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 Booking & Payment Terms

• To book, please email your enquiry to [email protected] or your assigned agent. After, receiving your request, we will email you to inform you if we can meet the specified requirements, together with a quotation.
• Upon confirmation of a booking, you are required to pay 25% of the total invoice. Unless otherwise agreed, the remaining balance must be paid as follows:
  • UK, Ireland and Malta low season (Sept-May) 30 days before the arrival.
  • UK, Ireland and Malta Summer (Jun-Aug) 6 weeks before arrival.
  • North America Summer (Jun-Aug) full payment is required by 30th of April.
• All communication needs to be in writing
• All bank charges incurred must be paid for by the client.
• Late payments are subject to ‘statutory interest’ – this is 8% plus the Bank of England base rate unless UKEDA has agreed in writing that the payment may be delayed, in this case, UKEDA will advise in writing the new due date.
• If full payment has not been received, we reserve the right to withhold services. No services are confirmed or guaranteed until full payment is received.

• If a booking is invoiced in any currency other than GBP, the final payment will be converted at the exchange rate on the date the final payment is processed. If GBP increases in value against the invoiced currency between invoicing and final payment, the customer will be responsible for paying the additional amount resulting from that increase.

• Additional Costs – Custodianship Fees (Canada Only): Junior students who require a visa to enter Canada may require a custodian appointed for them in Canada. If a notorisied custodianship declaration is required by the visa office in the student’s home country, we will arrange this on their behalf. This service is charged at CAD per student (ask for the up-to-date fee) . A 50% discount is applicable when this service is provided for a group all together. If the declaration does not need to be notorised, there is no fee

 

Booking Confirmation and Important Terms for Homestay and Educational Programmes

• As soon as, the deposit has been received in our bank account, the booking can then be confirmed. You will then be required to send us the travel details and passenger list.
• Please include any special requests per individual students, dietary requirements, allergies, pets etc. (for particular dietary requirements an extra charge will apply). Also, include which students wish to share with whom. We will always endeavour to match as per request, but please note that this may not always be possible. See Frequently Asked Questions for students, parents and teachers  (Please note that this is part of our terms and conditions).
• In the event homestay accommodation has been booked with UKEDA and more than 10% of the group has got allergies to pet (cat and dogs mainly) or more than 10% has got severe food allergies, UKEDA reserves the right to not accept the group and deposit will not be refunded, we strongly advise checking with the group (students) of any allergies before booking.
• If a student’s luggage cannot be accommodated in the host family’s vehicle, and a separate taxi is required, the cost must be covered by the student or booking agency. We recommend luggage no larger than hand luggage size suitcase.
• We cannot accept more than one leader per group who has got pet allergies (cat and dogs mainly) if homestay has been booked. We may find in this case an alternative accommodation e.g hotel, in this case, we will charge a supplement to cover the costs. Should not the client accept our alternative accommodation, we won’t accept the leader.
• If students experience any mental health issues, including but not limited to anxiety, self-harm, depression, or other related conditions, it is essential that we are informed prior to their enrollment. This notification allows us to carefully assess the severity and nature of the problem. Following this assessment, we will determine whether we or our trusted partners possess the appropriate capacity, expertise, and resources necessary to effectively support and manage these specific mental health concerns. By doing so, we aim to ensure the well-being and safety of the students throughout their time with us.
• Host family list and Programme will be provided 10 days prior to arrival.
• Our weekly educational programmes run from Monday to Friday and arrival during the working days will affect your timetable except our CLIL workshops in London.
• Once you have booked a course, you can indicate your preference for an AM or PM session. However, this depends on availability, and we may only be able to confirm the timing two weeks before your arrival. Therefore, we cannot guarantee your preferred time.

 

Student’s behaviour

See policy: https://www.languageeducation.eu/docs/behaviour-policy/

 

Cancellations low season (from Sept. to May) (applicable to individuals within a group booking or the entire group).

• All cancellations, up to 5 weeks prior to the arrival date are subject to 25% cancellation fee, plus the administration fee.
• All cancellations, up to 28 days prior to the arrival date are subject to 50% cancellation fee, plus the administration fee.
• All cancellations, between 28 and 21 days prior to the arrival date are subject to 75% cancellation fee, plus the administration fee.
• All cancellations, up to 20 days prior to the arrival date are subject to a 100% cancellation fee, plus the administration fee.
• All cancellations and notifications must be received in writing during normal working hours, Monday to Friday between 09:00 to 17:30hrs.

 

Cancellations summer (from June to August) (applicable to individuals within a group booking or the entire group).

• All cancellations, up to 8 weeks prior to the arrival date are subject to 25% cancellation fee, plus the administration fee.
• All cancellations, up to 6 weeks prior to the arrival date are subject to 50% cancellation fee, plus the administration fee.
• All cancellations, between 6 weeks and 29 days prior to the arrival date are subject to 75% cancellation fee, plus the administration fee.
• All cancellations, up to 28 days prior to the arrival date are subject to a 100% cancellation fee, plus the administration fee.
• All cancellations and notifications must be received in writing during normal working hours, Monday to Friday between 09:00 to 17:30hrs.

 

Travel Insurance

• UKEDA provides specific travel insurance which will cover the students for cancellation, legal expenses, damage to a third party, liability, medical, repatriation (for emergency or death), please see the insurance policy link: INSURANCE COVER. 

 

Group Transfer

• For airport transfers booked through us, please ensure that you have provided all the correct information, Airport and terminal of arrival, arrival time, carrier and the mobile phone number of the person travelling with and responsible for the group on arrival/departure. We will not accept responsibility if the correct information has not been provided prior to arrival.

 

Conduct

• Group leaders and/or teachers are responsible for the proper conduct of all members of the group. If any member of the group behaves in a way that is likely to endanger or upset any other person or property, we reserve the right to terminate the booking of the person involved. In such a case, no refund will be made.
• You will be responsible for any damage or loss caused by any member of the group.
• In homestay accommodation students are not allowed to invite friends, teachers or group leaders without first asking the host’s permission. Please remember that the entertaining of friends by students in a family home is not an entitlement to your stay.

 

Passports, Travel Documents, ETA & Visa

It is the responsibility of all members of the group, teachers and/or group leaders and individuals to ensure that they are in possession of all required travel documents before departure. Our clients are responsible for ensuring that the visa requirements related to their nationality, country of transit, and final destination are fulfilled. They are advised to seek advice from the relevant embassies and/or their local visa offices. UKEDA is not to be held responsible for cancellation fees incurred due to unsuccessful visa applications. From the 2nd of April 2025 EEA citizens need to apply for an ETA in order to travel to the UK. See: https://www.gov.uk/guidance/apply-for-an-electronic-travel-authorisation-eta#apply-for-an-eta

**British citizens who hold dual nationality don’t need, and can’t apply for a UK Electronic Travel Authorisation (ETA). From 25 February 2026, you must use a valid British or Irish passport, or a passport that includes a certificate of entitlement to the right of abode, to enter the UK. Using a non-British passport without that proof after this date may cause delays or be refused at boarding.**

Arrival & Departure Times (Groups for host family accommodation)

-Weekday arrivals            From 16.00 to 20.00	-Departure from          From 07.00 am to 8.30 am
-Weekend arrivals            From 08.00 am to 20.00	-Departure from         From 08.00 am to 09.00 am

• Please remember that most families will be at work during the daytime; therefore, arrivals and departures outside of the hours mentioned above will incur an £18.00 supplement per student each way. This means that if you arrive and leave during these unusual hours, the students will need to pay twice.
• If booked on a full-board or half-board basis please note that dinner is provided by the families if arrival at the meeting point is not later than 8.30 pm and Breakfast is provided if departure from the host is not before 7:40 am.
• Our meal plan provides 1^st day (arrival day) dinner (see above), then for the rest of the stay of the group the meal plan as booked and the last day (departure day) breakfast (see above)

 

Arrival & Departure Times (Group Residential)

-Weekday arrivals           From 9.00 am to 20.00	-Departure from          From 06.00 am to 11.30 am
-Weekend arrivals            From 09.00 am to 20.00	-Departure from         From 06.00 to 14.00

• Arrivals/Departures outside of the hours mentioned above will incur a £190.00 supplement per group per trip.
• If booked on a full-board or half-board basis, please note that dinner is provided if arrival at the meeting point is not later than 9.30 pm and Breakfast is provided if departure is not before 7.15 am,
• Our meal plan provides 1^st day (arrival day) dinner (see above), then for the rest of the stay of the group the meal plan as booked and the last day (departure day) breakfast (see above)

 

Activities Programme

• Sample activities programme needs to be intended as the word says “Sample”, and it is as illustrative only, hence, just to give you an idea of how the programme may be. Once you have booked and paid the deposit, we will start to work on the activities programme.
• All activities that have been agreed in the quotation and accepted by the client (e.g. course time, social activities etc.) will be provided, but due to external factors, the timetable of the activities may differ from the sampling programme.
• Please note that you are not allowed to book any extra activities without the prior consent of UKEDA as doing so you may interfere with our operations (the act of creating the final activities programme) and we do not take any responsibility if due to your action we may not be able to provide any part of our activities programme.
• The Travelcard or Bus pass is needed in order to take part in our activities, you will forfeit your activity programme in case you decide not to buy a travelcard or bus pass for your students and the leaders.
• Travelcard or Bus pass is needed in order to reach the school from your accommodation and vice-versa.
• Local excursions are offered mainly by public transport, therefore you will need a Travelcard or bus pass.
• Travelcard and bus passes are not included in our package, but you may purchase them either prior to arrival or locally.
• You are not allowed to modify our programme without the prior consent of UKEDA.

 

Special dietary requirements

Introduction: We are committed to providing a safe and enjoyable experience for all of our clients, including those with special dietary requirements. This policy outlines our procedures and charges related to accommodating special dietary needs, such as celiac, nut allergies, lactose intolerance, veganism, halal, and others.

Notification Requirement: Clients with special dietary requirements are kindly requested to notify us of their dietary needs at the time of booking. We encourage early communication to ensure we can make necessary arrangements to cater to your dietary preferences.

Dietary Requirements Charge: To cover the additional costs associated with special dietary requirements, we charge an additional fee of £8/€9.50/$11.80 per day per person. This charge helps us source appropriate ingredients, modify menus, and maintain the highest standards of safety for our clients with dietary restrictions.

Limitations of Suppliers and Accommodation: While we make every effort to accommodate special dietary requirements, it is essential to understand that our ability to cater to specific needs may be limited by the availability of ingredients and the policies of our suppliers and accommodations. In some cases, we may not be able to fulfil certain dietary requests due to these limitations.

Group Bookings: For group bookings, if the total number of students requiring special dietary requirements exceeds 10% of the group size, we reserve the right to refuse the booking. We do this to maintain a balanced and efficient service for all clients and to ensure the safety of those with dietary restrictions.

Booking Process: Clients making group bookings or individual reservations are encouraged to inquire about special dietary requirements at the time of booking. We will work closely with you to determine if your needs can be accommodated within the limitations of our suppliers and accommodations.

Responsibilities: Clients with special dietary requirements are responsible for providing accurate and detailed information about their dietary needs. This information should include any allergies, intolerances, or specific dietary preferences.

Communication: We are committed to maintaining open and transparent communication with our clients regarding their dietary requirements. Our team will be happy to discuss available options and alternatives to ensure your experience is enjoyable and safe.

Limitations: We value the diverse needs of our clients and are dedicated to accommodating special dietary requirements to the best of our abilities. We appreciate your understanding of the limitations we may encounter and encourage early communication to ensure a seamless and enjoyable experience for all. 

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Students with Disabilities and Additional Support Needs

We are committed to offering an inclusive and welcoming environment and will always try, within reasonable limits, to accommodate students with disabilities and additional support needs.

To allow us to assess whether we can safely and appropriately meet a student’s needs, it is essential that we are informed, in writing, at the time of booking of any physical, sensory, cognitive, behavioural, or other disability or additional support requirement, together with any relevant medical or support information.

After reviewing the information provided, we will determine whether we, or our trusted partners and accommodation providers, have the appropriate facilities, staffing, expertise, and resources to cater for the student’s needs in a safe and responsible manner.

If, after this assessment, we conclude that we are not able to meet the student’s needs safely and appropriately, we reserve the right to refuse the booking; or cancel an existing booking if new information comes to light or needs change significantly.
In such cases, we will inform you as soon as reasonably possible. Where we refuse or cancel a booking on this basis, our standard cancellation policy will apply unless otherwise agreed in writing.

Failure to disclose relevant information regarding a disability or additional support need at the time of booking may result in:

The student being refused participation in parts or all of the programme; and/or the booking being terminated, without any refund, if we reasonably consider that we cannot safely or appropriately cater for the student’s needs or that the health and safety of the student or others may be at risk.

 

Travelcard/Bus Pass

Travel cards need to be purchased before arrival; if you decide to buy yourself any transport tickets, this cannot be done on the day of arrival unless you have pre-ordered this from us. Please note that travel cards are necessary in order to reach the school or any other destination, including activities organised. Therefore, you will forfeit your educational trip if you refuse to buy travel tickets.

 

Complaints

In the unlikely event of a complaint, please contact our office as soon as possible. Every effort will be made to resolve the issue. We are not responsible for fees related to hotels or accommodations not booked by us if a member of the group chooses not to stay in the reserved accommodation for any reason. If complaints or other issues involve treating staff or others in an unacceptable or intolerable manner, we reserve the right to cancel the booking without any refund.

 

Flights

In the aforementioned scenario, where the client requests to book a flight on their behalf, it is important to understand the expanded legal point regarding UKEDA’s liability and the various circumstances that may arise during the booking process.

The expanded legal point is as follows:

Limitation of Liability: UKEDA explicitly states that it will not accept any liability for any claims, damages, losses, expenses, or costs incurred by the client, agency, airline, UKEDA itself, or any third party involved in the booking process. This includes situations where negligence on the part of the client, agency, airline, UKEDA, or any third party contributes to the occurrence of the issue.

Act of God: UKEDA cannot be held responsible for any delays, disruptions, or failures to perform the service due to circumstances beyond its control, commonly referred to as “Act of God” events. These events may include natural disasters, severe weather conditions, acts of terrorism, civil unrest, or any other unforeseen circumstances that are beyond the reasonable control of UKEDA.

Delays and Transfers: UKEDA emphasizes that it will not be liable for any delays or inconveniences caused by the booking or any subsequent transfers arranged by the client, agency, third party, or UKEDA itself. This encompasses delays related to transportation to and from the airport, including but not limited to transfers or connecting flights.

Airline Cancellation: UKEDA explicitly disclaims any responsibility or liability for airline cancellations. If an airline cancels a flight for any reason, including but not limited to operational issues, scheduling conflicts, or unforeseen events, UKEDA will not be held liable for any resulting claims, losses, expenses, or costs incurred by the client, agency, airline, or any other party.

Non-performance of the Service: UKEDA clarifies that it may be unable to perform the service as agreed or may be unable to provide the service at all due to various causes. These causes may include but are not limited to circumstances beyond UKEDA’s control, unforeseen events, or legal restrictions imposed by governmental authorities. In such cases, UKEDA will not be held liable for any claims, damages, losses, expenses, or costs arising from the non-performance of the service.

It is crucial for the client to thoroughly understand and acknowledge these terms and conditions before requesting UKEDA to book a flight on their behalf. By making a booking with us, the client agrees to these terms, assumes responsibility for any risks associated with the booking process, and releases UKEDA from any potential liability arising from the mentioned circumstances.

 

Photography and Promotional Use

• UKEDA may take photos and videos during courses for promotional use.
  If you do not want your child to appear in promotional materials, please inform us at booking.

 

Course Location and Programme Changes

We reserve the right to change the course location or programme under the following circumstances:

• If the number of enrolled students does not meet the minimum number required to conduct the programme at the originally booked location.
• If there is a change in our suppliers or partners that affects the availability of the originally booked location.

Notification

In such cases, we will inform you as soon as possible regarding any changes to the course location or programme.

Alternatives and Options

When a change occurs, we will provide alternative options including:

• A different location where the programme will be held.
• A different programme, if applicable and available.
• The option to cancel the booking with a full refund if no suitable alternative is acceptable.

Liability

We are not liable for any costs or losses incurred due to changes in location or programme as described above.

 

Responsibilities

• UKEDA shall not be liable or deemed if unable to perform any of its obligations by reason of any event or circumstance beyond its reasonable control.
• FORCE MAJEURE: Except where otherwise stated in these Terms and Conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature whatsoever as a result of ‘force Majeure. In these Booking Conditions, ‘force Majeure means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, infectious disease and all similar events outside our control, therefore, any cancellation received due to force majeure is subject to our cancellation policy.
• UKEDA Does not assume any liability for loss, delay or accident of any kind whatsoever which might occur due to fault or negligence of any company, hotel proprietor or any other persons engaged in carrying out the arrangements. We act as agents only for the transportation companies, hotels, student residences, host families, and other principals and do not accept responsibility or liability for any variations in arrangements ordered. All contracts are subject to English law.
• Accommodation is provided by a 3rd party and UKEDA does not assume any liability for loss, delay or accident of any kind whatsoever which might occur due to fault and negligence during the client’s stay at the above-mentioned accommodation. UKEDA acts only as an intermediary.
• All operators working with UKEDA will be deemed to have agreed to these conditions without variations once they have booked services and submitted the deposit

 

By booking with us, you agree to these terms and conditions.