Field School 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 Field School contract
When you make a booking you accept the terms of these booking conditions. A contract will exist as soon as we accept payment for your course.
This contract is made on the terms of these booking conditions, which are governed by English Law, and the jurisdiction of the English Courts.
2. Your Field School Price
i) The price of your Field School place includes accommodation as confirmed together with specified local transport, visits, guiding and lectures. Flights to/from Tenerife and transfers to/from the airport are your responsibility.
ii) We reserve the right to alter the prices of any of the courses shown in our website. You will be advised of the current price of the course that you wish to book before your contract is confirmed.
iii) When you make your booking you must pay in full.
Flights are your responsibility to organise, book and pay for. 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 ensure a successful course. We cannot be responsible to refund you for any services which you do not use as a consequence of any flight problems.
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 departure date or a request to stay on at the accommodation extra nights, we will do our utmost to adapt to these changes but it may not always be possible. Any extra nights will incur a further charge, but note the hotel may be full in which case you would need to make alternative arrangements if you wish to stay on longer. Note: Certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.
5. If You Cancel Your Field School Place
You may cancel your field school place at any time. Written notification from the person who made the booking must be received at our offices.
Since we incur costs in cancelling your travel arrangements, and may not be able to fill your space on our limited course, you will have to pay cancellation charges as follows:
Period before departure when you notify us will incur a cancellation charge of…
More than 70 days: 10%
More than 28 to 69 days: 50%
More than 0 to 27 days: 100%
6. If We Change or Cancel Your Course
As we plan your course 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. Tenerife is a volcanically active island, and, for example, if conditions on the ground change and we deem it unsafe for you to travel, we will cancel your course and offer you either a full refund of your course cost or to hold your place for a future course. No liability for cancelled travel arrangements to Tenerife, etc will be liable to GeoTenerife.
If we make a major change to your course, 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 course 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. Last-minute changes can sometimes occur during your fieldtrip 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, and as detailed on your Estimate. 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 course or try to make what we deem to be suitable alternative arrangements at a similar site or equivalent expert for you. Our extensive network of contacts means that we can provide suitable alternatives in most cases. GeoTenerife will not accept liability for changes in your agreed course due to issues out of our control.
We will not cancel your travel arrangements less than 12 weeks before your departure date, except for reasons of force majeure. If your course is cancelled you can either have a refund of all monies paid or accept an offer of alternative course of comparable standard from us, if available. In some cases we will pay 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: Nil
43 to 70 days Nil: £15
29 to 42 days: £25
15 to 28 days: £35
0 to 14 days: £40
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 or volcanic activity.
7. If You Have A Complaint
If you have a problem during your course, please inform the relevant supplier (e.g. the hotel) and 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 communicate any complaint to the supplier of the services as well as to our representative without delay and 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 Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of compensations 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.
Note also that field trips and excursions are part of the course: this may include walking over volcanic terrain and a cable car ascent to over 2500m. By applying to this course, you accept that you are fit and well enough to undertake these activities and will wear suitable clothing (walking shoes, wide brimmed hat, sunscreen, comfortable hiking clothes).
9. Prompt assistance in resort
If the course 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.
Excursions or other tours that you may choose to book or pay for whilst you are on the course that are not part of your course provided by us. For any excursion or other tour 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. Website/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 course arrangements with us. In order to assist us with our policy, we would request you inform us of any specific facilities that are significant to you at time of booking your fieldtrip. It is to be expected local events, either in resort or at your hotel, may not take place. Facilities and excursions may not be available at the time of your fieldtrip owing to adverse weather conditions, lack of demand, local strikes or industrial action, unforeseeable events, maintenance issues, or if it is the start or the end of the season. Hotels could make local charges for certain facilities not included in your arrangements. Hotels could decide to change their meal service arrangements (e.g. waiter service to buffetstyle). These types of changes are by way of illustration only, and there could be other changes made in resort.
If we are forewarned of any building works at or close to your hotel that may affect the enjoyment of your stay there, we will do our best to advise you about it before your departure. Participants are also advised that it is their responsibility to ensure students behave in a responsible manner while in resort to avoid discomfort or nuisance to other guests.
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.
It is your responsibility and a condition of this contract that you are adequately insured for the course and any event, excursion or activity that you intend to participate in during your course. 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 fieldtrip.
It is a condition of this contract that you ensure that you obtain a European Health Card valid for your period of travel, or valid private health insurance if not a member of the EU.
We reserve the right to terminate without notice and liability the course 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 travelling because in the opinion of any person in authority they seem unfit to travel or liable to cause discomfort or disturbance to other customers, our responsibility for the person or person’s course 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 course to ensure appropriate behaviour at all times while on the course. 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 course 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 abroad. Students must adhere to accepted behavioural, cultural and moral standards throughout the course to avoid causing distress, discomfort or upset to others throughout.
Moreover, GeoTenerife will not accept any liability for delays incurred during your course by students not adhering to the agreed schedule. Students must, at all times, endeavour to cooperate with the agreed timings to ensure a successful course 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.
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 security or credit checking companies, 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.