Our Terms & Conditions
Delegations for Dialogue BOOKING CONDITIONS
1. General
The following conditions form the basis of your contract with Delegations for Dialogue CIC Limited as “Delegations for Dialogue”. Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your participation on our programmes, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.
1.1 These conditions only apply to programme arrangements which you make with us in and which we agree to make, provide or perform (as applicable) as part of our contract with you. All references in these conditions to“contract”, “programme” or “arrangements” mean such programme arrangements unless otherwise stated.
1.2 In these conditions, “you” and “your” means all persons named on the application form or any of them as the context requires. “We”, “us” and “our” means Delegations for Dialogue CIC Limited.
2. Applying to join our programmes
A formal application form will be sent to applicants following admittance.
2.1 By submitting this application , the individual confirms that he/she has read and agreed to these terms & conditions.
2.1.1 You are responsible for making all payments due to us.
2.1.2 You must be at least 18 at the start of the programme.
2.2 The completed application form must be filled in accurately.
2.3 Subject to the availability of your chosen arrangements, we will confirm your position on the programme after receiving this formal application.
2.3.1 We regret we cannot accept any liability if we are not notified of any inaccuracies.
2.4 You are responsible for obtaining the relevant visas (unless specified otherwise).
3. Payment
In order to confirm your place on the respective programme a deposit of 50% must be made (or full payment if payment takes place within 4 weeks of departure).
3.1 On occasions, a higher deposit may be payable – we will advise you where this is the case.
3.1.1 Payment may be paid by cheque through the post, by transfer to our bank account, or cash payments if available.
3.1.2 We will be unable to confirm your booking until we receive this payment and your signed booking form. Once your booking is confirmed, deposits can only be refunded as set out in these booking conditions.
3.2 Approximately 2 weeks prior to departure, we will send you a balance-due invoice which will show any surcharge which may have become applicable (see clause 5).
3.2.1 The balance of the programme cost must be received by us at least 4 weeks prior to departure. If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to retain your deposit.
4. Your contract
A binding contract between us comes into existence when you confirm your participation in the programme through completing the respective formal application form. We both agree that English law will apply to your contract and to any dispute, claim or other matter of any description which arises between us. We both also agree that any Court proceedings must be dealt with by the Courts of England and Wales only.
5. programme tuition fees
The price of your chosen programme will be confirmed at the time of booking including the exchange rate(s) which have been used to calculate the price.
5.1 Once the price of the programme has been confirmed at the time of booking, we will only change it in the following circumstances:
a) in the event of an applicable surcharge;
b) in the event of any change in our transportation costs; and/or
c) for payable dues, taxes for services such as embarkation or disembarkation fees at port.
5.2 If the amount of any increase in our costs exceeds 2% of the total cost of the programme (excluding any amendment charges) will we levy a surcharge. Should the price go down due to the changes mentioned above, by more than 2% of your programme cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
5.2.1 If any surcharge is greater than 10% of the cost of your programme (excluding any amendment charges), you will be entitled to cancel your booking and receive a full refund of all monies you have paid to us (except for any amendment charges) or alternatively purchase join another programme offered by us.
5.3 In the event of an applicable surcharge we will advise you in advance of your travel and the options available to you.
6. Special requests and medical conditions / disabilities
If you have any special requests, you must advise us at the time of applying.
6.1 Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met.
6.2 If you or any member of your party have any medical condition or disability which may affect your travels or have any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you proceed with your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. You must also promptly advise us if any medical condition or disability which may affect your travels develops after your booking has been confirmed.
6.2.1 In any event, you must give us full details in writing of any medical conditions at the time of booking and if there is any change in the condition or disability occurs you must notify us immediately. Failure to do so may result in us having to cancel your programme, and we will be entitled to treat this as a cancellation by you which will be subject to the charges as set out in section 8.
7. Cancellation by you
Should you need to cancel your participation in the programme once it has been confirmed (via email or otherwise), you must immediately notify us in writing.
Notice of your cancellation will only be effective when it is received in writing by us at our offices.
7.1 In the event of cancellation, the following cancellation charges will be payable:
1 week before departure 100% of programme fee
2 weeks before departure 70% of programme fee
1 month before departure 40% of programme fee
6 weeks before departure 10% of programme fee
6 weeks + before departure full refund
8. Insurance
Appropriate and adequate travel insurance is essential and is a condition of your contract with us. Your policy must include comprehensive medical cover i.e. the costs of evacuation and repatriation from the remote destinations included in the programme in the event of illness or accident in addition to other medical requirements. We cannot allow you to travel without this. You must therefore provide us with confirmation of the name of your insurance company, the policy number and the insurers’ emergency contact telephone number for use in a medical emergency no later than 8 weeks prior to departure. If you fail to do so, we are entitled to cancel your booking and apply the cancellation charges shown in clause 8.
8.1 It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs, as we will not check policies for suitability.
8.2 You must also ensure that the policy will protect you in the event that you travel to a country against the advice of the Foreign Office (see clause 11).
9. Changes and cancellation by us
Occasionally, we have to make changes to programme details both before and after bookings have been confirmed and may have to cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we reserve the right to do so. Our programme usually require a minimum number of participants to enable us to operate them. If the minimum number of bookings required for a particular programme has not been received, we are entitled to cancel it. We will notify you of cancellation for this reason at least 8 weeks prior to departure.
9.1 Cancellation for lack of numbers is at our discretion and occasionally we may decide to operate a programme even though the minimum number has not been reached.
9.1.1 We will not be responsible for any such costs in the event that we cancel for lack of numbers. You are therefore recommended to book your flights less than 8 weeks prior to departure or to book flights which can be cancelled or changed on payment of a fee which is acceptable to you.
9.2 If we have to make a significant change or cancellation, we will endeavor to tell you as soon as possible and will offer a full refund to all monies paid.
10. Force Majeure
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability where our obligations under our contract with you are prevented or affected by, or you otherwise suffer any damage, loss or expense of any nature as a result of, “force majeure”. In these booking conditions, “force majeure” means any event which we or our suppliers could not, even with all due care, foresee or avoid. Events include but are not limited to, whether actual or threatened, acts of God, illness, disease, food poisoning, war, riot, civil strife, insurrection or revolt criminal or terrorist activity, industrial dispute, strikes, natural or nuclear disaster, failure of aircraft or other transportation, adverse weather conditions, fire and all similar events outside our control.
11. Foreign Office advice and hazards inherent in our Programmes
The Foreign and Commonwealth Office publishes regularly updated travel information on its website www.fco.gov.uk/knowbeforeyougo which you are recommended to consult before booking and in good time before departure. Where it considers it appropriate to do so, the FCO may advise against all travel or all but essential travel to particular countries or parts of particular countries. Similarly, the FCO may withdraw any such previously given advice. Where the FCO issues such advice, we may as a result cancel your programme or make changes so as to avoid the area concerned (see clause 9). Alternatively, we may ask you to sign a form confirming you wish to proceed with the programme notwithstanding the FCO advice. It is in the nature of the itineraries we offer that the FCO may have issued such advice in relation to the country or parts of the country we are intending to visit prior to confirmation of your booking. In this case, you will be asked to sign the above form before we confirm your booking.
12. Our Liability to you
We promise to ensure that the programme arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care.
However; we will not be liable where any failure in the performance of the contract is due to: you; or a third party unconnected with the provision of the travel arrangements and where the failure is unforeseeable or unavoidable; or unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall.
12.1 Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of £1000 per person affected. Our liability will also be limited in accordance with and/or in an identical manner to:
(a) The contractual terms of the companies that provides the transportation for your travel arrangements. These terms are incorporated into this contract; and
(b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of compensation contained in these or any conventions.
12.2 You can ask for copies of the transport companies’ contractual terms.
12.3 The promises we give to you regarding the services we have agreed to provide or arrange as part of the contract, and the laws and regulations of the country in which your claim or complaint occurred, shall be used as the basis for ascertaining whether or not the services in question have been properly provided. If the services in question which caused the claim or complaint complied with the local laws and regulations applicable to those services at that time, the services shall be treated as having been properly provided.
13. Complaints and problems
In the unlikely event that you have any reason to complain or experience about our programmes, you must inform the programme coordinator immediately. Any verbal notification must be put in writing and given to our relevant programme coordinator and the supplier as soon as possible. Until we know about a complaint or problem, we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, however, you must write to us within 14 days of your return to the UK giving your booking reference and full details of your complaint. For all complaints and claims which do not involve death, personal injury or illness, we regret we cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause.
14. Behaviour and damage
We expect all participants to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you behave in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the participation of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
15. Passports, visas and health requirements
The passport and visa requirements applicable to British citizens holding a British passport will be provided at the time of booking. Requirements may change and you must check the up to date position in good time before departure. If you are not a British citizen or hold a non-British passport, you must check passport and visa requirements with the embassy or consulate of the country to or through which you are intending to travel.
Details of any compulsory health requirements applicable to British citizens for your programme will also be provided at the time of booking. It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your GP surgery and from the National Travel Health Network and Centre www.nathnac.org Information on health is contained in the Department of Health leaflet T7 (Health Advice for Travellers) available from the Department of Health by telephone on 0870 1555455 or via its website www.dh.gov.ukand from most Post Offices. For programmes in the EU / EEA you should obtain an EHIC (European Health Insurance Card) prior to departure from the Department of Health (see leaflet T7 and the website www.dh.gov.uk). An EHIC is not, however, an alternative to travel insurance. Health requirements and recommendations may change and you must check the up to date position in good time before departure.
You must ensure you are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us or costs being incurred, you will be responsible for reimbursing us accordingly.
Any changes to passport / visa or health requirements will be advised at balance of payment / invoice stage (i.e. eight weeks prior to departure) and again when we send your final travel documents. All information provided by us is by way of guidance. Please note that it is ultimately your responsibility to ensure that you have complied with all relevant passport, visa and health requirements.
16. Delay
The arrangements we offer do not include flights or other forms of transport to and from the country we are visiting for your programme. We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure. Depending on the circumstances, the airline, ferry, tunnel or rail operator concerned may be required to pay you compensation and/or refund the cost of your flight and/or provide you with accommodation and/or refreshments. We have no liability to make any such payments to you and you must pursue the transport provider concerned for any payment which may be due. You must ensure that your arrangements allow you plenty of time to join the start of the programme, as your transport does not form part of our programme, and we cannot accept liability in the event that you are unable to join the programme due to delay. Your contract for your transport arrangements with be directly with your chosen suppliers.
18. Safety standards
Please note, it is the requirements and standards of the country in which the services which make up our programmes are provided which apply to those services and not those of the UK. For the countries to which we travel, these requirements and standards may be likely to be lower than those applicable in the UK. In particular, standards of health and safety and hygiene are likely to be significantly below those which can be expected in the UK.