Booking terms

Part A: General terms

1. Parties

These terms apply between New Pangea Ltd (registered in England and Wales, company no. 13975525, VAT no. 487798305) and the organisation named in the booking confirmation (the Client). Rob Murray delivers all services personally unless agreed otherwise in writing.

2. Booking

1. A booking is confirmed when the Client signs or confirms the booking confirmation by email and pays the first invoice.
2. Dates are held provisionally for 14 days. After that, New Pangea may release the date if the booking is not confirmed.
3. These terms take precedence over any Client purchase order terms unless both parties agree otherwise in writing.

3. Fees and VAT

1. Fees are as stated in the booking confirmation. VAT is added at the current rate.
2. Fees cover preparation, delivery and the materials listed for that service. Customisation beyond that, extra sessions or extra delegates are quoted separately.

4. Invoicing and payment

1. Invoices are raised on the dates in the relevant service schedule (Part B).
2. Payment is due within 30 days of invoice, unless the schedule says otherwise.
3. Where the Client needs a purchase order number, it must provide one at booking. A delayed PO does not delay the payment date.
4. Payment is by bank transfer to the account shown on the invoice.

5. Late payment

New Pangea may charge statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998. That is currently 8% a year above the Bank of England base rate, plus a fixed sum of £40, £70 or £100 depending on the invoice size. New Pangea may also pause delivery while an invoice is more than 14 days overdue.

6. Expenses

1. Travel within 50 miles of RG7 is included.
2. Beyond that, travel is charged at 45p per mile or standard-class rail, plus parking.
3. Overnight accommodation is charged at cost where the venue is more than 2 hours away or the session starts before 9am.
4. Expenses are invoiced after delivery with receipts on request. Venue, catering, AV and delegate costs are the Client’s responsibility unless agreed otherwise.

7. Changes and rescheduling

1. The Client may move a confirmed date once without charge if it gives at least 60 days’ notice and the new date falls within 6 months.
2. Later moves are treated as a cancellation and a new booking, although New Pangea will try to find a fair solution first.
3. Non-refundable costs already incurred, such as travel tickets or venue hire, are payable in any case.

8. Cancellation by the Client

Cancellation must be in writing. Fees due on cancellation are set out in each service schedule. Sums already paid count towards them, and any balance becomes payable immediately.

9. Cancellation by New Pangea

If Rob is unable to deliver because of illness, injury or bereavement, New Pangea will offer a new date first. If none suits, it will refund fees paid for the undelivered part. New Pangea is not liable for any other cost or loss arising from the cancellation.

10. Events outside either party’s control

Neither party is liable for failure caused by events genuinely outside its control, such as severe weather, transport failure, pandemic restrictions or venue closure. The parties will first try to reschedule or move online. If that is not possible within 6 months, fees paid for undelivered work are refunded, less non-refundable costs already incurred.

11. Intellectual property and materials

1. New Pangea owns all content, frameworks, slides, workbooks and simulation scenarios, including anything customised for the Client.
2. The Client may use materials internally for delegates who attended. It may not copy, adapt, resell or deliver them without written consent.
3. Reports written for the Client belong to the Client once paid for. The underlying methods remain New Pangea’s.

12. Filming, recording and testimonials

1. The Client may not record, film or stream a session without prior written consent.
2. Where consent is given, New Pangea may use short clips and photos for its own marketing, and the Client will share footage it takes on request.
3. New Pangea may name the Client as a client. It will only quote an individual or use a testimonial with that person’s approval.

13. Confidentiality

Each party keeps the other’s confidential information confidential and uses it only for the booking. Anything delegates share in coaching or sessions stays confidential. Individual coaching content is not reported to the Client unless the delegate agrees, although attendance and themes across the group may be.

14. Data protection

Each party complies with UK data protection law. Where New Pangea processes delegates’ personal data for the Client, such as names, feedback or survey responses, it does so only to deliver the service, keeps it secure and deletes it within 12 months of the programme ending. A separate data processing agreement can be signed if the Client needs one.

15. Liability

1. New Pangea’s total liability for any booking is limited to the fees paid for that booking.
2. Neither party is liable for indirect or consequential loss, including lost profit.
3. Nothing limits liability for death or personal injury caused by negligence, or for fraud.
4. New Pangea holds professional indemnity and public liability insurance.
5. Sessions are educational. They are not medical, psychological or legal advice.

16. General

These terms and the booking confirmation are the whole agreement for that booking. Changes must be in writing. English law applies and the courts of England and Wales have jurisdiction.

Part B: Service schedules

Every service is invoiced in two halves: 50% on booking to secure the date, and 50% at the midpoint or on delivery. The table shows when the second invoice is raised and what is payable if the Client cancels. Notice periods run from the first delivery date.

Keynote speaking

1. The fee covers a briefing call, tailoring to the event theme, delivery and Q&A on the day.
2. The Client provides a stage, microphone, projector and clicker, and a technical check before the audience arrives.
3. Virtual keynotes need a tech rehearsal at least 2 working days before.
4. Where a speaker bureau makes the booking, the bureau’s contract applies and the bureau handles invoicing.

Strata

1. Cohorts of 8–12 senior leaders. Fees are per delegate, with a minimum of 8. More than 12 is quoted separately.
2. Strata runs as a single day, or as a programme with a 1:1 for each delegate and a follow-up group session about two weeks later. The Client provides a meeting room and a breakout space, unless New Pangea arranges the venue.
3. The stress exercise, such as cold-water immersion, is optional for each delegate. Delegates complete a short health screen beforehand covering conditions such as heart conditions, high blood pressure, Raynaud’s and pregnancy, and anyone may take an alternative exercise or observe instead.
4. Delegates’ personal decision protocols are theirs to keep. Individual test results are shared with the group only as averages.

Operation Convergence

1. The first invoice covers scenario design, which starts on booking. That is why more is kept on early cancellation.
2. The Client provides a named contact and the background information needed to build the scenario at least 4 weeks before delivery.
3. The scenario and report are confidential to the Client. New Pangea may reuse the general design but not the Client’s details.
4. The written report follows within 10 working days of delivery.
5. An annual review retainer is optional and quoted separately.

Mantle

1. Fees are per delegate. Minimum cohort size 10.
2. The Client may substitute a delegate up to module 2. After the programme starts, fees are not reduced if a delegate leaves.
3. Each delegate gets individual coaching: 30 minutes at the start and end, 45 minutes mid-programme. Coaching sessions cancelled with less than 48 hours’ notice count as delivered.
4. 180° feedback is gathered from senior leaders the Client nominates. Individual responses are confidential to the delegate. The end-of-programme report covers the group.
5. A cohort session may be moved once with 30 days’ notice.

Keystone

1. Three 2-hour sessions a month apart, for 25–100 delegates. Session dates are set at booking.
2. The Client provides the room, AV and reliable wifi, because delegates take part live from their phones.
3. Content covers general health habits. It is not individual medical advice, and delegates with health concerns are directed to their GP or occupational health.
4. A single session may be moved once with 30 days’ notice.

Coaching packs

1. Packs of sessions (for example 36 sessions) are paid in advance and valid for 12 months from the first session.
2. Sessions cancelled with less than 48 hours’ notice count as delivered.
3. Sessions may be shared across a named group of delegates if agreed at booking.