South East Leadership Academy

Attendance and Cancellation Policy

NHS South East Leadership Academy

When delegates cancel their place in the days leading up to events it has a major impact on the success of the event.  Occasionally events have to be cancelled altogether or postponed.  Whenever events run with fewer delegates it affects the breadth and value of learning for other delegates. 

It is understood that cancelling places at short notice is sometimes unavoidable; however, your commitment to attending events is crucial to the success and outcome of the events. 

We also need to demonstrate best value to patients, the NHS and taxpayers, and we, therefore, need to ensure maximum attendance on leadership development opportunities and events. In the same way that non-attendance for clinical appointments has an impact on colleagues and resources. The South East Leadership Academy (SELA) and your employing organisation will expect full attendance by employees who take up places. This cancellation policy aims to ensure maximum utilisation of our opportunities, including programmes, masterclasses, CPD sessions and other interventions.  

Clearly communicating our approach to cancellations will enable us to effectively manage non-attendance and will allow us to offer cancelled places to other individuals to ensure maximum utilisation benefit. It will also ensure that organisations avoid the original sponsor or individual being charged under this policy if sufficient notice is given.  

Cancellation by a participant 

Cancellations should be made in the first instance by email at the first available opportunity. This can be followed up with a phone call if necessary; however, email will be considered as the formal notification in all circumstances. In return, confirmation of your cancellation will be sent by email.  

If the participant has accepted their place prior to cancelling, SELA will endeavour to offer their place to another applicant for that programme/session. Should this not be possible, due to short notice, the original cancelling participant will be charged for their non-attendance.  

Where a programme requires full attendance over a series of workshops, attendance at all elements of the programme is expected. Failure to attend all sessions will have an impact on both personal development and programme delivery and will therefore incur charges as noted below. 

Notice and charges for cancellation  

Where a place has been accepted by the participant and: 

  • is subsequently cancelled or  
  • the participant does not attend without notice (DNA) for any reason whatsoever (other than for a reason that SELA determines is an extenuating circumstance) or 
  • the participant attends less than half of a programme day/event due to late arrival or early departure, which will be registered as non-attendance, 

the participant and their employing organisation will be liable for the following charges (unless we are able to fill the place from the waiting list):  

Masterclasses and half-day interventions Charge Incurred 
More than 1 working weeks’ notice No charge 
Less than 1 weeks’ notice or Non-attendance £75 
Programmes and 1+ day interventions Charge Incurred 
More than 4 working weeks’ notice No charge 
Between 2 and 4 working weeks’ notice 25% delegate cost 
Less than 2 working weeks’ notice 75% delegate cost 
Less than 48 hours’ notice or Non-attendance (subsequent to day 1 of a series of workshops) 100% delegate cost 

Should an individual fail to attend or partially attend two events the South East Leadership Academy will notify them that any further non-attendance will result in access to all our offers being removed. Therefore, failure to attend or partially attend three events will result in access to offers being removed and the sponsoring organisation being notified of the action. 

Cancellation by the South East Leadership Academy 

We reserve the right to cancel or postpone an event/programme should unexpected circumstances happen. We will always endeavour to avoid such circumstance and will provide as much notice as permitted. 

Should an event need to be cancelled we will not be held responsible for any travel or accommodation that has been pre-booked by the attendee.