Booking & Cancellation Policy

Orbis Musicus Ltd.

1. Registration and Payment

Applications for Orbis Musicus courses are carefully reviewed following the relevant application deadline.

Submission of an application does not automatically guarantee acceptance into an Orbis Musicus course.

Where scholarships are offered, all applications, including scholarship applications, will be reviewed after the scholarship deadline to ensure a fair and transparent allocation of places.

Applicants will be informed of the outcome of their application within 5 working days following the relevant application deadline.

Participation in an Orbis Musicus course is confirmed only upon written acceptance and receipt of full payment of the course fee.

Payment must be completed within 5 working days of receiving the acceptance email.

If payment is not received within this period, Orbis Musicus reserves the right to offer the place to another applicant.

2. Visa Applications and Early Review

Applicants who require additional time to arrange a visa are encouraged to submit their complete application as early as possible and to inform Orbis Musicus of their circumstances.

Where visa processing times make this necessary, Orbis Musicus may, at its discretion, arrange for a completed application to be reviewed before the relevant application deadline. Early review is only available to applicants who are not applying for a scholarship, as all scholarship applications must be considered together after the deadline to ensure a fair and transparent process.

If an applicant is accepted through this early-review process, the full course fee must be paid within five working days of the acceptance email in order to confirm the place. Once the payment has been received, Orbis Musicus will issue an official invitation letter in support of the visa application.

In the event that a visa application is refused, Orbis Musicus will refund 50% of the course fee upon receipt of official written evidence of the refusal. The remaining 50% is retained to cover the reserved course place and the administrative work already undertaken in preparing for the applicant’s participation.

The issuing of an invitation letter does not guarantee that a visa will be granted. Applicants remain responsible for submitting their visa application in good time, providing all required documentation, and meeting any associated costs.

3. Course Fee

The course fee and what it includes are specified in the respective course description.

Participants are responsible for reviewing the course details carefully prior to booking.

Travel, meals (unless explicitly included), and any additional personal expenses are not included unless stated otherwise.

Any bank transfer fees or charges are the responsibility of the participant.

4. Cancellation by Participant

Cancellations must be made in writing via email.

Visa refusals are handled separately in accordance with the provisions set out under “Visa Applications and Early Review” above.

Cancellation charges are as follows:

More than 21 days before the course start date:

A full refund will be issued minus an administrative fee of €100.

⁠Between 8 and 21 days before the course start date:
50% of the course fee will be refunded.

⁠7 days or less before the course start date, or in the case of non-attendance (no-show):
The course fee is non-refundable.

5. Cancellation by Orbis Musicus

In the unlikely event that a course must be cancelled by Orbis Musicus, all fees paid will be refunded in full.

No further liability can be accepted for additional costs such as travel, accommodation, visa, or insurance arrangements made independently.

6. Changes to the Programme

Orbis Musicus reserves the right to make changes to the course schedule, venue, or programme where necessary.

Such changes do not automatically entitle participants to a refund.

In the event of significant changes to the advertised faculty, Orbis Musicus will review refund requests on a case-by-case basis.

7. Liability

Participation in any Orbis Musicus course is at the participant’s own risk.

Orbis Musicus accepts no liability for personal injury, illness, loss, or damage to personal belongings unless caused by gross negligence.

Orbis Musicus accepts no liability for loss, theft, or damage to musical instruments or equipment.

Participants are expected to behave respectfully and professionally throughout the course.

Orbis Musicus reserves the right to remove any participant whose behaviour is deemed inappropriate, disruptive, or harmful to others. In such cases, no refund will be given.

8. Insurance

Participants are responsible for arranging their own medical insurance, liability insurance, accident coverage, and insurance for personal belongings, including musical instruments.

We recommend that all participants take out adequate travel insurance, including cancellation cover.