CPD booking terms and conditions
Effective from September 2026
These Terms and Conditions apply to all schools, academies, trusts, educational settings and organisations booking Continuing Professional Development (CPD) sessions delivered by Greater Essex Music Hub and Essex Music Service staff, practitioners or approved partners.
1. Booking and Confirmation
1.1 All CPD bookings are subject to availability and will only be confirmed once acknowledgement has been received from Greater Essex Music Hub.
1.2 A booking constitutes acceptance of these Terms and Conditions.
1.3 Greater Essex Music Hub reserves the right to refuse a booking where sufficient staffing or resources are unavailable.
1.4 Schools should ensure all booking information submitted is accurate, including participant details and any accessibility requirements.
2. Payment Terms
2.1 Charges for CPD sessions will be as published in the Greater Essex Music Hub offer or as agreed in writing at the time of booking.
2.2 Invoices will normally be issued following confirmation of the booking and must be paid within the payment terms stated on the invoice.
2.3 Greater Essex Music Hub reserves the right to withhold future services where outstanding debts remain unpaid.
3. Cancellation by the Booking Organisation
3.1 Cancellations must be made in writing via email to musichub@essex.gov.uk.
3.2 The following charges will apply:
- More than 28 calendar days’ notice: No charge.
- 15 to 28 calendar days’ notice: 50% of the course fee.
- 14 calendar days or fewer: 100% of the course fee.
3.3 Participant non-attendance does not constitute cancellation and refunds will not be provided.
3.4 Where bookings are made for multiple delegates, substitutions may be made at any time prior to the session.
4. Cancellation by Greater Essex Music Hub
4.1 Greater Essex Music Hub reserves the right to cancel or reschedule a CPD session due to unforeseen circumstances, including staff illness, insufficient enrolment, severe weather, venue issues or events beyond reasonable control.
4.2 Where Greater Essex Music Hub cancels a session, participants will be offered either:
- An alternative date; or
- A full refund of any fees paid.
4.3 Greater Essex Music Hub shall not be liable for any additional costs incurred by participants or organisations, including travel, supply cover or accommodation expenses.
5. Online CPD Sessions
5.1 Attendance links and joining instructions will be provided prior to the session.
5.2 Delegates are responsible for ensuring they have a suitable internet connection and appropriate technology.
5.3 Session materials are supplied for the exclusive use of registered participants and must not be shared, reproduced or distributed without prior permission.
6. Face-to-Face CPD Sessions
6.1 Some Greater Essex Music Hub CPD events, including conferences, networking events, workshops and annual music education conferences, may take place at venues not owned or managed by Greater Essex Music Hub.
6.2 Delegates are responsible for arranging and funding their own travel, accommodation, parking and any other incidental costs associated with attending the event.
6.3 Venue-specific information, including accessibility arrangements, parking details and joining instructions, will be circulated to delegates in advance wherever possible.
6.4 Delegates must comply with all relevant policies, procedures and health and safety requirements of the host venue.
6.5 Greater Essex Music Hub accepts no liability for loss, damage or theft of personal belongings whilst attending an external venue.
6.6 Where catering is provided as part of the event, Greater Essex Music Hub will make reasonable efforts to accommodate dietary requirements notified at the time of booking. Requests submitted after the published deadline may not be accommodated.
6.7 If an external venue becomes unavailable due to circumstances beyond Greater Essex Music Hub’s control, Greater Essex Music Hub reserves the right to change the venue, amend the event format, reschedule the event, or deliver the event online where appropriate.
6.8 Greater Essex Music Hub reserves the right to refuse admission or require the removal of any delegate whose behaviour is deemed unsafe, disruptive, inappropriate, discriminatory, or detrimental to the experience of other attendees.
6.9 Event recordings, photography and videography may take place for promotional, evaluation and reporting purposes. By attending, delegates consent to being included in such recordings unless they notify Greater Essex Music Hub in advance or make themselves known to event staff on the day.
7. Safeguarding
7.1 Greater Essex Music Hub is committed to safeguarding and promoting the welfare of children and vulnerable adults.
7.2 All Greater Essex Music Hub staff delivering CPD will comply with Essex County Council safeguarding procedures and relevant statutory guidance.
7.3 Where CPD takes place on a school site during the school day, visitors must comply with local safeguarding, security and visitor management procedures.
8. Intellectual Property
8.1 All training materials, presentations, handouts and resources remain the intellectual property of Greater Essex Music Hub unless otherwise stated.
8.2 Materials may be used by attendees for educational purposes within their own setting but may not be commercially reproduced, published or distributed.
9. Data Protection
9.1 Personal information provided during the booking process will be processed in accordance with UK GDPR and Essex County Council data protection requirements.
9.2 Booking information will be used for the administration of CPD activities, invoicing, communication and evaluation.
10. Quality Assurance and Feedback
10.1 Greater Essex Music Hub is committed to providing high-quality professional development.
10.2 Participants may be invited to complete evaluation forms to support service improvement and reporting requirements.
11. Limitation of Liability
11.1 Greater Essex Music Hub’s liability shall be limited to the value of the course fee paid.
11.2 Greater Essex Music Hub shall not be liable for indirect or consequential losses arising from attendance or non-attendance at a CPD session.
12. Amendments
12.1 Greater Essex Music Hub reserves the right to amend these Terms and Conditions at any time.
12.2 The version in force at the date of booking will apply to that booking unless otherwise agreed.