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The following booking conditions form the basis of the organisation’s contract with Camps International Middle East Tours LLC (“We”, “us” and “our”). Please read them carefully as they set out our respective rights and obligations. By asking us to confirm a booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.
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” 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.
These booking conditions only apply to arrangements which you book with us 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” or “arrangements” mean such expedition arrangements unless otherwise stated.
To make a booking the organisation must complete our Expedition Agreement Form. This must be signed by the group organiser. The group organiser must be authorised to make and amend the booking on the basis of these booking conditions by the organisation and all participants taking part in the expedition. Each participant must also complete our Application Form. By signing the Expedition Agreement Form, the group organiser confirms that he/she is so authorised. The group organiser must be at least 18 when the booking is made. The organiser is responsible for making all payments due to us.
The completed signed Expedition Agreement Form must then be sent to us together with the payments referred to in clause 2 below. All participants must complete an individual Application Form on our online Gateway within 7 days of payment being made.
Subject to the availability of your chosen arrangements, we will confirm your 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 must meet any costs involved in doing so.
We will communicate with both the organisation and the participants by e-mail in relation to the booking. You must accordingly check your e-mails on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you 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, they 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 email@example.com
In order to confirm your 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. Reminders are not sent.
If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish 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 you have promised to make payment, you must pay the cancellation charges shown in clause 7 depending on the date we reasonably treat your booking as cancelled.
A binding contract between us 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, you live in Scotland or Northern Ireland. In this case, proceedings must either be brought in the Courts of your home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, you may choose to have your contract and any claim governed by the law of Scotland/Northern Ireland as applicable (but if you do not so choose, English law will apply).
Please note, changes and errors occasionally occur. The organisation and participants must check the price of your 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. Price increases or decreases after booking will be passed on by way of a surcharge or refund. A surcharge or refund (as applicable) will be payable, subject to the conditions set out in this clause, in the event of any change in our transportation costs or in dues, taxes or fees payable for services such as landing taxes or embarkation or disembarkation fees at ports or airports or in the exchange rates which have been used to calculate the cost of your expedition.
Even in the above cases, only if the amount of any increase in our costs exceeds 2% of the total cost of your expedition (excluding insurance premiums and any amendment charges) will we levy a surcharge. We will only levy a surcharge in respect of the amount by which any increase in our costs exceeds 2% of this total expedition cost. If any surcharge is greater than 10% of the cost of your expedition (excluding insurance premiums and any amendment charges), the organisation or participants will be entitled to cancel their booking and receive a full refund of all monies paid to us (except for any amendment charges) or alternatively purchase another expedition from us as referred to in clause 9 “Changes and Cancellations by us”.
The organisation and individual participants have 14 days from the issue date printed on the surcharge invoice to tell us if you want to choose option (b) or (c) as set out in clause 9 below. If we are not notified of the option chosen within this period of time, we are entitled to assume that the organisation and individual participants do not wish to do so and will pay the surcharge. Any surcharge must be paid with the balance of the cost of the expedition or within 14 days of the issue date printed on the surcharge invoice, whichever is the later.
Please note that arrangements are not always purchased in local currency and some apparent changes have no impact on the price of the expedition due to contractual and other protection in place.
A refund will only be payable if the decrease in our costs exceeds 2% of the total cost of the expedition as set out above. Where a refund is due, we will pay the organisation or participants (if paying us directly) the full amount of the decrease in our costs.
We promise not to levy a surcharge within 7 days of departure. No refund will be payable during this period either.
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 organisation 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 (e.g. 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 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 we will be able to meet any such requests. Where we can, an amendment fee of 400AED 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 any member of your party is prevented from travelling, the person(s) concerned may transfer their place to someone else (introduced by the organisation or cancelling participant) providing we are notified prior to date due for the final payment and that replacement person(s) have completed our Application Form and their application has been accepted by us. Where a transfer to a person of the organisation’s choice can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with an amendment fee of 400AED must be paid before the transfer can be effected. Any overdue balance payment must also be received. For flight inclusive bookings, you must pay the charges levied by the airline concerned. As most airlines do not permit name changes after tickets have been issued for any reason, these charges are likely to be the full cost of the flight.
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. As we incur costs from the time we confirm your booking, cancellation charges are in line with your payment schedule as set out on the Expedition Agreement Form and Application form, once a payment becomes due that payment is non-refundable. Insurance premiums and amendment charges are not refundable in the event of cancellation. The organisation is responsible for payment of any cancellation charges, unless the participants are making payments directly to us, in which case, they are responsible for the payment of any cancellation charges.
Bookings made before the summer holiday for travel the following academic year require a 20% deposit. These bookings will be subject to the cancellation terms above except where the reason for cancellation is the participant relocating to another country and therefore withdrawing from school before the start of the next academic year, in which case 50% of the deposit will be returned upon proof of withdrawal from the school.
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. Claims will be dealt with by insurance company concerned.
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 be entitled to any refund of any unused elements of the arrangements and we shall have no further liability towards either party.
We consider adequate travel insurance to be essential. Details of the policy we offer are shown on the Traveller and School 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 you give 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 then 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.
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 19 “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 your 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 a significant change Compensation per person
or cancellation is notified to you
Up until 31 days prior to departure 0
within 30 days of departure for bookings made in the same year 265AED
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 you 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 2655AED per person affected unless a lower limitation applies to your claim under this clause or clause 12 (6)below. Each participant must ensure they have appropriate travel insurance to protect their personal belongings.
For all other claims which do not involve death or personal injury, if we are found liable to the organisation or participants on any basis the maximum amount we will have to pay you is twice 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 12 (6) below.
This maximum amount will only be payable where everything has gone wrong and the participants have not received any benefit at all from the 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 UAE 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 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 them or any member of their 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 them 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 the 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 (see clause 12(6)). Copies of the relevant parts of these terms and conditions and of the international conventions are available on request from ourselves 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 the organisation’s contract with us even where we suggest particular operators/other third parties and/or assist 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 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 the organisation’s 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 for the expeditions we offer are shown on the Traveller Gateway. Requirements may change and participants must check the up to date position in good time before departure. If any participant is 16 or over and haven’t yet got a passport, they should apply for one at least 6 weeks before your expedition. It is the participant’s responsibility to check the passport and visa requirements with the embassy or consulate of the country(ies) to or through which you are intending to travel.
Details of any compulsory health requirements applicable to British citizens for the expedition are shown on the 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 Doctor 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 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 you of the identity of the actual carrier(s) as soon as we become aware of this. Any change to the operating carrier(s) after your booking has been confirmed will be notified to the organisation and participants as soon as possible.
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.
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 the 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 only collect and use participant’s personal data for the purposes of delivering the expedition to which they have booked. We will only share participant’s personal data will relevant third parties involved in delivering your expedition, and we will only share with them the relevant information required for the delivery of that part of the expedition. For example airlines, hotels, hospitals, emergency assistance providers.
We will share participant’s personal data with the organisation and with the supervisory adults assigned to the team.
We use participant’s personal data in this way to ensure we can deliver the expedition on which you have booked in a safe and responsible way.
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.