware that schools are accountable for covering all additional expenses related to the artist(s), such as flights, accommodation, meals, visas, and ground transportation, among others. ISTA will put you in touch with the artist for you to liaise with them, directly on this.

Cancellation policy

If ISTA cancels

  • We are committed to making every effort to ensure our events proceed as planned, aiming to prevent participants from incurring losses related to transportation and other expenses. However, ISTA reserves the right to cancel an event due to insufficient enrolment or force majeure.
  • The ISTA Event Manager will advise you of an event cancellation by email.
  • Deposits and/or registration fees paid will be refunded in full.
  • ISTA does not assume financial responsibility for travel expenses, hotel accommodation and any other incidental expenses incurred by participants due to event cancellation. Please ensure your school has adequate insurance in place.

If the School/Organisation cancels

Festivals & TAPS Perspectives

      • In the event of cancellation by the school or organisation, ISTA is unable to offer refunds for any payments already made. Should there be cancellations of individual student registrations after the issuance of the final invoice, or in cases of no-shows, the full registration fee along with all surcharges previously invoiced will be charged.
      • Exceptions to this policy are granted solely in cases of force majeure, which refers to unforeseeable circumstances beyond control that prevent the event from taking place as scheduled.

IB DP Theatre training, Virtual TAPS Inspirations, Studios and PD&L workshops

      • The registration fees, plus any relevant surcharges are non-refundable and non-transferable.

For AiRs, Consultancies and Mentoring

      • Schools who cancel less than twelve weeks but more than six weeks before the start, will be refunded 50% of the total fee.
      • Schools who cancel less than six weeks before the start will not receive any refunds.
      • If an artist has already paid for flights and any other necessary expenses (e.g. visas), then the school will be required to reimburse the artist in full, unless the artist is able to claim some portion of the payment back from the airline and/or insurance – in which case the school will still be required to reimburse any remaining outstanding portion of payments made.


  • Insurance

    It is imperative for all participating organisations to secure comprehensive insurance coverage. This coverage must be sufficient to cover any non-refundable expenses incurred, including, but not limited to, travel, accommodation, meals, tickets, and other transportation costs. Ensuring adequate insurance is in place is crucial for mitigating financial risks associated with unforeseeable events or cancellations.