Camps Abroad CIC Terms and Conditions
Last Reviewed: June 2026
Next Review: June 2027
By booking, registering, or participating in a Camps Abroad programme, all participants, parents/guardians, schools, universities, and group leaders agree to the following Terms and Conditions.
1. About Camps Abroad
Camps Abroad CIC is a UK-based organisation providing international educational, volunteering, cultural immersion, conservation, adventure, and work experience programmes in Botswana, Ghana, Jamaica, Zanzibar, and other destinations.
These Terms and Conditions apply to all Camps Abroad programmes unless otherwise stated in writing.
2. Registration and Booking
All participants must complete the required registration documentation before travel.
This may include:
- Registration Form
- Indemnity Form
- Medical Information Form
- Emergency Contact Information
- Passport Information
- Visa Documentation (where required)
- Any additional safeguarding or travel documentation
Places are only secured once the required deposit has been received.
Camps Abroad reserves the right to refuse or cancel any booking where required documentation is not completed by the stated deadlines.
3. Payment Terms
The payment schedule will be outlined in the booking agreement, proposal, invoice, or participant information pack.
Unless otherwise agreed:
- Deposits are required to secure a place.
- Instalment payments must be made by the dates specified.
- Full payment must be received before travel.
- Failure to make payments by the agreed deadlines may result in cancellation of the booking.
Camps Abroad reserves the right to recover any outstanding balances owed.
4. Flights
Where flights are arranged by Camps Abroad:
- Flight costs may be subject to airline terms and conditions.
- Once flight tickets have been purchased, airline cancellation charges may apply.
- Any airline administration fees or non-refundable charges will be deducted from refunds.
- Flight schedules may change due to airline operational requirements.
Where participants arrange their own flights, Camps Abroad accepts no responsibility for delays, missed connections, cancellations, or additional costs incurred.
5. Passports, Visas and Travel Documents
Participants are responsible for ensuring they possess:
- A valid passport
- Any required visas
- Transit visas where applicable
- Entry permits
- Immigration documentation
- Any additional travel documentation required by the destination country
Camps Abroad cannot be held responsible for denied boarding, refused entry, missed departures, or additional costs resulting from incomplete or incorrect travel documentation.
No refunds will be provided where travel is prevented due to documentation issues.
6. Cancellation by Participant
Cancellation requests must be submitted in writing.
The following charges may apply:
| Time Before Departure | Refund |
|---|---|
| More than 90 days | Deposit refundable minus £100 administration fee |
| 60–89 days | 75% refundable |
| 30–59 days | 50% refundable |
| 15–29 days | 25% refundable |
| Less than 14 days | No refund |
Any non-refundable flight costs, accommodation deposits, activity bookings, visa costs, insurance premiums, or supplier charges will also be deducted.
Places may be transferred to another participant, subject to approval and any applicable supplier charges.
7. Cancellation by Camps Abroad
Camps Abroad reserves the right to cancel, postpone, amend, or relocate a programme due to:
- Insufficient participant numbers
- Natural disasters
- Political instability
- Public health concerns
- Government travel restrictions
- Force majeure events
- Safety concerns
Where Camps Abroad cancels a programme, participants will be offered either:
- A transfer to an alternative programme
- A credit note
- A refund of monies paid to Camps Abroad, less any unrecoverable supplier costs
8. Medical Information
Participants must disclose all relevant medical information.
This includes:
- Allergies
- Medication
- Dietary requirements
- Physical health conditions
- Mental health conditions
- Additional support requirements
Failure to provide accurate information may result in removal from the programme if participant safety cannot be reasonably managed.
9. Emergency Medical Treatment
In the event of illness or injury, Camps Abroad reserves the right to arrange emergency medical treatment where immediate contact with a parent, guardian, or emergency contact is not possible.
Any medical costs incurred remain the responsibility of the participant, parent, guardian, or their insurer.
10. Travel Insurance
All participants must hold suitable travel insurance for the full duration of the programme.
The policy should cover:
- Medical treatment
- Repatriation
- Cancellation
- Personal belongings
- Travel disruption
- Personal liability
Evidence of insurance may be requested prior to departure.
11. Behaviour and Code of Conduct
Participants are expected to behave respectfully at all times.
The following are prohibited:
- Bullying
- Harassment
- Violence
- Illegal activity
- Possession of illegal substances
- Deliberate damage to property
- Behaviour placing others at risk
Camps Abroad reserves the right to remove any participant from a programme without refund where behaviour is deemed unsafe, disruptive, or inappropriate.
Any costs associated with early return travel will be the responsibility of the participant or parent/guardian.
12. Safeguarding
Camps Abroad operates robust safeguarding procedures.
All staff and volunteers working with young people undergo appropriate safeguarding checks and training.
Any safeguarding concerns will be managed in accordance with Camps Abroad safeguarding policies and relevant legislation.
13. Activities and Assumption of Risk
Participants acknowledge that activities may include:
- Safari experiences
- Wildlife encounters
- Horse riding
- Water-based activities
- Volunteering placements
- Community projects
- Outdoor adventure activities
- Travel in remote locations
Whilst Camps Abroad takes all reasonable precautions, participants acknowledge that these activities carry inherent risks.
Participation is voluntary and undertaken at the participant’s own risk.
14. Photos, Videos and Marketing
Camps Abroad may take photographs and videos during programmes for:
- Marketing
- Social media
- Educational materials
- Promotional publications
Participants may opt out of photography by informing Camps Abroad in writing prior to departure.
15. Personal Belongings
Participants are responsible for their own belongings.
Camps Abroad accepts no responsibility for loss, theft, or damage to:
- Mobile phones
- Cameras
- Laptops
- Clothing
- Jewellery
- Money
- Personal equipment
16. Data Protection
Personal information will be processed in accordance with:
- UK GDPR
- Data Protection Act 2018
- Camps Abroad Privacy Policy
Information will only be used for programme administration, safeguarding, emergency management, and legal compliance purposes.
17. Complaints
Any concerns should be raised as soon as possible with a Camps Abroad representative.
Formal complaints should be submitted in writing within 28 days of the programme end date.
18. Amendments
Camps Abroad reserves the right to amend these Terms and Conditions at any time.
The latest version will always be available on the Camps Abroad website.
19. Governing Law
These Terms and Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Contact
Camps Abroad CIC
Company Registration Number: 16062113
Email: info@campsabroad.org
Website: www.campsabroad.org