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 an enquiry, you are required to pay 25% plus the administration fee of the total invoice. Unless otherwise agreed, the remaining balance will have to be paid 28 days before the arrival date.
• 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.
• 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.
• 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.
• 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 give your preference if you want the course to be AM or PM, but this will depend on the availability for that period, hence, we may only be able to confirm the timing 2 weeks prior to arrival, therefore, we cannot guarantee the preferred time.

Cancellations (Groups)

• 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 18 days prior to the arrival date are subject to 75% cancellation fee, plus the administration fee.
• All cancellations, up to 18 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 Transfers

• 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 & 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.

Arrival & Departure Times (Groups for family accommodation)

-Weekday arrivals (meeting point*)           From 18.00 to 22.00hrs	-Departure from (meeting point*)         From 07.00 am to 8.30 am
-Weekend arrivals (meeting points*)           From 08.00 am to 22.00hrs	-Departure from (meeting point*)         From 08.00 to 11.30 am

*Meeting point is where you will meet the families and not your arrival time at the airport

• Please remember that most families will be at work during the daytime, therefore, arrivals and departure from meeting points outside of the hours mentioned above will incur a £12.00 supplement per student each way (this means that if you arrive and leave during the unusual hours the students 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 7.15 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)

Arrival & Departure Times (Group Hotel)

-Weekday arrivals (meeting point*)           From 9.00 am to 22.00	-Departure from (meeting point*)         From 06.00am to 11.30am
-Weekend arrivals (meeting points*)           From 09.00 am to 22.00	-Departure from (meeting point*)         From 06.00 to 14.00

*Meeting point is the time the group will arrive at the hotel

• Meeting points outside of the hours mentioned above will incur a £60.00 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. 

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, our office should be contacted as soon as possible. Every effort will be made to resolve the complaint. We will not be responsible for the payment of fees for hotels or accommodation not booked by us if somebody in the group chooses not to stay in the booked accommodation for any reason. If pursuing complaints or other issues that treat staff and others in a way that is unacceptable and intolerable, we reserve the right to cancel the booking, and this will not be subject to 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 agreeing to these terms, the client assumes responsibility for any risks associated with the booking process and releases UKEDA from any potential liability arising from the mentioned circumstances.

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