Non-Attendance and Late Cancellation Guidance

This guidance note is designed to provide clarity and transparency for the non-attendance and late cancellation of events.

Why do we need to make a charge for non-attendance on staff development events?

One of the roles of the OD team is to ensure we act responsibly in making the most of our staff learning and development budget. This means the ongoing effective planning of events as well as ensuring we make the most efficient use of our development events and resources. A review of the 2014/15 staff development attendance data identified over 1,700 members of staff booked onto events. It also highlighted non-attendees/last minute cancellations at circa 12% of bookings. This created a loss of just under £14,000 - where places are booked, catering ordered, trainers arrive to deliver and the audience has cancelled or not attended. Further non-attendance/late cancellations create a lost opportunity as colleagues who may be on a waiting list are unable to stand in at the last minute and sometimes have to wait a year for the opportunity to arise again. The £14,000 can equate to three full weeks of development events or 240 places on events. Having identified this as a cost and lost opportunity, and to ensure we continue to optimise the staff development budget, we need to ensure non-attendance and late cancellations are actively managed. One method to achieve this is to make a small charge for non-attendance and late cancellations - where this is due to without good reason.

When should a staff development cancellation be made?

The ideal time is as soon as you realise that you may not be able to attend the event.

There will be no charge for places that are cancelled more than 10 working days before the date of the event. This period represents a suitable timeframe for us to fill your place and allow us to run the course as efficiently as possible.

What will be the cost of the charge?

If you do not attend an event that you have booked onto, or if you make a last-minute/late cancellation, the charge is:

Duration of eventCharge
Full day event £45
Half day event £25

Are there any special circumstances when the charge will be waived?

We recognise that there are occasional circumstances beyond your control that arise. In this situation, attendees may not be charged. This will be in exceptional circumstances and on a case by case basis.

Further, briefing/information sessions are, by their nature more informal, and whilst staff are still expected to make every effort to attend talks and briefings for which they have signed up, if they are unable to attend, they should remove their name from the sign-up list. Charges will not be made for this non-attendance/last minute cancellation.

What should I do if I cannot attend a development event that I have booked?

If you need to cancel your place on an event you must let the OD team know at least 10 working days prior to the start date of the event.

There will be no charge if you send an appropriate replacement as a substitution for your place. Note, as the person who booked the place, you will still be responsible should that individual not attend. You must inform OD of any substitution made.

How do I cancel my place?

Event cancellations can be submitted either by email or telephone. If you are unable to attend for any reason please email organisationdevelopment@stir.ac.uk as soon as possible.

If you are cancelling on the day of the course please ensure that you, or your manager, contact organisationdevelopment@stir.ac.uk or phone 01786 466129 - preferably before 9.30 am to allow us to inform the trainer.

If you are unable to cancel your place on an event directly with us, please ask somebody to cancel your place for you. This will ensure that you are not charged a late cancellation fee.

Non-attendance will be queried with the individual's line manager for verification purposes. The charge will apply where a non-attendance doesn't meet the criteria detailed above. 

© University of Stirling FK9 4LA Scotland UK • Telephone +44 1786 473171 • Scottish Charity No SC011159
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