Celebrating 20 years of global impact on education
In these booking conditions “participant” means a participant in an expedition (or their parent or guardian if they are under 18 when the booking is made). “Organisation” means the school, college, university, youth group or other organisation who makes the booking on the participant’s behalf and with whom we contract with for the provision of the expedition. References to “party”, “group” and “participants” means all persons (or any of them) named on the booking (including anyone who is added or substituted at a later date). The “group organiser” or “organiser” means the first named adult taking part in the expedition on behalf of the organisation. References to “you” and “your” means the organisation and/or the participants as the particular context requires. References to “we”, “us” and “our” means Camps International Group Limited.
These booking conditions only apply to arrangements which the organisation book with us in the UK and which we agree to make, provide or perform (as applicable) as part of our contract with the organiser. All references in these booking conditions to “expedition”, “booking”, “contract”, “package”, “tour”, “travel arrangements” or “arrangements” means the services we have agreed to provide to the organisation with under the booking.
The completed signed Expedition Agreement Form and the participants’ Application Forms must then be sent to us together with the payments referred to in clause 2 below.
Subject to the availability of the chosen arrangements, we will confirm the expedition by issuing an Expedition Confirmation invoice. This confirmation will be sent to the group organiser. Please check this invoice carefully as soon as it is received. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within ten days of our sending it out (five days for tickets). We will do our best to rectify any mistake notified to us outside these time limits but the organisation or participants (if paying us directly) must meet any costs involved in doing so.
We will communicate with both the organisation and participants by e-mail in relation to the booking. The organisation and participants must accordingly check e-mails on a regular basis. We may also make contract by telephone and/or post if we cannot, for whatever reason, contact by e-mail. Certain documents may need to be sent by post. References in these booking conditions to “send” and “in writing” include communication by e-mail.
If the organisation or participants wish to, you may contact us by e-mail for any of the reasons mentioned in these booking conditions (for example, to request an amendment) providing you do so to firstname.lastname@example.org
In order to confirm the chosen expedition, the organisation or participant (if they are paying us directly) must pay a deposit at the time of booking. The amount of the deposit will be set out in the Expedition Agreement Form and Application Form.
All further payments must be received by us in accordance with the payment timetable set out in the Expedition Agreement Form. These dates will be shown on the confirmation invoice. If paying by Direct Debit, payments must be made in accordance with the agreed schedule set out in the confirmation. Reminders are not sent. If a Direct Debit is cancelled and no alternative arrangements are put in place, then any outstanding payments will become immediately due when the first scheduled payment date is missed.
If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that the participant or group (depending on whether payment relates to an individual or the group) wishes to cancel the booking. In this case, we will be entitled to keep all payments due at that date. If we do not cancel straight away because imminent payment has been promised, the cancellation charges shown in clause 8 will apply depending on the date we reasonably treat the booking as cancelled.
A binding contract comes into existence between us and the organisation when we despatch our confirmation invoice to the group organiser. We both agree that English law (and no other) will apply to the contract and to any dispute, claim or other matter of any description which arises between us (“claim”) except as set out below. We both also agree that any claim must be dealt with by the Courts of England and Wales only unless, in the case of Court proceedings, the organisation is in Scotland or Northern Ireland. In this case, proceedings must either be brought in the Courts of the organisation’s home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, the organisation may choose to have the contract and any claim governed by the law of Scotland/Northern Ireland as applicable (but if no choice is made, English law will apply).
Please note, changes and errors occasionally occur. The organisation and participants must check the price of the chosen expedition at the time of booking.
We reserve the right to make changes to and correct errors in advertised prices at any time before the expedition is confirmed. We will advise the organisation and participants of any error of which we are aware and of the then applicable price at the time of booking.
Once the price of the organisation’s chosen expedition has been confirmed at the time of booking, then subject to the correction of errors, we will only increase or decrease the price in the following circumstances. Changes in the cost of the following mean that the price of the expedition may change after booking.
(a) The price of transportation resulting from the cost of fuel or other power sources;
(b) The level of taxes or fees applicable to the expedition imposed by third parties not directly involved in the performance of your expedition, including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports or;
(c) The exchange rates relevant to the booked expedition.
However, there will be no change within 20 days of the departure date.
The organisation or participants (if paying us direct) may be charged for the amount of any increase in accordance with this clause plus an administration charge of £1.00 per person. However, if this means that the organisation or participants have to pay an increase of more than 8% of the total price of the confirmed expedition (excluding any insurance premiums, amendment charges and/or additional services or travel arrangements) the participant will have the option of (i) accepting the price increase and pay the requested amount (ii) accepting a change to another expedition if we are able to offer one and it has been accepted by the organisation (if this is of equivalent or higher quality the participant will not have to pay more but if it is of lower quality the participant will be refunded the difference in price) or (iii) cancelling your expedition booking and receiving a full refund of all monies paid to us, except for any insurance premiums and any amendment charges and/or additional services or travel arrangements which do not form part of your package. Should the organisation or an individual participant decide to cancel for this reason, you must exercise your right to do so within 14 days of the issue date printed on your final invoice.
Should the price of the expedition go down due to the changes mentioned above, then any refund due will be paid to the organisation or participants (if paying us direct). However, please note that travel arrangements that are purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
If any participants have any special request, we must be advised at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on the organisations and relevant participants confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. For the protection of the organisation and participant, confirmation in writing should be obtained that a special request will be complied with (where it is possible to give this) where it is important to either party.
We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.
Expeditions can be physically strenuous; we can make suggestions as to how the participants may train prior to the expedition so as to gain maximum enjoyment from it but it is the group organiser’s responsibility to ensure that each participant is fit enough to take part in the planned activities.
If any member of your party has any medical condition or disability which may affect your expedition or has any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. In any event, the organisation and participant must give us full details in writing at the time of booking and whenever any change in the condition or disability occurs. Both the organisation and the participant must also promptly advise us if any medical condition or disability which may affect your expedition develops after the booking has been confirmed. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking or the condition / disability develops after booking, cancel in line with cancellation charges due when we become aware of these details. We may also ask to be provided with a doctor’s certificate indicating a participant’s fitness to take part in the expedition.
For members of your party who may have a medical condition or disability requiring active treatment, please be aware of the following:
(a) the participant is responsible for understanding their medical condition or disability and carrying and self-administering any necessary personal medication;
(b) each participant must provide details of any medication carried to us at the time of booking or as soon as practicable if personal medication use commences or changes; or
(c) If any participant requires an Epinephrine auto-injector or other medication upon which they know before travelling that their life may depend (eg. Ventolin for an asthmatic), then that participant must carry no less than three (3) auto-injectors (or other relevant personal medication devices) or as recommended in writing by their GP.
Each expedition will have at least one expedition leader who is first aid trained, however participants are expected to carry and self-administer any necessary medication or first aid items. In agreeing to these booking conditions, the organisation and participants consent to the expedition leader (or other first aid trained individual employed by us or accompanying supervisory adult):
(a) administering and procuring such medical attention as deemed reasonably necessary, including:
iii. dispensing prescription drugs in the event that they cannot contact, or it is impractical to contact, our emergency assistance provider, medical advisors or a local medical practitioner;
(b) consenting to the participant receiving medical or surgical attention as deemed necessary by our emergency assistance provider, medical advisors or a local medical practitioner in the place of the expedition; and
(c) obtaining or procuring any ambulances or other rescue transport, as deemed necessary, and agreeing on behalf of the participant that the participant (or parent/ Guardian) will accept full financial responsibility for all medical and related expenses including transportation to the extent that it exceeds the level of insurance cover in respect of the participant for the expedition.
Should the organisation or participants (with the organisation’s consent) wish to make any changes to the confirmed expedition, we must be notified in writing as soon as possible. Whilst we will endeavour to assist, we cannot guarantee that we will be able to meet any such requests. Where we can, an amendment fee of £75.00 per person will be payable together with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. A change of expedition dates will normally be treated as a cancellation of the original booking and rebooking in which case cancellation charges will apply. Changes may result in the recalculation of the expedition price where, for example, the basis on which the price of the original expedition was calculated has changed.
If you or any member of your party is prevented from travelling, that person may transfer their place to someone else subject to the following conditions:
a) That person is introduced by the organisation or cancelling participant and satisfies each and all of the conditions applicable to the booked programme;
b) We are notified in writing of the request for transfer not later than 30 days before departure;
c) If required to do so, the cancelling participant must pay the outstanding balance payment, and an amendment fee of £75.00 per person transferring, as well as any additional fees, charges and other costs arising from the transfer;
d) The transferee agrees to these booking conditions, and all of the terms of the Contract between us;
e) Charges amounting to the full cost of any transferred flight and a replacement flight will be imposed in the event of any transfer.
The cancelling participant and the transferee will remain jointly and severally liable for the payment of all sums. If a replacement cannot be found, the cancellation charges set out in clause 8 will apply in order to cover our estimated costs. Otherwise, no refunds will be given to passengers not travelling or for any unused service.
Any discount received when the organisation made the original booking may be altered or reduced when changes are made if this discount had subsequently been altered, reduced or withdrawn.
If accommodation supplements have been paid and the number of people in the accommodation changes, the organisation or participants (if paying us directly) may have to pay extra costs.
Any changes to the departure date, airport, transportation, destination, accommodation or length of travel must apply to all members of your booking.
If the organisation has taken out travel insurance it may not be possible to change or cancel this and as such, any premium cannot be refunded.
Scheduled airlines may not allow name changes within certain periods prior to departure and may not allow these after the flight ticket has been issued. If the organisation or a participant wishes to make a name change and this is not permitted by your airline, it will be necessary to cancel your flight, lose the money paid in respect of that flight and pay the full cost of another flight, which may not be the same flight or at the same cost as the one cancelled.
If the organisation chooses not to accept bookings from those who will not be part of the organisation at point of travel, the group organiser must make us aware prior to booking. Those affected will be offered an alternative expedition.
Some of the travel arrangements shown on our website can only be operated if there is sufficient demand for the same and a sufficient number of people book these travel packages. If there is insufficient demand on subsequent confirmed bookings, we have the right to cancel the travel arrangements in question. If we have to do so, we will notify the organisation as soon as possible. In this situation, the organisation will then have the choice of accepting an alternative travel arrangement of equivalent or closely similar standard. The cost of any alternative tour offer will be our selling price at the time of change. If the alternative is cheaper, we will refund the difference. If the alternative is more expensive, you have the option to pay the difference.
When we cancel for lack of numbers in accordance with this paragraph no compensation or other amounts (for example, the cost of any connected travel arrangements the organisation or participants have made independently) will be payable. In the unlikely event that we do need to cancel your tour for the reason of lack of numbers, we will not do so less than 20 days before your arrival date if the tour is for more than 6 days. In the case of tours lasting between 2 and 6 days we will not cancel the package less than 7 days before the start of the package. In the case of trips lasting less than 2 days we will give you at least 48 hours’ notice of any cancellation.
Should the organisation or any member of your party need to cancel their expedition once it has been confirmed, the group organiser must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us at our offices. If the organisation or individual participants cancel within 14 days of making the initial deposit payment (the deposit payment is payment 1 as detailed on the Expedition Agreement Form and Application Form) in line with statutory rights you will not incur the cancellation charges as set out below, cancellation charges will apply for all cancellations made after the initial 14 days from booking. As we incur costs from the time at which we confirm your booking, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding insurance premiums and amendment charges. Insurance premiums and amendment charges are not refundable in the event of cancellation. The participant is responsible for payment of any cancellation charges, unless the organisation is making payments directly to us, in which case, the organisation is responsible for the payment of any cancellation charges.
Time cancellation is received by us;
Prior to the date for the second payment – 10% of the total expedition cost cancellation charge per person
On or after the date for second payment – 30% of the total expedition cost cancellation charge per person
On or after the date for third payment – 50% of the total expedition cost cancellation charge per person
On or after the 1st May in the year of travel or within 60 days of departure for bookings made in the same year – 100% of the total expedition cost cancellation charge per person
These charges are in line with the costs incurred in advance of the expedition due to the nature of the way that Camps International Group operates.
Depending on the reason for cancellation, the organisation or participants may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy.
Where any cancellation reduces the number of participants below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we will recalculate these items and re-invoice the organisation or participants accordingly.
See clause 6 “Changes to confirmed arrangements” if any member(s) of your party are prevented from travelling.
Please note, if the organisation or any individual participant chooses to leave the expedition early neither party will not be entitled to any refund of any unused elements of the arrangements and we shall have no further liability towards either party.
The organisation has the right to cancel the expedition without paying a cancellation charge no earlier than 7 days before departure in the event of “unavoidable and extraordinary circumstances” occurring at the destination of your expedition or its immediate vicinity and which significantly affects the performance of the expedition or which significantly affects transport arrangements to the destination. The “unavoidable and extraordinary circumstances” will be defined by there being an advisory against travel to the destination in place from the Foreign and Commonwealth office at that time. In these circumstances, we shall provide the organisation or individual participants with a full refund of the monies you have paid but we will not be liable to pay either party any compensation. For guidance, please to refer to the Foreign and Commonwealth office. www.gov.uk/foreign-travel-advice
For the purposes of this clause, examples of “unavoidable and extraordinary circumstances” include warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to your destination.
We consider adequate travel insurance to be essential. Details of the policy we offer are shown on the Traveller and Schools Gateways. Where travel insurance is not included in your package or any participants need to source additional cover, the organisation or participant must give details in writing of the alternative policy(s) (insurer and policy number). Participants are strongly advised to carefully review their travel insurance, and to ensure that they have in place all necessary cover for their individual needs.
Please read the policy details carefully. The participants should take them with them on their expedition. It is each participants responsibility to ensure that the insurance cover is adequate for their particular needs, and to source additional cover if required. It is the responsibility of the participant to ensure any additional cover is adequate, we do not check alternative insurance policies. We reserve the right to refuse travel to anyone who does not obtain adequate cover. In such circumstances we will treat you as having cancelled your expedition and the cancellation charges set out in clause 8 above will apply.
We start planning the expeditions we offer many months in advance. Occasionally, we have to make changes to and correct errors in our literature and other details both before and after bookings have been confirmed and cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so. However, we promise we will only cancel your confirmed booking after you have made full payment where we are forced to do so as a result of circumstances outside our control/ “force majeure” as defined in clause 11 below.
Most changes are minor. Occasionally, we have to make a “significant change”. A significant change is a change made before departure which, taking account of the information given to us at the time of booking and which we can reasonably be expected to know as a tour operator, we can reasonably expect to have a major effect on your expedition.
If we have to make a significant change or cancel, we will tell the organisation as soon as possible. If there is time to do so before departure, we will offer the organisation the choice of the following options:
(a) (for significant changes) accepting the changed arrangements or;
(b) purchasing an expedition from us, of a similar standard to that originally booked if available. If the expedition offered is of equivalent or higher standard the organisation and participants will not be asked to pay any more than the price of the original expedition. If this expedition is in fact cheaper than the original one, we will refund the price difference. If the organisation does not wish to accept the expedition we specifically offer, you may choose any of our other available expeditions. The organisation or participants must pay the applicable price of any such expedition. This will mean the organisation or participants paying more if it is more expensive or receiving a refund if it is cheaper or;
(c) cancelling or accepting the cancellation in which case the organisation or participants (if paying us directly) will receive a full and quick refund of all monies you have paid to us.
Your organiser is required to advise us within 7 days of being notified of a significant change whether you wish to:
(i) accept a proposed change or cancel your booking;
(ii) If you have not notified us within 7 days, we will write to the organiser again to obtain confirmation of your choice of the options above;
(iii) If the organiser fails to respond within a further 7 days, then we will cancel your booking and refund all payments made by or on behalf of you.
Please note that the compensation referred to below and the options appearing above do not apply to any minor changes made by us.
Please note, the above options are not available where any change made is a minor one. A change of flight time of less than 48 hours, airline (except as specified in clause 20 “Flights”), type of aircraft (if advised) or destination airport will all be treated as minor changes.
Reserve Expedition Locations
Because of the nature of our expeditions and where they are located, the organisation and each participant also agree when booking to accept one of our reserve expeditions should we be unable to provide your expedition in the original planned location.
Our reserve expeditions will be of an equivalent nature and standard to the expedition you originally booked. Therefore, a change of location from that which you originally booked to one of our reserve locations will not constitute a significant change entitling you to exercise one of the above listed options. The use of a reserve location is an agreed alternative, the use of which does not constitute an alteration to the contractual terms of the expedition.
A current list of all our reserve locations can be found here:
If we have to make a significant change or cancel we will as a minimum, where compensation is appropriate, pay the compensation payments set out in the table below depending on the circumstances and when the significant change or cancellation is notified to the organisation subject to the following exceptions. Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where (1) we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care or (2) we have to cancel because the minimum number of bookings necessary for us to operate your expedition has not been reached (see above). No compensation will be payable and the above options will not be available if we cancel as a result of the organisation or participants failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time) or where a change is a minor one.
Period before departure if a significant change or cancellation is notified to you and compensation per person if cancellation is made is as follows;
Prior to the date for the second payment – Compensation per person £0
On or after the date for second payment – Compensation per person £0
On or after the date for third payment – Compensation per person £0
On or after the 1st May in the year of travel or within 60 days of departure for bookings made in the same year – Compensation per person £50
Please also see clause 22 “Delay and Denied Boarding Regulations”.
Very rarely, we may be forced by “force majeure” (see clause 11) to change or terminate your expedition after departure but before the scheduled end of your time away. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds (unless we obtain any refunds from our suppliers), pay any compensation or meet any costs or expenses the organisation or participants incur as a result.
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by – or you otherwise suffer any damage, loss or expense of any nature as a result of – “force majeure”. In these booking conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
(1) We promise to make sure that the expedition arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care. This means that, subject to these booking conditions, we will accept responsibility if, for example, a participant suffers death or personal injury or the contracted expedition arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, the organisation’s contracted expedition arrangements. Please note, it is the organisation’s or participant’s responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us. In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).
(2) We will not be responsible for any injury, illness, death, loss (including loss of enjoyment or possessions), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:
‑ the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party or
‑ the act(s) and/or omission(s) of a third party not connected with the provision of your expedition and which were unforeseeable or unavoidable or
‑ ‘force majeure’ as defined in clause 11 above
(3) Please note, we cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which your hotel or any other supplier agrees to provide for you where the services or facilities are not advertised by us and we have not agreed to arrange them as part of our contract and any excursion you purchase in resort. Please also see clause 16 “Excursions, activities and general area information”. In addition, regardless of any wording used by us on our website, in any advertising material or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to the organisation or participants.
(4) The promises we make to the organisation and participants about the services we have agreed to provide or arrange as part of our contract – and the laws and regulations of the country in which your claim or complaint occurred – will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint complied with local laws and regulations applicable to those services at the time, the services will be treated as having been properly provided. This will be the case even if the services did not comply with the laws and regulations of the UK which would have applied had those services been provided in the UK. The exception to this is where the claim or complaint concerns the absence of a safety feature which might lead a reasonable participant to refuse to take the expedition in question. Please note, however, our obligation is to exercise reasonable skill and care as referred to in clause 12. We do not make any representation or commitment that all services will comply with applicable local laws and regulations and failure to comply does not automatically mean we have not exercised reasonable skill and care.
(5) Where we are found liable for loss of and/or damage to any luggage or personal possessions (including money), the maximum amount we will have to pay is £500 per person affected unless a lower limitation applies to your claim under this clause or clause 10. Each participant must ensure you have appropriate travel insurance to protect your personal belongings.
For all other claims which do not involve death or personal injury, if we are found liable to the organisation or participant on any basis the maximum amount we will have to pay you is three times the price (excluding insurance premiums and amendment charges) paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim under clause 10. This maximum amount will only be payable where everything has gone wrong and the participants have not received any benefit at all from your expedition.
(6) Where any claim or part of a claim (including those involving death or personal injury) concerns or is based on any travel arrangements (including the process of getting on and/or off the transport concerned) provided by any air, sea or rail carrier to which any international convention or EU regulation applies, our liability (including the maximum amount of compensation we will have to pay the organisation or participants, the types of claim and the circumstances in which compensation will be payable) will be limited as if we were the carrier in question as referred to below. The most we will have to pay for that claim or that part of a claim if we are found liable to the organisation or participants on any basis is the most the carrier concerned would have to pay under the international convention or regulation which applies to the travel arrangements in question (for example, the Warsaw Convention as amended or unamended and the Montreal Convention for international travel by air and/or for airlines with an operating licence granted by an EU country, the EC Regulation on Air Carrier Liability No 889/2002 for national and international travel by air, the Athens Convention for international travel by sea (as amended by the 2002 Protocol where applicable) and COTIF, the Convention on International Travel by Rail). Where a carrier would not be obliged to make payment to the organisation or participants under the applicable international convention or regulation in respect of a claim or part of a claim, we similarly are not obliged to make a payment to the organisation or participants for that claim or part of the claim. When making any payment, we are entitled to deduct any money which the organisation or participants have received or are entitled to receive from the carrier for the complaint or claim in question. Copies of the applicable international conventions and regulations are available from us on request.
(7) Please note, we cannot accept any liability for any damage, loss, expense or other sum(s) of any description (1) which on the basis of the information given to us by the organisation or participants concerning your booking prior to our accepting it, we could not have foreseen a participant would suffer or incur if we breached our contract with the organisation or (2) which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. Additionally, we cannot accept liability for any business losses (including without limitation, self-employed loss of earnings).
In the unlikely event that the organisation or participants have any reason to complain or experience any problems with your expedition whilst away, the organiser must immediately inform our local representative or agent (if we have one) and the supplier of the service(s) in question. Any verbal notification must be put in writing and given to our representative / agent and the supplier as soon as possible. If we do not have a local representative or agent or they cannot be contacted and any complaint or problem is not resolved to the organisation’s satisfaction by the supplier, the organiser must contact us in the UK using the contact details we have provided you with during your expedition, giving us full details and a contact number. Until we know about a complaint or problem, we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, however, the organisation must write to us within 28 days of your return to the UK giving your booking reference and full details of your complaint. Only the group organiser should write to us. For all complaints and claims which do not involve death, personal injury or illness, we regret we cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause.
In accordance with the Alternative Dispute Resolution for Consumer Disputes (Competent Authorities and Information) Regulations 2015 (the “ADR Directive”) we advise that Camps International Group Limited does not utilise services of an approved dispute resolution service for the purposes of complaints.
When an organisation books with us, they accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible. If the actual cost of the loss or damage exceeds the amount paid where estimated, the organisation or participant must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. The organisation and participants will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. All participants should ensure they have appropriate travel insurance to protect you if this situation arises.
We expect all participants to comply with the Expedition Team Members’ Code of Conduct (“Code of Conduct”) and to have consideration for other people. If a participant is in breach of the Code of Conduct or, in the reasonable opinion of any other person in authority, any member of your party behaves in such a way as to cause or be likely to cause danger to themselves or danger, material upset or distress to any third party or material damage to property, we are entitled, without prior notice, to terminate the expedition of the person(s) concerned (notwithstanding the system outlined in the Code of Conduct). In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. Where any such participant is under the age of 18 this means that their parent or guardian will be responsible for collecting them and/or arranging for their unaccompanied return. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
Some of the services which make up your expedition are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to the organisation and participants, usually in accordance with applicable international conventions. Copies of the relevant parts of these terms and conditions and of the international conventions are available on request from us or the supplier concerned.
We may provide the organisation with information (before departure and/or when you are on an expedition) about activities and excursions which are available in the area you are visiting. We have no involvement in any such activities or excursions which are neither run, supervised, controlled nor endorsed in any way by us. They are provided by local operators or other third parties who are entirely independent of us. They do not form any part of your contract with us even where we suggest particular operators/other third parties and/or assist you in booking such activities or excursions in any way. We cannot accept any liability on any basis in relation to such activities or excursions and the acceptance of liability contained in clause 12 of our booking conditions will not apply to them. We do not however exclude liability for the negligence of ourselves or our employees resulting in your death or personal injury.
We cannot guarantee accuracy at all times of information given in relation to such activities or excursions or about the area you are visiting generally or that any particular excursion or activity which does not form part of our contract will take place as these services are not under our control. If the organisation feels that any of the activities or excursions referred to in our brochure, on our website and in our other advertising material which are not part of our contract are vital to the enjoyment of your expedition, write to us immediately and we will tell you the latest known situation. If we become aware of any material alterations to area information and/or such outside activities or excursions which can reasonably be expected to affect your decision to book an expedition with us, we will pass on this information at the time of booking.
The passport and visa requirements applicable (at the time of printing) to British citizens for the expeditions we offer are shown on the Travellers Gateway. Requirements may change and participants must check the up to date position in good time before departure. For example, a British passport presently takes approximately 2 to 6 weeks to obtain. If any participant is 16 or over and does not yet have a passport, they should apply for one at least 6 weeks before your expedition. The UK Passport Service has to confirm your identity before issuing your first passport and will ask you to attend an interview in order to do this. If any participant is not a British citizen or holds a non-British passport, they must check passport and visa requirements with the embassy or consulate of the country(ies) to or through which they are intending to travel.
Details of any compulsory health requirements applicable to British citizens for your expedition are shown on your Travellers Gateway. It is the participant’s responsibility to ensure they are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your GP surgery and from the National Travel Health Network and Centre www.nathnac.org. Information on health abroad is also available on www.nhs.uk/Livewell/Travelhealth. Vaccination and other health requirements/recommendations are subject to change at any time for any destination. Please therefore check with a doctor or clinic not less than six weeks prior to departure to ensure that you have met the necessary requirements and have the applicable information.
It is the participant’s responsibility to ensure they are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by the participant. We regret we cannot accept any liability if any participant is refused entry onto any transport or into any country due to failure on their part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty, costs or expenses being imposed on or incurred by us, the participant will be responsible for reimbursing us accordingly. Check with your local embassy & health practitioner
The Foreign and Commonwealth Office publishes regularly updated travel information on its website www.gov.uk/foreign-travel-advice which the organisation and participants are recommended to consult before booking and again in good time before departure.
We hold an Air Travel Organiser’s Licence issued by the Civil Aviation Authority (ATOL number 6608). When you buy an ATOL protected flight or flight inclusive holiday from us, the organisation or participants (if paying us directly) will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide the organisation and participants with the services they have bought or a suitable alternative (at no extra cost to either party). The organisation and participants agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and the organisation or participants (if paying us directly) agree to pay any money outstanding by you, under your contract, to that alternative ATOL holder. However, the organisation and participants also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case the organisation or participants (if paying us directly) will be entitled to make a claim under the ATOL scheme (or the credit card issuer where applicable). If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) the organisation or participants (if paying us directly) under the ATOL scheme. The organisation and participants agree that in return for such a payment or benefit, they assign absolutely to those Trustees any claims which either party have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent or your credit card issuer where applicable. The organisation and participants also agree that any such claims may be re-assigned to another body, if that other body has paid sums they have claimed under the ATOL scheme.
Please note: Not all holiday or travel services offered and sold by us will be protected by the ATOL scheme *The air inclusive holidays and flights we arrange are ATOL protected providing they are made available in the UK. For further information, visit the ATOL website at www.atol.org.uk
The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Camps International Group Ltd, and in the event of their insolvency, protection is provided for UK departing non-flight packages
ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if you are abroad.
You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here:
In accordance with EU Regulation No 2111/2005, we are required to bring to the organisation and participants attention the existence of a “Community list” which contains details of air carriers who are subject to an operating ban within the EU. The Community list is available for inspection at http://ec.europa.eu/transport/air-ban/list_en.htm
We are also required to advise the organisation and participants of the actual carrier(s) (or, if the actual carrier(s) is not known, the likely carrier(s)) that will operate your flight(s) at the time of booking. Where we are only able to inform the organisation and participants of the likely carrier(s) at the time of booking, we will inform the organisation and participants of the identity of the actual carrier(s) as soon as we become aware of this. Any change to the operating carrier(s) after the booking has been confirmed will be notified to the organisation and participants as soon as possible.
If the carrier with whom the organisation and participants have a confirmed reservation becomes subject to an operating ban as above as a result of which we/ the carrier are unable to offer you a suitable alternative the provisions of clause 9 “Changes and cancellation by us” will apply. We are not always in a position at the time of booking to confirm the flight timings which will be used in connection with your flight. The flight timings shown in our brochure, on our website and/or detailed on your confirmation invoice are for guidance only and are subject to alteration and confirmation. Flight timings are outside our control. They are set by airlines and are subject to various factors including air traffic control restrictions, weather conditions, potential technical problems and the ability of passengers to check in on time.
Specific instructions relating to departure and travel arrangements will be sent with the air or other travel tickets approximately 2 weeks before departure. The organisation and participants must accordingly check their tickets very carefully immediately on receipt to ensure you have the correct flight times. It is possible that flight times may be changed even after tickets have been despatched – we will contact the organisation and participants as soon as possible if this occurs.
Any change in the identity of the carrier, flight timings, and/or aircraft type (if advised) will not entitle participants to cancel or change to other arrangements without paying our normal charges except where specified in these conditions.
In accordance with the Package Travel and Linked Travel Arrangements Regulations 2018, where it is impossible for participants to return to the departure point on the return date of your package due to “unavoidable and extraordinary circumstances” we shall provide the participant with the necessary accommodation for a period not exceeding 3 nights per person. Where possible, this accommodation shall be of comparable standard to the accommodation booked by you under the package. For the purposes of this clause, examples of “unavoidable and extraordinary circumstances” include warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.
The limitation of costs for 3 nights’ accommodation referred to above does not apply to persons with reduced mobility as defined by Article 2 of Regulation (EC) 1107/2006 and does not apply to persons of reduced mobility travelling by air and any other person accompanying them, pregnant women and unaccompanied minors as well as persons in need of specific medical assistance, provided that you have notified us of their needs at least 48 hours prior to departure.
In the event of any flight delay or cancellation at your UK or overseas point of departure, the airline is responsible for providing such assistance as is legally required by the Denied Boarding Regulations (see below). The ferry, tunnel or rail operator is similarly responsible in relation to any delayed or cancelled sea crossing or international rail departure. Except where otherwise stated in our brochure or on our website, we regret we cannot provide any assistance in such circumstances other than information and advice to the extent we are in a position to do so.
We cannot accept liability for any delay which is due to any of the reasons set out in clause 12 of these Booking Conditions (which includes the behaviour of any passenger(s) on the flight who, for example, fails to check in or board on time). In addition, we will not be liable for any delay unless it has a significant effect on your expedition arrangements.
If the flight is cancelled or delayed, the flight ticket is downgraded or boarding is denied by your airline, depending on the circumstances, the airline may be required to pay the participant compensation, refund the cost of the flight and/or provide the participant with accommodation and/or refreshments under EC Regulation No 261/2004 – the Denied Boarding Regulations 2004. Where applicable, the participant must pursue the airline for the compensation or other payment due to them. All sums received or are entitled to receive from the airline concerned by virtue of these Regulations represent the full amount of the participants entitlement to compensation or any other payment arising from such cancellation, delay, downgrading or denied boarding. This includes any disappointment, distress, inconvenience or effect on any other arrangements. The fact a delay may entitle you to cancel the flight does not automatically entitle participants to cancel any other arrangements even where those arrangements have been made in conjunction with their flight. We have no liability to make any payment to the participant or organisation in relation to the Denied Boarding Regulations or in respect of any flight cancellation or delay, downgrading of any flight ticket or denial of any boarding as the full amount of your entitlement to any compensation or other payment (as dealt with above) is covered by the airline’s obligations under the Denied Boarding Regulations. If, for any reason, we make any payment to participants or a third party which the airline is responsible for in accordance with the Denied Boarding Regulations, the participant must, when requested, assign to us the rights they have or had to claim the payment in question from the airline. If the airline does not comply with these rules the participant may complain to the Civil Aviation Authority on 020 7453 6888 or by e-mail to email@example.com or see www.caa.co.uk – Referring Your Complaint to the CAA.
If the organisation’s contract with us is not performed or is improperly performed by us as a result of a failing attributable to a third party unconnected with the provision of expedition services, or as a result of failures due to unusual or unforeseeable circumstances beyond our control the consequence of which could not have been avoided even with all due care, or as a result of an event which we or our suppliers, even with all due care, could not have foreseen or forestalled, and participants suffer injury or other material loss, we will offer to provide participants with prompt assistance as is reasonable in the circumstances. If the group organiser or any member of your party suffers during the course of your expedition any difficulty as a result of any activity which does not form part of your contracted expedition arrangements, we will offer the group organiser prompt assistance without undue delay. Such assistance may include assisting the group organiser in making communications and helping to find alternative travel arrangements. If the difficulty is caused intentionally by a participant or as a result of their negligence, we may charge a reasonable fee for that assistance which will not exceed the actual cost incurred by us. All assistance (financial or otherwise) is subject to our reasonable discretion and subject to the group organiser notifying us promptly of the need. If the participant is entitled to have any costs and expenses arising from such an incident met by or from any insurance policy or if the participant can recover any costs and expenses relating to the incident from a third party, the participant must repay us the costs and expenses we have incurred in assisting the participant.
The information contained in our brochure, on our website and in our other advertising material is believed correct to the best of our knowledge at the time of printing or publication. However, errors may occasionally occur and information may subsequently change. The group organiser and the participants must therefore ensure they check all details of the chosen expedition (including the price) with us at the time of booking.
Please note, it is the requirements and standards of the country in which any services which make up your expedition are provided which apply to those services and not those of the UK. As a general rule, these requirements and standards will not be the same as the UK and will often be lower.
We will take out and maintain appropriate policies of public liability and professional indemnity insurance and will provide the organisation with a copy of the certificate upon reasonable written request.
In order to process the booking and to make sure that the tour arrangements run smoothly, we need to pass the information which the organisation and participants provide on to relevant suppliers such as airlines, transfer companies, hotels etc. The information which we provide may also be provided to credit checking companies and public authorities such as customs and immigration if required by law. Where the tour is outside the European Economic Area (ELEA), controls on data protection in your destination country may not be as strong as they are in the UK. However, we will not pass personal information on to any person who is not responsible for part of your tour arrangements. If we cannot pass the organisation and participants information on to relevant suppliers, we cannot provide your booking, therefore in making this booking, the organisation and participants consent to your information being passed on to them. Our Privacy Compliance Manager can be contacted by emailing firstname.lastname@example.org. Participants are entitled to a copy of their information held by us and if they would like to see this, please ask us. It may be necessary to make an administration charge for providing this.
YOUR KEY RIGHTS UNDER THE PACKAGE TRAVEL AND LINKED TRAVEL ARRANGEMENTS REGULATIONS 2018
The combination of travel services offered to you is a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations 2018.
Therefore, you will benefit from all EU rights applying to the packages. Camps International Group Limited will be fully responsible for the proper performance of the package as a whole.
Additionally, as required by law, Camps International Group Limited has protection in place to refund your payments and, where transport is included in the package, to ensure your repatriation in the event that it becomes insolvent.
KEY RIGHTS UNDER THE PACKAGE TRAVEL AND LINKED
TRAVEL ARRANGEMENTS REGULATIONS 2018
Travellers will receive all essential information about the package before concluding the package travel contract.
There is always at least one trader who is liable for the proper performance of all the travel services included in the contract.
Travellers are given an emergency telephone number or details of a contact point where they can get in touch with the organiser or the travel agent.
Travellers may transfer the package to another person, on reasonable notice and possibly subject to additional costs.
The price of the package may only be increased if specific costs rise (for instance fuel prices), and if expressly provided for in the contract, and in any event not later than 20 days before the start of the package. If the price increase exceeds 8% of the price of the package, the traveller may terminate the contract. If the organiser reserves the right to a price increase, the traveller has a right to a price reduction if there is a decrease in the relevant costs.
Travellers may terminate the contract without paying any termination fee and get a full refund of any payments if any of the essential elements of the package, other than the price, has changed significantly. If before the start of the package the trader responsible for the package cancels the package, travellers are entitled to a refund and compensation where appropriate.
Travellers may terminate the contract without paying any termination fee before the start of the package in the event of exceptional circumstances, for instance if there are serious security problems at the destination which are likely to affect the package.
Additionally, travellers may at any time before the start of the package terminate the contract in return for an appropriate and justifiable termination fee.
If, after the start of the package, significant elements of the package cannot be provided as agreed, suitable alternative arrangements will have to be offered to the traveller at no extra cost. Travellers may terminate the contract without paying any termination fee, where services are not performed in accordance with the contract and this substantially affects the performance of the package and the organiser fails to remedy the problem.
Travellers are also entitled to a price reduction or compensation for damages or both where the travel services are not performed or are improperly performed.
The organiser has to provide assistance if the traveller is in difficulty.
If the organiser or the retailer becomes insolvent, payments will be refunded. If the organiser or, where applicable, the retailer becomes insolvent after the start of the package and if transport is included in the package, repatriation of the travellers is secured. Camps International Group Limited has taken out insolvency protection with the following entities:
For flight inclusive tours: Civil Aviation Authority of 45-59 Kingsway, London WC2B 6E, www.caa.co.uk, telephone: 0330 103 6350, email: email@example.com
For UK package tours that do not include a flight: ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if you are abroad. In the unlikely event that you require assistance whilst abroad due to our financial failure, please call our 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.
You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here
Please note: these are our standard Booking Conditions which we do occasionally update, therefore if you are already booked to travel with us and would like another copy of the Booking Conditions for your trip please call us on (+44) 1425 485390.