The booking terms and conditions set out below, along with the general information on our website, in our brochures, and in our correspondence, apply to all bookings with Educating Adventures Limited. Changes to the booking terms and conditions will only be valid if Educating Adventures Limited confirms in writing.
·“Agreement” means these Terms and Conditions together with the Trip Confirmation Document and any written correspondence forming part of the booking.
·“Client” means the school, organisation, or other legal entity on whose behalf the booking is made and includes any person acting with actual or apparent authority on its behalf.
·“Participants” means all individuals travelling on the Program, including students and accompanying adults, including those who may join or leave the program at different stages for any reason.
·“Program” means the travel Program, itinerary, and associated arrangements as outlined in the Trip Confirmation Document, as updated or amended in writing by agreement between the Client and Educating Adventures Limited from time to time.
·“Services” means the booking, coordination, and administrative services provided by Educating Adventures Limited in connection with the Program.
·“Supplier” means any third-party provider of services forming part of the Program, including (but not limited to) airlines, accommodation providers, transport providers, meal providers, destination management providers, and activity or excursion operators.
·“Trip Confirmation Document” or “TCD” means the document issued by Educating Adventures Limited confirming the key details of the Program, including itinerary, inclusions, pricing, payment schedule, Participant numbers, Participant Types, and gender breakdown.
·“Party Leader” means the individual(s) nominated by the Client as the lead representative(s) responsible for the overall supervision, management, and coordination of Participants during the Program, and acting as the primary point of contact with Educating Adventures Limited.
“Supervisory Staff” means any Party Leader, teacher, parent, or other adult representative nominated by the Client to supervise, care for, or manage Participants during the Program, and excludes any employee, representative, guide, or tour manager of Educating Adventures Limited.
·“Departure Date” means the date on which the Program is scheduled to commence, as specified in the Trip Confirmation Document.
·“Booking” means the point at which a binding Agreement is formed in accordance with clause 2.1.
·“Participant Type” means the category of Participant applicable to the booking, including (but not limited to) paying students, free-of-charge teachers, paying teachers, and other paying adults, as specified in the Trip Confirmation Document.
A binding Agreement is formed between the Client and Educating Adventures Limited upon receipt of the first deposit, at which point these Terms and Conditions apply to the Booking.
Following confirmation of the booking, Educating Adventures Limited will issue a Trip Confirmation Document outlining the key details of the Program at that time.
The Trip Confirmation Document forms part of the Agreement.
The Client acknowledges that certain elements of the Program may not be confirmed at the time of booking. Educating Adventures Limited will use reasonable endeavours to secure all arrangements as outlined in the Trip Confirmation Document.
Where a key arrangement cannot be secured, Educating Adventures Limited may offer a suitable alternative of a similar standard. If no suitable alternative is available, a refund will be provided in respect ofthe affected arrangement.
Where a key arrangement cannot be secured, Educating Adventures Limited may offer an alternative. If no alternative is available, are fund will be provided in respect of the affected arrangement.
It is the responsibility of the Client to review the Trip Confirmation Document carefully upon receipt.
Any requests for changes or corrections must be submitted in writing within 10 working days of receipt. After this time, the arrangements will be deemed accepted by the Client.
The Agreement constitutes the entire agreement between the parties and supersedes all prior communications, representations, or understandings, whether written or verbal, except as expressly incorporated into the Agreement. Any changes to the Agreement must be agreed in writing between the Client and Educating Adventures Limited.
Educating Adventures Limited takes reasonable care to ensure that all prices and quotations provided via its website, written correspondence, or verbal communication are accurate at the time of issue.
All prices are based on the number of Participants, the applicable Participant Types, and the details provided by the Client at the time of Booking, as confirmed in the Trip Confirmation Document. Prices may be subject to change if any of these factors change.
Prices may be subject to change due to factors outside of our control, including, but not limited to:
· changes in supplier costs
· taxes or government levies
· fuel surcharges
· transport cost increases
· or external factors beyond the reasonable controlof Educating Adventures Limited
Educating Adventures Limited will use reasonable endeavours to minimise any such increases and will notify the Client as soon as reasonably practicable.
Prices remain subject to change until full payment has been received. Where flights form part of the Program, prices will remain subject to change until such time as flights have been ticketed.
The payment schedule for the Program will be outlined in the Trip Confirmation Document and forms part of the Agreement.
Unless otherwise agreed in writing:
· a first deposit of 15% of the total Program price is payable at the time of Booking
· a second deposit of 15% is payable 10 weeks after Booking or at the time of confirming flights (whichever is later)
· the final balance is payable 16 weeks prior to the Departure Date
Educating Adventures Limited reserves the right to vary payment timelines where required by Suppliers or other third parties, subject to agreement with the Client.
All payments must be made by electronic wire transfer unless otherwise agreed in writing.
The Client is responsible for all bank fees, transaction costs, and exchange costs associated with payments.
Where flights, insurance, stopovers, or other services are arranged through a licensed travel agent or third-party provider and are not included within the Program, payment may be required to be made directly to that provider.
In such cases, the Client will be bound by the terms and conditions of the relevant provider, which will be made available upon request.
Educating Adventures Limited may, at its discretion, accept payments directly from parents or guardians of Participants or Participants themselves. Any such payments are accepted on behalf of the Client and do not create a separate contractual relationship between Educating Adventures Limited and any parent or guardian in place of the Client.
The Client remains fully responsible for all obligations under this Agreement, including payment of the full Program price and any other amounts due, regardless of whether payments are collected directly from participants, parents or guardians.
Any failure, delay, or default in payment by a participant, parent or guardian does not affect the Client’s liability under this Agreement.
Educating Adventures Limited reserves the right to determine the method of payment collection and to require that any outstanding amounts be paid directly by the Client where necessary.
Where flights form part of the Program, there may be occasions where earlier payment is required in order to secure pricing or avoid increases, including those resulting from airline-imposed deadlines or surcharges.
In such cases, Educating Adventures Limited will notify the Client as soon as reasonably practicable and provide the option to proceed based on the updated payment requirements.
Where early payment is required in order to ticket flights, the Client acknowledges that funds may be committed to airlines or other Suppliers at the time of payment and may become non-refundable or subject to the terms and conditions of the relevant Supplier.
Any such amounts are non-refundable to the extent that they are not recoverable from the relevant Supplier, regardless of any other refund provisions set out in this Agreement.
Where a Participant requests a change to the standard group flight arrangements, including but not limited to changes in travel dates, routes, or destinations (“Flight Deviation”), Educating Adventures Limited may, at its discretion, arrange such changes.
Any Flight Deviation must be authorised by the Client prior to being actioned. Requests may be submitted by the Client, Participants or their parents or guardians; however, all such requests are subject to the approval of the Client, and no Flight Deviation will be actioned without such approval. The Client remains responsible for authorising and managing such arrangements, including in accordance with its responsibilities under this Agreement.
Any costs associated with a Flight Deviation may be paid by the relevant Participant, their parent or guardian or the Client, as agreed, and this does not affect the Client’s responsibilities under this clause.
Any Flight Deviation will be subject to availability and the terms and conditions of the relevant airline or Supplier.
A deviation fee will be charged by Educating Adventures Limited to cover the administrative costs associated with arranging the Flight Deviation. This fee is non-refundable and is payable regardless of whether the Flight Deviation is ultimately confirmed, cancelled, or modified, including where the Flight Deviation cannot be secured due to availability, pricing changes, or Supplier conditions.
In addition, any applicable airline or Supplier charges, including fare differences, change fees, or surcharges, will be payable by the Client or by the relevant Participant or their parent or guardian, as agreed.
Full payment for all costs associated with a Flight Deviation is required prior to confirmation, and no arrangements will be made until such payment has been received.
All payments made in respect of a Flight Deviation are non-refundable, except to the extent that any amounts are recovered from the relevant airline or Supplier.
The Client is responsible for ensuring that all arrangements arising from a Flight Deviation are appropriately managed, including (without limitation) supervision, transport, and handover arrangements before, during, and after the Program.
Educating Adventures Limited accepts no liability for any disruption to the Program or the group arising from a Flight Deviation, including (without limitation) delays, missed connections, or failure of a Participant to meet the group as scheduled.
Flight Deviations do not form part of the Program and are excluded from any group pricing, cancellation provisions, or other terms applicable to the Program. Any Flight Deviation is arranged separately and is subject solely to the terms and conditions of the relevant airline or Supplier.
Participants on a Flight Deviation are responsible for their own transport to/from the group’s location and any associated accommodation or supervision costs during the deviation period.
Any requests by the Client to change the Program must be submitted inwriting. Educating Adventures Limited will use reasonable endeavours to accommodate such requests; however, all changes are subject to availability and are not guaranteed.
The Client will be responsible for any additional costs arising from requested changes, including any costs imposed by Suppliers.
Where a Participant is unable to travel, the Client may request to replace that Participant with another individual.
Any replacement must be of the same Participant Type unless otherwise agreed by Educating Adventures Limited.
Replacements are subject to Supplier terms and conditions, including any restrictions imposed by airlines. In particular, name changes on flights may not be permitted once tickets have been issued.
Any additional costs arising from such changes will be payable by the Client.
All cancellations must be submitted in writing by the Client. Cancellation terms apply to both individual Participant cancellations and cancellation of the entire Program.
Where cancellation occurs more than 16 weeks prior to the Departure Date, 30% of the total Program price is non-refundable, representing a reasonable estimate of non‑refundable Supplier commitments and the work undertaken by Educating Adventures Limited and its Suppliers to establish Program arrangements.
If less than 30% has been paid at the time of cancellation, only the amount paid will be retained, and no further payment will be required in respect of the cancelling Participant or Program. Any amount paid in excess of 30% will be refunded.
The Client acknowledges that any reduction in Participant numbers may impact the total Program price in accordance with clause 5.4.
Where cancellation occurs within 16 weeks of the Departure Date, no refunds will be provided.
The Client remains liable for the full Program price in respect of all Participants, including any Participant who cancels or is withdrawn from the Program, regardless of whether full payment has been received at the time of cancellation. This applies irrespective of any alternative payment arrangements or agreed payment schedule.
For the avoidance of doubt, this clause applies to both the cancellation of the entire Program and any reduction in Participant numbers.
If Participant numbers reduce more than 16 weeks prior to the Departure Date, the Program price may be recalculated to reflect the revised number of Participants and Participant Types.
This may result in an increase in the per-Participant cost or a shortfall, which will be payable by the Client. If the reduction in program numbers makes the program non-viable (e.g. falling below a minimum group size required for a key supplier), Educating Adventures reserves the right to treat the entire program as cancelled by the Client.
No reduction in the Program price will be made for any reduction in Participant numbers occurring within 16 weeks of the Departure Date, and clause 5.3 will apply.
Where a Participant cancels, the Client may request are placement Participant in accordance with Clause 4.3, provided that such request is made at the time of cancellation.
Requests for replacement Participants made after a cancellation has been processed may not be accepted and will be subject to the terms of this clause and any applicable Supplier conditions.
Any replacement Participant will be subject to Supplier terms and conditions, including airline restrictions, and any additional costs will be payable by the Client.
A replacement Participant does not reduce the Client’s liability under clause 5.3; however, where a replacement is made and if no additional costs are incurred, no further charges will apply in respect of that Participant.
Educating Adventures Limited may make changes to the Program where necessary. Minor changes do not constitute a significant alteration, and clause 6.2 does not apply to such changes.
Educating Adventures Limited will use reasonable endeavours to minimise the impact of any such changes, including any financial impact where practicable, and will consult with the Client where appropriate.
Where a significant alteration to the Program occurs prior to the Departure Date, Educating Adventures Limited will notify the Client as soon as reasonably practicable.
The Client will have the option to
Where the revised Program is of lower cost the difference in price will be refunded. Where the revised Program is of higher cost, the Client will be required to pay the difference.
Where a significant alteration occurs after the Program has commenced, Educating Adventures Limited will use reasonable endeavours to provide suitable alternative arrangements. In such circumstances, no refunds will be provided for changes to the Program, except where amounts are recoverable from Suppliers, and all decisions will be made in accordance with clause 6.6.
Educating Adventures Limited may cancel a Program where reasonably necessary. In such circumstances, the Client will be notified as soon as reasonably practicable.
Where cancellation is not due to circumstances beyond Educating Adventures Limited’s control, a refund of payments made will be provided, except where cancellation arises due to the Client’s failure to comply with this Agreement, including failure to make payments in accordance with the agreed payment schedule.
Where cancellation is due to circumstances beyond Educating Adventures Limited’s control, refunds will be provided in accordance with clause 6.4.
Educating Adventures Limited reserves the right to cancel the participation of any individual Participant where required travel information, including passport details, is not provided within the required timeframes as advised by Educating Adventures Limited. In such cases, the cancellation will be treated as a cancellation by the Client, in accordance with clause 5.
Educating Adventures Limited may be required to alter or cancel a Program due to circumstances beyond its control, such as events which could not reasonably have been foreseen or avoided, even with the exercise of all reasonable care.
Such circumstances may include, but are not limited to, war or threat of war, civil unrest, terrorist activity, natural disasters, pandemics, government actions, strikes/industrial action, cyber-attacks, travel restrictions, the disruption or cancellation of transport services, or decisions or directives of educational institutions, governing bodies, or regulatory authorities that restrict or prevent participation in the Program.
In such circumstances, Educating Adventures Limited will not be liable for any compensation, costs, losses, or expenses arising as a result. Educating Adventures Limited will use reasonable endeavours to recover funds from Suppliers to maximise any refund available to the Client; however, the Client acknowledges that no refund may be available.
Any refunds will depend on funds recovered from Suppliers and will be reduced by any unrecoverable costs and the value of services provided and work undertaken by Educating Adventures Limited in connection with the Program, which will vary depending on the timing of cancellation.
Where funds have not yet been paid to Suppliers, any amounts held by Educating Adventures Limited will be returned to the Client inaccordance with this clause.
Where funds have been paid to Suppliers, any refunds will be limited to the amounts recovered from those Suppliers.
Where funds have been partially paid to Suppliers, these provisions will apply proportionately to the relevant portions of funds.
Any refund amount will be calculated in accordance with this clause and provided as a total amount. Refunds will not be itemised or broken down into individual cost components.
Educating Adventures Limited will use reasonable endeavours to ensure that connections, transfers, and Program activities operate as planned; however, this may not always be possible due to circumstances outside of Educating Adventures Limited’s control.
Refunds for services not utilised will be subject to the terms and conditions of the relevant third-party suppliers, and any refunds will be limited to the amounts recovered by Educating Adventures Limited.
Educating Adventures Limited will use reasonable endeavours to consult with the Client regarding any changes to the Program.
However, where reasonably required for operational, logistical, or safety reasons, Educating Adventures Limited reserves the right to make final decisions regarding the Program and any alternative arrangements.
The Client must make all payments in accordance with the agreed payment schedule, and all payments must be received in full by the applicable payment deadline.
Any request to vary a payment deadline must be made in writing at least 10 working days prior to the relevant payment deadline and will be subject to the approval of Educating Adventures Limited.
If a payment is not received by the payment deadline, Educating Adventures Limited reserves the right to suspend work on the Program, including withholding or cancelling bookings, confirmations, or services with Suppliers. If a booking is suspended due to late payment, a reinstatement fee may apply to cover the additional administrative work required to re-secure arrangements.
The Client acknowledges that failure to meet payment deadlines may result in the loss of bookings, services, or pricing, and Educating Adventures Limited will not be liable for any resulting changes, costs, or availability.
If the Client fails to remedy a missed payment within the timeframe specified by Educating Adventures Limited following notice, Educating Adventures Limited may cancel the Program in accordance with clause 6.3.
If the Program is cancelled as a result of the Client’s failure to make payments in accordance with the agreed payment schedule, no refunds will be provided, and any payments made will be retained by Educating Adventures Limited, and the cancellation provisions in clause 5 will not apply.
Prices are quoted and payable in the Client’s home currency unless otherwise specified in the Trip Confirmation Document.
Educating Adventures Limited enters into foreign exchange contracts to secure the required currency once all critical Program components have been confirmed and accepts no responsibility for any fluctuations in exchange rates after the rate has been fixed.
If additional foreign currency is required, it will be purchased at the prevailing exchange rate at the time of purchase.
The Client must ensure that adequate travel insurance is in place for all Participants immediately following payment of the initial deposit. Educating Adventures Limited accepts no responsibility for any costs incurred where appropriate insurance has not been obtained.
Participants may be required to pay for medical treatment and other insurance-related costs upfront, and it is the Client’s responsibility to ensure that such costs are met. Educating Adventures Limited will not be responsible for, or make payment of, such costs.
Where travel insurance is arranged by the Client, the Client is responsible for ensuring that all Participants are adequately insured for the duration of the Program.
Where the Client requires individual Participants to obtain their own travel insurance, the Client must ensure that each policy is suitable for the needs of the individual and the Program.
Educating Adventures Limited accepts no responsibility for any issues arising from inadequate or unsuitable insurance cover.
Where travel insurance is included as part of the Program, Educating Adventures Limited will arrange the policy on behalf of the Client through a third-party insurance provider. Educating Adventures Limited does not act as the insurer and accepts no responsibility for the terms, conditions, coverage, or exclusions of the policy.
A copy of the policy wording will be provided to the Client. It is the Client’s responsibility to review the policy and ensure that the cover is suitable for the needs of the group.
Any claims under the policy must be made directly by the Client or Participants to the insurance provider. Educating Adventures Limited does not handle or administer insurance claims and accepts no responsibility in relation to the claims process or outcomes.
Travel insurance will not be considered in place until all required information has been provided to the insurer and the policy has been issued. The Client must provide all required information promptly and ensure that it is complete and accurate, including full disclosure of any relevant medical conditions or other material information. Educating Adventures Limited accepts no responsibility for any issues arising from incomplete, inaccurate, or delayed information provided by the Clientor Participants. By accepting these Terms and Conditions, the Client confirms that they have received, read, and understood the policy wording, and that the policy is suitable for the needs of the group and the Program.
To the extent permitted by law, the following limitations apply:
Educating Adventures Limited and its employees, representatives, and agents act only as a booking agent. Educating Adventures Limited does not guarantee the performance of any Supplier. Accordingly, Educating Adventures Limited accepts no liability for any aspect of the Program or its arrangements, or for any accident, loss, injury, sickness, death, or damage suffered before, during, or after any Program, except to the extent that such liability arises from a breach of this Agreement by Educating Adventures Limited or cannot be excluded by law.
The Client acknowledges that participation in activities forming part of the Program, including recreational, adventure, and outdoor activities, involves inherent risks and hazards. This includes, without limitation, using a ski area, including its lifts, and participating in resort activities, as well as activities such as skiing and snowboarding. The Client accepts and assumes all such risks.
The Client agrees to release, indemnify, and hold harmless Educating Adventures Limited and its employees, representatives, and agents from any claims, liabilities, or losses arising out of or in connection with such activities, except to the extent that such claims, liabilities, or losses arise from a breach of this Agreement by Educating Adventures Limited or cannot be excluded by law.
Party Leaders and other Supervisory Staff are not employees, agents, or representatives of Educating Adventures Limited. The selection, appointment, and supervision of such individuals remain the sole responsibility of the Client.
Educating Adventures Limited accepts no liability for any acts, omissions, or conduct of Party Leaders or Supervisory Staff, including any failure in their selection, appointment, or supervision.
Educating Adventures Limited accepts no liability for any costs, losses, or expenses arising from a failure to obtain adequate travel insurance, including costs associated with repatriation or the replacement of any Party Leaders or Supervisory Staff due to any accident, injury, illness, death, or other incident occurring before or during the Program.
Educating Adventures Limited undertakes ongoing review and updates of its Safety Management System, and the information provided is subject to change.
Educating Adventures Limited accepts no liability for any errors, omissions, or inaccuracies in such information, or for any reliance placed on that information by the Client or Participants, as the Client remains responsible for its own risk assessment and approval processes.
Educating Adventures Limited accepts no liability for any arrangements, activities, or services that do not form part of the Program or that are not arranged by Educating Adventures Limited, including any costs, losses, or damages arising from such arrangements.
Activities or services that are not included in the Program may be arranged independently by the Client or Participants. Such activities are not part of the Program and are managed and controlled by independent operators.
Educating Adventures Limited has no involvement in, or control over, such activities and accepts no liability for any unavailability, changes, cancellations, or costs associated with them.
Without limiting clauses 10.1 to 10.7, and subject to any liability that cannot be excluded by law or that arises from a breach of this Agreement by Educating Adventures Limited, Educating Adventures Limited’s total liability in connection with the Program is limited to the invoiced value of the Program.
This Agreement is governed by the laws of New Zealand, and the parties submit to the exclusive jurisdiction of the courts of New Zealand.
Excursion providers and operators provide services in accordance with their own terms, conditions, and participation requirements, which will apply to participation in those activities. These may include limitations of liability and mandatory documentation.
Participants may be required to read, accept, and/or sign activity-specific documentation, including participation requirements, waivers, releases, or indemnities, prior to or during the Program. Where Participant sare under the age of 18, such documentation must be completed by a parent or legal guardian.
Where such documentation is required, it is the responsibility of the Client to ensure that it is completed by all Participants (and, where applicable, their legal guardians). Any decision by a Participant, parent, legal guardian or the Client not to accept or complete such documentation will result in the relevant Participant or group being unable to participate in the activity.
Educating Adventures Limited has no control over the requirements of excursion providers and accepts no liability where a provider restricts or refuses participation due to those requirements not being met. No refunds or alternative arrangements will be provided in such circumstances regardless of the reason for non-completion.
To the extent permitted by law, the following conditions apply:
Party Leaders are responsible for acting in loco parentis for Participants under the age of 18 for the duration of the Program.
Supervisory Staff must support Party Leaders in the supervision and care of Participants and must be familiar with, and have access to, relevant consent documentation and emergency contact information where required.
The Client must obtain appropriate parental or guardian consent for each minor prior to departure, including authority to seek and approve medical treatment in the event of an emergency.
Party Leaders must carry copies of such consent documentation during the Program and ensure that relevant medical and emergency contact information for Participants is readily accessible at all times. This must include emergency contact details for the parents or guardians of all Participants under the age of 18.
The Client must also ensure that copies of consent documentation and Participant contact details are held by a nominated emergency contact in the home country for the duration of the Program.
The Client is responsible for ensuring that the Program, including all activities, is reviewed and approved by any relevant school board, education authority, or governing body.
Educating Adventures Limited accepts no responsibility where the Program is not approved, or where approval is delayed, withdrawn, or subject to conditions imposed by such bodies.
The Client is responsible for ensuring that all Programs and activities are appropriate to the age, abilities, and size of the group, and for completing all required risk assessments in accordance with its own policies and any applicable requirements of relevant education authorities or governing bodies.
Educating Adventures Limited does not provide formal risk assessments. Any information provided, including through Educating Adventures Limited’s Safety Management System, must not be relied upon as a substitute for the Client’s own risk assessment and planning processes.
The Client is responsible for identifying and requesting any additional risk information required to complete its internal risk assessments and approval processes. All such requests must be made no later than 90 days prior to the Departure Date.
Where requested within this timeframe, Educating Adventures Limited will use reasonable endeavours to obtain relevant information from Suppliers to assist the Client; however, the Client remains solely responsible for the preparation, content, and approval of all risk assessments.
Educating Adventures Limited accepts no liability for any losses, costs, delays, or inability to proceed with the Program arising from late or incomplete requests for information, or from any failure by the Client to obtain required approvals.
The Client is responsible for ensuring that all Participants hold the necessary travel documentation for the Program, including valid passports (in good condition, machine-readable, and with validity that meets the requirements of the countries being visited and transited), any required visas, and any other entry or transit requirements (including, but not limited to, arrival cards, electronic travel authorities, health declarations, or similar documentation).
The Client must ensure that all documentation is complete, accurate, and meets the requirements of the countries being visited or transited, including any changes to such requirements prior to travel.
The Client must ensure that all required documentation is provided to Educating Adventures Limited in accordance with any deadlines advised by Educating Adventures Limited.
Failure to provide required documentation within the deadlines advised by Educating Adventures Limited may result in the cancellation of the relevant Participant’s travel arrangements or the Program in accordance with clause 6.3, and the Client will be responsible for any additional costs arising from such failure, including any costs associated with changes, delays, or rebooking.
Educating Adventures Limited accepts no liability where a Participant is unable to travel, is denied boarding, or is refused entry due to incomplete, incorrect, or invalid documentation, and the Client will be responsible for all associated costs.
Educating Adventures Limited may provide general guidance or information in relation to visa or travel documentation requirements based on its experience; however, such information is provided for indicative purposes only and must not be relied upon. Educating Adventures Limited is not responsible for selecting, obtaining, or verifying the correctness of any visa or travel documentation. The Client remains solely responsible for ensuring that the correct visa is obtained and that all entry and transit requirements are met, including any changes to such requirements prior to travel. Clients are encouraged to consult official government portals for the most current entry requirements.
The Client is responsible for ensuring that all Participants arrive in sufficient time to board flights and are ready for all scheduled transfers and other forms of transport included in the Program.
Educating Adventures Limited accepts no liability where a Participant misses any flight, transfer, or other transportation due to the acts or omissions of the Participant or Client, or due to circumstances outside the reasonable control of Educating Adventures Limited. Where requested, Educating Adventures Limited may assist in arranging alternative transportation; however, the Client will be responsible for all associated costs incurred.
The Client is responsible for arranging transport to and from the departure and arrival points in the home country unless such transport is expressly included in the Program and confirmed in the Trip Confirmation Document.
The Client is responsible for ensuring that all relevant medical conditions, allergies, dietary requirements, and health needs of Participants are disclosed to Educating Adventures Limited.
The Client must ensure that all Participants are medically fit to participate in the Program, taking into account the nature of the activities. Where required, the Client must obtain confirmation of fitness to travel or participate from a qualified medical practitioner.
Where a Participant has a medical condition, allergy, or dietary requirement that may require any additional support, adjustments, or accommodation, the Client must notify Educating Adventures Limited no later than 90 days prior to the Departure Date. Educating Adventures Limited will use reasonable endeavours to accommodate such requirements; however, this cannot be guaranteed, and the Client will be responsible for any additional costs incurred. The Client is responsible for the safe storage and administration of any required Participant medications (e.g. refrigeration) while on the program.
Educating Adventures Limited accepts no liability for any issues arising from undisclosed or inaccurately disclosed medical information, allergies, or dietary requirements, or from a Participant’s failure to meet the required level of health or fitness for the Program.
The Client is responsible for obtaining and assessing relevant safety and security information for all destinations included in the Program, including advice from relevant government authorities, consulates, and embassies.
The Client is responsible for reviewing such information during the planning of the Program, prior to departure, and throughout the Program, and for determining whether travel remains appropriate in light of such information.
Educating Adventures Limited accepts no liability for any losses, disruptions, delays, or changes arising from safety or security conditions, including where travel is impacted by government advisories, warnings, or restrictions.
The Client is responsible for ensuring that Party Leaders provide any required credit card details or security deposits for accommodation, equipment, or other services used during the Program. Where known, Educating Adventures Limited will advise the Client of such requirements in advance; however, the Client remains responsible for ensuring that all required deposits or guarantees are provided.
The Client is responsible for any loss, damage, or additional charges incurred in connection with accommodation, equipment, or services used by Participants during the Program.
The Client is also responsible for any incidental or additional charges incurred during the Program that are not included in the Program price, including (without limitation) charges for hotel services or facilities.
Educating Adventures Limited will coordinate and oversee the delivery of the Program. The Client agrees that Participants will comply with all reasonable instructions and decisions of Educating Adventures Limited or its representatives, and any excursion providers or operators engaged in the Program, provided that such instructions do not diminish the duty of care held by Party Leaders and Supervisory Staff.
If, in the opinion of Educating Adventures Limited or its representatives, the health, safety, or conduct of a Participant is, or is likely to be, detrimental to the safety, welfare, or enjoyment of the group or others, that Participant may be excluded from all or part of the Program without refund.
The Client will be responsible for all costs arising from such exclusion, including any additional travel, accommodation, or supervision costs.
The Client is responsible for ensuring that all Participants are appropriately supervised at all times. Party Leaders and Supervisory Staff are responsible for the supervision, discipline, and behaviour of Participants, and for managing any medical issues, including injury or illness. This includes administering first aid, arranging medical assistance, and organising early return travel where required.
Where activities are delivered by qualified instructors or operators, Party Leaders may determine that direct supervision is not required for the duration of the activity, provided appropriate handover arrangements are in place and Party Leaders remain contactable.
Educating Adventures Limited and its representatives, including any guides or tour managers, do not undertake supervision of Participants at any time, except inthe case of an emergency.
The Client is responsible for the selection, suitability, and screening of Party Leaders and Supervisory Staff, and for ensuring that supervision ratios meet the requirements of any applicable local education authority or governing body. Where no such requirements apply, the Client must ensure that supervision ratios are appropriate to the nature of the Program and are approved by the parents or guardians of Participants under the age of 18.
The Client must ensure that all Party Leaders and Supervisory Staff have the necessary skills, experience, and capacity to supervise Participants for the duration of the Program, and that supervision arrangements are appropriate to the nature of the Program and the age and abilities of Participants.
The Client must also ensure that supervision arrangements remain adequate in the event that one or more Party Leaders or Supervisory Staff are unable to perform their duties during the Program.
Educating Adventures Limited accepts no liability for the selection, suitability, actions, or availability of Party Leaders or Supervisory Staff, or for the adequacy of supervision ratios.
The Client must notify Educating Adventures Limited of any special requests as soon as reasonably practicable. Educating Adventures Limited will use reasonable endeavours to accommodate such requests; however, this cannot be guaranteed.
Special requests do not form part of the contractual arrangements unless expressly confirmed in writing by Educating Adventures Limited.
If any issue arises during the Program, the Client must notify Educating Adventures Limited or its representatives, or the relevant service provider, as soon as reasonably practicable to allow the opportunity for the issue to be addressed at the time.
If the issue is not resolved satisfactorily, the Client must submit a written complaint to Educating Adventures Limited within 28 days of completion of the Program, providing full details of the complaint.
Failure to notify Educating Adventures Limited of a complaint in accordance with this clause may limit or extinguish any entitlement to claim compensation or other remedies.
Educating Adventures Limited collects, uses, and discloses personal information in order to arrange and deliver the Program and associated Services. This may include sharing personal information with Suppliers and other third parties involved in the delivery of the Program, including those located outside of the Client’s home country.
The Client is responsible for ensuring that it has obtained all necessary consents from Participants (or their parents or guardians) for the collection, use, and disclosure of personal information inaccordance with this clause.
All personal information will be handled in accordance with Educating Adventures Limited’s Privacy Policy, which is available on request or via our website.
The person accepting these Terms and Conditions must be at least 18 years of age and is authorised to act on behalf of the Client and to bind the Client in making the booking on behalf of all Participants.
This person may differ from the Party Leader; however, the Party Leader is also authorised to communicate with Educating Adventures Limited in relation to the Program.
By accepting these Terms and Conditions, the Client confirms that all Participants are bound by these Terms and Conditions.
