Booking Terms & Conditions

Index:

1. Our company details

2. Your contract with us

3. Payments

4. Accuracy

5. Amending your booking

6. Cancelling your booking

7. Changes and/or cancellations to your Expedition Contract after departure

8. Insurance – applicable to both Contracts

9. Special Requests – applicable to both Contracts

10. Disabilities and Medical Conditions – applicable to both Contracts

11. Changes made by us

12. Cancellations by us

13. Unavoidable and extraordinary circumstances – applicable to both Contracts

14. Our Liability

15. Covid-19

16. Financial protection

17. Expedition Contract - additional assistance

18. Complaints

19. Behaviour and conduct – applicable to both Contracts

20. Expedition Contract – non-Contracted excursions and tours in destination

21. Passport, Visa, Immigration and Health Requirements – applicable to both Contracts

22. Expedition Contract - flight information

23. Data protection – applicable to both Contracts

24. Variation – applicable to both Contracts

25. Law and jurisdiction – applicable to both Contracts

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1. Our company details

Your contract will be with OUTLOOK EXPEDITIONS LIMITED, Company number 04271147 of 15 Eyston Way, Abingdon, Oxfordshire OX14 1TR, United Kingdom (“Outlook”, “we”, “us“ or “ours”).

Contact details

Tel: 01248 672 770

Email: info@outlookexpeditions.com

Correspondence address: Outlook Expeditions, 15 Eyston Way, Abingdon, Oxfordshire OX14 1TR, United Kingdom

2. Your contract with us

2.1 These booking conditions, together with our privacy policy, our website terms and conditions of use (where you have made a booking via our website), together with any and all information that we provide to you in regard to your booking, form the basis of your contracts with us.

2.2 In making a booking, you will have two contracts with us (“the Contract(s)”) as set out below:

(i) a Contract for the overseas expedition (“Expedition”) which will include the return carriage of all the persons (“the Participants”) in the booking, from the UK departure airport to the overseas destination; accommodation whilst in destination and any other travel services Contracted by the Participants and provided in the destination; and

(ii) a Contract for the UK Leadership Development programme (“UK Leadership Development”) which will include the provision of events, resources and courses to the Participants in the UK to support with the development of their leadership skills.

Pursuant to clause 2.2(i) above, the Expedition Contract shall be subject to the Package and Linked Travel Arrangement Regulations 2018 and as further set out in these booking conditions, under the subheadings of “Expedition Contract”. The combination of travel services offered to you as part of the Expedition are considered to be a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations and you will therefore benefit from all rights applying to packages - and we will be fully responsible for the proper performance of the package as a whole. Additionally, as required by law, we have protection in place to refund your payments and, where transport is included in the package, to ensure your repatriation in the event that we become insolvent. For more information on key rights under the Package Travel and Linked Travel Arrangements Regulations 2018: https://www.legislation.gov.uk...

Pursuant to clause 2.2(ii) above, the UK Leadership Development programme shall not be subject to the Package and Linked Travel Arrangement Regulations 2018 and, as such, shall not benefit from the protections provided for under the Package and Linked Travel Arrangement Regulations 2018, as further set out in these booking conditions, under the subheadings of “UK Leadership Development Contract”.

2.3 In these booking conditions references to "you" and "your" means (i) the school, who shall be represented by the “School Leader” (where the School Leader shall be the school’s authorised representative) and where the School Leader shall be the first named person on the booking; and (ii) all Participants named on the booking (including anyone who is added or substituted at a later date) and any one of them, as applicable. The School Leader shall be responsible for the administration and correspondence in regard to the booking (with assistance from Outlook) and warrants that they and the school have the authority and consent from the parents and/or legal guardians of the Participants, to make the booking (and any amendments and/or cancellations) on behalf of all the Participants named on the booking, and on behalf of the school. In making a booking with us, the School Leader is regarded as having read, understood and agreed to these booking conditions on behalf of themselves, the school and the Participants. Notwithstanding that the school may arrange for the parents and/or guardians of the Participants to make payments direct to Outlook, the school, represented by the School Leader shall remain liable for:

(i) any unpaid reservation fees and/or balances; and

(ii) any unpaid amendment fees and/or cancellation charges;

In addition to:

(iii) approving applications received and authorise participation in the school programme;

(iv) passing on to the Participants any and all information issued by us including, without limitation, the payment schedules/dates as set out on the Expedition pages of our website; confirmation of the Participant’s booking and place on the UK Leadership Development programme and Expedition; our booking confirmation invoices (where applicable) and these booking conditions.

(v) the conduct of the Participants in the booking (see clauses 14 (Liability) and 19 (Behaviour)).

(vi) Though the school is responsible for communication and administration of the booking, the school allows Outlook, as a service to school, to communicate with parents and/or guardians directly. In addition, Outlook’s BaseCamp portal will be used to host key Leadership Development and/ or Expedition information or documents.

2.4 In making a booking with us, the school, represented by the School Leader agrees to ensure that it/they or the parents/guardians of the Participants (where applicable) shall:

(i) complete the online application, the “Parental Consent Form” and “Code of Conduct” (where applicable), in addition to any waivers and/or declarations that may be applicable to the Expedition, as advised and issued by Outlook;

(ii) provide any information as requested from Outlook from time to time (whether in writing or by entering any such information into the Outlook’s online portal ‘Basecamp’);

(iii) ensure that any such information provided to us shall be complete and accurate – and provided by the required due date as advised by us;

(iv) ensure that any changes to any such information shall be advised to Outlook as soon as it is reasonably practicable to do so;

(v) ensure that the Participant shall accept, at all times, the authority of Outlook and/or the School Leader and/or any person acting in a supervisory capacity on behalf of Outlook or the school (the “Leader Team”);

(vi) ensure that the Participant shall conform with, at all times, Outlook’s Code of Conduct and other policies and procedures, as updated and communicated to the School Leader from time to time, including the requirements as set out in clause 19 (Behaviour);

(vii) ensure that all Participants are aware of and understand:

(a) the adventurous nature of the Expedition, that there may be hazards encountered on the Expedition that would not normally be encountered in the UK and that there is inherent risk associated with travel and expeditions abroad; and

(b) that standards of health and hygiene vary from country to country, and are seldom as high as they are in the UK and that the Expedition will be challenging and will include visits to remote areas.

(c) that there may be risks to health from sources such as, without limitation, poor local hygiene, high altitude, heat related illnesses, fatigue, physical injury, and tropical diseases; and

(d) that the Expedition may be subject to change and, as such, the greater Expedition team goals may take precedence over any goals/hopes of the individual Participants.

2.5 Failure to comply with the obligations set out in clause 2.4 above, may result in Outlook terminating the Contract(s) with the school and/or the relevant Participant(s) which may result in the affected Participants (i) being unable to depart on the Expedition and/or participate in the UK Leadership Development programme; or (ii) having to leave the Expedition and return to the UK. In this event, Outlook reserve the right to charge the cancellation fees as set out in clause 6.

3. Payments

3.1 Reservation Fee:

(i) For the Expedition Contract you will be required to pay a reservation fee/deposit for each Participant by the date set out in our schedule of payments (as found on the Expedition pages of our website). We reserve the right not to proceed with your booking at any time up until we have issued a confirmation invoice to you and, in this event, we will refund any sums that you have paid to us. It is important that you check the confirmation invoice carefully and advise us immediately of any incorrect or incomplete information.

(ii) For the UK Leadership Development Contract you will be required to pay the reservation fee/deposit by the date set out in our schedule of payments (as found on the Expedition pages of our website). We reserve the right not to proceed with your booking at any time up until we have issued the Welcome to Outlook email to you and, in this event, we will refund any sums that you have paid to us with respect to the UK Leadership Development programme.

3.2 The payment of the remaining balance for the UK Leadership Development Contract and the Expedition Contract shall be payable in accordance with the agreed payment plans, as set out in our schedule of payments (as found on the Expedition pages of our website). Where such agreed payments are to be paid monthly, by standing order or otherwise, all such payments shall reflect the sums set out in the payment plans and should clear Outlook’s bank no later than the stated payment due dates. If any payments set out on the payment plan are not paid on time we reserve the right, in our absolute and sole discretion, to charge an administration fee of £25 per week where upon payment will become immediately due. In the event that payment is not made on time, or any payments continue to be paid late (or not at all), we reserve the right to cancel the Participant’s booking and charge the cancellation charges as set out in Clause 6.

3.3 Where the School Leader has requested that a Participant’s parents and/or legal guardian are to make payments directly to Outlook, rather than to the school, Outlook shall act as agent for the school in taking any such payments and the school shall remain fully liable, as set out in clause 2.3 and in accordance with these booking conditions.

3.4 Payments under this clause 3 can be made by:

• (i) cheque (made payable to Outlook Expeditions Ltd;
• (ii) BACS transfer and/or standing order and/or cheque (Account name: Outlook Expeditions Ltd: Sort Code: 40 37 13 (HSBC): Account Number 71 73 96 54); or
• (iii) debit card.

4. Accuracy

We endeavour to ensure that all the information and prices both on our website and in our brochures and other promotional materials are accurate, however, occasionally changes and errors occur and we reserve the right to correct prices and other details in any such circumstances and at any time. You must check the current price and all other details relating to the travel arrangements that you wish to book before you make your booking. We will not be liable for booking errors which are attributable to you and, should you subsequently need to amend a booking that we have confirmed, amendment charges shall apply. If a price on our booking confirmation, website, brochures or promotional material is obviously incorrect, a booking made on that price will not be valid and we reserve the right to cancel the booking, unless you wish to pay the correct price.

5. Amending your booking

5.1 Expedition Contract

(i) If you wish to change any part of your booking (for example your chosen departure date), the School Leader on the booking must inform us in writing as soon as possible and the effective date of any change shall be the date that we receive written notification from you. Whilst we will do our best to make the requested changes to your booking, it may not always be possible to do so. Where we can make the requested changes, you will be required to pay an administration charge of £50 per Participant, per change, in addition to any further costs or charges that we incur (whether from our suppliers or otherwise) in making the changes to your booking. You should be aware that these costs could increase the closer to the departure date that changes are made and you should therefore contact us as soon as possible.

It may not be possible to change certain elements of your booking (e.g. flights, transfers, excursions, etc.) and, where you have requested for any of those elements to be changed, a cancellation charge of up to 100% for that element of your booking may be charged.

(ii) If a Participant(s) cancels their place in the booking, cancellation fees will be payable, in accordance with clause 6 below. If the number of Participant cancellations brings the total number of Participants in a booking below the minimum number required to qualify for any discount in price or a concession for any accompanying teachers/adults (e.g. number of free places), the concessions will be adjusted accordingly. If the number of Participants falls below the required minimum number (as advised to you prior to us confirming your booking) we reserve the right to cancel/collapse your booking, in accordance with clause 12 below.

(iii) You can transfer a booking to another Participant, who satisfies all the conditions that apply to the booking (including, without limitation, the Participant having completed the UK Leadership Development programme), by giving us notice in writing as soon as possible. Both the previous Participant and the Participant to whom the booking/place is being transferred to will be responsible for paying all costs and charges we incur in making the transfer, including a £50 administration fee. For flight inclusive bookings, most airlines do not permit name changes after tickets have been issued for any reason, therefore you may have to pay the full cost of an alternative flight (where available) if you wish to transfer a flight seat after your booking has been confirmed.

5.2 UK Leadership Development Contract

(i) Changes to your UK Leadership Development Contract are not permitted once your Welcome to Outlook email has been sent to you.

6. Cancelling your booking

6.1 Expedition Contract

(i) If you wish to cancel your booking or a Participant’s place in the booking (including where the School Leader wishes to withdraw a Participant from the Expedition), the School Leader on the booking must inform us in writing as soon as possible and the effective date of any change shall be the date that we receive written notification from you.

(ii) Since we incur costs in servicing, planning, and subsequently cancelling your booking, the following cancellation charges will apply:

(iii) Where the cancellation charge is less than the reservation fee, the reservation fee shall be charged.

(iv) If the reason for the cancellation is covered under the terms of your insurance policy, you may be able to reclaim some or all of these charges.

6.2 UK Leadership Development Contract

(i) If you wish to cancel your UK Leadership Development Contract, the School Leader on the booking must inform us in writing as soon as possible and the effective date of any change shall be the date that we receive written notification from you.

(ii) Since we incur costs in planning, resourcing and committing to other fixed costs, you will be required to pay the following cancellation charges, in the event that you, or a Participant(s) cancels your/their booking:

(iii) Pursuant to clause 13 (Unavoidable and Extraordinary Circumstances), should the Expedition Contract be deferred to a later date, or changed to a different Expedition and/or destination, due to unavoidable and extraordinary circumstances, the UK Leadership Development Contract may also be deferred. However, should the Expedition Contract be terminated due to unavoidable and extra ordinary circumstances, any refunds in the cost of the UK Leadership Development Contract shall be subject to the cancellation charges set out in clause 6.2(ii) above.

7. Changes and/or cancellations to your Expedition Contract after departure

7.1 If we become unable to provide a significant proportion of your Expedition Contract after you have departed for the Expedition, we will try to offer you suitable alternative arrangements, where we are able to, of an equivalent or higher standard than those booked. If the alternative arrangements we make are of a lower quality than those you originally booked, we may provide a price reduction. Please see clause 15 for changes and cancellations after departure, as a result of Covid-19.

7.2 In the event that:

(i) the School, Outlook or the Leader Team, in their absolute discretion, decides that a Participant must be withdrawn from an Expedition after departure and pursuant to clause 19 and/or

(ii) a Participant decides to withdraw from the Expedition after departure;

Outlook shall not be liable for any refund, loss, cost, damage or other expense that may arise out of or in connection with the withdrawal of the Participant, for whatever reason, and the Participant shall be liable for - and shall indemnify Outlook against - all associated return travel costs including, without limitation, the cost of return flights, accommodation in destination or elsewhere, transport, food, subsistence and visas, for both the Participant and the member of the Leader Team who may escort the Participant for some or all of their return journey.

8. Insurance – applicable to both Contracts

8.1 It is a condition of your Contracts with us that you have adequate insurance. You must be satisfied that your insurance fully covers all your personal requirements including, without limitation, your personal belongings, any pre-existing medical conditions and cancellation charges. In the event that you require medical assistance whilst on the UK Leadership programme, the NHS services will used. In the event that you require medical assistance whilst on the Expedition, Outlook’s medical insurance will apply.

8.2 In the event of a medical incident during the Expedition where the insurer has deemed that repatriation is not required and/or necessary, but where the Participant wishes to return to the UK, the Participant shall be liable for all return travel costs including, without limitation, the cost of return flights, accommodation in destination or elsewhere, transport, food, subsistence and visas, for both the Participant and the member of the Leader Team who may escort the Participant for some or all of their return journey.

8.3 In the event that a Participant makes an insurance claim, any costs incurred by Outlook’s travel insurance company in obtaining any documents (e.g. doctors' certificates) for such claim will be borne by the Participant.

9. Special Requests – applicable to both Contracts

Any special requests must be advised to us at the time of booking. Whilst every effort will be made to arrange any reasonable special requests, we cannot guarantee that they will be fulfilled and any failure to arrange a special request on our part shall not be deemed as being a breach of our Contract with you. The fact that a special request has been noted on the confirmation invoice or any other documentation or that it has been passed on to the supplier(s) is not confirmation that the request will be met. We reserve the right to decline any booking that is conditional upon any special request being met.

10. Disabilities and Medical Conditions – applicable to both Contracts

10.1 If a Participant has any specific medical condition, disability or reduced mobility which may affect their ability to take part in the Expedition and/or the UK Leadership Development programme, we must be provided with full details at the time of booking, so that we can advise as to any suitability or otherwise of the chosen arrangements.

10.2 The School Leader must also promptly update us of any medical and/or ability changes, or injuries, that may occur after booking has been made but prior to departure. If we reasonably feel unable to properly accommodate the particular needs of the Participant concerned, we must reserve the right to inform you/them of this.

10.3 Expeditions can be physically and mentally challenging and each Participant should satisfy themselves that they have the physical and mental capacity to embark on and undertake the Expedition itinerary.

11. Changes made by us

11.1 Expedition Contract - alteration to the price of your booking

(i) We are able to change the price of your booking after you have booked as a result of changes:

(a) in the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources;

(b) in the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports; or

(c) to exchange rates relevant to your booking.

However, there will be no change to the price of your booking within 20 days of your departure.

(ii) We will absorb (and you will not be charged for) any increase of 2% or less of your booking price and, conversely, we will not refund any decrease in booking price of 2% or less.

(iii) You may be charged for any increase over 2% and, if the increase in price is more than 8% of your booking price, you will have the option of:

(a) accepting the price difference and paying the additional amount due; or

(b) accepting a change to another Expedition if we are able to offer one (we will refund any price difference if the alternative is of a lower value); or

(c) cancelling your Expedition and receiving a full refund of all monies paid, except for any amendment charges. Should you decide to cancel you must do so within the time period shown on our communication to you, outlining the change to the price of your booking

(iv) Should the price of your booking go down by more than 2%, then any refund due will be paid to you, minus our administration costs (which may cancel out any refund due to you). Please note that travel arrangements are not always purchased in local currency and some apparent changes have little or no impact on the price of your booking, due to contractual arrangements and other protections in place.

(v) We reserve the right to amend the price of any unsold Expeditions at any time.

11.2 Expedition Contract - alterations other than price

(i) It is a term of your Contract with us that:

(a) the final itinerary for your Expedition will not be confirmed until 2 months prior to the departure date. As such, departure dates, flight times, carriers, duration of the Expedition and the itinerary will be subject to change up until 2 months prior to the departure date; and

(b) that we are able to make changes to any aspect of your booking at any time.

(ii) Most changes will be minor and will be advised at the earliest possible date. Minor/insignificant changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, changes of carriers, any change to a London departure airport (including London City, London Gatwick, London Heathrow, London Luton, London Stansted and London Southend) and changes to the Expedition itinerary (including, without limitation, change to different regions within a country). In the event of a minor change, we shall not be liable to pay you any compensation.

(iii) If we are constrained by circumstances beyond our control to significantly alter any of the main characteristics of the travel services that make up your booking, within 2 months of your departure date, we will inform you as soon as reasonably possible - if there is time before your departure - and you will have the choice of:

(a) accepting the change (e.g. to the destination, departure date and/or duration of the Expedition); or

(b) accepting a suitable alternative Expedition where we are able to offer one (we will refund any price difference if the alternative is of a lower value); or

(c) subject to clause 11.3, having a refund of all monies paid in respect to the Expedition Contract, if we are not able to offer an alternative that is sufficiently comparable.

We will tell you the procedure for making your choice. Please read any notification of changes carefully and respond promptly as if you do not respond to us within the timescale given your booking may be cancelled.

(iv) Pursuant to clause 11.2(iii) we will also pay reasonable compensation as set out below, except where the significant change is due to unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken:

Period before departure in which we notify you / Amount you will receive from us

More than 42 days = £Nil

Between 41 - 28 days = £20.00

Between 27 - 14 days = £30.00

Between 13 days – Departure Date = £40.00

(vi) Where applicable and, in the event that the Expedition team or Outlook need to make changes to any expedition arrangements to ensure the team’s safety (such as a change of area, trek, service-learning initiative, or activity) as a result of unavoidable and extraordinary circumstances that may include, without limitation, adverse conditions, civil unrest, or natural disaster, any such changes shall not be deemed as being significant changes and we shall not be liable to pay you compensation for any such changes.

11.3 UK Leadership Development Contract - alterations

(i) Any changes made to the UK Leadership Development Contract will be deemed to be minor changes and, as such, Outlook will not be liable for any refunds or compensation in respect to the UK Leadership Development Contract.

12. Cancellations by us

12.1 Expedition Contract - cancellation by us

(i) We reserve the right to cancel your Expedition booking, however, we will not cancel less than 4 weeks before your departure date, except for unavoidable and extraordinary circumstances or failure by you to pay the final balance. Unavoidable and extraordinary circumstances means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

(ii) You will be notified of the minimum number required for the Expedition to go ahead prior to us confirming your booking. In the event that the number of Participants in the booking drops below the minimum number required, such that Outlook considers it unviable to operate the Expedition, Outlook reserves the right to cancel/collapse the Expedition.

(iii) If your booking is cancelled by us you can either have a refund of the Expedition monies paid or accept an alternative booking of comparable standard from us, if we are able to offer one (we will refund any price difference if the alternative is of a lower value).

(iv) In the event a refund is paid to you, we will pay reasonable compensation as set out below, except where the cancellation is due to unavoidable and extraordinary circumstances (see definition above) or because the number of Participants in the booking have dropped below the minimum number required, such that Outlook considers it unviable to operate the Expedition:

Period before departure in which we notify you / Amount you will receive from us

More than 42 days = £Nil

Between 41 - 28 days = £20.00

Between 27 - 14 days = £30.00

Between 13 days – Departure Date = £40.00

12.2 UK Leadership Development Contract – cancellations by us

(i) In the event that the UK Leadership Development Contract is cancelled/collapsed, or is cancelled/collapsed part way through the UK Leadership Development programme, Outlook will provide a refund or part-refund that shall be representative of the elements of the programme that have not been performed/provided by Outlook. Outlook will not be liable for any compensation in respect to any cancellation/collapse, in full or in part, of the UK Leadership Development Contract.

13. Unavoidable and extraordinary circumstances – applicable to both Contracts

Except where otherwise expressly stated in these booking conditions we will not be liable for any damage, loss, costs or other expenses incurred by you - or pay you compensation - where the performance or prompt performance of our Contractual obligations to you are prevented, or affected by, or you otherwise suffer any damage, loss or expense of any nature, as a result of unavoidable and extraordinary events.

Unavoidable and extraordinary events are events that neither we nor the suppliers of any service(s) in question could, even with all due care, foresee or avoid. Such events include, without limitation, war (whether actual or threatened), civil unrest, riot, strife, terrorist activity and/or its consequences or the threat of such activity, health risks, infectious disease, epidemics and pandemics and government measures to combat such outbreaks, riot, the act of any government or other national or local authority or the act of any airport, port or river authorities, unforeseeable technical problems with transport, airport, port or airspace closure restriction or congestion; flight or other travel restrictions imposed by any government, regulatory authority or other third party; industrial dispute, sanctions, lock closure, natural or nuclear disaster, fire, flood, adverse weather conditions, volcanic eruption, chemical or biological disaster, consequences of Brexit and all similar events outside our or the concerned supplier’s control.

14. Our Liability

14.1 Expedition Contract

(i) Under the Package Travel and Linked Travel Arrangements Regulations 2018, we are responsible for the proper performance of the Expedition. However, you must inform us without undue delay of any issues with any of the travel services included in your booking - please see clause 18 (Complaints) for how to make a complaint in destination.

(ii) We will not be liable for any injury, illness, death, loss (for example loss of possessions or loss of enjoyment), damage, expense, cost or other sum or claim of any nature or description whatsoever which results from: (a) the act(s) and/or omission(s) of the person(s) affected or another/any member of your group; (b) the act(s) and/or omission(s) of a third party unconnected with the provision of the travel services in the booking that are unforeseeable or unavoidable; (c) unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken; (d) any loss or damage you incur that relates to any business activity (including without limitation loss of earnings); (e) any loss or damage that relates to any services that you may have entered into separate contracts for with other providers/suppliers and which do not form part of our Contract with you (including, without limitation, any additional services or facilities booked and arranged by you directly, including any activity, tour or excursion you purchase in destination from a third party) and/or any services provided near to where you are staying such as water sport providers, beach vendors, shops, massage, tattoos, henna, hair treatments and other spa therapies and sporting facilities; (f) any damage, loss or expense or other sum(s) of any description which on the basis of the information given to us by you concerning your booking prior to it being confirmed, we could not have foreseen you would suffer or incur if we breached our Contract with you; (g) any no-show or late arrival of any Participant; and (h) any damage, loss or expense or other sum(s) of any description pursuant to clause 15 (Covid-19).

(iii) Our Contract with you and the laws and applicable standards of the country in which your claim or complaint occurred will be used as the basis for reviewing your compliant. If the particular travel services which gave rise to the claim or complaint were provided in compliance with the applicable local laws and standards, the travel services will be treated as having been properly provided. This will be the case even if the travel services did not comply with the laws and standards of the UK which would have applied had those services been provided in the UK.

(iv) Our liability, except in cases involving death, or personal injury as a result of our negligence, or the negligence of our suppliers who provide some of the services that form part of your Contract with us, shall be limited to a maximum of three times the cost of your travel arrangements (excluding any amendment charges) paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim under any conditions of carriage or International Conventions.

(v) We are to be regarded as having all benefit of any limitation of compensation contained in these booking conditions in addition to any applicable International Conventions (including, without limitation, the Montreal Convention, the Athens Convention, the Berne Convention and the Paris) and any limitation of liability provided for in any applicable conditions of carriage of the transport companies that provide the travel services that make up your booking (e.g. airlines, boats, ships, inland waterways, trains). Any such terms shall be incorporated into your Contract with us and will apply to you on that journey. Please note that strict time limits may apply for notifying of loss, damage or delay of luggage to airlines. You can ask for copies of the travel service conditions of carriage or the international conventions from us.

(vi) Under the Air Passenger Rights and Air Travel Organisers’ Licensing (Amendment) (EU Exit) Regulations 2019 you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details are available from the relevant airlines. Any reimbursement in such cases will not automatically entitle you to a refund of your booking price from us. Your right to a refund and/or compensation from us is set out in these booking conditions. If any payments to you are due from us, any payment made to you by the airline or any other service provider will be deducted.

(vii) We cannot accept any liability for any damage, loss, expense or other sum(s) of any description which did not result from any breach of our Contract with you or other fault by ourselves or our employees or, where we are responsible for them, our suppliers.

14.2 UK Leadership Development Contract

(i) We will not be liable for any injury, illness, death, loss (for example loss of possessions or loss of enjoyment), damage, expense, cost or other sum or claim of any nature or description whatsoever which results from: (a) the act(s) and/or omission(s) of the person(s) affected or another/any member of your group; (b) the act(s) and/or omission(s) of a third party unconnected with the provision of the UK Leadership Development Contract; (c) the UK Leadership Development Contract not being provided due to unavoidable and extraordinary circumstances; (d) any loss or damage you incur that relates to any business activity (including without limitation loss of earnings); (e) any loss or damage that relates to any services which do not form part of our Contract with you; (f) any damage, loss or expense or other sum(s) of any description which on the basis of the information given to us by you concerning your Booking prior to it being confirmed, we could not have foreseen you would suffer or incur if we breached our Contract with you; (g) any no-show or late arrival of any Participant; (h) any curtailment of the Contract; and (i) any damage, loss or expense or other sum(s) of any description pursuant to clause 15 (Covid-19).

(ii) In the event that we are found liable in any respect, our liability to you shall be limited to the cost of the UK Leadership Development Contract paid by the Participant.

(iii) We cannot accept any liability for any damage, loss, cost, expense or other sum(s) of any description which did not result from any breach of our Contract with you or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. This includes, without limitation, (a) any separate contracts that you may enter into with other providers or suppliers; and (b) any services that are not provided by us as part of your Contract.

(iv) We cannot accept any liability for any damage, loss, cost, expense or other sum(s) of any description arising out of or in connection with any loss and/or damage to any personal belongings or effects.

15. Covid-19

15.1 Expedition Contract

(i) Both you and us acknowledge the ongoing COVID-19 global crisis and accept our obligations to comply with any official guidance from governments or local authorities, both in the UK and whilst in destination.

We will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment),in the following circumstances:

(a) If you or any of the Participants or school staff test positive for Covid-19 and have to quarantine for a period of time, or are notified or otherwise become aware that they have, or suspect they may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time. If this happens within 14 days of their departure date, you must contact us as they may no longer be able to travel. We will offer the following options where possible and subject to availability:

(1) Postponing their place to a later date. We will notify you of any impact to the price the postponement may have (please note that they may have to pay full cancellation charges on some elements of the booking, such as the flight, as well as any increase in cost imposed by other suppliers);

(2) transferring their place on the Expedition to another person nominated by you, subject always to the requirements of clause 5.1(iii);

(3) Cancelling the Expedition, in which case our standard cancellation charges shall apply as of the date we receive notice of cancellation from the School Leader. You may be able to claim these charges back from your travel insurance.

If this happens whilst you/they are in destination, please notify us without delay and we will provide such reasonable assistance as we can in the circumstances. However, we will not be responsible for covering the cost of any curtailment of your/their Expedition, any missed transport arrangements,or other associated costs incurred. You/they must ensure that you/they have travel insurance in place which covers these costs. Outlook, in its sole and absolute discretion, may provide accommodation in the overseas destination and/or limited associated expenses in the event that a Participant requires medical assistance - and where such accommodation and/or limited associated expenses are deemed to be absolutely necessary in order to facilitate the provision of such overseas medical assistance. This shall not apply to any such similar accommodation and/or expenses arising and/or incurred in the UK.

(b) You/they fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so and, as such, you/they are denied entry to board the flight, entry to the destination, access to the services or you/they are otherwise unable to proceed with the Expedition, or that portion of the Expedition.

(ii) You/they also acknowledge that the suppliers providing your Expedition and associated travel services, including airlines, hotels and excursion providers, will need to comply with national and/or local guidance and requirements relating to Covid-19 and have implemented certain measures as a result. This will likely include specific requirements regarding personal protective equipment, such as use of face-masks by staff (and you/they may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options, limited food/drink availability and amendments to the usual or normally expected safety standards and procedures. We do not expect these measures to have a significant impact on your enjoyment of your Expedition and all measures will be taken with the purpose of securing your safety and those around you.

15.2 UK Leadership Development Contract

(i) Both you and us acknowledge the ongoing COVID-19 global crisis and accept our obligations to comply with any official guidance from governments or local authorities. We will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment),in the following circumstances:

(a) If you or any of the Participants or school staff test positive for Covid-19 and have to quarantine for a period of time, or are notified or otherwise become aware that they have, or suspect they may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time. If this happens within 14 days of any attendance at a UK Leadership event, you must contact us as they may no longer be able to attend.

If this happens whilst you/they are attending any UK Leadership event, please notify us without delay and we will provide such reasonable assistance as we can in the circumstances.

16. Financial protection

16.1 Expedition Contract

(i) The money you pay us for a flight inclusive booking is protected by an ATOL (number 6697) which is managed by the Civil Aviation Authority, Gatwick Airport South, RH6 0YR.

When you buy an ATOL protected flight or flight inclusive package from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.

We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme.

(ii) If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us and/or the travel agent. You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

16.2 UK Leadership Development Contract

(i) We do not provide any financial protection in regard to the UK Leadership Development Contract.

17. Expedition Contract - additional assistance

Outlook provide a 24 hour/7 days a week operational support centre as part of the Expedition, which is included in the cost. We will provide appropriate assistance in the event that you or a Participant experience difficulty whilst in destination, in particular, by providing information on health services, local authorities and consular assistance; and helping you to make any necessary phone calls/emails and find alternative travel arrangements. We will charge a reasonable fee for such assistance if the difficulty is caused intentionally by you or a Participant, or as a result of your or a Participant’s negligence.

18. Complaints

18.1 Expedition Contract

(i) As indicated in our communications to you, Expeditions - by their nature - are often unpredictable and may not always go according to plan. Whilst we make every effort to ensure that your travel arrangements run smoothly, you accept that changes may be made to the Expedition without notice and that any such changes are agreed and accepted by you as part of your Contract with us. In the event that you wish to notify us of a problem that you consider is not within the acceptable parameters of participating in an Expedition, you must inform the Leader Team (if you are participating in the Expedition) immediately, who will endeavour to put things right. If you are a parent and/or Guardian, then you must contact our customer service centre on Tel: +44 (0)1248 672 760

(ii) If your complaint is not resolved during the Expedition, you must send formal written notice of your complaint to customer.service@outlookexpeditions.com or by letter to the Customer Service Manager at Outlook Expeditions, 15 Eyston Way, Abingdon, Oxfordshire OX14 1TR, United Kingdom within 28 days of your return, 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. If you fail to follow the requirement to report your complaint whilst in destination we will have been deprived of the opportunity to investigate and rectify your complaint, and this may affect your rights under this Contract.

(iii) Where any payment is made by us in regard to a claim, the person(s) receiving it (and their parent or guardian if under 18 years) agrees to assign to us or our insurers any rights they may have to pursue any third party and must provide us and our insurers with all assistance we may reasonably require.

18.2 UK Leadership Development Contract

(i) In the event that you have any reason to complain or experience any problem, you should inform us in writing without undue delay by emailing customer.service@outlookexpeditions.com, so that we have the opportunity to put things right. If you fail to follow the requirement to report your complaint without undue delay, we will have been deprived of the opportunity to investigate and rectify your complaint, and this may affect your rights under this Contract.

19. Behaviour and conduct – applicable to both Contracts

19.1 In accordance with our code of conduct that you have agreed to and accepted as part of your Contract with us, all Participants are to conduct themselves in an orderly and acceptable manner and not to disrupt any third party. If in our reasonable opinion or in the reasonable opinion of any other person in authority, the behaviour of a Participant is causing or is likely to cause distress, danger or annoyance to any third party (including being threatening or abusive, upsetting, annoying or disturbing any other Participant or other traveller, our staff or agents or putting any of them in danger) or damage to property, or to cause a delay or diversion to transportation, we reserve the right to consider their Contract to have been cancelled by them with immediate effect. In this event our liability to them will cease and they will be required to leave the UK Leadership Development Contract and/or Expedition immediately. We will not be liable for any damage, loss, refunds expenses, or other costs incurred by them as a result including, without limitation, any return travel arrangements, the costs of cleaning, repairing or replacing property lost, damaged or destroyed by them, compensating any passenger, crew, staff or agent affected by their actions and diverting the aircraft or ship for the purpose of removing them.

19.2 If they cause damage to any accommodation in which they are staying, they must fully reimburse the accommodation concerned for the cost of the damage before the end of their stay (if the cost has been established by then) or as soon as it has been established (if later). You must also indemnify us for the full amount of any claim (including all legal costs) made against us by the accommodation or any third party as a result. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with the UK Leadership Development Contract or your Expedition or with us.

19.3 The School Leader and any adults accompanying the UK Leadership Development Contract and/or Expedition shall, at all times:

(i) act ‘in loco parentis’ for the Participants and, in particular, in regard to any minors in the group;

(ii) ensure that all Participants comply with any and all Covid-19 requirements during the trip;

(iii) ensure that all Participants are advised against using personal mobile phones, at any time;

(iv) ensure that the Participants are adequately supervised;

(v) ensure the correct ratio of responsible adults will be on active duty at all times to ensure that all Participants behave appropriately

(vi) ensure that the Participants takes into account their personal safety whilst in destination so as not to put themselves or others at unnecessary risk including, without limitation, ensuring that the Participants:

(a) take care when out during the hours of darkness;

(b) do not go out alone;

(c) are not intoxicated or under the influence of any other illegal or dangerous substances and, in any event, shall not permit anyone under the permitted age, in accordance with the applicable laws of the relevant country, to consume alcohol; and

(d) are aware of their behaviour and actions in the context of their surroundings.

(vii) ensure that no members of the group smoke in any smoke -free places or behave in any other way which may cause a fire hazard;

(viii) ensure that the Participants comply with all relevant laws

19.4 for the avoidance of doubt and, during the UK Leadership Development programme and the Expedition, the Expedition Leader(s) shall be responsible for any and all health, safety, security and operational matters; whereas the school teachers shall be responsible for the pastoral care of the Participants.

20. Expedition Contract – non-Contracted excursions and tours in destination

Excursions or other activities and tours that you may choose to book or pay for whilst you are in destination do not form part of your Contracted arrangements with us. Your contract will be with the operator of the excursion, activity or tour and not with us and we shall not be responsible or liable for the provision of any such excursion, activity or tour or for anything that happens during the course of its provision by the operator.

21. Passport, Visa, Immigration and Health Requirements – applicable to both Contracts

It is your responsibility to check and comply with any travel, passport, visa, entry, health, vaccination, testing and immigration requirements applicable to your booking. Requirements change on a regular basis and you must therefore continually check and monitor the requirements up to your date of return, both in regard to the countries to which you are travelling to or through - and any requirements on your return to the UK.

In addition to the relevant embassies and/or consulates, information can also be found on the following websites:

FCDO https://www.gov.uk/foreign-travel-advice

NHS Fit for Travel https://www.fitfortravel.nhs.uk/destinations

GHIC: https://www.gov.uk/global-health-insurance-card

Passports: https://www.gov.uk/apply-renew-passport

DFT: https://www.gov.uk/government/organisations/department-for-transport

DFE: https://www.gov.uk/government/organisations/department-for-education

We do not accept any responsibility or liability if any member of your booking cannot travel or enter/attend any venue/event because they have not complied with any travel, passport, visa, vaccination, testing or immigration requirements or are not in possession of necessary travel documentation (including, without limitation, vaccination certificates, testing kits and any other required documentation).

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 from date of issue, you should check with the Embassy of the country you are visiting.

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 such requirements.

22. Expedition Contract - flight information

22.1 The carrier(s), flight timings and types of aircraft shown on our website (the basecamp portal) and itinerary are for guidance only and are subject to alteration and confirmation (which shall not be considered to be a significant change to your booking). 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 sent to you approximately 2 weeks before your date of 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 – however, we also advise that you monitor your flights as well, in case of any changes.

22.2 Regulation (EC) No.2111/2005 establishes a list of air carriers which are subject to an operating ban within the European Community: https://transport.ec.europa.eu/transport-themes/eu-air-safety-list_en

23. Data protection – applicable to both Contracts

Our privacy policy sets out what personal data we collect about you, how and why we use it, who we disclose it to, and how we protect your privacy in accordance with the UK GDPR: Outlook Expeditions Privacy Policy

It is possible that photographs or video may be taken for inclusion in our brochure or website or for other promotional purposes. By booking with us and, unless you tell us otherwise, you consent to us using any such photographs or video without charge (whether current or in the future). Where it is practical to do so, we will seek the consent of any persons who are prominently included in any shots. Consent will not generally be sought from persons who only appear in the background and/or are not identifiable. No persons will be identified by name. Our privacy policy includes provision for your being able to contact us to withdraw your consent to any further such use, as from receipt of your notice to that effect.

24. Variation – applicable to both Contracts

These booking conditions may be varied by us at any time and at our sole discretion. Any new booking conditions will be published on our website and will have immediate effect.

25. Law and jurisdiction – applicable to both Contracts

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 exclusive jurisdiction of the Courts of England and Wales.