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ISTA Global Arts Learning Ltd.
71-75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.
IMPORTANT: The Terms and Conditions for events taking place in the 2026-2027 season (from 1 July 2026 onwards) are located at the bottom of the page.
EVENT TERMS & CONDITIONS: 2025-206
Registered Charity - 1050103
UK Registered Company Limited by Guarantee - 3108893
To provide clarity and guidance for schools and organisations, the terms and conditions outlined below detail the commitments required when booking and registering for an ISTA event or experience.
For any enquiries or additional information, please do not hesitate to contact us at office@ista.co.uk, or reach out directly to your Event Manager, whose details can be found on the specific event webpage.
Please note that ISTA’s engagement and coordination are exclusively with schools/organisations for all event bookings and communications, not with individual parents or travel agents. This approach ensures efficient coordination and upholds our dedication to providing top-tier educational experiences within a framework supported by the school.
Please also note that currently we only issue invoices/accept payment in GBP (Great British Pounds).
Booking policy
Prior to booking
- School administrators, business offices and parents (if applicable) must be fully informed of our event terms and conditions prior to committing to an event. It is the responsibility of the teacher in charge of the booking to ensure that the school understands that any group booking with ISTA is made on behalf of the school, and not the individual teacher.
- Please assess the viability of your ISTA trip. Check travel restrictions, visa requirements, check in with parents, and obtain school approval, before booking.
- Please read these terms and conditions carefully, including the cancellation policy.
Festivals
- To secure your spots at an event, please complete the festival booking form in its entirety and submit it accordingly. Upon submission, you will be issued an invoice for a 50% deposit based on the registration fees for the initial number of students you intend to bring. This deposit is non-refundable and non-transferable, serving to confirm your reservation for the event. Full confirmation of your places will be granted upon receipt of the deposit payment within a 30-day period.
- In addition, you will be invoiced for the remaining 50% of the registration fees, alongside any relevant surcharges, immediately following the completion of the registration form which closes approximately 12 weeks prior to the event (see specific event webpage).
- We encourage all participating educators to keep us informed about any changes in student numbers and to respond promptly to any correspondence from ISTA regarding student attendance.
- It is important to note that if the actual number of students attending the event is less than the number initially booked, the deposit paid for those students who do not attend will be forfeited. For example, if your school initially books 15 students and pays the corresponding deposit, but later only 10 students are registered for the event, the deposit for the 5 students who do not attend will not be refunded. Conversely, if you increase the number of students attending, you will be invoiced for an additional 50% deposit per new student added to your group.
- Please note that replacements and/or potential additions to the group after the registration form has been submitted must be communicated directly to the relevant ISTA Event Manager via email and not to the host of the event.
TAPS (Perspectives & Ignite) & FRAME
- To secure your spots at an event, please complete the TAPS booking form in its entirety and submit it accordingly. Upon submission, you will be issued an invoice for a 25% deposit based on the registration fees for the initial number of students you intend to bring. This deposit is non-refundable and non-transferable, serving to confirm your reservation for the event. Full confirmation of your places will be granted upon receipt of the deposit payment within a 30-day period.
- In addition, you will be invoiced for the remaining 75% of the registration fees, alongside any relevant surcharges, immediately following the completion of the registration form which closes approximately 6 weeks prior to the event (see specific event webpage).
- We encourage all participating educators to keep us informed about any changes in student numbers and to respond promptly to any correspondence from ISTA regarding student attendance.
- It is important to note that if the actual number of students attending the event is less than the number initially booked, the deposit paid for those students who do not attend will be forfeited. For example, if your school initially books 15 students and pays the corresponding deposit, but later only 10 students are registered for the event, the deposit for the 5 students who do not attend will not be refunded. Conversely, if you increase the number of students attending, you will be invoiced for an additional 25% deposit per new student added to your group.
- Please note that replacements and/or potential additions to the group after the registration form has been submitted must be communicated directly to the relevant ISTA Event Manager via email and not to the host of the event.
IB DP/MYP Workshops, Studios and PD&L Workshops
- To reserve your participation in IB DP/MYP workshops, Studios, and PD&L workshops, please ensure that the appropriate registration form is filled out completely and submitted to ISTA.
- Upon submission, an invoice for the total amount will be sent to you.
- Confirmation of your spot at the event is contingent upon the receipt of payment within 30 days of invoicing.
Bespoke events
- An invoice for 100% of the event fees will be issued upon booking. Please note that only 50% of the fees are due immediately and this acts as a deposit which is non-refundable and cannot be transferred to other events or services.
- The remaining 50% of the invoice will be due two weeks prior to the event commencing.
AIRs, Consultancies and Mentoring
- An invoice for all associated fees will be issued once your booking is confirmed and the artist(s) have established contact with you.
- Please be aware that schools are accountable for covering all additional expenses related to the artist(s), such as flights, accommodation, meals, visas, and ground transportation, among others. ISTA will put you in touch with the artist for you to liaise with them, directly on this.
Chaperones for Student Events
- A minimum of two adult teachers/chaperones is required for all international student groups attending ISTA events. This requirement is in place to ensure proper supervision in case of emergencies, illness, or unforeseen circumstances.
- For local events (within daily commuting distance of the home city), a single chaperone may be accepted if emergency parental contact is easily accessible, but this should be flagged with the ISTA team in advance.
Cancellation policy
If ISTA cancels
- We are committed to making every effort to ensure our events proceed as planned, aiming to prevent participants from incurring losses related to transportation and other expenses. However, ISTA reserves the right to cancel an event due to insufficient enrolment or force majeure.
- The ISTA Event Manager will advise you of an event cancellation by email.
- Deposits and/or registration fees paid will be refunded in full.
- ISTA does not assume financial responsibility for travel expenses, hotel accommodation and any other incidental expenses incurred by participants due to event cancellation. Please ensure your school has adequate insurance in place.
If the School/Organisation cancels:
Festivals, TAPS (Perspectives & Ignite) & FRAME
- In the event of cancellation by the school or organisation, ISTA is unable to offer refunds for any payments already made. Should there be cancellations of individual student registrations after the issuance of the final invoice, or in cases of no-shows, the full registration fee along with all surcharges previously invoiced will be charged.
- Exceptions to this policy are granted solely in cases of force majeure, which refers to unforeseeable circumstances beyond control that prevent the event from taking place as scheduled.
IB DP/MYP Workshops, Studios and PD&L Workshops
- The registration fees, plus any relevant surcharges are non-refundable and non-transferable.
For AIRs, Consultancies and Mentoring
- Schools who cancel less than twelve weeks but more than six weeks before the start, will be refunded 50% of the total fee.
- Schools who cancel less than six weeks before the start will not receive any refunds.
- If an artist has already paid for flights and any other necessary expenses (e.g. visas), then the school will be required to reimburse the artist in full, unless the artist is able to claim some portion of the payment back from the airline and/or insurance – in which case the school will still be required to reimburse any remaining outstanding portion of payments made.
Insurance
- It is imperative for all participating organisations to secure comprehensive insurance coverage. This coverage must be sufficient to cover any non-refundable expenses incurred, including, but not limited to, travel, accommodation, meals, tickets, and other transportation costs. Ensuring adequate insurance is in place is crucial for mitigating financial risks associated with unforeseeable events or cancellations.
EVENT TERMS & CONDITIONS: 2026-2027 (Effective 1 July 2026)
ISTA GLOBAL ARTS LEARNING LTD
71–75 Shelton Street
Covent Garden
London WC2H 9JQ
United Kingdom
Registered Charity No. 1050103
Company Limited by Guarantee No. 3108893
www.istaglobal.org
These Terms & Conditions apply to all ISTA events, festivals, workshops, professional development programmes, consultancies, AIRs and bespoke educational engagements (“Events”).
By submitting a booking form and/or making payment, the Booking Party confirms acceptance of these Terms & Conditions.
ISTA contracts exclusively with Schools, Organisations, educators, and professional practitioners booking in their own capacity. ISTA does not contract with individual parents, students booking independently, or travel agents.
All invoices are issued in GBP (Great British Pounds).
1. DEFINITIONS
- Event: Any ISTA festival, TAPS, FRAME, IB workshop, PD&L, conference, consultancy, AIR, mentoring programme or bespoke engagement.
- School / Organisation: The legal entity making the booking.
- Individual Participant: An educator, artist, or professional booking in their own capacity for an adult-only Event.
- Booking Party: The School / Organisation or Individual Participant making the booking and accepting these Terms & Conditions.
- Attendee: Any person attending an Event, whether registered under a School / Organisation booking or registered as an Individual Participant.
- Student Attendee: An Attendee participating as part of a School / Organisation booking as a learner, accompanied by authorised school representatives or chaperones.
- Adult Attendee: An Attendee participating either:
- as part of a School / Organisation booking in a professional capacity; or
- as an Individual Participant booking independently.
- ISTA Staff: Employees, freelance artists, workshop leaders, specialists and authorised representatives engaged by ISTA in connection with an Event.
- Host: The institution hosting the Event where applicable.
- Force Majeure: Circumstances beyond ISTA’s reasonable control including natural disasters, government restrictions, war, public health emergencies, transport failure, labour disputes or similar events.
2. GENERAL BOOKING RESPONSIBILITIES
2.1 Pre-booking Responsibilities
Before booking, the Booking Party must:
- Ensure they understand these Terms.
- Confirm authority to commit to payment.
- Confirm travel viability and visa requirements where relevant.
- Ensure appropriate insurance cover is in place.
Where a booking is made by an educator on behalf of a School, the School remains responsible for payment and compliance.
Where a booking is made by an Individual Participant, that individual assumes full responsibility for payment and participation.
2.2 ISTA Programme delivery
ISTA retains sole discretion over the content, structure, staffing and delivery of Events. ISTA may substitute ISTA Staff where necessary. Reasonable programme changes do not constitute breach and do not give rise to refunds.
3. PAYMENT TERMS
3.1 Festivals (Student Events)
- 50% non-refundable, non-transferable deposit upon booking.
- Remaining 50% invoiced approximately 12 weeks prior.
- Deposits are forfeited for reduced student numbers.
- Additional students incur an additional 50% deposit per added participant.
3.2 TAPS & FRAME (Student Events)
- 25% non-refundable, non-transferable deposit upon booking.
- Remaining 75% invoiced approximately 6 weeks prior.
- Deposits forfeited for reduced numbers.
- Additional students incur an additional 25% deposit per added participant.
3.3 Adult-Only IB Workshops, PD&L and Conferences
- 100% invoiced upon booking.
- Payment due within 30 days.
- Fees are non-refundable and non-transferable.
3.4 Bespoke Events
- 50% non-refundable deposit upon booking.
- Remaining 50% due two weeks prior to commencement.
3.5 AIRs, Consultancies & Mentoring
- Full invoice issued upon confirmation.
- Schools are responsible for all additional artist expenses including travel, accommodation, visas and transport.
Individual Participants are responsible for their own travel and accommodation unless explicitly agreed otherwise.
4. CANCELLATION
4.1 If ISTA Cancels
ISTA may cancel due to insufficient enrolment or Force Majeure.
In such cases:
- Event Fees paid will be refunded in full.
- ISTA is not responsible for travel, accommodation or incidental costs.
Appropriate cancellation insurance is strongly recommended.
4.2 If the Booking Party Cancels
Student Festivals, TAPS & FRAME
- Deposits are non-refundable.
- Full fees payable following final invoice.
- Exception applies only in genuine Force Majeure circumstances.
Adult-Only Events
- Fees are non-refundable and non-transferable.
AIRs & Consultancies
- 12–6 weeks before start: 50% refund.
- Less than 6 weeks: no refund.
- Non-recoverable artist expenses must be reimbursed.
5. SCHOOL RESPONSIBILITIES
(Applies only where Student Attendees are involved)
Where an Event involves Student Attendees, the School / Organisation retains responsibility for:
- Travel and accommodation arrangements unless explicitly included.
- Supervision, welfare and conduct of Student Attendees at all times, both at the venue and off-site, including excursions, cultural experience trips and any other organised activities connected to the Event.
- Risk assessments relating to participation.
- Compliance with local laws.
- Communication with parents or guardians.
ISTA does not assume parental communication responsibility.
6. SUPERVISION & SAFEGUARDING
(Applies only where Student Attendees are involved)
Where an Event includes Student Attendees:
- The School retains primary duty of care at all times.
- A minimum of two authorised adult chaperones is required for international groups.
- At least one authorised adult must remain present at all times.
- Accompanying adults must hold appropriate safeguarding clearance.
- ISTA Staff facilitate programmed Event activities but do not assume supervisory or pastoral responsibility for Student Attendees outside scheduled sessions.
- The presence of ISTA Staff does not transfer supervisory responsibility from the School to ISTA.
7. ACCOMMODATION
(Applies only where Student Attendees are involved)
Where accommodation is required:
- Schools are responsible for booking and payment unless explicitly included.
- ISTA assumes no legal liability for hotel operations.
- Parents must be informed of housing arrangements.
8. STUDENT CODE OF CONDUCT
(Applies only where Student Attendees are involved)
Schools must ensure Student Attendees:
- Respect local laws and host culture.
- Observe curfew requirements.
- Do not consume alcohol, tobacco or drugs.
- Do not travel unsupervised without permission.
- Conduct themselves appropriately at all times.
Breaches may result in removal from the Event without refund.
9. HEALTH & PARTICIPATION
ISTA Events may involve practical activities and collaborative exercises, including movement, technical activities, performance-based work, extended standing, or other active participation.
9.1 Where Student Attendees Are Involved
The School confirms that:
- Student Attendees are medically fit to participate.
- Relevant medical information has been disclosed where necessary.
- Appropriate parental or guardian consent has been obtained.
- The School retains responsibility for determining safe participation.
9.2 Adult Attendees
All Adult Attendees confirm that:
- They are medically fit to participate.
- They take responsibility for managing their own health and wellbeing.
- They will notify ISTA of any condition requiring reasonable adjustment.
ISTA does not provide medical supervision.
10. RECORDING & PHOTOGRAPHY
(Applies to All Events)
10.1 General Recording Restrictions
The Booking Party and all Attendees agree that:
- No filming, live streaming, audio recording, or photography of Event content or participants may take place without ISTA’s prior written consent.
- No commercial or public distribution of Event content is permitted without written agreement.
- Recording for personal reference must not include identifiable images or footage of other participants unless explicit permission has been granted.
10.2 Where Student Attendees Are Involved
The School further confirms that:
- ISTA’s photography and video policy will be circulated and understood.
- Appropriate parental or guardian consent has been obtained where required.
- Any media captured complies with safeguarding and data protection law.
- Students will not undertake independent filming or posting of Event content without supervision and prior agreement.
10.3 Adult-Only Events
Participants must not record, reproduce, or distribute video or images of other participants or Event teaching content without ISTA’s prior written consent.
11. INTELLECTUAL PROPERTY
All intellectual property rights in ISTA Events, materials and programming remain the property of ISTA.
Participation does not transfer ownership rights.
12. INSURANCE & LIMITATION OF LIABILITY
12.1 Insurance
Schools and Individual Participants must maintain appropriate travel, medical and liability insurance.
12.1.1 Host Insurance
ISTA will use reasonable endeavours to ensure that event Hosts maintain appropriate insurance cover for the venue and its operations. ISTA is not responsible for any failure by a Host to maintain such insurance.
12.2 Limitation of ISTA Liability
Nothing in these Terms limits liability for:
- Death or personal injury caused by negligence
- Fraud or fraudulent misrepresentation
- Liability which cannot lawfully be excluded
Subject to the above:
- ISTA’s total aggregate liability arising from any Event shall not exceed the total Event Fees paid for the relevant Event.
- ISTA shall not be liable for:
- Indirect or consequential losses
- Loss of profit, reputation or opportunity
- Travel, accommodation or incidental costs
- Loss or theft of personal belongings
- Acts or omissions of Hosts, hotels, transport providers or third parties
Where Student Attendees are involved, the School retains primary responsibility for supervision and welfare at all times.
13. FORCE MAJEURE
ISTA shall not be liable for delay or failure resulting from Force Majeure.
14. DATA PROTECTION
Both parties agree to comply with UK GDPR and all applicable data protection legislation.
ISTA acts as an independent data controller in relation to personal data submitted for Event participation. ISTA determines the purposes and means of processing such data for Event delivery, safeguarding, operational coordination, and related administrative requirements.
The Booking Party confirms that it has a lawful basis for sharing personal data with ISTA for the purposes of Event participation.
ISTA may process personal data for:
- Event coordination and administration
- Safeguarding and welfare
- Accommodation and logistical arrangements
- Emergency contact and health considerations
- Communication relating to the Event
Where necessary for Event delivery, ISTA may share relevant personal data with Hosts and approved suppliers, including those located outside the United Kingdom. ISTA will only share data that is necessary for the safe and effective delivery of the Event and will implement appropriate safeguards in accordance with applicable data protection law.
Further information about how ISTA processes personal data, including retention periods and data subject rights, is set out in ISTA’s Privacy Policy available at www.istaglobal.org/legal/privacy-policy.
15. TERMINATION
ISTA may terminate participation:
- For non-payment
- For material breach
- Where, in the reasonable opinion of ISTA or its authorised ISTA Staff, safeguarding or welfare concerns arise
- For insolvency
16. GOVERNING LAW
These Terms are governed by the laws of England and Wales.