Participant Registration Terms and Conditions

1. Definitions

1.1. “You” or “Participant” refers to the person registered on the Programme 
1.2. “Deferral” refers to a Participant delaying participation in a Programme until a later year, dependent upon them meeting their pre-agreed payment terms and paying an additional registration fee.
1.3. “Programme” means an immersive educational experience, provided by the Programme Organiser and named third party operator(s), and undertaken by the Participant.
1.4. The “Programme Organiser” refers to Education with Insight
1.5. “Registration Fee” means the fee paid when registering for a Programme.
1.6. The “Schedule” refers to the schedule of key dates and terms set out in Appendix 1 which are unique to each Programme and form part of Registration Terms and Conditions.

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2. Registration and Payment

2.1. Official registration with the Programme Organiser is only completed once the Registration Form has been completed and the relevant Registration Fee submitted. The following terms and conditions are agreed on the presumption that both of these have been fulfilled.
2.2. The Participant must be aged 18 or over at the moment of registration for their chosen Programme to participate.
2.3. Due to the immigration restrictions which differ from country to country, the Participant accepts that the Programme Organiser cannot take responsibility for the potential denial of any visa applications/entry to a particular country during an international Programme.
2.4. The Participant accepts that the Registration Fee will be used to cover administrative costs incurred by the Programme Organiser as part of arranging the Programme and is non-refundable with the exception of the circumstances outlined in clauses 3.1, 3.7 & 5.2.
2.5. All Participants must complete a pre-departure form, to be submitted no later than the date specified in the Schedule. The Participant’s place on the trip is dependent upon this form being completed. The Programme Organiser will not be liable for costs incurred as a result of the late submission of this form.
2.6. Participants agree that their place on the Programme is dependent upon paying the amount agreed with the Programme Organiser prior to registration, and their place on the Programme is not guaranteed until this amount is paid by the stated deadline(s) specified, and agreed to by the Participant during the registration process and set out in the Schedule.

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3. Cancellation and Deferral

3.1. The Participant has the right to cancel their registration and receive a refund of the Registration Fee up to the date specified in the Schedule. Requests to cancel registration should be made in writing to the Programme Organiser.
3.2. Should the Participant, for whatever reason, not take part in their chosen event, the participant is entitled to a refund in line with the timeframes set out in the Schedule.
3.3. In the event of the Participant withdrawing from a Programme the Programme Organiser will endeavour, where possible, to offer an alternative Programme, and to carry over funds paid with any costs incurred deducted. This is not a contractual obligation.
3.4. In some circumstances, such as bereavement or illness, you can defer your participation in a Programme. Any request to defer is subject to the Programme Organiser’s discretion and will be judged on an individual basis.
3.5. Participants who defer their participation in a Programme accept that they may be asked to pay an additional amount to cover increased costs, which are beyond the Programme Organiser’s control, or any non-refundable charges. 
3.6. The Participant agrees that if they withdraw from a Programme, deferring their participation to the following year, any costs incurred will be deducted from their total funds paid carried over.
3.7. In cases where the minimum group size specified in the Schedule is not met for a trip, or if the Programme Organiser cancels the Programme for reasons not covered in clause 8.1, the Programme Organiser will endeavour to offer an alternative departure date on another trip. If no suitable date or trip is found, the Participant can defer to a trip the following year, or will be entitled to a refund of their Registration Fee and all other funds paid to the event organiser.

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4. Liability

4.1. The Programme Organiser is not liable for refunding any sums as a result of withdrawal from the Programme due to ill health. The Participant should insure themselves against this risk by taking out a suitable Insurance Policy after registration.
4.2. The Programme Organiser frequently performs risk assessments of all Programmes. Partaking in a Programme organised by the Programme Organiser may involve an element of personal risk/potential hazard. We cannot be responsible for damage, illness or injury sustained during or resulting from participation in this event.
4.3. The Participant certifies that they will have insurance which will cover personal accidents, medical expenses, medical evacuation, air ambulance and helicopter evacuation, loss of effects, repatriation costs and all other expenses which might arise as a result of loss, damage, injury, delay or inconvenience occurring to the Participant. In certain circumstances the Programme Organiser may insist that Participants take out a policy relating to their Programme and it is the individual’s responsibility to ensure their policy covers all activities included within their guidance.
4.4. The Programme Organiser reserves the right to deny any Participant their place on a Programme if they fail to provide a policy reference number and the name of the insurer prior to departure. The Programme Organiser cannot be held liable for the failure of a Participant to insure themselves adequately.
4.5. Any costs incurred by the Programme Organiser as a result of inadequate insurance for rescue or medical treatment must be repaid within 28 days.

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5. Disclosure

5.1. The Participant is obliged to discuss any pre-existing medical conditions with their doctor and it is the Participant’s responsibility to determine if they are in suitable physical and mental health to undertake the Programme.
5.2. The Participant will be eligible for a refund of their Registration Fee if they are unable to participate on medical grounds, due to a pre-existing medical condition, by producing a letter from their doctor within the time frame set out in the Schedule.
5.3. If a Participant does not return a letter from their doctor to the Programme Organiser within the time frame set out in the Schedule, they will not be eligible to have their Registration Fee returned should they be unable to participate on medical grounds.
5.4. Details of any pre-existing medical conditions will be requested prior to the Programme. Participation is at the discretion of the Programme Organiser, and their decision is final. You may be asked to provide more information at the request of the Programme Organiser, with regards to any medical condition declared on the medical section of the Pre-Departure Form.
5.5. Should a Participant’s medical condition change after registration, it is their responsibility to inform the Programme Organiser and there will be no recourse for refund from the Programme Organiser. The participant should claim on their insurance.
5.6. The Participant accepts that the information they have given within this registration form, regarding medical conditions, is complete, correct and true to the best of their knowledge.
5.7. The Programme Organiser and any contracted tour operator cannot accept responsibility for any issues arising from a medical issue which the Participant has failed to disclose.

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6. Health and Safety

6.1. The Participant accepts that for Programmes taking place in remote areas emergency medical care may be several hours travel from the Programme location. The Programme Organiser will endeavour to ensure appropriate steps are taken to minimize risk, and ensure that qualified first aid personnel are on-hand whenever possible.
6.2 The Participant accepts that the standard of medical care available for Programmes taking place overseas may not be comparable to that of the UK.
6.3. The Participant accepts that it is their responsibility to request medical treatment from the Programme Organiser’s representatives if this is required, except in the event of the Participant being incapacitated or not being of sound mind, in which case the Participant accepts that the Programme Organiser or their representatives will seek treatment for them.
6.4. For the safety of the Programme and all Participants, the Programme Organiser and representative third parties reserve the right to prevent or curtail a Participant’s involvement in a Programme.

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7. Participant Conduct

7.1. Whilst taking part in a Programme, the Participant accepts that they will be perceived as representatives of the Programme Organiser and agree to adhere to all local laws and regulations regarding behaviour.
7.2. The Programme Organiser will not be involved with or associated with unlawful or immoral behaviour. Any Participant found to be engaging in unlawful or immoral behaviour may be removed from a Programme without recourse.
7.3. The Programme Organiser will not accept or be associated with unlawful fundraising activities. If a Participant is found to be involved in fraudulent or illegal activities, the relevant legal and statutory bodies will be informed. The Participant will be removed from the Programme and sent home at their own cost. 
7.4. The Programme Organiser reserves the right to refuse the Participant, or remove the Participant, at the Participant’s own risk and expense and without recourse to any refund, if the Programme Organiser or our representatives judge the Participant to be incapable of meeting the physical rigors and requirements of participating in the Trip, or if the Programme Organiser determines the Participant’s mental health is, or may pose a risk to the Participant or others by the Participant continuing. We may also remove the Participant from the Trip if the Participant is determined to be detracting from the enjoyment of the trip by others, or if the Participant’s action is likely to endanger other Participants or bring the Programme Organiser or any related party into disrepute, either before or during the Trip. The Participant agrees to follow all written and verbal rules of safety or otherwise presented to them by the Programme Organiser and representative third parties.

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8. Force Majeure

8.1. Neither the Programme Organiser or any engaged third party related to your Programme can be held responsible for any loss, cancellation, curtailment, damage or injury arising as a consequence of: Acts of God, fire, natural disasters, weather conditions, computer or systems failure, acts of war (declared or otherwise), terrorism, civil unrest, military or usurped power, confiscation by or under the order of any government or public local authority, or for any other reasons beyond our control. We are not liable for refunds for loss or costs incurred following actions such as cancelling or prematurely ending this Programme as a result of advice from governmental or official bodies.

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9. Flights and Tours

9.1. The Participant accepts that the planned start and end dates of the Programme are as set out in the Schedule and that these may vary by +/- 72 hours. The Programme Organiser will confirm the start and end dates in line with the time frame set out in the Schedule.   
9.2 The Participant accepts that they should not make any travel bookings, including but not limited to booking flights, prior to receiving confirmation of the Programme start and end dates.  The Programme Organiser is not liable for costs or compensation resulting from any changes required to travel bookings made prior to the confirmation of the Programme start and end dates.
9.3. If flights are delayed the Programme Organiser is not liable for costs or compensation. The Participant should seek compensation from the airline concerned. This may include additional costs to get back on to the itinerary the Programme Organiser provided prior to the Programme such as food, accommodation or alternative flights.
9.4. The Programme Organiser will ensure that UK citizens are eligible to travel to countries where Programmes are held. It is the responsibility of the Participant to ensure that they are eligible to travel to the destination country and any points of transfer.
9.5. The Participants must ensure that their passport is free from any endorsements or notices which would prevent travel to the destination country or any points of transfer.
9.6. The Participant accepts that the logistics and management of a Programme may be executed by an employed third party.
9.7. The Programme Organiser will follow guidance from the Foreign and Commonwealth Office (FCO) and ground agents in regards to safety. If the FCO issues guidance specifically not to travel to the location of the Programme on or prior to the date set out in the Schedule you will be entitled to a refund of all funds not already paid to suppliers. If the FCO guidance is received after this date the Programme Organiser will be unable to make any refunds.

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10. Delivery and Return

10.1. There are no goods to deliver or return included as part of these terms and conditions.

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11. Privacy and Data Protection

11.1. Participants consent to the Programme Organiser contacting them for any matter relating to their Programme participation and relevant information or offers. The Programme Organiser collects personal information for the purposes of Programme administration for the period from sign up until completion of the event. The Programme Organiser will contact you infrequently post Programme to inform you of future events or updates that are relevant to you. To opt out of all further contact from the Programme Organiser post event you should contact the Programme Organiser in writing.
11.2. Participants who submit a medical information form through the online secure system understand that this is in the interests of health and safety. If Participants do not submit their medical form or other medical information through the secure system then the Programme Organiser cannot be responsible for the security of the transmission of the data. Access to the secure system data will be restricted to the senior and logistics staff of the Programme Organiser. As soon as this information is no longer required - for example at the end of a Programme - the information will be securely erased.
11.3. Participants understand that personal information, including medical information, may be transferred to the Programme Organiser’s suppliers and contractors exclusively for the purpose of Programme administration. This information may also be provided to medical professionals in the event of treatment being required and statutory bodies such as border control if required for the purpose of running a Programme or as required by law.
11.4. Countries outside of the EEA (European Economic Area) may have less stringent data protection rules and you understand that personal data relating to your participation, including but not limited to: name, dietary information, medical information, insurance details and emergency contact details will need to be transferred to our suppliers/partners within the destination country for the purposes of running the Programme.
11.5. All documents uploaded in this form will be used in relation to a Participant’s Programme. Information collected will be protected by the Programme Organiser and passed on to employed third parties for the relevance of the Programme only. All feedback information on the Programme Organiser’s services will be used for evaluation purposes only and be released only to the Programme Organiser’s staff, directors and employed partners.
11.6. Any media captured by Participants and provided to the Programme Organiser may be used for any purpose by the Programme Organiser without payment of royalties.
11.7. Participants agree that the Programme Organiser may use any media for promotional, marketing and other charitable purposes. Any individual wishing not to appear in any of these materials must express this in writing to the Programme Organiser.
11.8 The Programme Organiser may use next of kin information provided to them by the Participant to take any steps required to ensure the safety of the Participant during their trip. This may include but is not limited to: corroborating medical history and insurance issues. The Participant also agrees that the Organiser may provide the next of kin of the Participant has designated with information and updates on their progress, if the Organiser receives such enquiries.

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12. Declaration

12.1. By agreeing to these terms and conditions, Participants are hereby declaring that:
12.1.1. all information is complete and true;
12.1.2. no information has been withheld;
12.1.3. that they are in good health;
12.1.4. they are of sound mind and have understood all stipulations within these terms & conditions.
12.2. If at any point after registration your status relating to any of the questions on this form change, Participants will be required to announce this change to the Programme Organiser. Failure to do so may be viewed as a deliberate attempt to conceal information from the Programme Organiser and Participants will be liable as such. The Programme Organiser cannot be held responsible for inaccurate data entry by a Participant and You accept that the Programme Organiser will use any submitted information in good faith as correct and true.

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13. Notices

13.1. All notices given by the Participant to the Programme Organiser must be given in writing, either via e-mail or by post, fax, or via our online portal. Such notices will be deemed to have been received two days (excluding weekends and bank holidays in England and Wales) from sending.
13.2. The Programme Organiser may give notice to the Participant either at the postal address or e-mail address specified on the registration form. Such notices will be deemed to have been received two days (excluding weekends and bank holidays in England and Wales) from sending.
13.3. All requests to change details of participation must be submitted directly to the Programme Organiser. The Programme Organiser cannot be held responsible for requests which are submitted to any other agent that are not acted upon. All costs incurred through failure to follow this procedure will be the responsibility of the Participant.
13.4. In proving the service of any notice, it will be sufficient to prove:
13.4.1. In the case of a letter, that such letter was properly addressed, stamped and placed in the post
13.4.2. In the case of an e-mail, that such e-mail was sent to the specified e-mail address of the addressee
13.4.3. In the case of a fax, that such fax was sent to the specified fax number of the addressee.

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14. Waiver

14.1. If the Programme Organiser fails, at any time between registration and your completion of the Programme, to insist upon strict performance of any of your obligations under these terms and conditions, this shall not constitute a waiver of such rights or remedies and shall not relieve you from compliance with these terms and conditions.
14.2. A waiver by the Programme Organiser of any default shall not constitute a waiver of any subsequent default.
14.3. No waiver by the Programme Organiser of any of these terms and conditions shall be effective unless it is expressly stated to be a waiver.

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15. Law and Jurisdiction

15.1. The Programme Organiser is a limited company registered in England and Wales. These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Disputes arising here shall be exclusively subject to the jurisdiction of the courts of England and Wales.
15.2. If any of these terms and conditions should be determined to be illegal, invalid or otherwise unenforceable by reason of the laws of any state or country in which these Terms and Conditions are intended to be effective, then to the extent and within the jurisdiction which that term or condition is illegal, invalid or unenforceable, it shall be severed and deleted from this clause and the remaining terms and conditions shall survive, remain in full force and effect and continue to be binding and enforceable.

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16. Changes to Terms and Conditions

16.1. The Programme Organiser reserves the right to change these terms and conditions to reflect market and global conditions affecting its operations.
16.2. The Participant is subject to the terms and conditions in force at the time of their registration, unless:
16.2.1. any change to these terms and conditions is required to be made by law or governmental authority, in which case the change will apply to all prior registrations; or
16.2.2. the Programme Organiser notifies You of the change to these terms and conditions before we send you the booking acceptance, unless You notify the Programme Organiser that you do not accept the changed terms within seven working days of receipt by You of the booking acceptance, in which case the Programme Organiser may decide whether or not to permit You to take part in the Programme subject to the terms without that change.

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17. Complaints

17.1. If the Participant has a complaint prior to the Programme they should submit this in writing to the Programme Organiser.
17.2. If the Participant has a complaint whilst taking part in a Programme they should notify our representatives or ground agents as soon as possible. The Programme Organiser is not able to fix problems that they have not been informed of. Unresolved complaints should be sent in writing to the Programme Organiser no later than 14 days after completion of the Programme so they can be promptly investigated. Complaints received after 14 days may not be able to be investigated due to the passage of time and movements of the ground staff involved.

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