GROUP PARTICIPATION AND TRAINING SERVICES AGREEMENT
PUBLIC OFFER / STANDARD TERMS AND CONDITIONS
Approved by the Director of WESIO pursuant to Resolution No. 2026.10.01.01 dated 01 October 2026
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Effective from: 01 October 2026
United Kingdom of Great Britain and Northern Ireland
These standard terms are issued by WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED, a private company limited by guarantee registered in Scotland under company number SC752638, with registered office at 0/1, 31 Napier Drive, Glasgow G51 2LP, Scotland, United Kingdom ("WESIO" or "Contractor"). They are intended for business-to-business and institutional group orders only. Individual bookings are governed by separate individual participation terms.
IMPORTANT NOTICE
Publication of these Terms and Conditions does not, in itself, constitute confirmation of any booking, reservation or commitment to deliver a specific Programme.
A binding agreement for a particular Group Order is formed only upon WESIO's written acceptance of a duly completed Group Application for Accession and Service Order, together with its applicable Appendices, in accordance with Clause 3 of this Agreement.
1. Definitions and interpretation
1.1 "Customer" means the company, educational institution, public body, charity or other organisation identified as customer in the accepted Group Application for Accession and Service Order ("Group Order").
© 2022–2026 WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED
ALL RIGHTS RESERVED
IMPORTANT NOTICE
Publication of these Terms and Conditions does not, in itself, constitute confirmation of any booking, reservation or commitment to deliver a specific Programme.
A binding agreement for a particular Group Order is formed only upon WESIO's written acceptance of a duly completed Group Application for Accession and Service Order, together with its applicable Appendices, in accordance with Clause 3 of this Agreement.
1. Definitions and interpretation
1.1 "Customer" means the company, educational institution, public body, charity or other organisation identified as customer in the accepted Group Application for Accession and Service Order ("Group Order").
1.2 "Participant" means a natural person nominated by the Customer to attend an Event or Programme. A Participant is not, solely by being nominated, a contracting party to the Group Order or liable for its price.
1.3 "Programme" or "Event" means the training, professional development, conference, forum, educational event, study visit, business mission or associated services specified in Appendix No. 1.
1.4 "Group" means the identified cohort for a Programme.
1.5 "Agreement" means these standard terms (identified by version and acceptance date), the Group Order, Appendix No. 1 (Group Programmes and Commercial Terms), Appendix No. 2 (Group Participant Register), and any expressly agreed written variation.
1.6 "Service Fee" means the contracted fee in pounds sterling (GBP), exclusive or inclusive of applicable taxes as explicitly indicated in Appendix No. 1.
1.7 "Effective Date" means WESIO's dated acceptance of a completed Group Order.
1.8 "Working Day" means a day other than a Saturday, Sunday or public holiday in Scotland on which banks are normally open in Glasgow.
1.9 "Third-party Costs" means actual costs committed to external providers for the relevant Programme.
2. Customer status and authority
2.1 The Customer enters into the Agreement as principal, purchases the services in its own name, and is responsible for the full Service Fee, even where Participants are employed, sponsored or nominated by other organisations.
2.2 A partner, intermediary or agent is not authorised to bind WESIO or receive money on its behalf merely by arranging a group. Such authority must be separately and expressly granted in writing. The Group Order must identify any different payer and whether that person is an authorised agent or only a third-party payer.
2.3 The Customer warrants that its authorised signatory can bind the Customer, that it is entitled to submit each Participant's information and nomination, and that it has disclosed any relevant public-sector, procurement, employment or safeguarding requirements.
2.4 Where Participants are minors, the Customer must provide lawful parental or guardian permissions, relevant safeguarding and travel documentation, and a responsible adult/supervision plan before WESIO confirms attendance. Mandatory rights of an individual are not displaced by this business contract.
3. Contract formation and order confirmation
3.1 WESIO makes these terms available on its official website. The Customer applies by signing or validly electronically accepting a completed Group Order referring to the specific version of these terms and both Appendices.
3.2 No Group Order is binding upon WESIO until WESIO issues its dated written acceptance or countersigns it. An enquiry, proposal, brochure, pro forma invoice, preliminary invitation or draft programme does not alone constitute acceptance.
3.3 At acceptance, each Programme must have an agreed location, start and end date, deliverables, number of reserved places or minimum headcount, Service Fee and payment milestones. A blank or expressly marked "to be confirmed" essential commercial term must be completed in writing before that Programme is confirmed.
3.4 The version of these terms identified in the accepted Group Order is fixed for that order. Later website updates do not change it without the parties' written agreement. Each Group may have its own service schedule under one Group Order.
4. Services, programme delivery and precedence
4.1 WESIO will organise or procure the services expressly included in the accepted Appendix No. 1 with reasonable care and skill, and will appoint appropriate training personnel or education partners as necessary.
4.2 The Customer acknowledges that draft budgets, internal estimates, marketing statements and indicative itineraries are not binding service specifications. The accepted Appendix No. 1 defines the purchased scope; any attached detailed syllabus is binding only to the extent expressly identified by title, version and date.
4.3 Operational variations such as sequencing of sessions, teaching staff, visiting institutions or equivalent venues may be made where reasonably necessary without materially reducing agreed learning outcomes; any material change requires prompt notice and reasonable consultation.
4.4 In the event of inconsistency, the following order applies: an expressly signed variation; the Group Order and expressly agreed special conditions; Appendix No. 1; Appendix No. 2 for participant identity only; these Terms; incorporated syllabus. Mandatory law takes precedence in all cases.
4.5 Any travel, accommodation, catering, transfers, excursions, tickets, insurance or third-party services are included only if expressly listed. Where WESIO acts as an agent rather than a principal for a supplier, this must be expressly disclosed in Appendix No. 1.
5. Participant nominations, changes and attendance
5.1 The Customer must deliver and maintain Appendix No. 2 with names matching travel documents where required, group allocation, authorised contact details and any reasonable eligibility information by the nominated deadline. Initial rosters may be labelled provisional.
5.2 Replacement of Participants requires WESIO's written approval, availability, compliance checks and payment of evidenced incremental third-party costs. A replacement does not automatically reduce the Group Service Fee or cancel non-refundable committed costs.
5.3 The Customer shall ensure Participants comply with attendance, safeguarding, conduct, security and venue rules; submit visas and travel documents on time; and give WESIO prompt notice of any relevant change.
5.4 Unless expressly agreed otherwise, the Customer's commercial liability relates to the reserved Group places and services rather than the number actually attending. A Participant's non-attendance does not automatically create a refund entitlement.
6. GBP pricing and permitted USD settlement
6.1 All Programme fees, contractual amounts, payment milestones, refunds and account balances are denominated and calculated in GBP. The accepted Appendix No. 1 states the total GBP Service Fee for the order and, where applicable, a GBP subtotal for each Group.
6.2 At the Customer's request and with WESIO's written consent in the Group Order or invoice, the Customer may remit funds in United States dollars (USD) to a specifically notified WESIO USD receiving account. USD is a settlement currency only and does not replace the GBP debt.
6.3 If an invoice gives an indicative USD equivalent, it is based on the clearly identified quotation rate, source, date and validity period stated on that invoice. It is not a guaranteed conversion rate unless the invoice expressly states that the rate is fixed and the relevant conditions are met.
6.4 For an unhedged USD settlement, WESIO shall convert the cleared USD it actually receives into GBP through its receiving bank or payment provider within three (3) Working Days of funds being available for conversion, where reasonably practicable and legally permitted. WESIO shall use the provider's actual execution exchange rate and separately evidenced provider conversion charges; WESIO shall not add an undisclosed foreign-exchange margin.
6.5 The GBP credit applied to the invoice equals the net GBP actually obtained after conversion, excluding only actual bank, intermediary and conversion charges disclosed on the provider's settlement records. WESIO shall supply a reconciliation showing USD received, date and execution rate, fees, GBP credited, original GBP amount and resulting difference.
6.6 If the GBP credit is less than the outstanding GBP amount, the Customer must pay the evidenced shortfall within five (5) Working Days of receiving the reconciliation, unless the parties agree otherwise in writing. A surplus shall be credited against the next milestone or, if none exists, refunded or otherwise settled as agreed, subject to reasonable bank costs.
6.7 The Customer bears transfer and currency movement risk until the USD has been converted and credited under clause 6.5; WESIO bears risk arising solely from an unreasonable delay in its own conversion after the period in clause 6.4. The parties may instead agree a fixed GBP-equivalent USD amount, an agreed reference rate or hedging arrangement expressly in Appendix No. 1.
6.8 Payment in USD does not discharge the GBP debt until the resulting GBP credit and any reconciliation shortfall have been settled. Any commercial variation to this methodology must be made expressly in writing, not implied from a bank transfer reference.
7. Invoices, deposit, charges and taxes
7.1 Unless a different milestone schedule is agreed in Appendix No. 1, WESIO may require payment of 100% of the Service Fee in cleared
funds before reservation, supplier commitments or delivery. A different deposit, including 50%, is valid only where the parties approve it in writing.
7.2 The Customer must make payments using the invoice reference, in the currency and to the account stated in the invoice. Bank account details received solely via a changed email instruction must be independently verified with WESIO through a previously known channel.
7.3 The Customer is responsible for charges levied by its bank or payment intermediaries so that WESIO receives the agreed net payment; WESIO will disclose its own actual conversion charges under clause 6.4.
7.4 Each invoice shall state whether VAT or other tax is included, excluded, chargeable, or to be determined. The Customer shall not assume that any internal cost estimate is a tax invoice. Any withholding required by applicable law must be disclosed promptly with supporting documentation; any agreed gross-up applies only to the extent legally permissible.
7.5 WESIO may suspend uncommitted services for material late payment after written notice and a reasonable opportunity to remedy, without prejudice to accrued payment obligations or mandatory law.
8. Cancellation, postponement and changes to the order
8.1 Any request to cancel, reduce, postpone, transfer or materially vary a Group must be made in writing by the Customer. WESIO shall identify the impact on suppliers, pricing, participants and the remaining Programme schedule.
8.2 Unless an expressly accepted Appendix No. 1 contains a different Group cancellation schedule, the maximum refund of the relevant prepaid Group Service Fee for a Customer cancellation is: 90 or more calendar days before the agreed Group start: up to 100%; 60 to 89 days: up to 50%; 30 to 59 days: up to 25%; less than 30 days: normally no refund. Each figure is subject to actual, reasonable and evidenced non-recoverable third-party costs and work already properly performed; the same cost must not be deducted twice.
8.3 For mixed orders, cancellation periods and refund calculations are applied separately to each Group on the basis of its own official start date. Cancellation of one Group does not automatically terminate the other Groups.
8.4 A material change in group size, date, country, content or accommodation inventory may require revised pricing. WESIO shall not impose a revised price unilaterally after acceptance; any material variation must be accepted in writing, failing which the original obligations and applicable cancellation rights govern.
8.5 If WESIO cannot deliver a material part of the services for reasons within its reasonable control, it shall offer a suitable agreed substitute or a fair refund of prepaid sums attributable to the undelivered part, without removing any mandatory remedy. Unrecoverable third-party costs may not automatically be retained where applicable law places the risk on WESIO.
8.6 Visa refusal, passport problems, missed flights or individual non-attendance do not automatically entitle the Customer to a refund; WESIO shall nevertheless consider reasonable and feasible replacements, mitigation and any mandatory rights.
9. Invitations, visa support and international travel
9.1 Where the relevant Programme permits, WESIO may issue an individual Conditional Participation Confirmation / Invitation Letter after identifying the Participant and verifying the relevant Group Order. Each letter must accurately describe the programme, dates, venue, payer, confirmed or conditional status and any facts concerning accommodation or funding that WESIO can substantiate.
9.2 An invitation letter is supporting evidence of an intended activity only. It is not a visa, admission permission, immigration sponsorship undertaking, guarantee of entry, promise of employment, or certification that payment has been received unless expressly stated and true.
9.3 The Customer and Participant remain responsible for correct immigration route, visas, ETA or permits, travel documents, medical insurance, lawful travel, and satisfaction of competent authorities. WESIO may require further documentation before issuing a final confirmation.
9.4 WESIO may verify letters directly with competent authorities, and may withdraw or correct an inaccurate or fraudulently obtained letter after informing the Customer when lawful.
10. Training outcomes and certificates
10.1 Appendix No. 1 shall identify the learning provider, title, number of scheduled teaching hours or academic hours, attendance threshold (if applicable), assessment method and issuing organisation for any certificate.
10.2 Certificates of Completion are issued only to Participants who have actually satisfied the stated completion and assessment requirements and whose personal details have been verified. Mere payment or nomination does not confer a right to a completion certificate.
10.3 Unless specifically and accurately stated, a certificate is the issuer's record of programme completion and does not constitute a UK regulated qualification, licence to practise, university degree or government accreditation.
10.4 WESIO shall maintain appropriate attendance and assessment records and provide the Customer with a group completion summary, subject to privacy and lawful disclosure rules.
11. Travel suppliers and mandatory travel regulation
11.1 Where travel-related elements form part of a Group Order, the parties shall identify the supplier, role of WESIO (principal or disclosed agent), inclusions, booking conditions and financial protection information where legally required.
11.2 The parties acknowledge that applicable package travel, consumer, transport and destination-country laws may impose mandatory obligations. This Agreement does not purport to waive those obligations. The existence of a corporate Customer does not by itself decide whether any statutory business-travel exception applies.
11.3 WESIO is not responsible for actions of independent authorities, airlines or immigration services except to the extent attributable to its own breach of duty or other non-excludable liability.
12. Data protection and safeguarding
12.1 Each party shall comply with applicable data protection law, including the UK GDPR and Data Protection Act 2018 to the extent applicable. Each party shall determine and document its role as controller or processor for the relevant activities; separate processing terms must be agreed if one acts as a processor on the other's instructions.
12.2 The Customer shall lawfully inform each Participant of the collection, permitted use and disclosure of their details to WESIO, teaching providers, venues, accommodation suppliers and authorities as applicable. WESIO shall make appropriate participant privacy information available.
12.3 The parties shall minimise data; secure any passport, health, vulnerability or child-related information; restrict it to a need-to-know basis; and use appropriate secure channels for transmission and retention.
12.4 The Customer must arrange required parental or guardian consents and child protection measures for under-18s. A separate safeguarding schedule may be required before WESIO accepts any Group including minors.
13. Intellectual property, confidentiality and publicity
13.1 Training materials, designs, methods, trade marks and teaching content remain the property of their lawful owners. The Customer and Participants receive a limited, non-transferable right to use materials for their own learning and internal organisational purposes only.
13.2 Neither party may disclose the other's non-public pricing, confidential project information or identifiable participant data except to authorised persons, advisers, suppliers or authorities where necessary and lawful.
13.3 Photographs, video recording, publication of participant names, corporate logos, testimonials and promotional use require a separate lawful basis and any consent or permission required; attendance alone is not blanket consent.
14. Ethics, sanctions and compliance
14.1 Each party shall comply with applicable anti-bribery, sanctions, anti-money-laundering and export-control laws. Neither party will offer improper benefits or payments to public officials or others to secure participation, contracts or visas.
14.2 WESIO may conduct proportionate identity, beneficial ownership, payment-source and sanctions checks. Where lawful compliance prohibits performance or receipt of funds, WESIO may suspend the affected activity and promptly notify the Customer subject to legal restrictions.
15. Liability and insurance
15.1 Neither party excludes liability that cannot lawfully be excluded, including fraud, fraudulent misrepresentation, death or personal injury caused by negligence where applicable, or other mandatory statutory liability.
15.2 Subject to clause 15.1, neither party shall be liable to the other for indirect or consequential loss, loss of anticipated business, or lost profits, except to the extent applicable mandatory law provides otherwise.
15.3 Subject to clause 15.1 and applicable reasonableness requirements, WESIO's aggregate contractual liability arising from one affected Group is limited to the GBP Service Fee paid or properly payable for that Group. This limit does not remove rights to refund for undelivered services or liability that cannot lawfully be limited.
15.4 Each party shall maintain insurance appropriate to the services and risks it assumes. The Customer is responsible for ensuring Participants have required travel and medical cover unless Appendix No. 1 expressly includes such insurance.
16. Force majeure and suspension
16.1 Neither party is liable for delay caused by events beyond its reasonable control, including natural disasters, armed conflict, significant travel restrictions, emergency public-health measures, transport closure or venue unavailability, provided it gives prompt notice and takes reasonable steps to mitigate.
16.2 The parties shall consult in good faith on rescheduling, alternative delivery, substitutions and costs. Neither party may rely on force majeure for its own lack of funds or foreseeable commercial inconvenience.
16.3 If the affected services remain impossible for more than 45 days, either party may terminate the affected Group by written notice; the parties shall fairly account for completed services, refundable supplier amounts and mandatory legal obligations.
17. Notices, dispute resolution and governing law
17.1 Contractual notices must be sent to the email or registered office details in the Group Order. A notice is effective when actually received, excluding automated delivery errors; service of formal legal proceedings remains governed by applicable procedural rules.
17.2 The parties shall first seek resolution through authorised senior representatives within 20 Working Days after a written dispute notice. They may agree mediation without affecting urgent judicial remedies.
17.3 The Agreement and non-contractual obligations arising from it are governed by Scots law. Subject to any mandatory jurisdictional provisions, the courts of Scotland shall have exclusive jurisdiction.
18. General and order of documents
18.1 No alteration is effective unless documented in writing and accepted by authorised representatives of both parties, including a recognised electronic signature or a mutually agreed written electronic acceptance process.
18.2 If a provision is unenforceable, the remainder shall continue to apply so far as lawful. The parties shall replace the affected provision with a valid term that most closely reflects its commercial purpose.
18.3 Failure to exercise a right is not a waiver. Nothing in this Agreement creates a partnership, joint venture, employment relationship or agency between WESIO and the Customer.
18.4 Each accepted Group Order may cover multiple Groups. Where one is terminated or suspended, the remainder continues unless performance is inseparable or the parties agree otherwise.
18.5 English is the controlling language of this Agreement. Any translation is for convenience unless the parties expressly agree otherwise.
Contracting details and publicationContractor:
WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED
Company no.: SC752638
Registered office: 0/1, 31 Napier Drive, Glasgow G51 2LP, Scotland, United Kingdom
Email: info@wesio.org
Website: www.wesio.org.
Version control:
Group Offer v1.0
Issue date: 01 October 2026
Official publication URL: https://wesio.org/group_participation_and_training_services_agreement/
Previous versions: no.
This is the universal public-offer text, not a signed Customer order. Banking details and individual programme prices are issued separately in accepted commercial documents and invoices.
© 2022–2026 WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED
ALL RIGHTS RESERVED