Booking Terms and Conditions

Background

This policy outlines the terms and conditions for all training delivered by the organisation, including paid and free to attend training, events and webinars.

Training Etiquette

Before you book any training or events that North West London Training Hub are hosting we ask you read the following training etiquette information. This is in place for you and others attending training to get the most from the training session(s).

  • All attendees are expected to behave respectfully towards trainers and other participants, comply with confidentiality expectations and follow any safeguarding, clinical governance, or IT security requirements
  • We reserve the right to remove any delegate whose behaviour is unsafe, disruptive, disengaged or inappropriate.
  • Bookings are for individuals only and should be made by the person attending the training not their line manager, practice manager or similar. All training communications will be sent to the email address on the account used to book the training so it is important for this to be the attendees account.
  • If you have not registered or booked for the training you will not receive a certificate even if you attend the training.
  • Training advertised on this website is for North West London Primary Care General Practice staff unless otherwise specified, we reserve the right to cancel bookings from outside of this group of staff.
  • Unless stated otherwise training is only available for those who have booked or registered. Please do not share training links or similar event information with others.
  • If in person training – Please check your route to the location when booking and arrive 15 minutes prior to the session for a prompt start.
  • If online training – Please log in 10 minutes prior to session for a prompt start. This also allows you time to check your camera and sound are working. Ensure you have access to a Web Cam and Mic as unless stated otherwise training is interactive and the expectation is for staff to engage and have camera’s on. Please ensure you are in a quiet space where there are minimal distractions so you can focus on the training.
  • If you are more than 15 minutes late for training you may not be allowed to join the session, this will be at the trainer’s discretion.
  • If you do not attend the training in full you will be marked as not attending and your practice/employer may be charged for this per our DNA Policy. Our DNA policy also covers last minute cancellations so if your availability changes and you are no longer able to attend please notify the organiser or cancel via the Bookings page as soon as you can to avoid your practice/employer being charged for your cancellation.
  • Please keep questions and comments relevant and appropriate to the training.

Booking and registration

To attend a training session, event or webinar you must book via Medtribe. We ask that staff create their own account using their work email address and book via this account. There is not an option for employers/practice managers to book on behalf of their staff currently.

Most courses are available on a first come first served basis however, some events will have an application process for bookings this means you are not automatically booked onto the training, our team will review your application and you will either be accepted or rejected. You will be notified either way. This is often for events with limited spaces or strict criteria for attending the training so please ensure you meet any prerequisites for training before applying.

NWL Training Hub reserves the right to cancel your booking for training if you have booked incorrectly or are not suitable for the event.

If the training is not free to attend places must be booked and paid for via Medtribe. Bookings are not confirmed until a payment is received. Payments are processed securely via the payment processor Stripe.

Once your booking is confirmed you will receive an email confirmation of your place sent to the email address linked to your Medtribe account. This email will include details of the training you have booked such as time, date and place.

Did not Attend (DNA) Policy

Training costs the NHS, and therefore taxpayers, a substantial amount of money. Whilst we endeavour to run courses in the most cost-efficient way, DNA rates still have an impact on both the funding available and the number of places available to everyone. There continues to be a high DNA rate and there is a need to look at what we can put in place to reduce this and make best use of public funding. 

The Policy 
To reduce the incidence of people not attending training events, NWL Training Hub have initiated a DNA Policy. This will hopefully deter more people from simply not attending the training they were booked on to or will encourage them to cancel within a reasonable time frame so as to enable another person to attend in their place. 

Therefore, the following principles will apply when booking a training course: 

  • If you do not attend without giving two working days’ notice of your cancellation or non-attendance you will be marked as a DNA for the training. 
  • If you DNA three training courses you will receive a 6 month ban from attending any NWL Training Hub training. 
  • If the training or event you DNA costs more than £50 per head this will be chargeable either to yourself or to your employer, by booking onto this training you confirm that you have notified your employer and you jointly accept this liability. 

When booking a course please do ensure you have your Practice Manager or line managers approval and it is documented on your practice calendar so everyone is aware you will be away from the practice during the training and not available to reduce the risk of being scheduled to work elsewhere during this time. 

If you do DNA to a course that is more than £50 per head, you will be invoiced by Hillingdon Confederation and asked to repay the cost of the course within an accepted time frame, usually 30 days of receiving the invoice.

Cancellations and Refunds for Paid for training

  • If you cancel more than two working days before a paid for course you will be entitled to a full refund.
  • If you cancel or do not attend without notice within 2 working days of the course you will NOT be entitled to a refund.

Reasonable adjustments

We are committed to inclusive training. Delegates should inform us of any accessibility requirements as early as possible so we can make appropriate adjustments.

Course/Event Cancellations

If NWL Training Hub has to cancel or reschedule training due to unforeseen circumstances staff who have booked onto the affected sessions will be notified as soon as we are aware. If the training is paid for by the attendees these delegates will be offered a full refund. NWL Training Hub will not be held responsible for any additional costs incurred due to cancellation of courses e.g. travel.

NWL TH also reserves the right to cancel or reschedule training that is under-booked.

Transfers and Substitutions

If you wish to change your booking to a different session/date you will need to cancel your booking and book onto the new date you wish to attend. For paid for training if you do so more than 2 working days before the course you will receive a refund for the original booking.

If you wish to substitute your place for someone else we can do so for no additional charge up to 1 working day before the course, provided they meet any prerequisites for the training in question. You will need to contact us to do so.

Feedback

After attending the training session you will be emailed a feedback form. Failure to complete the evaluation may affect certificate release (if applicable).

Your feedback may be shared, anonymously or in summary form, with trainers, supervisors, commissioners, or partner organisations to support quality assurance and improvement.

We use your feedback to;

  • Monitor the quality and effectiveness of training provision
  • Inform future training design and commissioning
  • Identify gaps in learning provision across NWL
  • Meet reporting requirements
  • Support continuous improvement across the system

Your participation in evaluations helps us ensure that training remains relevant, accessible and beneficial for staff across North West London.

Data Protection

All payment information and delegate details will be processed in accordance with GDPR and our organisation’s Privacy Policy.

For any questions regarding payments, invoices, or booking processes, please contact: [email protected]

To be reviewed March 2027