By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:
A booking is made with us when you pay us the initial payment (as set out below) and a booking confirmation has been issued to you. We reserve the right to decline your booking at our absolute discretion and your initial payment shall be refunded to you.
The balance of the cost of your arrangements (including any applicable surcharge) is due not less than 8 weeks prior to scheduled departure. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case we shall retain your deposit or relevant fees.
When you book a place on most trips you have the following options with regards to deposits and payments:
The pay in stages does not apply if you book your programme within 4 months of departure.
If you book more than one trip at the same time as part of your travel itinerary, you will have to pay more than one deposit, a deposit is needed per programme.
When you make a booking, we will also require you to provide us with emergency contact details; so that we may contact your family member or other designated individual, in the event of an emergency.
For some of our camp programmes, we include a Teaching Young Learners Qualification in order to ensure you are prepared for the teaching aspect of your trip. This qualification is included in the programme cost for all relevant programmes. Details of how you complete this qualification will be sent to you upon booking and it is your responsibility to complete this qualification ahead of your trip to ensure that you are prepared for the times in which you will be teaching children.
Please Note: it is a strict requirement that for all Camp.co.uk programmes you must have a current and valid Disclosure and Barring Service (DBS) check in place. For international camp programmes, you will be required to obtain the international equivalent. We are able to submit DBS checks if you reside in the United Kingdom on your behalf and you must obtain your DBS check through ourselves, please contact us for further information.
It remains your responsibility at all times to be able to provide a current (i.e. a new) DBS check (or the applicable international equivalent) before taking part in your camp programme. If you fail to meet this requirement, we will cancel your booking and the cancellation fees will apply.
In some circumstances we may pay for a criminal background check, visa processing, or a third party cost on your behalf. You will be responsible for these costs and you will need to pay the same directly to us via bank transfer or online transfer within 5 working days.
We must be informed of any previous convictions. If there is anything that you have not disclosed that is revealed when we receive a copy of your criminal background check this will result in the cancellation of your booking, in which case the cancellation charges set out in clause 10 will be payable. Please be aware that you must tell us of anything that could be present on any criminal background check that is undertaken. If you do have a previous conviction, as long as you’re honest with us then we will look at each applicant on a case by case basis as to whether or not you will be accepted onto the programme.
For some of our camp programmes you will be required to take part in an interview with the manager of that camp program, to ensure your suitability to take part in the programme in question. We will contact you to arrange this interview after you have made your first payment for your chosen camp programme.
Following the interview if, for whatever reason, we consider that we are not able to accept you onto your chosen programme we will cancel your booking and provide you with a full refund of all sums you have paid to us, at that point.
We endeavour to ensure that all the information and prices both on our website and in any marketing material we may publish are accurate, however occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before you make your booking.
Adequate travel insurance is a condition of your contract with us. You must be satisfied that your insurance fully covers all your personal requirements, and is appropriate for the programme you are taking. You may wish to consider: pre-existing medical conditions, cancellation charges, medical expenses, travel interruption or disruption (including for any FCDO restrictions if unable to travel), and repatriation in the event of accident, pandemic, epidemic, terrorism, ‘act of god’ or illness. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.
The price of your travel package is set in pounds sterling (£), regardless of your chosen Camp destination.
We reserve the right to amend the price of unsold programmes at any time and correct errors in the prices of confirmed bookings of programmes. We also reserve the right to increase the price of confirmed programmes solely to allow for increases which are a direct consequence of changes in:
Such variations could include but are not limited to airline cost changes which are part of our contracts with airlines (and their agents), cruise ship operators and any other transport providers.
We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges and/or additional services or travel arrangements. You will be charged for the amount over and above that.
However, if this means that you have to pay an increase of more than 8% of the price of your confirmed programme (excluding any insurance premiums, amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another programme if we are able to offer one (if this is of equivalent or higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any insurance premiums and any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within 7 days from the issue date printed on your final invoice. We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy.
Should the price of your programme go down due to the changes mentioned above, then any refund due will be paid to you less an administrative fee of £30. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your booking due to contractual and other protection in place.
There will be no change made to the price of your confirmed programme within 20 days of your departure nor will refunds be paid during this period.
These Booking Conditions and any agreement to which they apply are governed in all respects by English law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of England and Wales only. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you live in those places and if you wish to do so.
If you are forced to return home early or if you are dismissed from your position on the programme, we cannot refund the cost of any travel arrangements you have not used. If you cut short your programme and return home early in circumstances where you have no reasonable cause for complaint about the standard of accommodation and services provided, we will not offer you any refund for that part of your programme not completed, or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment and we suggest that any claim is made directly with them.
If you wish to change any part of your booking after our confirmation invoice has been issued, you must inform us in writing as soon as possible. This should be done by the first named person on the booking. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change. Where we can meet a request, all changes will be subject to payment of an administration fee of £30 per person per change, as well as any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking we will treat this as a cancellation by you and the cancellation fees will apply.
Transfer of Booking:
If you or any member of your party is prevented from travelling, that person(s) may transfer their place to someone else, subject to the following conditions:
You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges will apply.
Important Note: Certain arrangements may not be amended or transferred after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.
If you or any other member of your party decides to cancel your confirmed booking you must notify us in writing, via e-mail to email@example.com. Your notice of cancellation will only take effect when it is received by us and will be effective from the date on which we receive it.
Since we incur costs in cancelling your arrangements, you will have to pay the cancellation charges as follows:
Period before departure in which you notify us
More than 120 days before departure
Loss of deposit
60 – 120 days before departure
50% of programme cost
59 days or fewer before departure
100% of programme cost
These charges come into effect after the 14 day cooling off period, from the date you secure your spot and receive a booking confirmation.
Please note that insurance premiums, third party costs (including DBS) and amendments charges are not refundable in any circumstances.
Important Note: Certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above.
If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
We will deduct the above cancellation charge(s) from any monies you have already paid to us upon receipt of your cancellation email.
Cancellation by You due to Unavoidable & Extraordinary Circumstances:
You have the right to cancel or defer your confirmed programme before departure without paying a cancellation charge in the event of “unavoidable and extraordinary circumstances” occurring at your programme destination or its immediate vicinity and significantly affecting the performance of the programme or significantly affecting the transport arrangements to the destination. In these circumstances, we shall provide you with the option to cancel or defer your Camp placement to another date within the same calendar year of your original departure date. Please note that your right to cancel or defer in these circumstances will only apply where the Foreign, Commonwealth and Development Office advises against travel to your destination or its immediate vicinity. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.
If you defer your program to a later date, the cancellation terms will not be updated and will be applied as per your initial booking.
As we plan our camp programmes many months in advance we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time.
Changes: If we make an insignificant change to your programme, we will make reasonable efforts to inform you or your travel agent as soon as reasonably possible if there is time before your departure but we will have no liability to you. Examples of insignificant changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same or higher standard, changes of carriers. Please note that carriers such as airlines may be subject to change.
Occasionally we may have to make a significant change to your confirmed arrangements. Examples of “significant changes” include the following, when made before departure:
Cancellation: We will not cancel your travel arrangements less than 75 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance. We may cancel your programme before this date if, e.g., the minimum number of clients required for a particular programme is not reached. Please Note: for all of the camp programmes that we offer, we require a minimum number of travelers to have booked on to the programme, in order for us to be able to operate it.
If we have to make a significant change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of:
You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again, we will assume that you have chosen to accept the change or alternative booking arrangements.
Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination, pandemics,
epidemics or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned’s control.
Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests in writing. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed by us. We do not accept bookings that are conditional upon any special request being met.
We are not a specialist disabled camp programme operator, but we will do our utmost to cater for any special requirements you may have.
If you or any member of your party has any medical problem or disability which may affect your booking, you must provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.
We make every effort to ensure that your programme arrangements run smoothly but if you do have a problem during your programme, please inform the relevant supplier immediately who will endeavour to put things right. If your complaint is not resolved locally, please contact us via firstname.lastname@example.org or on +44 (0)161 222 3780.
If the problem cannot be resolved and you wish to complain further, you must send formal written notice of your complaint to us at our office within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. Failure to follow the procedure set out in this clause may affect ours and the applicable supplier’s ability to investigate your complaint, and will affect your rights under this contract.
Please note that we offer an Alternative Dispute Resolution service through our ABTA membership. Please see clause 27 for further details.
All our customers are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in our opinion or in the opinion of any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any other customers or any third party, or damage to property, or to cause a delay or diversion to transportation, we reserve the right to terminate your booking with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave your accommodation or other arrangements immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other arrangements will be made and we will not pay any expenses or costs incurred as a result of the termination. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you.
We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
The Paris Convention (with respect to hotel arrangements). You can ask for copies of these Conventions from our offices. Please contact us. In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract.
Excursions or other tours that you may choose to book or pay for whilst you are taking part in your programme are not part of your contracted arrangements with us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
We provide full financial protection for our package holidays which don’t include flights, by way of a bond held by ABTA Ltd, The Travel Association 30 Park Street London SE1 9EQ www.abta.co.uk.
If you book arrangements other than package holiday from us, your monies will not be financially protected. Please ask us for further details.
It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. If you or any member of your party is 16 or over and haven’t yet got a passport, our recommendation is that you should apply for one as soon as possible . We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.
Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting.
For further information contact the Passport Office on 0870 5210410 or visit https://www.gov.uk/browse/abroad/passports
Special conditions apply for travel to the USA, and all passengers must have individual machine readable passports. Please check https://uk.usembassy.gov. For European programmes you should obtain a UK Global Health Insurance Card (UK GHIC) prior to departure unless you are able to rely upon an existing European Health Insurance Card (EHIC). For travel to Norway, Iceland, Liechtenstein and Switzerland, UK GHIC and EHIC cannot be used for medical treatment. Passengers to these destinations should obtain comprehensive medical insurance prior to departure, including cover for emergency medical treatment and associated costs.
Up to date travel advice can be obtained from the Foreign, Commonwealth and Development Office, visit https://travelaware.campaign.gov.uk/
Non British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling,
We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.
COVID-19 & Additional Costs
Intravelr Limited is not responsible for any additional costs associated with COVID-19 and the affect it may have on your trip. At your time of Camp departure, it may be mandatory for you to provide a Negative COVID-19 test or to have received the COVID-19 vaccination before entering.
Please visit the gov.uk website for more information on COVID regulations & travel requirements. If COVID-19 tests and vaccinations are required for you to travel to your destination (or any before, after or between, such as layovers etc) these are an additional expense to be absorbed by the customer, as per these terms and conditions
You will be required to apply for a visa to take part in your chosen programme. If you have not applied for your visa at least 10 days prior to your date of arrival or if the Government of your destination does not issue your visa in time to arrive at camp by your start date as listed on your intake, your participation in the programme will be cancelled and no refund will be given.
In the event that your visa application in your home country is rejected, the fees paid to us are
non-refundable. We strongly advise you to apply for your visa only in your country of citizenship. Visa applications made in a country where the applicant is not a citizen or permanent legal resident may face higher risk of visa denial. We cannot be held liable for visa rejections.
Many of the services which make up your programme are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions. Copies of the relevant
parts of these terms and conditions are available on request from us or the supplier concerned.
If, whilst you are taking part in your programme, you find yourself in difficulty for any reason, we will offer you such prompt assistance as is appropriate in the circumstances. In particular, we will provide you with appropriate information on health services, local authorities and consular assistance, and assistance with distance communications and finding alternative travel arrangements. Where you require assistance, which is not owing to any failure by us, our employees or sub-contractors, we will not be liable for the costs of any alternative travel arrangements or other such assistance you require. Any supplier, airline or other transport supplier may however pay for or provide refreshments and/or appropriate accommodation and you should make a claim directly to them. Subject to the other terms of these Booking Conditions, we will not be liable for any costs, fees or charges you incur in the above circumstances, if you fail to obtain our prior authorisation before making your own travel arrangements. Furthermore, we reserve the right to charge you a fee for our assistance in the event that the difficulty is caused intentionally by you or a member of your party, or otherwise through your or your party’s negligence.
If you or any member of your party misses your flight or other transport arrangement, it is cancelled or you are subject to a delay of over 3 hours for any reason, you must contact us and the airline or other transport supplier concerned immediately.
Under UK Law, you have rights in some circumstances to refunds and/or compensation from the airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicised at UK airports and will also be available from airlines. If the airline does not comply with these rules you should complain to the Civil Aviation Authority at www.caa.co.uk/passengers. Reimbursement in such cases is the responsibility of the airline and will not automatically entitle you to a refund of your holiday price from us. If, for any reason, you do not claim against the airline and make a claim for compensation from us, you must, at the time of payment of any compensation to you, make a complete assignment to us of the rights you have against the airline in relation to the claim that gives rise to that compensation payment. A delay or cancellation to your flight does not automatically entitle you to cancel any other arrangements even where those arrangements have been made in conjunction with your flight.
We cannot accept liability for any delay which is due to any of the reasons set out in clause 12 of these Booking Conditions (which includes the behaviour of any passenger(s) on any flight who, for example, fails to check in or board on time).
The carrier(s), flight timings and types of aircraft shown in this brochure or on our website and detailed on your confirmation invoice are for guidance only and are subject to alteration and confirmation. We shall inform you of the identity of the actual carrier(s) as soon as we become aware of it. The latest flight timings will be shown on your tickets which will be despatched to you approximately two weeks before departure. You should check your tickets very carefully immediately on receipt to ensure you have the correct flight times. If flight times change after tickets have been dispatched we will contact you as soon as we can to let you know.
Please note the existence of a “UK Air Safety list” (available for inspection at https://www.caa.co.uk/commercial-industry/airlines/licensing/requirements-and-guidance/third-country
-operator-certificates/) detailing air carriers that are subject to an operating ban within the UK.
Our advertising material is our responsibility. It is not issued on behalf of, and does not commit the airlines mentioned herein or any airline whose services are used in the course of your travel arrangements
A number of Governments are introducing new requirements for air carriers to provide personal information about all travellers on their aircraft to the Authorities before the aircraft leaves the UK. The data will be collected either at the airport when you check in or in some circumstances when, or after you make your booking. Accordingly, you are advised to allow extra time to check in for your flight.
You are responsible for making yourself aware of Foreign, Commonwealth and Development Office (FCDO) advice in regard to the safety of the countries and areas in which you will be travelling and to make your decisions accordingly. Advice from the FCDO to avoid or leave a particular country may constitute Force Majeure (see clause 12).
The UK Foreign, Commonwealth & Development Office (FCDO) and the NHS has up-to-date advice on staying safe and healthy abroad. For more on security, local laws, plus passport and visa information, see https://travelaware.campaign.gov.uk
Keep informed of current travel health news by visiting www.fitfortravel.nhs.uk
The advice can change so check regularly for updates.
© Intravelr Limited, registered in England and Wales No. 07373495. All rights reserved. Camp South Africa is a registered trademark (no. 3344844).