Terms and Conditions - Africa and Asia Venture

Terms and Conditions

1.  In these Terms and Conditions (T&C) the following expressions shall have the following meanings:-

1.1       "the Scheme"                      means the Scheme as described and laid down in the Company's brochure and/or the Company's website from time to time or, in the case of bespoke Schemes, in specific documentation produced by the Company

1.2       "Gap Venture"        refers to the three to five month Schemes

1.3       "Short Venture"      refers to the three to five week Schemes

1.4       "the Company"       means Africa & Asia Venture Ltd (also referred to as Africa, Asia & Americas Venture and/or AV) whose registered office is 10 Market Place, Devizes, Wiltshire SN10 1HT, Wiltshire, United Kingdom (Registered No 2862313)

1.5       "the Client"              means the Applicant whose details are stated on the Application Form (if under the age of 18 years on application then the parent or guardian must sign the Form of Indemnity in relation to the Applicant and shall be bound by these Terms and Conditions until the Applicant reaches 18 years of age after which he/she shall be bound by these Terms and Conditions)

1.6       “Scheme Price”      means the price of the Scheme for which the Client is accepted by the Company and as detailed by the Company at the time the Client is offered a place on the Scheme. (For the avoidance of doubt, the Scheme Price does not include flights, visas, insurance etc.)

 

2.  APPLICATION 

2.1       Initial enquiries by the Client may be made in person, in writing, by telephone, facsimile, e-mail or via the Company's website.   An application must be made by completing the official Application Forms on the Company's website.   The Company will acknowledge receipt of the Application Form but this shall not be treated as acceptance of the Client on the Scheme.

 

3.  CONFIRMATION 

3.1        Gap Ventures - Confirmation of a place on the Scheme will only take place after successful completion of an interview between the Client and the Company, receipt by the Company of a non-refundable Registration Fee of £300, proof of satisfactory medical condition if/when required and receipt of an acceptance letter & indemnity signed by the Client and, in the case of those aged under 18, countersigned by a parent or guardian.  

3.2        Short Ventures - The Company will acknowledge in writing receipt of the Application Form. On receipt of the non-refundable Registration Fee of £200, the Company will issue a confirmation, which shall be treated as an acceptance of the Client on the AV Short Venture, subject always to proof of satisfactory medical condition, if/when required.

 

4.  PAYMENT   

4.1        Gap Ventures - The Registration Fee is payable within 21 days of the Company notifying the Client of acceptance of a place on the Scheme.   An interim payment of £500 is required to be paid 180 days (6 months) prior to the planned departure date of the Scheme.  The final balance of the Scheme Price, as specified in the Company’s invoice, is payable no more than 90 days (3 months) before the scheduled date of departure.   If the Company does not receive the Registration Fee, the interim payment or the final balance of the Scheme Price by the due date or, where applicable, is informed by Exposé Travel Management Ltd (as defined in Condition 7) that the airfare arrangements have not been concluded on or before the relevant due date, this will be deemed as a cancellation of participation by the Client.  

4.2        Short Ventures - The Registration Fee of £200 is payable when the Client's application is made. The balance of the Scheme Price, as specified in the Company’s invoice, is payable no later 90 days before the scheduled date of departure of the Scheme. If the Company does not receive either the Registration Fee or the balance of the Scheme Price on or before the relevant due date, this will be deemed as a cancellation of participation by the Client. 

 

5.  ALTERATIONS OR CANCELLATIONS BY THE CLIENT 

5.1       Changes requested by the Client already confirmed of a place on the Scheme can be considered by the Company up to 60 days prior to departure but cannot be guaranteed.   As the Scheme is dependent on close working relationships with schools, communities, Ministries of Education and other service providers, Clients are asked to inform the Company at the earliest opportunity if they are unable to continue taking/take part in the Scheme.   Alterations cannot be made or considered less than 60 days before the date of departure.   Cancellations and alterations must be made to the Company in writing.  The amount of refund in the event of a cancellation (including deemed cancellation) depends on when the Company receives written notification of the cancellation and shall be calculated as follows:-

                       i.        60 days or more before the Scheme’s departure date - 90% of the Scheme Price after deduction of the non-refundable Registration Fee.

                     ii.        Between 59 to 28 days before the Scheme’s departure date - 70% of the Scheme Price after deduction of the non-refundable Registration Fee.

                    iii.        27 to seven days before the departure date - 50% of the Scheme Price after deduction of the non-refundable Registration Fee.

                    iv.        Between six days and the departure date - 10% of the Scheme Price after deduction of the non-refundable Registration Fee.

 

6.  ALTERATIONS OR CANCELLATIONS BY THE COMPANY 

6.1        The Company reserves the right to make changes to the Scheme but if the Company cancels or makes fundamental changes to the Scheme for any reason after the Company has confirmed a place, the Company will offer the Client the choice of:

                    i.          The altered Scheme.

                  ii.          A full refund of money paid less the non-refundable Registration Fee.

 

6.2        The Company's liability in the event of cancellation due to changes to the Scheme made by the Company at any time prior to the departure date of the Scheme will be limited to offering the Client the choices detailed above and will not extend to the payment of sums in respect of consequential losses, costs, expenses or otherwise of the Client.

 

7.  AIR TRAVEL

7.1       Gap Ventures - In the event that the Company arranges flights for Clients, air travel will only be contracted with Exposé Travel Management Ltd, which is fully bonded and accredited to ATOL (No 5430) and conforms to CAA Regulations.   

7.2       Gap Ventures - In the event that the Client makes his/her own flight arrangements, the Company will notify the Client of the date, time and location to rendezvous with the rest of the group on the Scheme. The Client is strongly recommended not to make any booking until the Company confirms that he/she should do so.

7.3       Short Ventures - The Client must arrange his/her return air travel to rendezvous with the rest of the group at a time and place that will be notified. The Client is strongly recommended not to make any booking until the Company confirms that he/she should do so.

 

8.  LIABILITY

8.1       The Client’s application is accepted on the understanding that he/she appreciates the possible risks inherent in adventure travel and undertakes the Scheme at his/her own risk and volition.

8.2       The Company undertakes to use all reasonable skill and care in the preparation of the Scheme and in the choice of providers of services and equipment where the Company is not itself providing such services and/or equipment. The Company cannot and does not accept any liability for the actions or omissions of any third party providers of services and/or equipment.

8.3       The Company accepts responsibility for acts and/or omissions by its employees acting within the scope of or in the course of their contract of employment.   The Company does not accept responsibility in respect of death, bodily injury or illness of or by a Client on the Scheme except where caused by the negligent acts and/or omissions of the Company's employees while acting within the scope of or in the course of their employment.   Where loss arises from the non-performance or improper performance of the Company under the Scheme the liability of the Company is limited to the Scheme Price.  

8.4       The Company's liability will not extend to the payment of sums in respect of consequential losses, costs, expenses or otherwise of the Client.

 

9.  INSURANCE

9.1       The Company recognises the importance of thorough and comprehensive travel insurance (including personal accident, medical expenses, repatriation insurance, cancellation and curtailment insurance, and loss of equipment) and all Clients must take out appropriate cover.    Clients should be insured for all the activities likely to be undertaken and the Company strongly suggests that Clients consider cover for white-water-rafting to level 5, scuba diving to 30 metres, deep sea diving to 25 metres and trekking to 6,000 metres.   All policies must include aero-medical evacuation to the Client's home country in the unlikely event that this is necessary.   Clients must also check that there is a 24/7 telephone worldwide service that will provide immediate assistance in case of need.  In the event that a Client does send the Company a copy of their policy, the Company will only extract the information needed. 

 9.2        Before departure, the Company will ask the Client for the insurance provider, the policy number and the 24-hour emergency telephone number

 9.3       In accordance with "The Package Travel, Package Holidays and Package Tours Regulations 1992" all passengers booking with the Company are fully protected for all monies paid to the Company arising from cancellation or curtailment of the Client's travel arrangements due to the insolvency of the Company.   A certificate detailing this cover will be sent to each Client as evidence of cover on confirmation of acceptance.   This insurance has been arranged by the Company through International Passenger Protection Limited and underwritten by insurers who are members of the Association of British Insurers.

  

10.  COMPANY SUPPORT  

10.1    Gap Venture - The Company will give management support to the Client from the UK office and through an in-country representative during the Client's work placement and travel period of the Scheme.   This support will include an initial in-country induction course and 24/7 assistance during the work placement phase of the Scheme.   Whilst the Company has no obligation to do so it will give such reasonable assistance that it can to a Client during any independent travel period either before or after the Scheme whilst the Client is travelling in the same country as the Scheme.

10.2    Short Venture - The Company will give management support to the Client from the United Kingdom office and through an in-country representative during the Scheme.   This support will include an initial in-country induction course and support throughout the Scheme.   Whilst the Company has no obligation to do so it will give such reasonable assistance that it can to a Client during any travel period either before or after the Scheme whilst the Client is travelling in the same country as the Scheme.

 

11.  EARLY TERMINATION OF CLIENT'S PARTICIPATION IN THE SCHEME  

11.1    The Company reserves the right to terminate a Client's continued presence on the Scheme without refund of any part of the Scheme Price if the Company in its absolute discretion considers the Client has failed to act in a reasonable and responsible manner towards himself/herself and/or to those who may come in contact with the Client on the Scheme.   In particular but without limiting the generality of the foregoing this shall include the taking of illegal drugs (those other than as prescribed by a general medical practitioner) or generally poor behaviour, whether or not caused by excessive alcohol consumption.  

 

12.  PRICE GUARANTEE

12.1    The prices in the Company's latest brochure and website may change.   The Company guarantees not to raise prices nor to surcharge a Client after acceptance except in exceptional circumstances such as inflationary pressures, exchange rates, transportation increases, additional taxes, government levy or, in the case of having to relocate the Client to a different country for security reasons, a flight change.  

 

13.  CONTRACT AND COMPLAINTS

13.1     The contract between the Company and the Client is made under English Law and the English Courts shall have exclusive jurisdiction.   A Client who has a complaint during the Scheme should refer it immediately to the local representative of the Company.    

13.2     If the Client is not satisfied with the resolution of the matter, the Client must, within 28 days of the end of the Scheme, discuss the complaint with the Company at the United Kingdom office.   If the case is still not resolved satisfactorily it may be referred to the Independent Dispute Settlement Service, promoted by the Year Out Group, which offers a quick service in adjudicating any complaints.   Alternatively, the Client may refer the matter to the Trading Standards Authority or recognised arbitration authorities within 90 days of the end of the Scheme. 

 

14.  INDEMNITY BY CLIENT  

14.1    The Client will indemnify from time to time and on demand and hold harmless the Company from and against all and any proceedings, claims, damages, losses, expenses or liabilities which the Company may suffer or incur as a result of the Client’s participation in the Scheme.

 

14.2    The Client (and, where the Client is under 18 years of age, the Client’s parent/guardian) is required to sign an Indemnity Form, which is to be returned to the Company with the acknowledgement of acceptance.

 

15.  DATA PROTECTION  

15.1    The Company complies with the obligations of the Data Protection Act 1984 and is registered as a Data User (registration number PZ7106684).

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