Terms and Conditions

How to Book

The easiest way for you to make a booking is via our website.  You will automatically receive confirmation if you use this method. If you book by email or send a booking form by post, bear in mind it will take longer to process your request and send confirmation. Please telephone if no confirmation arrives so that we can resolve the issue.

For any queries relating to your booking, please email info@vacoventry.org.uk or call 024 7622 0381.

The confirmed booking form must clearly state method of payment.  When selecting ‘invoice organisation’, full details must be supplied – address including postcode and a contact name if different from the proposed attendee. Please see Methods of Payment.

Please ensure you have read, understood and accepted the Terms and Conditions of Booking before you submit a booking. By placing a booking you will be deemed to have read, understood and accepted them.

Methods of Payment

Payment of the course/training fees must be made either in advance or on receipt of invoice.  It is preferable that payment is made at the time of placing a booking wherever possible.

Payment can be made online via paypal, by cheque payable to Voluntary Action Coventry or by cash in person at Voluntary Action Coventry’s reception.

An invoice is issued whether pre-payment has been made or not.   It will state whether payment has been made or is owed.  Any purchase order numbers that need to be quoted must be specified and marked clearly on the booking form.


All payments quoted are inclusive of VAT, which is applicable at the standard rate.

Cancellation of Bookings

Bookings can only be cancelled in writing by post or email.  A ‘sliding scale of fees’ applies when cancelling a booking.  Cancellations without 24 hours (1 working day) notice of the training start date will be charged the full course fee.  Cancellations of more than 24 hours but less than 72 hours (3 days) in advance of the course will incur a cancellation fee of 25% of the course cost.  Over 3 days notice will incur no charge.  A ‘day’ is noted as a working day Monday – Friday.  Therefore if the course is scheduled to run on a Monday 24 hours notice would be the Friday beforehand.

Delegate Submission

It is possible to substitute an alternative delegate on any place booked at no additional cost.


Cancellations due to sickness of more than 24 hours notice in advance of the course will incur no charge.  Without 24 hours notice is at Voluntary Action Coventry’s discretion.

Course Transfer

A confirmed booking may be transferred to another of Voluntary Action Coventry’s courses, availability permitting, providing that course takes place within three months of the date originally booked. Voluntary Action Coventry is not obliged to ensure suitable alternatives are available.

Requests to transfer should be made in writing by post or email.  The ‘sliding scale of fees’ principle as highlighted in ‘Cancellation of Bookings’ applies when transferring a course.   A booking can only be transferred on one occasion. Subsequent transfers will be treated as cancellations.

Course Content and Programme Schedule

Voluntary Action Coventry reserves the right to alter the advertised schedule of courses, which may include cancellation of a course. Where Voluntary Action Coventry cancels a course, individuals with confirmed bookings on that course will be offered alternative dates. If none can be provided then a full refund will be given.

Voluntary Action Coventry reserves the right to alter or amend the advertised content of any course without notice in order to continuously provide a high quality service or due to circumstances beyond Voluntary Action Coventry’s control.

Voluntary Action Coventry will not be liable for any losses or expenses, including consequential, arising from any such alterations or amendments to the programme content and schedule including cancellation.


Voluntary Action Coventry uses third party trainers on some of the courses and endeavours to bring you the best quality of training possible.  Any misrepresentation of information supplied by the third party trainer is not the fault of Voluntary Action Coventry who is not liable for such misrepresentation.  Voluntary Action Coventry is not responsible for the content of the courses supplied by a third party trainer.