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A note about our terms of engagement for In-house events...

   In general...

The Change Forum regularly delivers in-house coaching clinics and learning forums for particular organisations and teams as separate learning programs, a series of learning events or as part of an extended change or learning project or broader organisational improvement strategy.

Our range of public learning programs can be conducted in-house in generic format or tailored to help support a specific change effort.  We also develop fully customised learning programs tuned to the particular learning needs or development priorities clients are seeking to address.

Costs for in-house programs are charged on a whole event basis incorporating facilitation fees, facilitator expenses and provision of participant Toolkits. Venue and catering is organised by the client. Customisation may incur an extra fee depending on the context and extent required.

If we're negotiating delivery of an in-house event for your team or organisation, here's some general guidelines to keep in mind...

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Our in-house program fee is generally quoted on an all-inclusive basis covering workshop delivery, standard planning, preparation and follow-up, facilitator travel and accommodation expenses and a number of participant guidebooks. On principle, we endeavour to secure discount airfares and accommodation wherever possible and base our quotes on a reasonable estimate of actual cost.

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Venue/equipment hire or catering are NOT included in our standard fee for in-house events - this is usually the clients responsibility.  If we are asked to look after venue arrangements, the cost is an addition to our program delivery fee.  Details of venue and equipment requirements and a sample room layout will be provided on confirmation of engagement. For optimum learning outcomes in our preferred setup, we recommend a minimum room size for 15 participants of 90 sq metres in a room with some natural lighting.

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Our standard in-house fee is based on cost to deliver in Brisbane CBD venues. For suburban, regional and interstate locations, actual expenses are adjusted on completion to add any additional cost that exceeds the travel and accommodation allowance in our budget.

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Our standard in-house fee allows for provision of 15 participant learning guides with an additional per person fee for extra participants to our preferred maximum of about 20.

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Our recommended minimum group size is 12 participants though we will facilitate smaller groups if requested to do so.  In most cases, the standard program fee will still apply.

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We can also accommodate larger groups but this will affect the style of delivery and approach to costing.

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Customisation of program content may incur an additional fee depending on the extent of modification required.

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The materials we provide you with are copyright and we'd appreciate our intellectual property rights being respected. We generally allow workshop participants to copy extracts of the materials in small quantities within their own team for the purpose of learning exchange and skills transfer, provided due acknowledgement appears on all copies or extracts. Materials are NOT permitted to be copied in full nor transmitted to any other unit, department, division, branch, organisation, consultant or individual outside their own work unit, nor used, resold for profit or published electronically on any intranet or the world-wide-web.

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   What if... (Our Commitments and Yours)

If we've come to an agreement to deliver an in-house event for your team or organisation, these are some general terms that apply to our engagement...

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Quotes are generally valid for 30 days from the date of offer following which a review of costings may apply.

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Payment of a deposit - usually 50% - is required to secure dates and confirm engagement, with the balance payable on completion of the program. (The deposit amount may vary for larger projects.)

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Our preferred payment methods are by EFT or credit card.  If we are already a registered Vendor with your organisation, we will let you know. Payment by credit card incurs an additional fee to cover the bank's transaction fee for processing the card transaction. This is a percentage of the Invoice total - usually about 1.3%.

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For multiple event projects costed on a per-program basis, average participant numbers apply to each individual event. Adjustment is not made between events unless quoted that way initially. Ie. excess participants at one event may incur an additional charge but reduced numbers at another event will not be discounted.

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You are welcome to replace nominated participants before sessions start on Day 1. Participants are expected to attend the entirety of a program (unusual circumstances excepted) and in the case of a 2 or 3 day event, participants cannot attend Days 2 &/or 3 only if they have not attended the first day/s.

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If we request to reschedule, there's no additional cost to you.

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If you reschedule a program after you've confirmed our engagement, the following provisions apply:  

  A program may be deferred for no more than 6 months after which it will be deemed a cancellation and full cancellation penalties will apply.

  If you postpone more than 6 weeks before the scheduled event - there'll be an extra charge for costs to change and re-book travel PLUS there may be an additional fee for consulting time that may be required to resume preparations for the event later.

  If you postpone less than 6 weeks prior to the scheduled event - there'll be an extra charge for costs to change and re-book travel PLUS we may charge you an additional consulting fee for loss of opportunity since other business could have been scheduled in the timeslot you had originally reserved.

  If you postpone less than 21 days prior to the scheduled event - there'll be an extra charge for costs to change and re-book travel PLUS a minimum additional consulting fee equivalent to two-third's of the total consulting days deferred - required to be paid at the time of deferral (balance of the original project fee to be paid at the conclusion of the event.)

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If you cancel a program after you've confirmed our engagement, the following provisions apply:

  If you cancel more than 6 weeks before the scheduled event - you will pay for all unrecoverable expenses (eg. travel cancellation costs) PLUS reasonable allowance for time already spent on preparation for the project (eg. half-1 consulting day) (even if deposit not yet paid)

  If you cancel less than 6 weeks prior to the scheduled event - you will pay for all unrecoverable expenses (eg. travel cancellation costs) PLUS a minimum of 1 consulting day toward loss of opportunity since other business could have been scheduled in the timeslot you had originally reserved PLUS reasonable allowance for time already spent on preparation for the project (eg. half-1 consulting day) (even if deposit not yet paid)

  If you cancel less than 21 days prior to the scheduled event - you will pay for all unrecoverable expenses (eg. travel cancellation costs and any preparation costs for customised materials that cannot be re-used) PLUS the consulting fee applicable for the total number of days cancelled - payable immediately.

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