Terms and Conditions
Training Sessions Cancellation and Non-Attendance Policy
At a time of significant financial constraints and reduced funding, the Training Hub is committed to ensuring best value for money in the delivery of our fully funded education and training opportunities for staff across all of General Practice in Lancashire and South Cumbria.
Although these sessions are offered free of charge to individuals, they are not without cost to the Training Hub and the System.
The Challenge
- Prior to the introduction of this policy, we recorded an average non-attendance rate of 30%, equating to almost £30,000 in wasted funds per calendar quarter
- This is funding that could otherwise have enabled hundreds of staff to access essential clinical and non-clinical training.
Funded Tickets: Cancellations and Non-attendance
To protect training provision for the wider system, we have introduced a standardised cancellation and non-attendance policy:
1. Minimum Notice Period
- A minimum of 7 calendar days’ notice is required to cancel a booking.
Some specialist training sessions require a longer period of notice (see event listing upon booking)
2. Late Cancellations and Non-Attendance
- Cancellations made with fewer than the required period of notice will incur a charge to either the employing practice/organisation. This is aligned with our fee-paying delegates
- Cancellation and non-attendance fees can be avoided by providing an alternative delegate, who must accept the booking and attend the session (see substitution section below)
- Failure to attend (without prior cancellation) will incur the same charge
- Non-Attendance will be communicated back to delegates following the missed session
- Charges will be invoiced retrospectively at the end of the month
- All cancellations must be completed through Medtribe
3. Charges
Charges are dependant on the length of the session
- For sessions less than 2 hours the charge will be £35
- For sessions lasting 2-4 hours the charge will be £60
- For sessions more than 4 hours the charge will be £105
- For some specialist courses a higher fee may be charged. The price of the course will be visible on Medtribe
4. Substitutions
- Where possible, practices are encouraged to nominate a substitute delegate from their team if the original attendee is unable to attend
- Should you wish to nominate a substitute delegate please provide their email address through the cancellation section on the Medtribe booking system. This will prevent charges being incurred if the substitute attends the session.
- Dependant on how much notice is given to the training hub team substitutions may not always be possible
5. Exceptional Circumstances
- We recognise that genuine emergencies do arise. In exceptional cases, and at the discretion of the Training Hub, cancellation or non-attendance charges may be waived. Please contact us through the cancellation section on the Medtribe booking system.
6. Persistent Non-Compliance
- Practices with repeated late cancellations or non-attendance may have future bookings restricted until charges are settled, or in serious cases, may have access to funded training temporarily suspended
Paid Tickets: Payments and Cancellations
- Payment is made at the time of booking through Medtribe via debit or credit card on the payment platform “Stripe”
- Delegates will be charged the amounts above (see Charges section)
- The Training Hub will receive the whole amount paid minus an administration fee which is 4.5-6.5% of the transaction dependant on the card used, plus 20p.
- Delegates may cancel and receive a refund via Stripe minus the admin fee as stated above up to 7 days prior to the start of the course.
- Delegates who cancel less than 7 days will not receive a refund however they are able to substitute via the Medtribe booking system.
Some specialist training sessions require a longer period of notice (see event listing upon booking) - Dependant on how much notice is given to the training hub team substitutions may not always be possible
Timescale
This policy came into effect on 1st November 2025 and is reviewed on a regular basis.
Summary
Please ensure all staff are aware of this policy when booking training. We are aware of the pressures faced by practices and in no way wish to impose further restrictions. However, by minimising late cancellations and non-attendance, we can reinvest resources into expanding training opportunities for the workforce and ensure equitable access across the system.