Our UK School Group Travel Terms & Conditions

EUROCULTURE INTERNATIONAL CULTURAL SERVICES LIMITED

TERMS AND CONDITIONS OF BUSINESS



1. Background

The Company is an independent service provider and arranges educational visits within Europe. The Company has agreed to arrange an educational visit for the School or Group as set out in the Quotation and the Programme (“the Trip”)

2. Communications

2.1 The Company will use the School or Group Leader as its point of contact at all times, unless otherwise notified otherwise by the School or Group in writing

2.2 The School or Group Leader is responsible for passing on information to the other members of the Trip and to all other parties connected with the Trip.

3. Bookings

The School or Group must contact the Company immediately if any information, which appears on the booking form and or confirmation invoice is incorrect or incomplete. The Company cannot accept any liability if it is not notified of any inaccuracies in any document within 5 working days of the Company sending such document out or receiving such document from the School or Group, as appropriate.

4. School or Group Fee and Payment

4.1 The School or Group Fee for the Trip is fully guaranteed subject to the provisions of paragraph 8.1 below and the correction of any errors. The Company reserves the right to correct errors in both advertised and confirmed School or Group Fees and will notify the School or Group as soon as the Company becomes aware of such error.

4.2 The School or Group Fee is based on the party numbers specified in the Quotation. For the avoidance of doubt the School or Group will remain liable to pay the School or Group Fee in the event that an individual or individuals withdraw from the Trip and are not replaced.

4.3 A deposit (“the Deposit”) of 25% of the School or Group Fee is required for all bookings with the exception of bookings involving skiing activities, which require a 35% deposit. The Deposit must be paid within the timescales set out in the Quotation and subject to the remaining provisions of these Terms and Conditions, the Deposit is non refundable. For groups which are flying an interim payment of 15% becomes due not later than six months before travel or at the time of the deposit if the departure date is less than six months from the date of booking.

4.4 The Company must receive any outstanding balances of the School or Group Fee no later than 56 days of the Group’s Departure Date.

4.5 Where a booking is secured less than 56 days before the Departure Date the whole of the School or Group Fee will be due to the Company immediately.

5. Specific Requests and Information

5.1 The School or Group must inform the Company in writing at the time of confirming its booking about any specific requests such as for example, dietary requirements and also details of any relevant information such as medical problems or disabilities of a party member that may affect the Trip and or insurance provisions in place in respect of the Trip.

5.2 The Company will do all that it can to pass any reasonable requests on to the relevant supplier (such as the Residential Centre or the Coach Company) but it may not always be possible. Therefore the Company cannot guarantee that any specific requests will be met and cannot be held liable to the School or Group in this regard. The exception to this is if the Company specifically agrees in writing to comply with such requests but for the avoidance of doubt confirmation that a special request has been noted or passed on to the supplier is not confirmation that the request will be met.

5.3 The Company reserves the right to decline the School or Group’s booking if it feels unable to properly accommodate the School or Group’s needs and or to cancel such booking if the reasonable opinion of the Company the School or Group has failed to provide sufficient details at the time of making its booking.

6. Party Members

6.1 The School or Group is responsible for ensuring that all necessary consents are obtained from appropriate persons (such as parents or guardians) and also for ensuring that all necessary documentation has been obtained and is correct including but not limited to passports, visas and EHIC cards.

6.2 The School or Group is expected to ensure that all party members behave in a polite and respectful manner at all times during the Trip and that individuals who have been disciplined by the School or Group immediately before the Departure Date are closely monitored throughout the Trip or are not allowed to go on the Trip, as the School or Group deems appropriate in the given circumstances.

6.3 If the School or Group and or any individuals within the School or Group’s control behaves in any way that causes damage, distress, danger or annoys others (including but not limited to the Residential Centre and or the Coach Company), the Company reserves the right in its absolute discretion to exclude the School or Group or any individual(s) within the School or Group’s control from any part of the Trip and or to exclude such individual(s) from the entire Trip at the School or Group’s expense. The Company will have no liability to the School or Group in such circumstances and will be under no obligation whatsoever to give any refund to the School or Group or to pay the School or Group compensation and or to cover any expenses incurred by the School or Group, as a result of such exclusion.

7. The School or Group - Changes and Cancellation

7.1 Subject to the provisions of paragraph 7.2 below the School or Group must notify the Company in writing no later than 42 days prior to the Departure Date of any changes that the School or Group wish to make to its booking. The Company cannot guarantee that any changes to the School or Group’s booking will be possible. The Company reserves the right to charge a minimum fee of £30 per amendment together with any extra costs incurred by the Company and any costs or charges incurred or imposed by any of the Company’s suppliers (including but not limited to the Residential Centre and the Coach Company).

7.2 The School or Group may substitute without charge anyone who withdraws from the Trip with a suitable replacement at any time up to 28 days before the Departure Date. The School or Group must provide written confirmation to the Company of any such substitution at the earliest possible opportunity and certainly no later than 28 days before the Departure Date. The Company will not seek to charge the School or Group for such substitution but it may be necessary for the Company to pass on to the School or Group charges or expenses that have been imposed by third parties as a result of such substitution.

7.3 The School or Group must notify the Company in writing immediately if the School or Group needs to cancel the Trip. The day written notification is actually received by the Company is the date of cancellation (“Date of Cancellation”) and the following cancellation charges will apply:

Date of Cancellation Charges payable by The Group

Up to and including 55 days sum equivalent to the Deposit
before the Departure Date plus all flight costs where applicable

Between 54-22 days before the 75 % of the School or Group Fee
Departure Date

Less than 21 days before the The School or Group Fee
Departure Date

The Company will deduct cancellation charges from any money that the School or Group has paid to the Company (including the Deposit). If there are any outstanding cancellation charges remaining the School or Group must pay this to the Company within 10 working days of receiving written notification from The Company.

8. The Company – Changes and Cancellation

8.1 On occasion the Company has to make changes to and correct errors in its published information both before and after bookings have been confirmed and the Company may have to cancel confirmed bookings. Whilst the Company always endeavours to avoid changes and cancellations the Company must reserve the right to do so.

8.2 Most changes on the part of the Company will be minor such as changes to the airline, airport, aircraft, ferry company, port, ferry, Coach Company used, changes to departure times of less than 12 hours or the withdrawal of certain facilities. The list in this paragraph 8.2 is not exhaustive.

8.3 Occasionally the Company will have to make a significant change which includes a change of accommodation for the whole or a major part of the time that the School or Group is away, a change of destination, a change of departure time or overall length of time the School or Group is away of 12 or more hours (“Significant Change”).

8.4 If the Company has to make a Significant Change or if the Company has to cancel the School or Group’s booking it will notify the School or Group as soon as possible and if there is time to do so before the Date of Departure it will offer the School or Group the choice of the following options:

8.4.1 accepting the changed arrangements or
8.4.2 purchasing an alternative trip from the Company of a similar standard to that originally booked if available (if the chosen alternative is less expensive than our original one the Company will refund the difference but if it is more expensive the Company will ask the School or Group to pay the difference); Or
8.4.3 cancelling.

8.5 Subject to the provisions of paragraph 8.8, the Company’s liability for Significant Changes and cancellations made by the Company to the Group’s booking is limited to the sum of money that the School or Group has paid in full or part satisfaction of the School or Group Fee as at the date the Company communicated the Significant Change or cancellation to the School or Group. The Company will not pay any sums in respect of minor changes.

8.6 Subject to the above the Company will not pay for any expenses, costs or losses incurred by the School or Group as a result of any change or cancellation to the School or Group’s booking.

8.7 The Company will not be liable to the School or Group in the event that it cancels the School or Group’s booking as a result of the School or Group’s failure to comply with any requirement of these terms and conditions.

8.8 The Company reserves the right to change or cancel the Trip in the event of unforeseeable circumstances beyond its control such as an act of war, civil or political unrest, terrorist activity, natural or nuclear disaster, adverse weather conditions or similar events beyond the reasonable control of the Company (‘Force Majeure). In such circumstances the Company will not make any refunds (unless it obtains refunds from its suppliers) and will not under any circumstances pay the School or Group any compensation or meet any costs or expenses that the School or Group incurs as a result of such cancellation by reason of Force Majeure.

9. Liability

9.1 The Company accepts no liability whatsoever for the death, personal injury, loss or damage of whatever kind suffered by the School or Group or any members of the Trip unless such death, personal injury, loss or damage was caused by the negligence of the Company or any of its officers or employees. For the avoidance of doubt the Company will not be liable for any acts or omissions of third parties included but not limited to the acts or omissions of the Coach Company and or the Residential Centre.

10. Insurance

10.1 The Company will arrange insurance cover for the Trip and a summary of the cover is set out on the Company’s website.
Insurance page - www.euroculture.co.uk/Fr_insurance.htm
Home page - www.euroculture.co.uk/
Subject to the provisions of paragraph 10.2 below the cost of insurance cover is included within the School or Group Fee.

10.2 The School or Group is responsible for ensuring that the insurance cover is adequate for the School or Group’s particular needs.

11. Complaints

11.1 If the School or Group has a complaint against the Company or in respect of any aspect of the Trip it should in the first instance try to deal with the matter informally by contacting a representative of the Company. If the matter is not resolved to the School or Group’s satisfaction the School or Group should set out its complaint(s) in writing to the Managing Director of The Company, who will seek to provide the School or Group with a substantive response within 10 working days of receipt of the School or Group’s complaint.

12. Miscellaneous

12.1 The laws of England apply to these terms and conditions and the Parties will be subject to the exclusive jurisdiction of the courts of England and Wales.

12.2 The Company reserves the right to make changes to these terms and conditions on giving the School or Group not less than one months’ notice in writing.

13. Interpretation

In these terms and conditions the following phrases shall have the following meanings:


13.1 “the Coach Company” the coach company contracted for the Trip

13.2 “the Departure Date” the date of departure set out in the Programme and or the Quotation

13.3 “the Company” Euroculture International Cultural Services Limited (Company number
01388541) whose registered office is at 30A Elm Hill Norwich Norfolk
NR3 1HG

13.4 “the School or Group” the School or Group identified in the Quotation

13.5 “School or Group Fee” the amount specified in the Quotation as being the sum payable by the
School or Group to the Company in exchange for the Company arranging the Trip

13.6 “School or Group Leader” the individual identified in the Quotation as the point of contact for the
School or Group

13.7 “the Parties” the Company and the School or Group collectively

13.8 “the Programme” a written programme detailing events, excursions, travel and other
arrangements, times for the duration of the Trip, prepared on the School or Group’s instructions by the Company

13.9 “the Quotation” the quotation produced by the Company at the School or Group’s request
and using information and details provided by the School or Group

13.10 “Residential Centre” the residential centre identified in the Quotation, which will provide the School or Group with
accommodation and other facilities as agreed, for part of or the duration of the Trip


 

© 1997-2011 Euroculture ICS Ltd