Terms and Conditions
The following booking conditions, together with the information set out on the relevant adventure pages of the Student Adventures website (www.studentadventures.co.uk) will form the contract between You and Us for your Tour.
1.1 The following words and phrases shall have the following meaning:
"Tour" or "Adventure" means a holiday organised by GBCE Ltd t/a Student Adventures.
"Adventure Pack" means whatever documents we send to you in hard or soft copy to provide information about your Adventure.
"Conservation Donation" the sum specified in our brochure or on our Website for each Tour as a contribution to a conservation project in the country of that Tour.
"Deposit" or "Registration Fee" the prepayment(s) made by You to Us to secure Your place on the Tour.
"Deposit Payment Schedule" the schedule detailing the dates for payment of the Deposit
"Fundraising Total" the sum specified on the relevant Tour/Adventure page of our Website or in our brochure.
"Itinerary" the relevant itinerary for the Tour/Adventure lactated on the Website or in a brochure.
"Meeting Point" the place specified by us in the Tour Pack as the place we will meet and start your Tour.
"Start Date" the date that you board our transport at the Meeting Point.
"We" and "Us" Student Adventures t/a GBCE Ltd a company registered in England and Wales with company number 06428894 whose registered office address is Brooklyn House, 44 Brook Street, Shepshed, Leicestershire, LE12 9RG.
"You" and "Your" the lead-named person on the confirmation invoice.
2. Booking Procedure
2.1 All marketing materials and adverts relating to the Tour/Adventure represent invitations to treat. Your booking and first payment for the Tour/Adventure shall constitute an offer. We (at our absolute discretion) may accept Your offer by sending You our confirmation invoice that confirms your booking.
2.2 You undertaken to pay for the holiday You have booked and We may provide You with the Tour/Adventure.
2.3 If We are unable to accept your booking, We will return Your payment to You.
3. Payment procedures
Payment and failure to pay
3.1 All Adventures on the Website are undertaken with charity partners. As such the initial Deposit is payable by the participant and the balance is payable by the charity from the funds raised by You.
3.2 Therefore in addition to the Deposit, You agree to raise the full amount of the Fundraising Total and You agree to raise:
- 50% of Fundraising Total 12 (twelve) weeks prior to departure; and
- 100% of fundraising total 4 (four) weeks prior to departure.
3.3 If these deadlines are not met, then the charity has the right to cancel Your place with no recourse for a refund. If the charity does not pay Us before the last date for payment (as a result of your failure to achieve the Fundraising Total or deadlines), we reserve the right to treat your booking as cancelled.
3.4 We may (at our absolute discretion and with approval from the relevant charity partner) permit You to proceed with the Adventure if You have failed to meet the Fundraising Total or deadline by a nominal amount e.g. if You raise 95% of the Fundraising Total.
3.5 In the event You fail to meet the Fundraising Total and We permit You to proceed with the Adventure, We may require you to pay the difference between Fundraising Total and the sum You actually raised.
3.6 We provide these Tours/Adventures with our charitable partners. Our charitable partners reserve the right to cancel, postpone or amend the Tour/Adventure if you fail to achieve the Fundraising Total or deadlines.
3.7 You are required to pay a fee when booking Your place on the Tour (Deposit). We may (at our discretion) permit You to pay the Deposit in instalments.
3.7.1 In the event We permit You to pay the Deposit in instalments, We shall provide You with a Deposit Payment Schedule that shall detail when You are required to make the payments.
3.7.2 In the event You fail to make the payments in accordance with the Deposit Payment Schedule Your place on the Tour may be cancelled and You will lose Your Deposit. You shall also be liable for any sponsorship monies due.
4. Late Bookings
4.1 Any holidays requested less than six weeks prior to the departure date must be accompanied by full payment at the time of booking.
5.1 The prices given on our Website and in our brochure are for guidance only. If costs rise or adverse currency exchange rates apply, You agree We may increase prices at any time to a maximum of 5% of the advertised cost of the Tour. If We do this We shall inform You of the costs and the percentage they have risen.
6.1 Deposits are non-refundable (exceptions below) but in some cases may be transferable to another Student Adventures Tour.
7. Cancellations by you
7.1 Save for clause 7.5 if You cancel Your booking either through failure to pay the registration fee, or by failing to meet the minimum Fundraising Targets and deadlines or for any other reason, You shall forfeit Your deposit and We may charge a cancellation fee calculated as follows:
- More than 84 days before departure: loss of deposit;
- Between 84 and 42 days before departure 50% of the adventure cost;
- 42 days or less before departure (or failure to join the holiday) 100% of the adventure cost.
7.2 The above dates refer to the date We receive notice of cancellation from You.
7.3 If circumstances force You to leave the tour early, You will have to bear any additional costs.
7.4 In any circumstances giving rise to cancellation, We will consider allowing You (at our absolute discretion) to transfer the money You have paid to another Tour.
7.5 You may cancel Your booking at anytime within 14 days from the date You made the booking without penalty. For the avoidance of doubt Your deposit shall be returned to You if You cancel Your booking within this period.
8. Cancellation by us
8.1 We reserve the right to cancel any Tour/Adventure in accordance with the following:
8.1.1 Tours/Adventure may be cancelled where there are not enough bookings;
8.1.3 Shall not be cancelled less than four weeks prior to departure; and
8.1.3 In the event of our cancellation, Your deposit (and any other payment You may have made to Us) will be refunded in full or if You prefer, transferred to an alternative Student Adventures Tour.
8.2 You accept the sponsorship monies You raise in reference to the Tour are raised for a charitable purpose. All sponsorship monies are paid to the relevant charity and are not refundable
8.3 The relevant charity You are raising money for reserves the right to pursue for monies owed. For the purposes of this clause 8.3 clause 22 shall not apply.
9. Payment Type
9.1 All payments to Us are to be made electronically on our Website, full information will be provided at the time of booking.
10. Payment Protection
10.1 In order to comply with the Package Travel/Tours/Holidays Regulations 1992, all payments received by Us will be held in a separate client account and held there until the successful completion of the Tour.
11. The Tour
11.1 What is included in the price of the Tour
Travel from the meeting point to Your return to the departure point (likely to be the same place);
accommodation and all meals (unless otherwise stated in the itinerary);
services of one or more leaders; and
11.1.1 a donation to a designated conservation project as stated on the itinerary.
12. What is NOT included in the price of the Tour
12.1 all other costs incurred before you board transport at the meeting place and after You return to the departure point;
12.2 travel to the meeting point;
12.3 travel insurance or any other insurance personal to you;
12.4 passport and visa costs;
12.5 vaccinations and medication, before, during and after the Tour;
12.6 food and drink over and above what we include in the Tour; and
12.7 gratuities You choose to give, in addition to any we give on Your behalf where we consider appropriate.
13. Tour Information
13.1 Approximately four weeks before the Start Date We shall send You a pack of information relating to the Tour. This information will include:
13.1.1 location of Meeting Point and time of meeting;
13.1.2 climate and clothing recommendations; and
13.1.3 any important details relevant to a particular site You may visit.
14.1 We will arrange accommodation as per the Itinerary. You accept due to the nature of adventure travel, the accommodation will vary in quality and nature, it may include:
14.1.1 hotels or lodges;
14.1.2 hostels; and/or
14.1.3 camping (both on recognised sites and wild).
14.2 Please note:
14.2.1 We reserve the right to change accommodation to that stated on our Website Itineraries - (see below "changes of itinerary").
14.2.2 Single rooms are sometimes available at an extra cost. However, if you so wish, it may be possible for you to share a room.
14.2.3 Accommodation in some countries will be of a lower standard than comparable accommodation in the UK.
14.2.4 You should not expect mattresses and pillows to be readily available.
14.2.5 You should not expect shower rooms and toilets to be readily available and facilities may be shared.
14.2.6 You may be required to use a long drop.
15. Changes of Itinerary
15.1 A site or destination may become inaccessible due to matters outside our control, for example through natural disaster or political turmoil.
15.2 It is also possible new information may highlight better opportunities for participants to engage in the Tour.
15.3 We may decide to make changes to the Itinerary to accommodate either of the above possibilities. We will inform You of any such change as soon as it is practical. If that happens, You may transfer to an alternative Tour/Adventure. If your chosen alternative is of a lower price We will refund the difference. If it is of a higher price, You must pay the difference.
15.4 In the event changes to the Itinerary occur during the Tour due to reasons of force majeure or other but require the Tour only be amended rather than cancelled, You agree to continue with the Tour.
16. Travel Insurance
16.1 It is a condition of booking a Student Adventures Tour that You take out appropriate travel insurance. You must send us proof of cover at least six weeks before your Tour. Our insurance broker shall approve and/or make comment as to the appropriateness of the cover you have purchased.
16.1.1 If the insurance You have obtained is inadequate, We shall notify You of the same and afford You the opportunity to amend Your travel insurance. You must provide Us with an amended and appropriate policy no less than 2 weeks before the Start Date.
16.1.2 If You fail to provide Us with an appropriate travel insurance policy in accordance with this clause 16 Your place on the Tour may be cancelled and You will lose your deposit and be liable for any monies owing. Please contact an independent insurance broker for advice.
16.2 Your insurance must cover:
16.2.1 all normal travel risks;
16.2.2 personal injury and death;
16.2.3 local road transport insurance (i.e. your cover must include accidents happening whilst You are a passenger in a vehicle);
16.2.4 additional risks appropriate to the destination country;
16.2.5 additional risks due to the nature of the activities (e.g. quad biking, hiking, bungie jumping etc);
16.2.6 damage, loss and theft of personal property; and
16.2.7 all other appropriate cover relevant to the nature of the Tour and the activities You may take part in.
16.3 We advise You should also check any valuable optical equipment or mobile telephone(s) is covered either in the travel policy or your home contents policy.
17. Passport, Visa and Health Requirements
17.1 You are responsible to ensure Your passport is up-to-date at the time of departure and valid to the date of Your return. We recommend your passport remains valid for at least 6 months after the date of Your return. We take no responsibility for invalid passports.
17.2 You are responsible to apply and obtain a valid visa(s) as required for the Tour. We take no responsibility for invalid visas.
17.3 You are responsible to obtain the necessary vaccinations, medications and medical advice prior to the Start Date of the Tour.
17.4 In the event Your passport or visa is invalid and You are unable to travel, You will not be permitted to proceed with the Tour and you will not be permitted to redeem the cost of the Tour.
17.5 Furthermore, if Your passport or visa subsequently becomes invalid during the Tour, should We incur any cost in an attempt to validate Your passport or Visa, or incur additional costs to ensure You can remain on the Tour or return home, You agree to indemnify Us against any costs, losses, expenses, legal fees or damages incurred for this purpose.
18. Limitations of Liability
18.1 You accept (due to the nature of the Tours) the risks involved in proceeding with the Tour.
18.2 We are not responsible for the following:
18.2.1 any event that happens before You board our transport at the Meeting Point or after You leave our transport at departure;
18.2.2 any problem arising from Your failure to reach the Meeting Point on time, for whatever reason (though We may do our best to help You in any way We reasonably could);
18.2.3 the numbers or quality of animals (or other wildlife) You see on the Tour;
18.2.4 any aspect of goods or services You buy or accept on the Tour other than those arranged by Us. For the avoidance of doubt, we are not liable for the goods and services provided by third parties even if arranged through our Tour leader;
18.2.5 medical problems or physical difficulties, even if You have told us about them in advance;
18.2.6 medical emergencies;
18.2.7 your own carelessness or negligence in any aspect of Your behaviour whilst with us;
18.2.8 laws, culture and standards of service and behaviour in any country You may visit;
18.2.9 changes We reasonably make to an Itinerary or to accommodation or any other aspect of the management of a Tour;
18.2.10 problems or issues You have with the Tour that We could resolve whilst on the Tour but you fail to raise concern at the time and only complain after your return.
18.3 Please note:
18.3.1 it is your responsible to raise any concerns You have either before or during the Tour;
18.3.2 if You take part in activities that are intrinsically dangerous or place You in harms way, You do so of your own accord.
18.3.3 You agree to indemnify and hold Us harmless for all liabilities, loss, claims, criminal acts and expenses that may arise from any breach of these terms and conditions by You, including any third party liabilities incurred by Us as a result of your actions.
18.4 For the avoidance of doubt You agree We have contracted out of any and all liability as far as the law permits even if reference has not been expressly made in these terms and conditions. We are only liable for acts or omissions expressly provided for in these terms and conditions and acts or omissions We are not permitted to contract out of.
19. Participation & Behaviour
19.1 Your information pack will provide details about the chosen Adventure, but the following are contractual matters:
19.2 Most Tours require physical fitness and appropriate footwear. You should be prepared to walk for extended periods of time and may be subjected to extremes of climate and altitude. You are responsible to obtain appropriate clothing and footwear.
19.3 A kit list shall be provided to You that details what equipment and clothing You shall need for the Tour. The kit list is mandatory; Your kit shall be checked prior to departure, if You have failed to obtain all the kit You will not be permitted to attend the Tour. For the avoidance of doubt, if You are not permitted to attend the Tour for this reason YOU WILL NOT BE PROVIDED WITH A REFUND.
19.4 To satisfy the majority of our clients, we apply "no smoking" rules in the same way they apply in the UK. However, smoking is permitted in some countries You may visit. We cannot prevent third parties from smoking in a bar or restaurant.
19.5 If We provide medical help to You, whether or not You specifically ask for it, We will provide receipts for all costs (for your insurer) and You now agree to repay Us that cost with 30 days on your return or the end of the Tour.
19.6 If at any time, it is our opinion (given by any of our staff or Tour leaders) that You are acting in a way that may cause accident, injury, discomfort or extreme displeasure to any other Tour member, we may exclude You from the programme for the remainder of the Tour. You understand this extreme action will not be taken lightly but may be necessary to protect the health and safety or enjoyment of other clients.
19.7 You may be travelling in a country or state that has different rules, laws and customs to the UK. You are under a duty to ensure You act appropriately, courteously and in accordance with the law at all times. We accept no responsibility for your actions should You breach any rule, custom or law. Furthermore, should You breach the same, We reserve the right to terminate your place on the Tour without refund.
19.8 The Tour may involve exhaustive physical exercise on land, water and in the sky. If You take part in any activity You must be satisfied You are physically capable of taking part in the activity. We recommend you consult a GP before the start of the Tour.
19.9 We recommend a minimum physical fitness. You must be able to:
19.9.1 Walk a minimum of 10 miles per day (in varying weather conditions); and
19.9.2 Swim a minimum of 100 meters in full clothing.
20. Free Travel
20.1 Towards the end of the Tour, You may have the opportunity to extend Your Tour with Us ("Extension Trip") or extend Your travel experience without Us ("Free Travel").
20.2 In the event You participate in an Extension Trip You shall be bound by these terms and conditions. You shall also be liable for any and all additional costs in relation to an Extension Trip.
20.3 In the event You choose Free Travel, You do so at Your own risk. We cannot accept any liability for any period of Free Travel. Free Travel is at your own costs and risk.
21.1 We shall try our utmost to provide a happy and fulfilling holiday, but if We fail in any way, do please raise any issue with Your Tour leader immediately. If Your complaint cannot be satisfied, it is not dealt with to Your satisfaction at the time of reporting it to the leader(s), then You should give Us full details in writing, immediately on Your return. We cannot respond to verbal complaints.
22. Third Party Rights
22.1 The provisions of the Third Party (Rights) Act 1999 shall not apply to the agreement between us except where otherwise stated in this agreement.
22.2 For the avoidance of doubt, nothing in this agreement prevents the relevant charity from enforcing the terms of this agreement.
23.1 If any provision in these terms and conditions is held by any competent authority to be invalid or unenforceable, in whole or in part, the validity of the other provisions, and the remainder of the provision in question, shall not be affected.
24. Force Majeure
24.1 We reserve the right to defer the date of delivery of the Tour, cancel the Tour or amend the Itinerary if We are prevented from or delayed in the carrying on business or the Tour due to circumstances beyond our reasonable control including, without limitation, acts of God, governmental actions, war or national emergency, acts of terrorism, protests, riot, civil commotion, fire, explosion, flood, bad weather, epidemic and strikes, other labour disputes or any other matter that may restrict Us from carrying out the services that is beyond our control.
25.1 You may not assign Your rights under the these terms and conditions. For the avoidance of doubt, nothing in these terms and conditions shall prevent Us from assigning our rights under these terms and conditions.
26.6 A waiver of any right or remedy under terms and conditions is only effective if given in writing and shall not be deemed a waiver of any subsequent breach or default. A failure or delay by a party to exercise any right or remedy provided under this agreement or by law shall not constitute a waiver of that or any other right or remedy, nor shall it preclude or restrict any further exercise of that or any other right or remedy.
27.1 The contract between us is subject to English law and the exclusive jurisdiction of the English courts, even if the subject matter of a dispute arises outside England and Wales.