Booking Deposit And Cancellation Policy
1. Scope
This policy applies to all courses delivered by Life Vital Academy Ltd, including on site group bookings and individual places on scheduled courses.
2. Booking and deposit
To secure any booking, a 50 percent deposit is required at the time of booking.
Your booking is not confirmed until the deposit has been received.
3. Final numbers and balance payment
The person booking the training must confirm final delegate numbers, and pay the remaining balance, before the training takes place.
Where final numbers are reduced after confirmation, the invoice will remain payable based on the confirmed number, unless we agree otherwise in writing.
If a booking is made close to the course date, we may require full payment immediately to confirm the booking.
4. Transfers, changing the course date
A “transfer” means moving your confirmed booking to a different date for the same course.
All transfer requests must be made in writing by email, and the new date must be taken within six months of the original course date.
4.1 Your first transfer
You may transfer your booking once, free of charge, as long as we receive your request more than four weeks before the course start date.
4.2 Your second transfer, and any further transfers
If you request a second transfer (or any further transfer), a transfer charge applies. This charge is based on the notice period at the time you request the change:
- More than four weeks notice, transfer charge is 25 percent of the total course fee
- Two to four weeks notice, transfer charge is 25 percent of the total course fee
- Less than two weeks notice, transfer charge is 50 percent of the total course fee
How the transfer charge is applied
- The transfer charge is calculated on the full course fee, not just the remaining balance.
- Any deposit you have already paid remains on your booking and is credited against the final invoice.
- Transfer charges are additional charges, they are not deducted from the deposit, and they are calculated on the full course fee.
Important clarification
If the transfer request is made with less than two weeks notice, and we cannot reasonably fill the space or reallocate instructor time, we may treat the request as a cancellation, and the full course fee will be payable.
Worked examples
Example 1, second transfer with two to four weeks notice
- Course fee: £1,000
- Deposit paid at booking: 50 percent = £500
- One free transfer already used
- Second transfer requested 3 weeks before the course date
Transfer charge: 25 percent of £1,000 = £250
Total position:
- Deposit already paid: £500
- Transfer charge due: £250
- Remaining course balance (due before the rearranged training): £500
- Total overall paid: £1,250
Example 2, second transfer with less than two weeks notice
- Course fee: £1,000
- Deposit paid: £500
- One free transfer already used
- Second transfer requested 10 days before the course date
Transfer charge: 50 percent of £1,000 = £500
Total position:
- Deposit already paid: £500
- Transfer charge due: £500
- Remaining course balance (due before the rearranged training): £500
- Total overall paid: £1,500
5. Cancellations
A “cancellation” means the booking will not be moved to another date.
Cancellation charges are based on when written notice is received:
- More than four weeks prior to the course start date, no charge, any deposit paid will be refunded
- Two to four weeks prior to the course, 50 percent of the course fee is payable
- Less than two weeks prior to the course, 100 percent of the course fee is payable
All cancellations must be made in writing by email.
6. Non attendance and late changes
If delegates do not attend on the day, or numbers are reduced on the day, the full course fee remains payable.
7. If Life Vital Academy needs to reschedule
In the rare event we need to cancel or postpone a course due to unforeseen circumstances, we will give as much notice as possible and you will be offered either a free transfer to a new date or a full refund of fees paid.