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IALC_2016_Leeds_frequently_asked_questions

All you need to know about the IALC international Workshop: who attends, how to apply, how to get there and what to expect

Agent information pack (pdf)  Member information pack (pdf)  Full workshop programme  

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Application and registration

  • Who can attend the IALC Workshop? view
  • How does the application and registration process work? view
  • Booking accommodation in Leeds view
  • How do I request a fam trip? view
  • How can I amend my booking? view
  • How do I pay? view
  • What do I do if I need to cancel my booking? view

Workshop preparation

  • Visa information view
  • Flight discounts view
  • Rail discounts view
  • Getting to Leeds view
  • Online appointment making view

During the workshop

  • Getting around Leeds view
  • Meeting format view
  • Protocol view
  • Making the most of business opportunities view

 

Application and registration

Who can attend the IALC Workshop?

Study travel agencies - The IALC Workshop welcomes applications from active language travel and study abroad agencies.

You may be a large or small company, an established or a new business, a tour operator opening a study travel division, or a private individual offering study abroad consultancy online.

Agent places at the IALC Workshop are limited so we review each agent application based on productivity, market and future potential for all IALC schools. Partner agents are no longer guaranteed entry to the IALC Workshop and must apply to attend each year.

The more business that you send to IALC schools the better your chances of being accepted. You can search for and contact IALC schools using our course finder.

Educators - All educators are IALC-accredited language centres.

With a wide range of destinations and language programmes on offer, the IALC workshop is the best specialist language travel workshop in the industry.

Exhibitors - Service providers can request a stand at the IALC workshop.

Find our more about exhibiting, sponsoring or advertising at the IALC workshop.

 

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How does the application and registration process work?

We will start to take applications from agents in August

Step 1 - Apply to attend using the online application form. Please include as much detail as possible to support your application.

Step 2 - Your application is reviewed based on the information you provide and feedback from IALC member schools.

Additional references may also be requested.

Due to the popularity of the IALC Workshop subsidised agent places are limited. We have to prioritise markets and agencies identified by  IALC language schools as having strong business potential for them.
You will be advised within two weeks if you have been accepted to attend or not. Some agencies may be added to a waiting list.

Step 3 - If your application to attend is approved you will receive a confirmation and invoice by email.

You must make payment by 28 February 2016 through the StudyPay payment gateway. If we haven't received payment by this date your registration may be cancelled.

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Booking accommodation in Leeds

IALC offers each agency one room in Leeds from 7-10 April (3 nights including breakfast & internet). You can share this room with a companion or additional delegate. Please select your preferred hotel during registration, we will do our best to accommodate you in your preferred hotel but this is not guaranteed.

You can book extra nights or additional rooms for colleagues at the IALC preferential rates below during registration or by logging into your My Registration page at a later date. Extra nights and additional rooms are paid directly to the hotel in GBP on departure.

 

Leeds Marriott Hotel £115 single / £125 double or twin including internet and breakfast

 

Queens Hotel, Leeds £109 single / £119 double or twin including internet and breakfast

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How do I request a fam trip?

Step 1 - You can request a fam trip when you apply to attend the workshop.

Step 2 - When your Workshop application is approved we will send your request to the schools who are organising the fam trip.

Step 3 - A school representative will contact you directly within 5 working days advising if you have been accepted on the fam trip or not.

Step 4 - You'll receive an email from IALC with a separate invoice for your fam trip fee. 

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How can I amend my booking?

Once your application has been approved you will be able to amend your booking until 28 February 2016.

Use the direct link in your confirmation email and log in using your confirmation number.

 You can add an additional delegate or companion package, change an accommodation request, change a fam trip request, change a delegate name, amend company or contact information.

After this date you can still add companions and additional delegates but you should email workshop@ialc.org to make amendments which may be subject to a €25 administration fee per change.

Please note that amendments to fam trips and accommodation will NOT be confirmed until you receive email from IALC confirming the change.

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How do I pay?

Your invoice

If your application to attend is approved you will receive a confirmation and invoice by email. You must make payment within 28 days of receiving your invoice. 

Each working delegate will receive a separate invoice. Companion fees will be included on the working delegate's invoice. To download individual invoices or a group statement of account log into your My Registration page.

Invoices do not show accommodation charges. Any accommodation charges are settled directly with the hotel on departure in GBP.

If you have requested a fam trip and this is confirmed by the organising schools or add an additional item later you will receive a separate invoice for this fee.

 

Payment

You can pay by credit card or local bank transfer through the IALC StudyPay Payment Gateway.

Most delegates will be able to make a local bank transfer payment in your own currency to a local, in-country bank account. The transaction fee is £2 or the equivalent in your local currency and for those outside the Euro Zone StudyPay promises highly competitive exchange rates.

You can also pay by credit card. A charge for payments made by credit card will apply (approx. 2.5%).

 For help making payment contact StudyPay on askstudy-pay@baydonhillfx.com or Hollie on workshop@ialc.org if you need to pay by another method.

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What do I do if I need to cancel my booking?

All cancellations must be notified in writing to workshop@ialc.org.

Cancellations received on or before 28 February 2016 will be fully refunded.

Cancellations received between 29 February and 7 March 2016 are subject to a cancellation charge of EUR125 per person.

Cancellations received on or after 8 March 2016 are subject to a cancellation charge of the total registration fee + 3 nights’ hotel accommodation per room cancelled (€450).

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Workshop preparation

Agent information pack (pdf)  Member information pack (pdf) 

Visa Information

It is your responsibility to check the most up to date visa regulations, determine if they are applicable to you and apply in plenty of time. 

According to UK Visa & Immigration (April 2015):

You can apply for a Standard Visitor visa if you are coming to the UK for a conference. 

You can apply for a visa up to 3 months before your date of travel to the UK.

You should get a decision on your visa within 3 weeks, but please check for current processing times and allow plenty of time when applying for your visa.

Visit the UK Visa & Immigration website to check if you do need a visa and/or if you need to bring supporting documents to show at the border. 

You can request a visa support letter during registration or by emailing workshop@ialc.org.

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Flight discounts

oneworld is pleased to be the official airline alliance of IALC 2016 Workshop Leeds & York

oneworld®, the premier global airline alliance, brings together 15 leading airlines from around the world - airberlin, American Airlines, British Airways, Cathay Pacific Airways, Finnair, Iberia, Japan Airlines, LAN Airlines, TAM Airlines, Malaysia Airlines, Qantas, Qatar Airways, Royal Jordanian, S7 Airlines and SriLankan Airlines. Together with around 30 affiliate members, oneworld’s network currently serves more than 1,000 destinations in 155 countries.

Click here or visit www.oneworld.com/events and enter event code OW54C15 to log in as an attendee and access our convenient online booking tool and enjoy attractive flight discounts for travel to the event. 

oneworld is pleased to be the official airline alliance of IALC 2016 Workshop Leeds & York

Download more information

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Rail discounts: 20% off Virgin Trains East Coast

Virgin Trains supports the IALC WorkshopThis offer has been created specifically for those travelling to/from the event, is only available on the travel dates shown and is subject to availability. 

As an exclusive offer, we need to ensure only registered delegates and exhibitors of the conference have access so when booking you will need to use the unique promotional PIN code which the conference organiser will send to you. If you need this code re-sending please contact hollie@ialc.org.

When can I book?

- Bookings can be made from the 22 January 2016 up until Midnight on 31 March 2016.
- Bookings are available for travel between 1-15 April 2016 inclusive - seat researvation compulsory
- Don’t forget – this an agreed discount for IALC Workshop attendees and is only available when you book using the unique link, your email address and promotional PIN code (IALC).
- You can choose to have your tickets as ticket to mobile, Self-Print, collect from a self service ticket vending machine at the station, or posted to your home.

Please note, when selecting ticket delivery by ticket to mobile or Self-Print you’ll need to provide the name of the traveller along with identification details for the traveller which must then be carried during the journey. The payment card used to purchase your ticket will be required if collecting from a self service ticket vending machine on departure.

What do I need? 

 - Please make sure you take your train ticket and seat reservation with you.

How to book your 20% discount 

- Select the “Book Now” button below.
- Enter your email address and promotional PIN code in the fields provided.  
- Enter your travel dates and times. The fares you see will already have the discount applied.
- Complete your order.
- All major credit, debit and charge cards are accepted as payment.
- Once a booking is made no refunds or changes will be allowed

Book now through this link only! - Discount code: IALC

If you have any problems with your booking please contact our web support team on 08457 225 111.

View more information and full conditions

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Getting to Leeds

ARRIVING BY PLANE

Leeds Bradford International Airport

UK flights

 With direct flights from 13 UK destinations, you can fly to Leeds from Bristol, Edinburgh, Exeter, Glasgow, London, Newquay, Plymouth, Southampton and many more...

There are three daily flights operated by British Airways from Heathrow. Remember to use the IALC 2016 Workshop One World discount code.

International flights

 Frequent scheduled services run between Leeds Bradford International Airport and the main airports of London Heathrow, Amsterdam, Dublin and Paris.

There are three daily flights operated by British Airways from Heathrow. Remember to use the IALC 2016 Workshop One World discount code.

Airport transfers - The airport is 8 miles (13km) north of Leeds. 

- CES shuttle service: CES will be providing a shuttle service for agents arriving at Leeds Bradford International airport on Wednesday 6 & Thursday 7 April. A return service will be available on Sunday 10 April. (timetable TBA)

- The Airlink Bus (no 757) runs every 30 minutes between the airport and Leeds City Bus and Coach Station and the City Station. To find out more on www.wymetro.com.

- TaxiArrow is the official taxi provider for Leeds Airport www.arrowprivatehire.co.ukYou can pre book online or pay on arrival at the Arrow office, immediately outside the terminal building. You can also call their 24/7 call centre on +44 113 258 5888 and book your return journey.

 

Manchester Airport

Airport transfers - Located an hour and a half by train from Leeds

- Trains to Leeds and York are operated by First Transpennine Express regularly up until midnight, with reduced frequency of services on Sundays. The average journey time ranges between one hour to one hour thirty minutes for Leeds. Look for the direct trains for the quickest journey times.

- TaxiArrow is the official taxi provider for Manchester Airport www.arrowprivatehire.co.ukYou can pre book online or pay on arrival at the Arrow office, immediately outside the terminal building. You can also call their 24/7 call centre on +44 113 258 5888 and book your return journey.

 

London Airports

Airport transfers - Central London is two hours by train to Leeds

- Flights: Get a connecting flight to Leeds Bradford International Airport. There are three daily flights operated by BA from Heathrow. Remember to use the IALC 2016 Workshop One World discount code.

- Trains: Make your way to Kings Cross in central London where you can get a direct train to Leeds

 

ARRIVING BY TRAIN

You can book tickets 3 months ahead of your travel. Book early for cheaper fares. 

Frequent, direct trains carry visitors from London to Leeds in just over two hours. There are also regular services from Scotland, the Northeast, the Midlands and across the Pennines.

- You can book First Transpennine Express trains to Leeds from Manchester.

Virgin Trains East Coast operates an inter-city train service between Leeds and London Kings Cross, running half-hourly at peak times.

- CrossCountry trains also run a frequent service from many of Britain's major cities.

For more information go to www.nationalrail.co.uk.

 

ARRIVING BY CAR

Please note, there's limited parking at the hotels

Parking fees:

- Marriott Leeds Hotel: 9 GBP per delegate per 24 hours

- Queens Hotel: 10 GBP per car per night

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Online appointment making

Appointments are made through Marcom eSchedule PRO in advance. Appointment making will begin in early March. Your log in will be sent separately. Get more appointments and make the most of your appointments with IALC schools by:

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During the workshop

Getting around Leeds & York

In Leeds

View the IALC 2016 Workshop location map. Everything in Leeds city centre is easily accessible on foot.

IALC will provide shuttle buses for transfers between the Hotel and the Workshop venue. 

Taxis - Arrow:  24/7 call centre +44 113 258 5888 - www.arrowprivatehire.co.uk

Water Taxis - river boats take passenger from Granary Wharf near the station and the hotel, to Leeds dock near the Royal Armouries where the Workshop is held.

For tailored information, phone, visit the Visit Leeds website or send your question in a tweet. You'll receive friendly advice and clear directions to ensure you see and experience everything on your wish list.

In York

Got to VisitYork.org for information on travelling to York and getting around once you are there.


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Meeting format

2 days of one-to-one business appointments with the owners and directors of of the world’s leading independent language schools, offering an unrivalled choice of worldwide destinations.

Appointments are 20 mins long with a 5 min break between appointments and will be held at the school’s meeting table.

There will be a digital timer and a signal at the end of each appointment slot.

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 Protocol

Agents must attend all morning and afternoon sessions of the workshop and make at least 18 appointments with IALC schools over two days.

Local agents are expected to attend at least one full morning or afternoon session and make at least 6 appointments.

Hosted agencies may not sell or trade with non-IALC language schools during the IALC Workshop.

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 Making the most of business opportunities at the IALC Workshop

The unique IALC Workshop programme offers many more business opportunities beyond formal business meetings. Taking part in the full Workshop schedule will allow you to maximise your time at the Workshop.

Unique evening events offer delegates the perfect environment to network and create lasting partnerships with IALC schools. 

Use lunch and refreshment breaks to visit exhibitor stands or extend your business appointments.

Build industry knowledge with IALC schools at professional seminars that are relevant to your business.

Fam trips to IALC schools across the UK and Ireland allow you to see more of this top study travel destination.


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Find out what makes the IALC Workshop different from past attendees.

IALC 2016 Workshop in Leeds and York

Event: IALC 2016 Workshop
Dates: 7-10 April 2016
Location: Leeds & York, UK (map)
seminars: Leeds Marriott Hotel
workshop: Leeds Royal Armouries
Hosted by: CES Leeds & Melton College, York
Educators: IALC-accredited language schools

#IALC2016

General information

ProgrammeSeminarsFam-trips: UK & IrelandPre-workshop visit to YorkCompanion toursFrequently asked questions

Why attend

Business benefitsDelegate testimonialsDestination Leeds & York

Prices

Agent pricesExhibitor pricesSponsorship & advertising

Host language schools

CES Leeds and Melton College York