Business booking terms

Last updated: 3 August 2026
Version: 1.3

These terms apply where a business or organisation books Indoor Cycling Institute training for one or more delegates. They apply to online courses, places on scheduled face-to-face courses, and private courses delivered at the client's own venue.
These terms should be read alongside our full terms and conditions.
 

The organisation making the booking is responsible for the full cost of the booking and for ensuring that the delegate details supplied are correct.
Course places are allocated to the named delegates shown in the booking confirmation. The person confirming the booking confirms that they are authorised to act on behalf of the organisation and to accept these terms.
Where delegate substitutions are required, these must be agreed with the Indoor Cycling Institute. Places are not transferable once the relevant delegate has accessed course or pre-course learning materials.
 

Payment is due in accordance with the terms stated on the invoice or booking confirmation.
ICI may require payment before course access is provided. Where we agree to provide access before payment, this does not change the organisation's responsibility to pay the invoice by its due date.
If an invoice becomes overdue, ICI may suspend delegate course access, assessment, marking and certification until all outstanding sums have been paid.
Any existing course progress will normally be retained during suspension. Suspension for non-payment does not pause or extend the original course access period, expiry date or practical course date.
For business-to-business transactions, overdue amounts may be subject to statutory late-payment interest and recovery charges. UK legislation permits statutory interest and fixed recovery charges on qualifying overdue commercial debts.
 

Online course places are for the named delegates only and may not be shared.
Each delegate is responsible for completing the course and assessments within the stated access period. Unless otherwise stated, ICI courses with six-month access expire six months after the relevant start or purchase date.
Failure to use the course, delays by the delegate or suspension caused by non-payment do not extend the course expiry date.
Assessments will not be marked and certification will not be issued while payment for the booking remains outstanding.
 

Where delegates are booked onto a scheduled course, the booking is for the specific date and venue shown in the booking confirmation.
Where pre-course learning forms part of the course, it must be completed in full by 11.59 pm on the night before the practical course unless a different deadline has been stated in writing.
A delegate who has not completed mandatory pre-course learning by the deadline cannot attend. No refund or free transfer will be provided for non-completion.
Where a course has an entry requirement, including the Level 2/3 qualification prerequisite for the one-day Indoor Cycling Instructor course, appropriate evidence must be supplied before attendance.
 

Where ICI delivers training at premises provided or arranged by the client, the client is responsible for providing a suitable and safe training environment and the facilities and equipment agreed at booking.
For practical indoor cycling training, this normally includes:

• sufficient safe space for the tutor and all delegates;
• one suitable indoor cycling bike in full working order for each delegate;
• one suitable indoor cycling bike in full working order for the tutor;
• any agreed AV, internet or sound-system facilities.

If the venue or equipment is unsuitable and the course cannot safely or properly proceed, the course may be postponed or cancelled and the agreed charges will remain payable.
The course fee covers the number of delegates stated in the booking confirmation. Additional delegates may incur an additional charge.

Delegate numbers and final delegate list
The organisation must confirm the expected number of delegates when the booking is made and provide the names and email addresses of all known delegates at the outset.
Additional delegates may be added, subject to course capacity and the applicable additional delegate charge. The final delegate number and delegate list must be confirmed no later than 10 calendar days before the practical course date.
Requests for additions or substitutions after this deadline are subject to ICI approval and cannot be guaranteed. Any additional costs resulting from late changes will be charged to the organisation. Where a late change materially alters the basis on which the course was quoted or arranged, ICI may revise the price to reflect the changed booking.
 

Unless expressly included in the quotation, trainer travel and overnight expenses are charged in addition to the course fee.
Our standard charges are:

• car travel: 55p per mile for the return journey from the trainer's normal starting location;
• overnight accommodation where reasonably required: £90 per night;
• trainer subsistence where an overnight stay is required: £20 per night;
• unavoidable parking, tolls, congestion charges and similar expenses: charged at cost.

For London or another high-cost location, a higher accommodation charge may apply. Any variation will be confirmed before the booking is finalised.
ICI determines whether overnight accommodation is reasonably required, taking into account journey time, course start and finish times, expected traffic and the need for the tutor to arrive safely and with sufficient preparation time.
 

Business bookings are subject to the cancellation terms agreed at booking.
Unless otherwise agreed in writing:

• cancellation or postponement requests must be received at least 21 days before the practical course date;
• where any delegate has accessed course or pre-course materials, the booking becomes non-refundable;
• cancellations or postponements within 21 days of the course date are non-refundable;
• non-attendance does not create an entitlement to a refund or replacement place.

For private courses, any requested new date remains subject to tutor availability.

Named learner accounts
A course may be purchased by another person or by an organisation on behalf of the learner. The purchaser must identify the intended learner to ICI before that learner begins accessing the course.
Course enrolment is issued to the named learner recorded by ICI. If an account has initially been created using the purchaser’s details, but the course is intended for someone else, the purchaser must not access the course content and should contact ICI so that the correct learner can be recorded before learning begins.
The learner may correct their own contact details, but changing the name or email address associated with an online account does not transfer the enrolment to another person.
An enrolment may be transferred to another named learner only before any course or pre-course content has been accessed and with ICI’s agreement. Once any content has been accessed, the enrolment is non-transferable because ICI cannot reliably establish which individual completed the learning, assessments or recorded progress.
Certificates will be issued only to the learner recorded by ICI as the enrolled learner and whose learning and assessment activity can reasonably be attributed to them. A change to the name or email address on an online account does not, by itself, establish entitlement to certification.
 

Each delegate is responsible for:

• supplying a valid email address;
• reading course communications;
• completing required learning and assessments;
• meeting any prerequisite or evidence requirements;
• attending scheduled training at the correct time and place;
• completing the course within the stated access period.

Assessment work must be completed by the named delegate and must comply with ICI's academic-integrity requirements.
ICI may withhold assessment, marking, results or certification where:

• payment remains outstanding;
• required learning has not been completed;
• prerequisite evidence has not been supplied;
• assessment requirements have not been met;
• there is a reasonable concern about plagiarism, AI-generated assessed work or other academic misconduct.

Certification is issued only after the relevant course requirements have been successfully completed and all amounts due for the booking have been paid.
 

By confirming the booking, the person completing the confirmation confirms that:

• the organisation and booking details shown are correct;
• the named delegates are correct;
• they are authorised to accept the booking on behalf of the organisation;
• the organisation accepts responsibility for payment;
• they have read and agree to these business booking terms and the ICI full terms and conditions.

ICI may electronically record the name, email address, date and time of acceptance, booking reference and version of the terms accepted.
 

These business booking terms are governed by English law and the courts of England and Wales shall have jurisdiction.