Terms and Conditions - School Trips
The following Terms & Conditions, along with Travelteer’s Code of Conduct apply to all school trips organised by Travelteer Limited whose registered office is at Travelteer Ltd, 28 Gordon Road, West Bridgford, NG2 5LN, United Kingdom. Please read all documents under Travelteer’s Terms & Conditions, along with the Code of Conduct carefully. By agreeing to Travelteer’s Term & Conditions when paying the registration fee, you are confirming your agreement to the following Terms & Conditions:
In these Terms & Conditions:
"We”, “us” and “our” refers to Travelteer Limited.
“You”, “your” and “individual” refers to the customer/volunteer making the registration/booking and includes all persons included on the particular booking who will be required to acknowledge receipt and acceptance of these Terms & Conditions.
“Participant” includes you and any other person taking part in the trip.
“Placement”, “programme”, “package”, “trip”, “place”, “booking” and “contract” refers to the placement arrangements stated in your application submitted.
"School Trip" refers to any trip being organised for a group of students from a specific school regardless if its accompanied with teachers or goes independently.
2.0 School Trip Application
Participants are able to register after the trip presentation has been conducted at the school. If you were unable to attend, please request a trip prospectus to be sent out to you. To confirm your place on the trip, all participants are required to pay £159 registration fee. The registration fee will secure your place. There is a 'grace period' of 14 days were if participants decide to cancel a full refund can be given. After this period, the registration fee becomes non-refundable. Please ensure that you register within the registration deadline. All registration fees can be paid via the website www.travelteer.co.uk/register.
Upon registration fee, Travelteer will send you the following to your chosen address;
- Travelteer Handbook
- Travelteer T-shirt
- Travelteer wristband
3.0 Applicant Criteria
The minimum age is 16 with parent/guardian consent. It is important for the individual as well as the programmes for the participants to have an interest in the programme chosen. This is why it’s important for the applicant to state their interests during the application stage. All Disclosure Barring Service/ Criminal Background Checks must be approved by Travelteer. It is the sole individual’s responsibility to disclose any criminal convictions on the application form. Similarly, any medical conditions that could affect them during the placement must be stated. All information will be kept confidential.
4.0 Disclosure Barring Service
All programmes require participants to obtain a Disclosure Barring Service which is included in the trip cost. All British Citizen’s require a minimum of “Enhanced Disclosure” check. Travelteer are able to facilitate Disclosure Barring Service for British Citizens. For non – British individuals a full criminal background check is required from the appropriate authority/regulator. All Disclosure Barring Service/ criminal background checks must be received by Travelteer 30 days before the programme start date. Travelteer reserves the right to cancel any individuals programme application if any undeclared convictions are found.
Each participant of a school trip has travel insurance provided by AmTrust Europe Limited on behalf of Travelteer. You can find the insurance policy attached to the ‘Acknowledgement of risk’ form in the document section on your Travelteer dashboard. For claims, please contact the insurer directly.
6.0 Accommodation & Food
Travelteer provides the accommodation and food for the duration of your trip. This will include full board during the tour. Volunteering placements will include full board during the week. Participants will have one dinner to eat out in a local restaurant of their choice (supervised). This meal will be expensed by the participant. A vegetarian option will be available for all meals. It is important that any food allergies are disclosed in the application.
Due to the remoteness of the island and the place’s visited, accommodation varies from hot water to cold water. For safety and security no outside guests are allowed to enter Travelteer’s accommodation. Such act is a breach of this agreement and will be resolved by management. In addition the following rule will be obeyed by participants whilst in Travelteer’s accommodation;
- Respect the rules outlined by Travelteer’s accommodation provider in regards to, but not limited to; smoking in your room, alcohol consumption and curfews.
- Maintain high levels of hygiene and cleanliness.
- Ensure you stay within your allocated accommodation.
- To be respectful of other participants who are staying in the accommodation.
- All accommodation as listed in programme overview
- Full board during the week (expection of one dinner)
Veg. option available. * Drinking water (Water Filtered)
- Private Transport to/from the programme (Mon – Fri)
- Airport Transfer (Both UK & Sri Lanka)
- 24/7 support by Travelteer
- All accommodation as listed in tour itinerary
- Full board (Veg. option available)
- All transport listed in tour itinerary
- All sightseeing or activities as listed in tour itinerary
- UK Travelteer Staff for support
- UK airport transfer
- Travel insurance
- DBS check
- 30 day Visa
All packages/ programmes;
- International or internal flights
- Meals other than those specified in programme/ tour itinerary
- Beverages 9.0
9.0 Payment Method
All payments must be made in British Sterling (GBP). We accept bank transfer (BACS), cheques, credit card and debit card. Invoices can also be paid through our system ‘Xero’ which can facilitate Stripe payments.
10.0 Payment Structure
To help assist customer’s paying for the trip, Travelteer recommend setting up a direct debit. You can schedule a bespoke monthly payment for your trip. Please contact the Travelteer team. Final remaining balance must be paid 60 days prior to trip start date.
11.0 Consumer Protection
Your Financial Protection
When you buy an ATOL protected flight or flight inclusive holiday from us you 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 you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your 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) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you 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). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
We provide travel insurance for each participant registered on a school trip. The policy provides cover for all activities associated with the trip. Please note that any claim has a policy excess of £50. You can find the full policy on your travel dashboard under the ‘document’ section.
13.0 Changes and Cancellation by Travelteer
Force Majeure – Circumstances amounting to “force majeure” include any event which we or the supplier of the service(s) in question could not even with all due care, foresee or forestall such as war, threat of war, riot, civil strife, industrial dispute, terrorist activity, pandemic or disease, natural or nuclear disaster, fire, adverse weather conditions, all similar events.
14.0 Changes and Cancelation by you
15.0 Price and Surcharges
16.0 Minimum Group Size
All airfares purchased by Travelteer on behalf of any
participants are non-refundable. This includes both airfare deposits and total
Any cancellations, changes or refunds are at the discretion of the airline or airfare supplier. Travelteer is not liable for any cancellations or changes made by the airline or participant.
If a participant provides their full legal name incorrectly or changes it once the ticket has been purchased in their name, they are liable for any fees which the airline or airfare supplier charge.
18.0 Passports, Travel Visa’s and Vaccinations
19.0 Limitation of Liability
20.0 Acceptance of Risk
21.0 Travelteer’s Code of Conduct & Policies
Travelteer’s Child and Vulnerable Adult Protection Policy
Travelteer’s Equal Opportunities Policy
22.0 Complaints Procedure
23.0 Personal Data & Image Rights
24.0 Applicable Law
25.0 Errors & Omissions
26.0 Extended stays
Supplementary Terms & Conditions for the Travelteer Impact
27.0 Self-funded Fundraising requirements
Travelteer requires its participants to fund raise a minimum of £100 per individual for Travelteer’s school trips.
Participants who fund raise over their required threshold
are entitled to be reimbursed up to the cost of their flight to/from the trip
destination. Participant can make a maximum of two claims up until the 30th
September of the year which the trip is taking place.
Any surplus over the threshold and your flight cost will be donated to Travelteer Impact.
When asking for money from potential sponsors, you must;
- Make it clear that their sponsorship will be firstly paid for the benefit of Travelteer Impact and its support programmes & partnered NGO’s.
- Any surplus money over the threshold can help to go towards your flight cost of getting you out there.
Such money will not be refundable even if your trip does not
take place or you do not take part/ complete the trip as these monies were
fundraised for the purpose of the charity.
Please note that JustGiving charge a fee of 1.9% + £0.20 for every donation transaction. This will be debited off your total fund raising.
This information must be clearly stated on your donation site and on any sponsorship forms.
Supplementary Terms & Conditions in response to COVID-19
28.0 Travel with Confidence policy
We understand that, during the current COVID-19 global pandemic many
people are feeling cautious about making travel plans in the near future. That is
why we have introduced our new Travel with confidence policy in response to
COVID-19 to give you total peace of mind allowing you to confidently book your
next trip with us.
This policy comes into effect for any new bookings from 01/10/2020.
The specific conditions of this new policy are summarised below;
1) Should you wish not to travel, you are able to change your trip date for free.
Should the foreign and commonwealth office (FCO)
advise against travel to the destination you are due to travel in 30 days of
You will have the option to:
a) Change trip to a new date
b) Credit note voucher
c) A full cash refund of the trip cost (*excluding flights)
*Please note that whilst we will attempt to recover any airfare such refund is at the discretion of the airline / supplier. In the event of no refund, we have travel insurance in place for participants to claim ‘out of pocket’ expenses (please see 11.0).
We also like to give you reassurance that all our accommodation has up to date COVID safe accreditation and all our staff are trained to help keep volunteers safe during the challenge.