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Terms & Conditions

 

1. Agreement

These Terms and Conditions constitute the entire Agreement between Celtic Harmony (the “Provider”) and the visiting group (the “Client”). This Agreement shall commence on the date of completion of the booking form and payment of the non-refundable deposit.

2. Booking, Confirmation and Amendments to Bookings

2.1 Residential Trips

The minimum group size for Residential Trips is as follows: 25 children or £2,975 for Prehistory Explorer, and 20 children or £3,980 for Prehistory Adventure and Go Tribal Transition. A non-refundable £30 trip deposit is payable at the time of booking and the booking will be confirmed upon receipt of a non-refundable £470 deposit, along with agreement to the Terms & Conditions by ticking the T&C box on the booking form. Amendments to the number of children can be made to the booking after confirmation, by prior arrangement with the Provider, providing that any decrease in numbers does not take the number of children below the minimum group size and any increase in numbers is reflected in the required adult to child ratio. Any such amendments must be made no less than 7 term-time weeks before the visit date.

2.2 Day Trips

 The minimum group size for Day Trips is 25 children or £375. A non-refundable £30 trip deposit is payable at the time of booking and the booking will be confirmed upon agreement to the Terms & Conditions by ticking the T&C box on the booking form. Amendments to the number of children can be made to the booking after confirmation, by prior arrangement with the Provider, providing that any decrease in numbers does not take the number of children below the minimum group size and any increase in numbers is reflected in the required adult to child ratio. Any such amendments must be made no less than 7 term-time weeks before the visit date.

Please note that where bookings are made for group sizes of less than 150 children that there may be another school attending the site at the time of your visit.

2.3 Community Groups

The minimum group size for Community Groups is 30 participants or £450 for the Celtic Clan Experience. A non-refundable £30 administration fee is payable at the time of booking and the booking will be confirmed upon return of a signed copy of this Agreement. Amendments to the number of participants can be made to the booking after confirmation, by prior arrangement with the Provider, providing that any decrease in numbers does not take the number of participants below the minimum group size and any increase in numbers is reflected in the required adult to child ratio where relevant. Any such amendments must be made no less than 7 term-time weeks before the visit date.

3. Payment and Cancellation

3.1 The Client will be invoiced for the number of children originally booked. Additional children attending (by prior arrangement with the Provider) must be paid for separately.

3.2 Payment must be received in full by the Provider no less than 3 weeks before the date of the visit. Details of how payment is to be made are provided on the invoice.

3.3 If the booking is cancelled by the Client, for any reason, the following cancellation charges will arise:

3.3.1 For Residential Trips, cancellations made more than 7 term-time weeks in   advance of the visit date will receive a full refund, less the £500 non-refundable deposit paid at the time of the booking. Cancellations made less than 13 weeks and more than 7 weeks will incur 50% repayment and 50% refund of the trip; within 7 term-time weeks of the visit date will incur the full charge of the visit.

3.3.2 For Day Trips, cancellations made more than 7 term-time weeks in advance of the visit date will receive a full refund, less the £30 administration fee paid at the time of the booking. Cancellations made between 3 and 7 term-time weeks of the visit date will be charged a cancellation fee of £375 per class/group. Cancellations made within 3 weeks of the visit date will incur the full charge of the visit.

3.3.3 For Community Groups, cancellations made more than 7 term-time weeks in    advance of the visit date will receive a full refund, less the £30 administration fee paid at the time of the booking. Cancellations made within 7 term-time weeks of the visit date will incur the full charge of the visit.

3.4 Cancellation requests must be made by email to office@celticharmony.org and will be acknowledged and confirmed by Celtic Harmony.

3.5 Changes made to the date of the visit will be accommodated by the Provider where   possible, in the event that such changes are requested more than 7 term-time weeks in advance of the visit date. Any requests for a date change made within 7 term-time weeks of the confirmed visit date will be treated as a cancellation, and as such will incur the charges set out in clause 3.3 and a new booking must be created.

4.Division of Roles and Responsibilities

The trip start/end time and activities are as per the confirmation email and teacher pack.

4.1 The Provider will:

  • Provide the services specified in the confirmation email and teacher pack
  • Ensure children come suitably equipped for an outdoor trip with sturdy footwear, play clothes, waterproof / hat and packed lunch.
  • Lead appropriate activities for the age, maturity, experience and ability of the child
  • Ensure all possible Health & Safety standards are respected for activities, safety regulations are adhered to and risk assessments prepared for all activities
  • Consistently display high standards of behaviour and appearance
  • Place the well-being and safety of each visitor above all other considerations
  • Ensure the site is secure and safe at all times

Please note that due to safeguarding, Celtic Harmony staff are not permitted to be left alone with the children.

4.2 The School will:

  • Provide supervision, support and remain responsible for discipline of the group at all times, including lunch breaks and night-time duties.
  • Provide pastoral care of the children
  • Provide minimum 1:8 adult: children ratio (not including 1:1 special supervision) due to the ‘hands-on’ nature of work. If this ratio is not respected Celtic Harmony does not assume responsibility.
  • Assist and act as positive role model during activities led by the Provider to facilitate effective learning environment
  • Not allow children to use inappropriate language unchallenged

5. Liability

The Provider will make every effort to minimise the risk to visitors and shall instruct visitors on any risks that may remain. Given the nature and location of the site, the Client acknowledges that there are circumstances in which an accident may happen without the Provider being at fault. The Provider only accepts liability for physical injury that is shown to be as a direct result of negligence on the part of the Provider. The Client accepts that the Provider shall not be liable for any other loss or damage (including without limitation, loss of money or loss or damage of possessions or expenses incurred by cancellation as per clause 3.3).

6. Force Majeure

The Provider shall not be held liable or responsible to the other party nor be deemed to have defaulted under or breached this Agreement for failure or delay in fulfilling or performing any obligation under this Agreement when such failure or delay is caused by or results from causes beyond the reasonable control of the affected party, including but not limited to; fire, floods, embargoes, war, acts of war, insurrections, riots, civil commotions, strikes, lockouts or other labour disturbances, acts of God, epidemic or pandemic, or acts of government, provided, however, that the Provider  shall use reasonable commercial efforts to avoid or remove such causes of non-performance, and shall continue performance hereunder as is reasonably possible whenever such causes are removed. The Provider shall give the Client prompt written notice of any delay or failure to perform that occurs by reason of force majeure. The parties shall mutually seek a resolution of the delay or the failure to perform as noted above. If no resolution can be reached, or the Client does not accept the offer of continued performance, any monies already received by the Provider will be non-refundable and monies owed by the Client will be payable to the Provider as set out in clause 3.3.

7. Complaints

 In the unlikely event that the Client has cause for complaint about a visit, a complaint should be made to the Provider during the visit and corrective action will be taken where necessary. If the problem is not resolved during the course of the visit, the Client shall make a complaint in writing to the Provider within 28 days of the visit date. The Provider will not be liable for complaints or claims made later than 28 days from the visit date or for complaints that were not raised with the Provider during the visit where this was reasonably possible.