Travel Costs

If you are more than 30 miles from our head office (postcode is HP22 4DQ),

then the following charges apply:

• Mileage is charged at 25p per mile, based on round trip distance, starting at mile 61. Discounts are available if free on-site EV charging can be provided.
• We may provide overnight accommodation for our instructor, the cost of which is passed onto the customer (we do not apply any markup). Depending on our risk assessment, this may include the night before a course starts and the night that it finishes. We have accounts with Travelodge and Premier Inn and tend to use the most suitable of them as standard.
• We also provide our instructors with an overnight allowance of £25 per night whilst away from home, which is passed onto the customer. This is to allow for the fact that eating out is far more expensive than it used to be!

If you have any questions regarding these additional charges then please do get in touch - we feel that it is important to look after our staff so that they deliver the best possible product to you.

Instructor Hire Terms & Conditions

Section 11:    Instructor & Equipment Hire Services

11.1    General Terms

The terms ‘Instructor’ and ‘Course Director’ may be used interchangeably.

Instructor (and/or equipment) hire services shall be provided in accordance with the relevant parts of our full terms and conditions detailed in this document.  

The instructor shall at all times be able to abide by the applicable requirements of the appropriate awarding organisation (AO). Where it is evident that compliance with AO requirements is not going to be possible (through no fault of our own), we reserve the right to cancel the booking without notice or refund, and involve the respective AO in that process.

The instructor shall additionally abide by any reasonable requirements of the customer, provided that these requirements are made clear at the time of booking, and do not conflict with our own terms and conditions and/or applicable centre policies.

Where our instructor is delivering a course under the centre registration of a customer, it is the customer’s responsibility to ensure that our instructor is suitably registered with the appropriate AO, and that appropriate standardisation training is conducted in time for the commencement of the course. The customer is wholly responsible for ensuring that required IQA activities are undertaken in line with applicable AO guidance. An hourly rate is chargeable to cover the instructor’s time in participating in standardisation and/or other IQA activities.

Unless specified in writing otherwise, the provision of an instructor and/or equipment for hire specifically excludes any teaching materials such as PowerPoint slides and/or handouts or the like. These shall remain the sole responsibility of the customer to produce and must be made available to the instructor as soon as possible after booking is confirmed, in order that they become familiar with the material.

11.2    Instructor Only Hire

Our contract shall be to supply a named, suitably qualified instructor for the booked course, at the time and location specified, for the duration specified. A daily charge applies. A standard teaching day is taken to be up to eight hours, inclusive of any breaks. Additionally, up to thirty minutes at the beginning of and end of each course is included for setup and/or administrative duties as required. No discount or refund is applicable for shorter teaching days.

It can be assumed for all intents and purposes that the instructor shall arrive empty handed, and the customer shall be responsible for supplying all other required elements in order to deliver the course to the applicable standard(s).

11.3    Instructor & Equipment Hire

Our contract shall be to supply an instructor, as in 11.2 above, plus any required training equipment as detailed in the applicable course specification, or equivalent document. This shall be taken to include any required textbooks, on a loan basis, for the duration of any classroom teaching conducted by us. Where students are required to have access to these loan books for a prolonged period, such as with FREC 4 courses, additional hire charges may apply.

In addition to any required training equipment, we will supply a laptop, projector and screen, if they are not provided at the venue. We will also supply a stock of notepaper, pens and stationery for group work such as flipchart paper and the like, if these are not provided at the venue.

The customer remains responsible for supplying the following:

·       A venue which complies with the requirements of the AO and any applicable workplace laws

·       Any required learning materials for the course, such as PowerPoint slides and handouts etc

·       All required course paperwork, such as registers, exams, and feedback forms etc

·       A method of securely returning completed course paperwork to their administration team

11.4    Courses run under STC Training Solutions’ Registration

Where a customer requests a course be run under our own applicable AO centre registration, the booking shall be treated as a ‘Group Booking’ for the purposes of these terms and conditions and all other relevant sections shall apply.

11.5    Payment Terms

Unless agreed otherwise in advance, instructor and/or equipment hire services will not commence until cleared payment for the service(s) has been received in full. For bookings spanning multiple consecutive days, and those requiring us to book overnight accommodation for our instructor, a deposit shall be payable at the point of booking. This deposit shall be 25% of the total invoice value, or the total value of any non-refundable items on that invoice (such as overnight accommodation), whichever is the greater.

Invoices must be paid in full 28 days prior to commencement of the course. For late bookings (within 28 days of course commencement), payment must be made within 24 hours, or by 1700 on the day before the course, whichever is sooner. Your booking will be cancelled if cleared funds are not received by the due date/time agreed. Payment can be made by BACS bank transfer, direct debit, online card payment (Visa, MasterCard or American Express), PayPal or cheque. Cheques must be made payable to Eaton General Services Limited and posted to: Unit 10, Field Side Farm, Quainton, Buckinghamshire, HP22 4DQ. Please allow sufficient time for funds to clear.

11.5    Transferring an Instructor and/or Equipment Hire Booking

Bookings may be transferred once, free of charge, up to 28 days prior to the original course start date. Subsequent transfers, or any transfer within 28 days of the original course start date, shall be charged at £50+VAT per day. Transfers within 14 days of the original booking date are not permitted and shall not be refundable, as per 11.6 below. Where non-refundable bookings made by the company (such as overnight accommodation) are affected by this transfer, the customer shall be fully liable for any additional charges or fees required to update those bookings.

11.6    Cancellation of an Instructor and/or Equipment Hire Booking

If you cancel your booking more than 28 days prior to the original course start date, you shall receive a refund of any monies paid, less a £10 per booking charge to cover card fees and/or any non-refundable items where applicable. You will also be offered the option of transferring your booking once, free of charge (subject to 11.5 above), to an alternative date.

If you cancel your booking between 14 and 28 days (inclusive) prior to the original course start date, you shall receive a partial refund, less either a £50+VAT per day administration charge, or the total deposit amount, as applicable.

If you cancel your booking within 14 days of the original course start date, you shall not receive any refund. This includes situations in which we arrive to deliver a course and the course cannot go ahead, either in full or in part, through no fault of our own.

11.7    Original Course Start Date

For the avoidance of doubt, the original course start date shall be that of the course initially booked, before any transfers, whether free of charge or otherwise.

11.8    Protection of Customer Brand

Our instructor shall not be identifiable as an associate of STC Training Solutions whilst on hire to a customer, nor shall they undertake any activity that, intentionally or otherwise, promotes the STC Training Solutions, or another competitor’s, brand.

Notwithstanding the above, our equipment and textbooks are clearly identified as property of STC Training Solutions and in most cases also display our contact details. This cannot be changed and should be borne in mind at the time of booking.

By default, our instructor shall arrive wearing smart-casual attire that is suitable for the environment. If required by the customer, our instructor may wear suitable supplied uniform or other required branding.

The instructor shall not knowingly undertake any activity that may harm the public image of the customer, whether or not identifiable as an associate of the customer. This is taken to exclude legitimate reports of concerns made to AOs or other authorities, and/or assisting in their investigations.

11.9    Additional & Ad-Hoc Hours

Instructors are available for hire at an ad-hoc hourly rate to support with longer teaching days, assessment resits and additional marking (such as FREC 4 workbooks). Additional & ad-hoc hours are charged per half-hour increment, or part thereof. Please refer to our website for the latest hourly rate.

For standalone ad-hoc bookings, a minimum charge of two hours applies per booking for ‘in person’ services, and one hour for ‘remote’ services.

11.10  Travel & Overnight Expenses

Locations in excess of 30 miles from our head office (HP22 4DQ) may incur a mileage surcharge plus overnight accommodation for our instructor. The requirement for overnight accommodation is decided upon a combination of expected travel time, start time and finish time.

Mileage charges will be based on round-trip mileage and charged from mile 61. Refer to our website for our latest mileage rate. Discounts are available if free on-site EV charging is provided by the customer.

Where overnight accommodation is required but not provided by the customer, this shall be added to the final quote/invoice. We usually book Travelodge, Premier Inn, or similar. Unless you specifically request us to make a flexible booking, we will book the cheapest option for the dates requested, which is usually non-refundable. Receipts can be made available, and no mark-up shall be applied.

Overnight accommodation shall usually include the night before a course starts and the night that it ends, although this is subject to risk assessment and the discretion of the instructor. As part of our package for instructors, we provide an overnight allowance of £25 per night to mitigate the costs involved in eating out. This charge is passed on to the customer.

Where our instructor is required to pay for parking and/or any other fees to access the venue (including congestion charges), these shall be passed on to the customer, regardless of when they become apparent. Our fleet is currently ULEZ compliant.