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:
1.0 Definitions
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 £175 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.
5.0 Insurance
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.
7.0 Inclusions
All programmes;
- 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
Educational Tour;
- 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
Other provisons;
- UK airport transfer
- Travel insurance
- DBS check
- 30 day Visa
8.0 Exclusions
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
Financial Security
The Package Travel, Package Holidays and Package Tours Regulations 1992 require us to provide security for the monies that you pay for the package holidays booked from us and for tour repatriation in the event of our insolvency. We comply with this regulation by having all customer monies being placed within a Trust account (PTS). All money paid to suppliers is insured so that your money is safe and protected at all times.
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.
Travel Insurance
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.
12.0 Refunds
The registration fee has a cooling off period of 14 days. After this date, the registration fee becomes non-refundable. Please see section 14.0 & 15.0 for reimbursement in the event of changes and cancellation from both parties.
13.0 Changes and Cancellation by Travelteer
Travelteer reserve the right to cancel your booking or change any of the facilities, services or prices described in our documents or website. We will endeavour to advise you of any changes known at the time of the booking. A “significant change” refers to a change in more than 24 hours or a major itinerary re-routing. If this does occur after booking Travelteer will endeavour to offer either a suitable replacement or full refund of money paid. A “significant change” does not include change in transport, food, named accommodation or programme structure.
By signing up to a Travelteer programme you are acknowledging that our website and documents are an overview of the programmes and services we offer. Certain changes including alternative accommodation and different project/working hours may occur therefore a flexible working attitude is paramount.
Travelteer reserve the right to cancel your booking for reasons of failure on your part to pay the final balance or force majeure (please see definition). If cancellation occurs for either of these reasons, Travelteer will not be liable for any refunds.
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.
** Please see our 28.0 Travel with confidence policy in our response to COVID 19.
14.0 Changes and Cancelation by you
Changes or cancellations must be notified to us in writing by email to our UK office. Changes cannot be requested any less than 30 days prior to your departure date. There may be additional costs due to change in date and/or programme which by requesting a change you will be liable to absorb these costs. If you notify us less than 30 days prior to the proposed departure date the refund policy applicable to cancellation will apply. Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the programme and departure date is more than 30 days.
A cancellation will only be effective when we receive written confirmation via email of the cancellation. If you cancel your travel arrangements, then there will be no refund of the Registration fee.
The reimbursement for cancellation is stipulated as the following;
- Notice of more than 60 days: 100% refund minus Registration fee
- Notice of between 60 to 30 days: 50% refund minus Registration fee
- Less than 30 days: no refund
If you curtail your programme, we cannot pay any refunds, and you will be responsible for any additional costs involved, including the cost of repatriation. We reserve the right to charge you an administration fee.
** Please see our 28.0 Travel with confidence policy in our response to COVID 19.
15.0 Price and Surcharges
Due to the nature of our business, our programme and trip prices are exposed to currency fluctuations. Travelteer reserves the right to change any prices at any time. Once your booking is confirmed, Travelteer will absorb any increase in cost.
16.0 Minimum Group Size
Travelteer’s tours are guaranteed to depart once they reach a minimum group size of ten, unless it specifically states otherwise. There is no minimum group size for volunteer programmes. If you would like to know how many people are booked on your trip/ programme, please contact the Travelteer booking office.
17.0 Airfares
All airfares purchased by Travelteer on behalf of any
participants are non-refundable. This includes both airfare deposits and total
balances.
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
Any information or advice provided by Travelteer in relation to passports, visa requirements and vaccinations is done so in good faith but without the responsibility of Travelteer. Travelteer will endeavour to publish up-to-date information regarding travel advice and will assist our customer’s to the best of our ability.
It is your responsibility to ensure you have the correct passport (valid for more than six months from departure date) and visa’s to gain access to any country/region included in the travel arrangements which you purchased from us. If failure to do so, we have no liability to you for any cost, loss or damage which you suffer, nor will we refund you the cost of any unused portion of your trip. You should contact your local doctor’s/surgery to arrange an appointment regarding vaccinations.
You should book your appointment at least three months prior to your departure as some immunisations take a few weeks to become effective.
19.0 Limitation of Liability
Travelteer’s obligations, and those of our suppliers providing any service or facility included in your trip, are to take reasonable skill and care to arrange for the provision of such services and facilities. Please note, it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against Travelteer. In addition, we will only be responsible for what our employees, agents and suppliers do or not do if they were at the time acting within the course of their employment (Staff) or carrying out work on behalf of Travelteer (Agents and Suppliers).
We will not be responsible for any injury, illness, death, loss (including loss of enjoyment or possession), damage, expense, cost or other sum or claim of any description whatsoever if the failure to carry out the contract is;
- Attributable to you or any member(s) of your party
- Attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.
- Due to unforeseen and unusual circumstances beyond our control, the consequences of which could not have been avoided even if all due care had to be exercised.
- Force majeure. Defined in section 14.0.
20.0 Acceptance of Risk
Travelteer carefully vets all elements of our packages offered via risk assessments. We take our upmost care of limiting any risk involved in the packages. We accept your application on the understanding that you appreciate the potential risks involved in participating in packages, including loss/damage to personal property, inconvenience and discomfort, injury or illness.
21.0 Travelteer’s Code of Conduct & Policies
You must comply with the authority of the Travelteer’s management and their partnered organisations. If you commit an illegal act or if in the reasonable opinion of the programme coordinator(s)/ Travelteer management your behavior is causing or likely to cause danger, distress or annoyance to others, Travelteer may terminate your involvement in the programme with immediate effect without any liability on our part and without a refund. Please refer to the code of conduct as set out in the Travelteer handbook.
Dress Code
It is expected that all volunteers will respect the following dress code:
Females – cover shoulders and refrain from wearing low-cut/see through tops. Wear either crop trousers/leggings or skirts. No shorts are to be worn.
Males – shirt or T-Shirt (No vests) with reasonable length shorts below knees or trousers.
This dress code also applies when visiting religious places of worship throughout your time in Sri Lanka. When in tourist areas, it is permissible to wear beach attire i.e. shorts, bikinis etc. However, in public places i.e. shops, public transport, markets etc, more modest clothing is advisable.
Travelteer’s Child and Vulnerable Adult Protection Policy
Travelteer has a responsibility to protect individuals at the projects we work at, and is fully committed to safeguarding and promoting the wellbeing of children and vulnerable adults. Travelteer carries out screening of volunteers and has a Code of Conduct in place to ensure that everybody feels safe and protected while participating.
All volunteers must adhere to the Child Protection Policy and Law of Sri Lanka. It is an offence to do or act in a manner which directly or indirectly harms children, or damages the prospects of safety and the health of the children, abuse or maltreat children physically, emotionally, sexually or exploit commercially resulting in actual or potential harm to the child’s health, survival, development or dignity.
Travelteer’s Equal Opportunities Policy
Travelteer is committed to creating an inclusive working environment to maximize the potential of all volunteers, providing equal opportunities in all aspects of volunteering, avoiding unlawful discrimination at all projects. Travelteer will not tolerate discrimination, harassment, bullying or victimisation of volunteers.
22.0 Complaints Procedure
If you have any compliant during your trip, you must inform a Volunteer Coordinator, Programme Coordinator or any other Travelteer Management immediately. If you are not happy with the actions taken and are not satisfied please write a formal letter to Travelteer’s office within 30 days of return from your trip. We will not receive any liability for claims received after this period.
23.0 Personal Data & Image Rights
Travelteer will need to collect certain data such as your name and address, medical details, passport number, nationality etc in order to provide your placement at one of our programmes. For the purposes of the Data Protection Act 1998, we are a data controller. We may pass this data to suppliers of your travel arrangements. We may also pass this information to security or credit checking organisations, and to public authorities such as customs and immigration. By making an application you acknowledge that we have the right to use images of you, including but not limited to photographs, film, or other similar creative materials, taken of you during your trip, for use in our marketing, or advertising material. If you do not wish for us to use any such images you should inform Travelteer management.
24.0 Applicable Law
These terms and conditions are governed by the Law of Great Britain
25.0 Errors & Omissions
Although we have made a concerted attempt to verify the accuracy of statements made in our trip/ programme documentation and literature, we cannot be held responsible for any error, omission or unintentional misrepresentation that may occur.
26.0 Extended stays
Should you wish to extend your stay either before or after the trip, this can be arranged by Travelteers booking office. Any additional cost resulting from extending your stay will be payable by you.
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.
2)
Should the foreign and commonwealth office (FCO)
advise against travel to the destination you are due to travel in 30 days of
departure.
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.