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Field Trips Terms and Conditions

Your contract is with GeoTenerife Limited, a limited company (trading as GeoTenerife), registered in England and Wales under company registration number: 8356919 having our registered office at Wood Cottage, Ashtead Woods Road, Ashtead, Surrey, KT21 2EN, UK.

1. Your fieldtrip contract

When you make a booking you guarantee that you accept and do accept the terms of these booking conditions. A contract will exist as soon as we issue our invoice. This contract is made on the terms of these booking conditions, which are governed by English Law, and the jurisdiction of the English Courts.

If you had not seen these terms and conditions when you made your booking and you are not happy to proceed with the booking now that you have seen them please return all documentation to us, within 24 hours of receiving these booking conditions. Your booking will be cancelled and your monies will be returned in full, provided you have not commenced your travel. This clause does not apply if your booking was made within 10 weeks of travel, or in the case of Non-Cancellable field schools as set out in section 6 below.

2. Your Fieldtrip Price

i) The price of your Field school includes all teaching, accommodation and transfers for two field outings. Flights to and from Tenerife and transfers to and from the airport on arrival/departure are your responsibility (there are good local transport links and detailed information will be provided well in advance). Your accommodation will be close to Involcán HQ where all teaching will take place.
ii) We reserve the right to alter the price of any of the field schools shown in our website. You will be advised of the current price of the field school that you wish to book before your contract is confirmed.
iii) When an offer of a field school place is made to you, you must confirm acceptance within 24 hours and settle the amount due within 7 days or your place will be offered on. Field school places are in high demand.

3. Flights

Flights are your responsibility to organise, book and pay for. GeoTenerife will only assume responsibility for the provision of your accommodation and your field school as confirmed on your invoice. GeoTenerife cannot be held responsible for difficulties arising from delayed or cancelled inbound or outbound flights, although of course we will endeavour to assist you to reorganise yourself to ensure a successful field school.

We cannot be responsible to refund you for any services which you do not use as a consequence of any flight problems.

Where possible, we recommend you fly into TENERIFE NORTH AIRPORT as it is closer to Involcán offices in La Laguna and Puerto de la Cruz. The south airport will ad a further 40 minutes to your bus journey to the hotel.

4. If You Change Your Booking

If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen arrival time, we will do our utmost to accommodate these changes but it may not always be possible.

5. If You Cancel Your Field school Arrangements

You may cancel your travel arrangements at any time. Written notification from you must be received at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay cancellation charges as follows:

Period before departure when you notify us

More than 70 days
More than 28 to 69 days
More than 22 to 27 days
More than 0 to 21 days

Cancellation charge

40% of field school cost
60% of field school cost
80% of field school cost
100% of field school cost

Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

6. If We Change or Cancel Your Field school

As we plan your field school arrangements many months in advance we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time.

Changes

If we make a major change to your field school, we will inform you as soon as reasonably possible if there is time before your departure. You will have the choice of either accepting the change of arrangements, accepting an offer of alternative arrangements of comparable standard from us if available or cancelling your field school and receiving a full refund of all monies paid. In some cases we will also pay compensation (see below). These options don’t apply for minor changes. Examples of minor changes include a change of accommodation to another of the same or higher standard, or change of expert on a given day to another of a similar standard.

Last-minute changes can sometimes occur during your field school due to traffic, delays, or agreed sites or experts not being available at the last minute. These do not come under the heading of major changes. All reasonable efforts will be made to secure visits to specific sites or installations or access to particular experts as agreed at the time of booking. However, should the specified expert or site or installation not be available for reasons out of our control on the day (eg through local strikes, illness), we will endeavour to move the visit or expert appointment to another day during your stay or try to make what we deem to be suitable alternative arrangements at a similar site or equivalent expert for you. GeoTenerife will not accept liability for changes in your agreed schedule due to issues out of our control.

Cancellation

We will not cancel your travel arrangements less than 12 weeks before your departure date, except for reasons of force majeure or failure by you to pay the full balance on time. If your field school is cancelled you can either have a refund of all monies paid or accept an offer of alternative arrangements of comparable standard from us  (if available). In some cases we will pay compensation.

Compensation

If we cancel or make a major change we will pay compensation as detailed below except where the major change or cancellation arises due to reasons of force majeure. The compensation that we offer does not exclude you from claiming more if you are entitled to do so.

Period before departure in which we notify you

More than 70 days
43 to 70 days
29 to 42 days
15 to 28 days
0 to 14 days

Amount you will receive per person from us

£Nil
£15
£25
£30
£40

Force Majeure

We will not pay you compensation if we have to cancel or change your travel arrangements in any way because of unusual or unforeseeable circumstances beyond our control. These can include, for example, war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with transport.

7. If You Have A Complaint

If you have a problem during your field school, please inform our GeoTenerife representative immediately who will endeavour to put things right. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our registered office giving your booking reference and all other relevant information. Please keep your letter concise and to the point. It is strongly recommended that you complete an Incident Report Form whilst in resort, which will be supplied by your GeoTenerife representative. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort and this may affect your rights under this contract.

8. Our Liability to You

If the contract we have with you is not performed or is improperly performed by us or our suppliers we will pay you appropriate compensation. 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. Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of two times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to
(i) The contractual terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and
(ii) Any relevant international convention, for example 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. We are to be regarded as having all benefit of any limitation of compensation contained in these or any conventions. GeoTenerife is not liable for any delay, cancellation or mishap involving your flight to or from the island, as that is your responsibility to book for and seek insurance against, where relevant.

You can ask for copies of the transport companies’ contractual terms, or the international conventions, from our offices at Wood Cottage, Ashtead Woods Road, Ashtead, Surrey, KT21 2EN. NB this clause does not apply to any separate contracts that you may enter into for excursions or activities whilst on the field school.

9. Prompt assistance in resort

If the field school contract we have with you is not performed or is improperly performed as a result of failures attributable to a third party unconnected with the provision of the services, or as a result of failures due to 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, and you suffer an injury or other material loss, we will offer you such prompt assistance as is reasonable in the circumstances.

10. Flights, Passport, Visa and Immigration Requirements

Your specific flights, passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any flight, passport, visa or immigration requirements.

11. Excursions

Excursions or other tours that you may choose to book or pay for whilst you are on field school are not part of your field school provided by us. For any excursion or other tour or outing that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.

12. Brochure/Content Accuracy

Our website is prepared many months in advance and though every effort is made to ensure accuracy, it is to be expected that some of the prices or details contained on our website may have changed since the content was prepared and written. We will notify you of any changes that we are made aware of, however we do restrict the advice to what we consider is a significant part of your field school arrangements with us. Facilities and excursions may not be available at the time of your field school owing to adverse weather conditions, lack of demand, local strikes or industrial action, unforeseeable events, maintenance issues, or at the start or end of the season.

13. Noise

If we are forewarned of any building works at or close to your accommodation that may affect the enjoyment of your stay there, we will do our best to advise you about it before your departure. It is your responsibility to ensure you behave in a responsible manner while in resort to avoid discomfort or nuisance to other guests and students.

14. Special Requests

If you have any special requests you must advise us at the time of booking and confirm them in writing. While we will make an effort to pass any reasonable requests on to the appropriate service provider, no guarantees can be made that any request will be met, and GeoTenerife cannot be held liable for specific dietary requirements, etc.

15. Insurance

It is your responsibility and a condition of this contract that you are adequately insured for the field school and any event, excursion or activity that you intend to participate in during your field school. We recommend that you take out comprehensive travel insurance. We cannot accept any responsibility for any failure on your part to take out adequate travel insurance cover for your field school. It is a condition of this contract that you ensure that you obtain a European Health Insurance Card valid for your period of travel, or valid private health insurance if not a member of the EU.

16. Behaviour

We reserve the right to terminate without notice and liability the field school arrangements of any person whose behaviour is such that it is likely, in our opinion or that of any accommodation owner or guide to cause anguish, hazard, harm, or annoyance to other customers, employees, property or to any third party. If any person or persons are prevented from participating because in the opinion of any person in authority they seem unfit to participate or liable to cause discomfort or disturbance to other students, our responsibility for the person or persons field school will then come to an end. In all cases full cancellation charges apply and we will be under no responsibility whatsoever for any cost incurred.
It is the full responsibility of students on the trip to ensure appropriate behaviour at all times while on the field school. This is especially important when visiting industrial sites or protected areas where it is incumbent on the group to behave responsibly and adhere to any instructions given by GeoTenerife or related experts. It is also incumbent on students to take reasonable care and precaution at all times throughout the field school to ensure their own safety and that of their peers. GeoTenerife will not accept liability for any problems or consequences arising from any member of the group behaving inappropriately at any time, including but not solely due to an excessive consumption of alcohol.
The Canaries are a popular holiday destination, but students must bear in mind that Spanish local standards may differ from those in the UK or North America. Students must adhere to good behavioural and moral standards throughout the field school to avoid causing distress, discomfort or upset to others throughout.
Moreover, GeoTenerife will not accept any liability for delays incurred during your field school by students not adhering to the agreed schedule. Although at all times GeoTenerife will endeavour to reschedule events as best possible for you, students must, at all times, behave in a professional manner and cooperate with the agreed timings to ensure a successful field school for all concerned.
Some sites or installations have their own, common-sense, safety and behavioural requirements and students hereby agree to adhere to them at all times to ensure their own safety and that of their peers. A copy of these can be requested from GeoTenerife at Wood Cottage, Ashtead Woods Road, Ashtead, Surrey KT21 2EN.

17 Privacy Policy

To facilitate the process of your booking and to make sure that your travel arrangements run smoothly and are in accordance with your requirements, we have to use the information you give such as your name, address, any special requirements etc. We accept liability for ensuring that suitable safeguards are in place to protect your information. We have to pass the information on to the appropriate suppliers of your travel arrangements such as hotels, and transfer companies etc. The information may also be given to public authorities such as customs/immigration as required by them, or as required by law. We will not forward any information you provide onto any person not responsible for part of your travel arrangements with us. If we cannot provide this information to the appropriate suppliers, we cannot process your booking. Therefore, when making this booking, you give us the authority to pass this information on to the appropriate persons.