1. Quotes and validity

A quote is an estimate of cost. It is not a booking, and it does not reserve a date.

• Quotes are valid for 30 days from the date of issue. The price is held for that period regardless of when the training is subsequently scheduled.
• All prices are in New Zealand dollars and exclude GST unless stated otherwise. GST at 15% is added and shown as a separate line. GST does not apply where training is delivered outside New Zealand, or delivered online to an organisation based outside New Zealand.
• Where a quote shows an item as “to be advised” (TBA) — most often content customisation, or travel for training outside New Zealand — that item is not included in the total shown. We price it separately once we have reviewed your request, and GST applies to it in the same way (if applicable).

2. Booking and confirmation

A quote is not a booking. Once we have checked availability, we will confirm the date with you in writing. Your booking is secure when you have that written confirmation and we have received payment (see section 3). No date is held until then.

3. Payment

Unless we have agreed otherwise in writing, payment is due before the training date and confirms the booking. We will invoice you once a date is agreed. Where a purchase order or other reference is required, it must be supplied to us before delivery.

4. Cancellation and postponement by you

Cancellations made more than 10 working days before the agreed date incur no charge. Between 5 and 10 working days, 50% of the fee is payable. Within 5 working days, the full fee is payable.

Postponement at short notice may incur costs already committed, including non-refundable travel and accommodation.

5. Postponement or cancellation by us

If illness or circumstances beyond our control stop us delivering, we will offer you another date or a full refund. Our liability is limited to the fees you have paid for that training.

6. Participant numbers

The price is based on the number of participants given at the time of quoting.

• Increases must be agreed in advance and may change the fee.
• Reductions after confirmation do not reduce the fee.
• Final numbers should be confirmed at least one week before the training date.

7. Content customisation

Where customisation is requested, it is not included in the quoted figure and is quoted separately once we have reviewed the request. The quote shows it as a separate item marked TBA.

Where customisation requires you to supply data or materials, we need these at least two weeks before the training date so there is time to prepare.

8. Travel

For in-person training within New Zealand, travel is charged as a single fee based on the nearest city. It does not change with the number of days the training runs. Where several courses are being delivered as part of a single visit, please advise us — we will apply the travel charge once rather than to each quote.

For training outside New Zealand, travel is quoted separately.

9. What we need from you — in-person training

You are responsible for providing a suitable training room with a projector or large screen we can connect to, and reliable internet access for participants.

Software: Where the course involves NVivo or other specialist software, please make sure it is licensed, installed and tested on every participant machine at least three working days beforehand, with permission to save and open files.

Where software or venue problems on the day prevent participants from taking part, the training will still proceed and the full fee remains payable.

We will send you a full set-up checklist once the booking is confirmed.

10. What we need from you — online training

Online training is delivered by video conference (usually Zoom), hosted by us unless we agree otherwise.

Please make sure participants can reach the platform from your organisation’s network — some institutions block video conferencing, so test this in advance — and that anyone on a hands-on course has the relevant software installed and tested beforehand, as set out in section 9.

We will provide the join link and any materials in advance. Individual connection problems on the day are outside our control and do not affect the fee.

11. Materials and copyright

All training materials — slides, handouts, exercises, datasets and anything we prepare for you — remain the intellectual property of Academic Consulting Ltd, and are provided to registered participants for their own personal use in their research and study.

They may not be copied, distributed, published, shared with anyone who did not attend, or used to run training within your organisation, without our written permission.

12. Recording

You may record the session for internal use if you ask us first and we agree. If we do:

• The recording may be shared only with people registered for that training
• It may be kept for up to three months after the training date, and must then be deleted
• It may not be published, uploaded to a public site, or used to deliver training to other groups
• Our copyright in the content of the recording remains with us

We may decline recording for particular sessions — for example where participants will be discussing their own unpublished data.

13. Participant information and privacy

Any participant details you share with us (names, email addresses) are used only to deliver the training and to send materials. We do not add participants to our mailing lists without their consent.

Where you share research data with us for customisation purposes, we treat it as confidential, use it only to prepare your training, and delete it after delivery unless you ask us to do otherwise. If your data carries ethics conditions, please tell us what they are.

14. Liability

Our total liability in connection with any training is limited to the fees you have paid us for that training. We are not liable for indirect or consequential loss, including loss of time, data, or research outcomes.

15. General

• These terms are governed by New Zealand law.
• We may update these terms from time to time. The version you were shown at the time of your quote is the version that applies to that quote.
• Anything agreed between us that differs from these terms needs to be in writing.