10 August 2007

Page 1 © International Baccalaureate Organization 2007

Frequently Asked Questions about Registration for IB Asia Pacific Regional Workshops

Dear IB Coordinator,

The role of the IB Programme Coordinator involves many responsibilities. Among other things, you play a vital role in the management of IB professional development for your school community, and we require your support in order to successfully deliver an extensive programme of workshops throughout the Asia Pacific region. Over the years, our teacher training events have become more numerous, frequent and diverse in order to support the growth of IB Programmes across the region. Likewise, our workshop registration process and policies have become more sophisticated in order to manage the increased number of participants.

To help you in coordinating IB professional development at your school, we have compiled answers to the “Frequently Asked Questions” that the Regional Office receives from coordinators and participants regarding workshop registration, payment and logistics.

CONTENTS

WORKSHOPS AND REGISTRATION: GENERAL ISSUES 1. How do I know what workshops are available in 2008?

2. When and how do I register for workshops?

3. Are regional workshops exclusively for teachers from IB Asia Pacific Schools?

4. Why are there different workshop “levels” of workshops, and how do I know which one is appropriate for my staff?

5. What is the fee for a workshop and what does it include?

6. If I register early, does my school get a reduced rate?

7. If my school does not pay within the 2­week deadline, will I lose my seat?

8. Can my staff register themselves online?

9. When I tried to register my staff online, I discovered that the workshop was already full. What can I do?

10. Are additional workshops ever added?

11. The registration deadline for the workshop has passed, but I would like to know if seats are still available. What can I do?

12. My school is in the process of recruiting teachers. I need to register places for our staff, but I don’t know who they are yet. Can I sign up for the workshops without names and let you know who they are later?

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13. If I show up at a workshop without registering, is there any chance I can get in if seats are available?

ONLINE REGISTRATION AND PAYMENT

14. Online registration requires a school code. What is our school code?

15. My school code doesn’t work. What can I do?

16. Do you need the full names for those who are attending workshops?

17. I want to register 5 teachers for the same subject. But the on line registration system won’t allow it. What can I do?

18. How do I know if I have successfully registered my staff online?

19. What does the automated email acknowledgement look like?

20. If I register online, do I have to pay by credit card?

21. I have opted to pay by credit card and the system leads me to the Paypal system. Is this normal?

22. I have opted to pay by bank draft or telegraphic transfer and I have completed the registration process. Will I receive an invoice to make payment?

23. What information must we provide with payment by telegraphic transfer or bank draft?

24. One of the online payment options indicated is “credit note”. What is a credit note?

25. If my school does not pay within the 2­week deadline, will I lose my seat?

REGISTRATION: FORMAL CONFIRMATION OF REGISTRATION

26. How can I be sure that IBAP Finance has received payment and that my staff are formally registered?

27. I have used Paypal to make payment by credit card. How do I get formal confirmation?

28. I have completed the online registration and made payment by bank draft or telegraphic transfer. How will I get formal confirmation?

29. I have opted to pay by credit note. How will I get formal confirmation?

30. The workshop is in two weeks and I haven’t received any correspondence or confirmation. What happens if I send staff to a workshop without receiving confirmation of registration?

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REGISTRATION: CHANGES AFTER REGISTRATION

31. Should I wait for formal confirmation of registration to make flight arrangements for our workshop candidates?

32. Can I transfer from one workshop to another at the same event?

33. Can I send a “substitute” staff member for another who was already been registered online and is now unable to attend?

34. We must cancel an online registration. What happens now?

35. What happens if a workshop is cancelled?

WORKSHOP LOGISTICS

36. What do participants need to bring to the workshops?

37. Where can I find the workshop agenda?

38. How long do workshops last?

39. Do participants need to attend the whole workshop in order to receive their certificate?

40. What happens if my staff fall sick during the workshop and miss some sessions?

41. What happens if my staff fall seriously ill and are unable to attend the workshop? Can we get a refund?

42. I have a teacher who simply forgot to attend the workshop. Can we get a refund?

43. Who is responsible for organizing travel and accommodation for the participants?

44. I want to book flights and accommodation as soon as possible to get the best rates. Can I go ahead?

45. What if a participant requires a visa to attend this workshop?

46. Should participants have travel insurance?

47. Where can participants find out about such things as airport tax, exchange rate, weather, and tourism in the workshop location?

48. Does the annual event calendar change during the year?

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OTHER QUESTIONS

49. Some of my staff need workshops that are not available on this year’s calendar. What can I do now?

50. I know that there are associations and networks of IB schools / programmes in various parts of the region. What role do they play in providing professional development support?

51. How do I find out if there is an association / network available for our school?

52. An independent professional development consultant has offered to provide IB training for my staff. How can I use them?

53. If my school would like to host a workshop in the future, what should do we do?

WORKSHOPS AND REGISTRATION: GENERAL ISSUES 1. How do I know what workshops are available in 2008? For an overview of all events in the region, go to the IB Asia Pacific Regional website at http://www.ibo.org/ibap/workshops/ where the 2008 Workshop Calendar is available in PDF format.

We suggest that you download the calendar and print it out for quick reference. Also, please take note of any announcements from the regional office about changes and additions to the calendar. The revision date appears at the bottom of the PDF document.

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2. When and how do I register for workshops? Registration for workshops will open 6 months before the event. You must visit the website above and register online. Please note that the following registration codes are required:

• IB World Schools schools: use your 6­digit school IBIS code • Candidate schools: 6­digit candidate school code supplied to coordinators • Interested schools: 6­digit interested school code supplied to coordinators

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3. Are regional workshops exclusively for teachers from IB Asia Pacific Schools? Our workshops are open to IB teachers around the world; however our primary goal is to satisfy the teacher training needs of IB schools within the Asia Pacific region. Therefore, Asia Pacific IB teachers receive first priority for regional workshop registration. Interested teachers from an IB School outside the region (or non­IB school teachers with appropriate experience) should e­mail the Events Department at ibapevents@ibo.org with the following details: your full name, your school, the date and place of the workshop for which you would like to be considered. You will be placed on a waitlist, and if a space is available at close of registration, you will be contacted.

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4. Why are there different workshop “levels” of workshops, and how do I know which one is appropriate for my staff?

Within each programme, workshops are designed to suit different levels of participants’ experience and needs. For example, a level 1 workshop generally serves an introductory function, while level 2 and level 3 workshops build upon participants’ knowledge and experience with the programmes. To ensure productive professional development for all, please refer to the workshop descriptors to ensure that your workshop candidate’s IB experience is appropriate. Descriptors can be found through a link on the website http://www.ibo.org/ibap/workshops/ and links on individual workshop registration pages.

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5. What is the fee for a workshop and what does it include? As of January 2008, a standard workshop fee for a three­day workshop is US$520 per person. This includes all resources, refreshment breaks and lunch during the 3 days

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training. It does not include travel and accommodation costs. Workshop fees are subjected to change as necessary by the Regional Office. However, they generally remain the same for the calendar year. Top

6. If I register early, does my school get a reduced rate? We offer an “Early Bird” registration rate of US$480 per person if you register and pay prior to the early bird deadline approximately 3 months before event. After this deadline, the early bird privileges will be lost and the standard fee of US$520 will apply if you have not made payment. Top

7. If my school does not pay within the 2­week deadline, will I lose my seat? Yes. After 2 weeks, you will receive an email notification about payment due and the pending cancellation of your registration, with associated cancellation charges. If we do not hear from you within 3 working days after receipt of this email warning, your place will be cancelled and charges will apply. (See the table after FAQ #34 below). Top

8. Can my staff register themselves online? Workshop registration is the responsibility of the IB Coordinator or the designated professional development coordinator in your school community. For efficiency in communication, the IBAP Events Department only liaises with the IB Coordinator or administrator who has sole authority for professional development matters. Top

9. When I tried to register my staff online, I discovered that the workshop was already full. What can I do?

If a workshop is full, please send an email request to ibapevents@ibo.org to be placed on a waitlist. Make sure that you provide the following details:

1. Name(s) of Participant(s) 2. Email Address(es) of Participant(s) 3. Years of Experiences 4. Name of School 5. Name of Coordinator 6. Email Address of Coordinator 7. Name, date and location of the Workshop

IB Asia Pacific programme managers monitor waitlists to determine whether it is appropriate to open a second class. The Events Department will contact you if there is a vacancy. Top

10. Are additional workshops ever added? Yes. The rate of workshop registration is carefully monitored by the regional programme managers. If the “early bird registration” numbers indicate sufficient interest for a particular workshop, and if the same workshop is not offered later in the year at another venue, we may be able to open an additional class. Of course this depends upon whether the venue can accommodate an additional workshop and whether an additional workshop leader is available. Top

11. The registration deadline for the workshop has passed, but I would like to know if seats are still available. What can I do?

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After the registration deadline, you may send an email request to ibapevents@ibo.org to check for availability in a specific workshop. If seats are still available, we may be able to register your staff. If the class is full, you will be informed and have the option of being placed on the waitlist. The IB Asia Pacific Events Department will notify you via email if a seat becomes available. Top

12. My school is in the process of recruiting teachers. I need to register places for our staff, but I don’t know who they are yet. Can I sign up for the workshops without names and let you know who they are later?

We do not encourage such practice. If this is unavoidable due to teacher recruitment, we can still accept the registration. However, the early bird rate does not apply under such circumstances and there will be an additional administrative fee of US$80 per name given at a later stage. (See FAQ #32) Top

13. If I show up at a workshop without registering, is there any chance I can get in if seats are available?

No. As you can appreciate, it is impossible for us to accept “walk­in” participants who simply appear at workshops without going through the registration process. Top

ONLINE REGISTRATION AND PAYMENT 14. Online registration requires a school code. What is our school code? Your school IBIS code allows you to register online. It is a unique 6­digit code which indicates your status as an IB World, candidate or interested school.

• IB World schools: use your 6­digit school IBIS code • Candidate schools: 6­digit candidate school code supplied to coordinators • Interested schools: 6­digit interested school code supplied to coordinators

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15. My school code doesn’t work. What can I do? Make sure that you are using the correct 6­digit school code for your status as an IB World School or as a candidate/interested school (see FAQ #2). If you still have difficulties, then send an email to ibapevents@ibo.org to check on your school code. Top

16. Do you need the full names for those who are attending workshops? Yes. When registering online, it is essential that full and formal names of participants and schools are accurately entered, as this information will appear on official certificates of attendance and participant badges. Also, you must ensure that correct e­mail addresses are entered for coordinators and each participant so that the regional office and the Workshop Leaders can contact them with important information prior to the event. Top

17. I want to register 5 teachers for the same subject. But the on line registration system won’t allow it. What can I do?

There is an attendance limit for workshops; no more than 3 teachers from the same school may register for the same workshop class. This ensures that workshops have a

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balanced input of teachers from different schools for professional interaction and provides greater access to more schools. Top

18. How do I know if I have successfully registered my staff online? Please follow the steps indicated at the top of the on­line registration web pages. You must complete 4 steps of the online registration process in order to register.

When these 4 steps are completed, you will receive an automated email acknowledgement informing you that your online registration is being processed. If you do not receive automated email acknowledgement, the registration process is incomplete. Top

19. What does the automated email acknowledgement look like? The automated email acknowledgement will have the subject heading “Your Registration is Processed” as below, with an indication that all 4 steps have been completed.

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Top

20. If I register online, do I have to pay by credit card? No, however it is the easiest means of payment. Payment by credit card is secure and receives an instant seat confirmation. If this means of payment is not possible for you, we do accept telegraphic transfer or bank draft. Top

21. I have opted to pay by credit card and the system leads me to the Paypal system. Is this normal?

Yes. For your security, we use the Paypal system for credit card transactions. When you register and pay using Paypal, you will receive an automated e­mail message confirming payment. If you do not have a Paypal account, you will need to apply for one before you can register and pay by credit card. If this means of payment is not possible for you, we do accept telegraphic transfer or bank draft. Please note that the IB Asia Pacific Regional Office cannot accept credit card details over the phone. Top

22. I have opted to pay by bank draft or telegraphic transfer and I have completed the registration process. Will I receive an invoice to make payment?

Once you have completed the online registration, you will receive an automated email message indicating your registration details and identifying the amount due to the IB Asia Pacific Office. This is your invoice. Payment must be received within 2 weeks. Top

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23. What information must we provide with payment by telegraphic transfer or bank draft?

When you pay using bank draft or telegraphic transfer, we require essential information in order to match your payment with your online registration. In the “comment” field of the telegraphic transfer or bank draft, you (or your school’s finance department) must include:

• Your school name • Your registration reference number

Your registration reference number appears in the automated email message you receive upon completing online registration. Our Finance Department requires this information in order for to verify payment. Once we have verified payment, the Events Department will send you an email confirmation. Top

24. One of the online payment options indicated is “credit note”. What is a credit note?

A credit note is a record of credit issued at the discretion of the IB Asia Pacific Regional Office. The Regional Office issues refunds in the form of credit notes only. It is valid for two years from the date of issue and is only applicable on workshops/conference organized by IB Asia Pacific Regional Office. It is not applicable for franchised events or for workshops outside the Asia Pacific region. Top

25. If my school does not pay within the 2­week deadline, will I lose my seat? Yes. After 2 weeks, you will receive an email notification about payment due and the pending cancellation of your registration, with associated cancellation charges. If we do not hear from you within 3 working days after receipt of this email warning, your place will be cancelled and charges will apply. Top

REGISTRATION: FORMAL CONFIRMATION OF REGISTRATION

26. How can I be sure that IBAP Finance has received payment and that my staff are formally registered?

When payment has been processed, you will receive an email confirmation from the Events Department. Print and save this message. It is your confirmation of payment. Workshop participants must be provided with a copy of this correspondence and must have it with them when they register at the workshop. If you do not receive this correspondence within 3 weeks after having submitted payment and the required school information, please contact us at ibapevents@ibo.org. Top

27. I have used Paypal to make payment by credit card. How do I get formal confirmation?

When you complete payment using Paypal, your payment and registration is confirmed immediately with an automated email confirmation. This message will include the following information:

• School name • Name of participant(s) • Workshop subject(s) • Workshop date and location • Your registration reference number

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Print and save this message. It is your confirmation of payment. Workshop participants must be provided with a copy of this correspondence and must have it with them when they register at the workshop. You will not receive another email confirmation from the Events Department. However, approximately 2 weeks prior to the event, you and your registered participants will receive an email correspondence about the logistics of the workshop from the workshop leader and the Events Department. If you have not heard from us at this point of time, you may have made an error in entering your email address. In this case, we would appreciate that you contact us at ibapevents@ibo.org to verify the information. Top

28. I have completed the online registration and made payment by bank draft or telegraphic transfer. How will I get formal confirmation?

If you have provided the required information in the “comment” field of the telegraphic transfer or bank draft (i.e. school name and registration reference number), your payment should be processed within 3 weeks (see FAQ #22 above).

If you have not received confirmation within 3 weeks, this may be because you have not provided the required information. You will need to fax (+65 6776 4369) or e­mail ibapfinance@ibo.org with proof of payment including:

• a clear remittance copy of your telegraphic transfer or bank draft transaction • School name • Name of participant(s) • Workshop subject(s) • Your registration reference number

When your proof of payment has been processed by the Finance Department, you will receive an email confirming registration. Top

29. I have opted to pay by credit note. How will I get formal confirmation? You need to contact ibapfinance@ibo.org to verify your credit note. Once the credit note is used and no further payment is required, you will receive an email confirmation from the Events Department. Print and save this message. It is your confirmation of payment. Workshop participants must be provided with a copy of this correspondence and must have it with them when they register at the workshop. If your credit note is insufficient and only covers partial payment of full registration fees, you will receive an invoice and we will need to receive the balance payment within 2 weeks. Top

30. The workshop is in two weeks and I haven’t received any correspondence or confirmation. What happens if I send staff to a workshop without receiving confirmation of registration?

The lack of confirmation may be due to an incomplete online registration or an error in your email address. It is the responsibility of the school IB Coordinator to contact the Events Department if you have not received any confirmation prior to the workshop. We reserve the right to deny admission to those unregistered participants who appear at the venue without documented confirmation of online registration and payment. Top

31. Should I wait for formal confirmation of registration to make flight arrangements for our workshop candidates?

Yes. Top

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REGISTRATION: CHANGES AFTER REGISTRATION

32. Can I transfer from one workshop to another workshop at the same event? No. There are no “transfers”. You may cancel your registration and register again for a new workshop. Please note that standard cancellation fees will apply (as indicated in the table below). Top

33. Can I send a “substitute” staff member for another who was already been registered online and is now unable to attend?

Yes, you may substitute another staff member for the same workshop. You will need to send an email to ibapevents@ibo.org to inform us of the situation as soon as possible. If the early bird deadline has passed by the time of substitution, then that rate is no longer available. Please note that there is an administrative fee of US$80 per change after online registration (as indicated in the table below). Top

34. We must cancel an online registration. What happens now? A cancellation fee will apply after online registration. It is to your advantage to inform us as soon as possible so as to avoid incurring higher cancellation fees. For more details, please refer to the substitution and cancellation policy (as indicated in the table below). Top

35. What happens if a workshop is cancelled? If payment has been made, we will refund the full amount in the form of a credit note (less bank charges) for you to apply to another workshop in the future.

Circumstances Policy

Cancellation after registration, prior to registration deadline US$80 per cancellation

Cancellation after registration deadline and before 14 days prior to the workshop US$200 per participant

Cancellation within 14 days prior to the workshop No refund or credit note

Cancellation due to Visa refusal No refund or credit note

Regional Office cancels workshop Full refund of registration fees less bank charges in the form of a credit note

Substitution A substitution is a change of participant originally registered within the same subject workshop in the same event.

US$80 per substitution Please check with the Regional Office for availability first.

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WORKSHOP LOGISTICS 36. What do participants need to bring to the workshops? All participants must bring a printed copy of the email correspondence from the Events Department, confirming payment and formal registration for the workshop. In the same way that airline companies request passengers to have print copies of e­tickets when they register at the airport, we require workshop participants to have this document as proof of registration in case there are discrepancies in the registration process. For information regarding specific materials or preparation required for the workshop, please refer to the workshop agenda. Top

37. Where can I find the workshop agenda? Agendas are posted on respective workshop websites about one month prior to the event. It is the responsibility of participants and the coordinator to download a copy. Participants should take note of any required materials to bring and the required readings before the workshop. Top

38. How long do workshops last? A workshop normally provides 12 sessions over the course of 3 days. It usually starts from 8.30am – 4.30pm on Day 1, 9am – 4.30pm on Day 2 and 9am – 4pm on Day 3. Refer to workshop agendas for more details. Top

39. Do participants need to attend the whole workshop in order to receive their certificate?

Yes. Participants are expected to attend all 12 sessions of the workshops in order to receive a Certificate of Attendance. Attendance will be taken by the workshop leaders for each session. Please ensure that travel arrangements permit full attendance. Top

40. What happens if my staff fall sick during the workshop and miss some sessions?

Participants who miss part of the workshop for any reason will receive a Statement of Participation indicating the number of sessions attended. Top

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41. What happens if my staff fall seriously ill and are unable to attend the workshop? Can we get a refund?

It is your responsibility to inform us prior to the first day of the event by sending an email to ibapevents@ibo.org. To request a full refund in the form of credit note, please submit a medical certificate as a supporting document. Top

42. I have a teacher who simply forgot to attend the workshop. Can we get a refund?

There are no refunds for “no shows”. Top

43. Who is responsible for organizing travel and accommodation for the participants?

Confirming flights and accommodation are the responsibilities of the coordinator or participant. Please ensure that travel arrangements allow participants to attend all 12 sessions of the workshop. The Regional Office will negotiate special room rates for the duration of the workshops. These rates will be available to you in the information pack. Top

44. I want to book flights and accommodation as soon as possible to get the best rates. Can I go ahead?

You are advised to book flights only after receiving your registration and payment confirmation. As some hotels offer special rates with an early cut­off date, you are advised to reserve a room as soon as possible. Top

45. What if a participant requires a visa to attend this workshop? Visas are the participants’ responsibility. Approval of visa application comes from the respective immigration department of the country hosting the workshop. You are advised to apply for your visa as soon as possible as some countries require 2­3 weeks for processing. If you require an invitation letter in order to process your visa application, please contact us at ibapevents@ibo.org. Top

46. Should participants have travel insurance? It is recommended that participants purchase travel insurance with their air ticket. Neither the IBO nor its directors, officers or agents are responsible or liable for the safety and property of participants or their companions during the workshops nor any excursions related thereto. Travelling to and from the workshop venue shall take place under the participants’ sole responsibility. Participants are advised to seek information on potential health and security risks incurred by themselves or their companions at the workshops and to secure adequate insurance coverage. Top

47. Where can participants find out about such things as airport tax, exchange rate, weather, and tourism in the workshop location?

A registration information pack is available on the respective workshop websites. They provide some basic information and web links for reference. Top

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OTHER QUESTIONS 48. Does the annual event calendar change during the year? Yes, additions and changes may occur throughout the year. We make it a point to email updates to coordinators whenever we make changes. Alternatively, you may want to revisit our online Regional Workshop Calendar at http://www.ibo.org/ibap/workshops/ where the 2008 Workshop Calendar is available in PDF format. New workshops are indicated on this document by the following marker: . Top

49. Some of my staff need workshops that are not available on this year’s calendar. What can I do now?

Please contact the appropriate Regional Programme Manager for advice, especially if training is required for authorisation. Often, temporary professional development support can be arranged locally with networks and associations, or through mentoring with nearby schools or online advisors. You may also wish to contact Regional Representatives for information regarding associations and networks in your region. Alternatively, you may check to see if those workshops are available in other regions at: http://www.ibo.org/events/. Top

50. I know that there are associations and networks of IB schools / programmes in various parts of the region. What role do they play in providing professional development support?

Associations and networks of IB schools / programmes do not offer official IB Asia Pacific Regional Workshops. However, they provide a valuable service in offering community­ based professional development support activities, on a not for profit basis, which complement the IB’s regional workshop provision. Schools are encouraged to participate in these activities and record them appropriately as part of their professional development portfolio for the programme evaluation process. However, it should be noted that these are support activities only and do not satisfy IB programme authorization requirements. Top

51. How do I find out if there is an association / network available for our school? You may email the Regional Programme Manager at the IB Asia Pacific Regional Office to receive contact details for the relevant association or network near you. Top

52. An independent professional development consultant has offered to provide IB training for my staff. How can I use them?

We appreciate that there are many reputable agencies and professional providers around the world who offer valuable training on matters beyond the IB. However, schools should note that participation in externally provided PD events will not count for the purposes of school authorization and evaluation unless the event in question has been formally recognized by the IB through a contractual agreement negotiated between the provider and the Regional Office.

If you require advice regarding registered IB professional development providers in the Asia Pacific region, please contact the relevant Programme Managers at the Regional Office.

In your communication with independent teacher­trainers, we ask that schools note the following points:

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• No officially recognized external provider may market to IB world schools variations of IB recognized PD events other than those formally approved by the Regional Office as being offered “in cooperation with the IB”.

• The intellectual property of the IB may not be used under any circumstances without a signed contractual agreement or other written approval issued from the organization. This includes the use of materials published under copyright, the use of IB registered trademarks, and any practice that can be construed as passing off or trading on the IB’s reputation. Unauthorized use of its intellectual property may result in the IB taking legal action to protect its rights.

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53. If my school would like to host a workshop in the future, what should do we do?

We welcome your expression of interest in hosting IBAP Regional Workshops at your school in the future. IBAP appreciates the support and sacrifice that schools have made over the years by opening their doors to regional workshops. Please send an email to ibapevents@ibo.org to indicate your interest in hosting a regional workshop. We will provide you with an overview of school hosting logistics and responsibilities and liaise with you regarding future hosting opportunities. Top

END