Schools and Groups - Terms and Conditions
These Terms and Conditions form the basis of the contractual agreement between you (the Participant, Organisation, or Parent/Guardian, as applicable) and Green Light Ventures Ltd ("Green Light Ventures", "we", "us" or "our"). By booking an Expedition, you agree to be bound by the following Terms and Conditions. Please read them carefully.
1. Interpretation
Participant: Any person registering for a Green Light Ventures Venture or Expedition.
Organisation: The school, college, charity or institution organising the Expedition.
Group Leader: The person designated by the Organisation to act as liaison and lead the Expedition.
Expedition/Venture: A planned experience provided by Green Light Ventures, including volunteering, educational expeditions, or safaris.
Contract: The legally binding agreement formed upon receipt of confirmation from Green Light Ventures.
Expedition Cost: The total amount payable for the services arranged.
Force Majeure: Unforeseeable events outside the reasonable control of Green Light Ventures (e.g., war, natural disasters, pandemic, government restrictions)
Price: Means the total cost of the Expedition as per the Itinerary
Supplier/Third Party Provider: An individual, company, or organisation not owned or operated by Green Light Ventures that provides goods or services as part of, or in connection with, the Expedition. This may include (but is not limited to) airlines, accommodation providers, transport operators, activity organisers, and local guides.
Us: Refers to Green Light Ventures, the Venture Provider of the Venture/Expedition
You: The School or group Organisation making the booking
2. Making a Booking
A. The Organisation initiates a booking via a signed contractual agreement between ‘us’, the Venture Provider and ‘you’, the School or group Organisation. Individuals (Participants or guardians of minors) then register through Green Light Ventures. The contract must be signed by the designated Group Leader and have permission from the Organisation Leadership Team or the School Leadership Team (SLT)
B. A deposit or first instalment is required upon registration and is refundable only if participants are paying directly to Green Light Ventures and the minimum number required to run the expedition is not reached, and an agreement has been reached between us and the Organisation to postpone or cancel the Expedition.
C. The deposit or first instalment is non-refundable if the organisation has made the payment to Green Light Ventures and has had acceptance of the booking.
D. Participants must each fill out an Application Form and return it to their Group Leader or the Green Light Ventures sales team. The Participant/guardian confirms they have read and accepted these Terms and Conditions and consents to their child partaking in the Expedition.
E. Participants must disclose all medical conditions at the time of booking or within 30 days of any change. Failure to do so may lead to cancellation without refund.
F. The acceptance of individual participant placements on the Expedition is subject to medical screening. If a participant is not accepted onto the Expedition due to medical complications flagged by the Green Light Ventures team or an independent medical advisor, then a full refund is offered.
G. Once the initial booking is confirmed, we may request further information from the Group Leader or Participants to facilitate the planning and delivery of the Expedition. If the required information is not provided within the specified timeframe, Green Light Ventures reserves the right to suspend or postpone arrangements or to treat the booking as cancelled. In such cases, our standard cancellation policy will apply.
3. Contractual agreements
A. No contract shall arise between you and us until we have received the deposit payable and we have sent you written confirmation or sales receipt (This can be in the form of an email) of our acceptance of your booking, and the booking form has been signed and returned to Green Light Ventures.
B. No part of this agreement shall confer on any third party any benefit or right to enforce any terms of this agreement.
4. Expedition Arrangements
A. Due to the nature of the countries we work in, plans and arrangements for your Expedition are subject to minor changes from the original itinerary included in your welcome and briefing pack. A full itinerary will be sent to you in your welcome and briefing pack. This itinerary may change prior to your booking, and we will endeavour to communicate and discuss any major changes to this before you depart for your Expedition.
B. We endeavour to provide a safe experience and undertake reasonable risk assessments for all our activities. However, by nature, our Expeditions can be potentially challenging and present risks that are new or unfamiliar to some participants. We also provide basic living arrangements, which can be challenging for individuals who are not used to that way of living.
C. You (and your Parent/Guardian if under the age of 18) agree to have read these terms and conditions as well as the government travel sites for the country where your Expedition is taking place. If you have any questions, you should get in touch with us and we will endeavour to answer any questions you may have.
D. We do not, under any circumstances, provide flights. Your itinerary includes accommodation, food, transfers to and from your destination (unless otherwise stated), and excursions and activities outlined in the welcome and briefing pack.
E. If you book flights or excursions in addition to the Expedition you booked with us, your agreement will be with that provider, and we do not take any responsibility for this booking. We are able to recommend flight and additional excursion providers, but you are under no obligation to book with the provider we recommend. We will act as agents in that circumstance.
F. Our programmes run within a set time frame. If you arrive earlier or leave later than this time frame, we are under no obligation to pay for accommodation, food, transfers or any other expenses that occur outside of our programme timeframe. Your group is also not under our duty or care, financial protection or insurance at that time, therefore, we can not take any responsibility for events that occur.
5. Payment
A. Payment schedules are clearly outlined at the booking stage. A payment schedule will be agreed upon between the two parties. The standard payment schedule is as follows:
1. 30% payment required as a deposit or First instalment to secure the booking.
2. The second instalment of 35% of the Expedition cost is due 90 days before the departure date
3. The Third instalment of 35% of the Expedition cost is due 30 days before the departure date
B. Failure to meet deadlines may result in cancellation and associated fees.
C. Any overdue payments may incur interest at 4% above the Bank of England base rate.
D. All instalments made after the deposit/first instalment are non-refundable.
E. Where a third party (e.g., a charity) is paying on the Participant’s behalf, the original registrant remains liable for unpaid balances.
6. Financial Protection
A. It is a legal requirement for a tour operator to comply with the Package Travel Regulation 2018 The Package Travel and Linked Travel Arrangements Regulations 2018 (legislation.gov.uk). Green Light Ventures complies and has Financial Insolvency Insurance with Evolution Insurance Company Limited. Registered in Gibraltar No. 88737 with a registered office at 5/5 Crutchett’s Ramp, Gibraltar, GX11 1AA.
7. Insurance
A. Participants must hold valid travel insurance including cover for cancellation, personal belongings, medical care, and repatriation. If the Organisation does not have such insurance in place for its participants, then Green Light Ventures will take out fully comprehensive insurance for the group, covering medical and repatriation.
B. The Group Leader in this case must assist Green Light Ventures in providing all necessary information and group details that the insurance provider requests. Green Light Ventures reserves the right to provide the Expedition if the Group Leader does not cooperate with providing the necessary information.
C. The Medical and Repatriation Insurance certificate will be issued to the Group Leader at the first convenient date and must be issued 30 days prior to departure. It is the responsibility of the group Leader and the organisation's Leadership Team to study the insurance policy, and if they wish to increase or add additional cover, then that is the responsibility of the organisation as well as any additional costs this incurs.
Green Light Ventures is not liable for losses due to inadequate insurance that individuals or groups have taken out.
Green Light Ventures holds a Tour Operators Insurance with the Travel Risk Professionals. This includes public liability insurance, a 24/7 Crisis Response Team and many other benefits. On request, any stakeholder may ask to receive a copy of Green Light Ventures Tour Operators' Insurance, and we will oblige.
8. Flights
A. Green Light Ventures does not currently take payments for flight bookings.
B. We can provide all information and make all flight travel arrangements on your behalf to our flight travel agent partners.
C. The payment and contractual agreements for flights are between the Organisation and the flight travel agent. These agents will be ATOL-protected.
9. Changes to your travel or flights
A. If there are any changes, amendments or cancellations to your flight or other travel arrangements, which means that you will not arrive/depart in line with the agreed ground arrangements, you should inform us of these changes as soon as possible.
B. If we are arranging the flights on your behalf through a flight travel agent, then we, as well as the agent, will inform you as soon as possible.
C. We will endeavour to accommodate reasonably and assist in ground arrangements, in line with the changed flight or travel, but we reserve the right to charge, in addition, to accommodate your changed arrangements.
D. It is your responsibility to arrange any compensation with your flight, travel agent, or insurance company for any additional charges incurred (e.g. food, accommodation) due to a changed flight or travel.
10. Cancellation by You
We may decide to exercise the following procedures in some cases.
A. Cancellations may incur a cancellation fee, mostly when your money has been spent on your Expedition to secure activities and accommodation for you, but firstly, we will try our very best to give you all your money back when cancelling an Expedition.
A. You may cancel your booking within a period of 14 Days after the initial deposit/first instalment, however, this initial deposit is non-refundable. After 14 Days, you may cancel your booking; however, all deposits and (if applicable) any additional payments made to date on the booking are non-refundable.
B. All cancellations must be made in writing by the Group Leader on the booking form. After 7 Days, the amount of the cancellation fee is calculated according to the date on which we receive written notice of your wish to cancel.
C. If you cancel with us more than 3 Months in advance of the travel date, then the cancellation fee is a minimum of 50% of the total booking cost, or the total amount paid to us at that time on the booking. If you cancel with us between four weeks and two weeks in advance of the travel date, then the cancellation fee is a minimum of 75% of the total booking cost. If you cancel with us within two weeks of the travel date, then the cancellation fee is 100% of the total cost of the booking.
Cancellations must be made in writing. Charges apply based on proximity to departure:
12 months: 10% of the Expedition Cost
3 months: 50%
1 month: 75%
14 days: 100%
E. Special refunds may apply in case of medical withdrawal with documented evidence, less a set administration fee.
F. Replacements may be allowed if communicated early; new Participants must pay a new deposit or first instalment.
11. Changes and Cancellations by Green Light Ventures
A. We may cancel the Expedition or any part of it:
· For safety reasons, if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and cannot reasonably be overcome.
· If we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers.
· If changes you wish to make to the booking mean it is uneconomical or impractical to hold the Expedition.
· For other reasons, for example, if the minimum number of clients required for a certain travel arrangement is not met, we may need to cancel.
B. If we cancel the whole of the Expedition, we shall use our best endeavours to rearrange the Expedition on a mutually convenient date or provide a refund to you of the cost to us of the Expedition. Same as above, we shall be under no further liability to you for cancellation of the Expedition or any part of it.
C. If we do have to cancel the Expedition or any part of it, you can:
1. Accept the change in arrangements.
2. Have the chance to book onto a different package with a comparable offer if available (we will refund the price difference for the alternative offer).
3. A refund in full.
D. You must notify us within 7 days of your decision, otherwise, we will assume you have accepted the change in arrangements.
E. In addition to this, your insurance company may also provide compensation for your change in travel arrangements, for which we are not liable.
F. We reserve the right to make changes (e.g., accommodation, itinerary) where necessary.
G. We will not cancel less than 1 month, apart from if you have failed to pay the final balance, or for reasons of force majeure.
H. If we cancel the Expedition, a full refund will be issued. No compensation applies if cancellation is due to force majeure.
I. Compensation is given at £50 per person if the Expedition is cancelled within 1 month of the departure date, unless cancellation is due to force majeure.
J. We may merge groups to ensure viability. If you decline this, cancellation terms will apply.
12. Alterations And Surcharges Applied By Us
A. If due to circumstances beyond our control it becomes necessary to substitute an alternative supplier, or make any other alterations to the Expedition (including accommodation, changes to petrol charges in the country, increases in taxes by the in-country government, or other government-imposed charges) we shall inform you of the changes as soon as possible. You must pay any additional costs due to such changes. If the changes are, in the view of “Green Light Ventures International Limited”, so substantial as to materially alter the Expedition and you are unwilling to accept them, then you may cancel the Expedition, and we will give a refund of the cost of the Expedition to you.
B. Surcharges may be applicable where an Expedition requires a minimum number of participants to proceed, and the group does not meet this minimum number. This could lead to the cancellation of the Expedition, for which we are not held responsible, and alternatives may be offered of an equal or greater value. If this value is greater, then you must pay us the difference in price. If the final number of a group is an odd number, then a single supplement surcharge will apply if the booking or an Expedition (including accommodation) is number-dependent.
C. If an increase exceeds 8% of the total cost, you may cancel with a full refund.
13. Alterations Made By You
A. We shall try to accommodate any reasonable changes you wish to make to the Expedition.
B. Alterations and amendment requests should be made with us and not end suppliers and should be made in writing to us by the Group Leader. These changes shall not be deemed accepted until we have confirmed in writing to you.
C. If you wish to increase or decrease the number of persons participating in the Expedition, you may do this up to 3 months prior to the date upon which your Expedition is due to start. Amendments after that date will incur our administration charge of £75 per person. Please note that changes to arrival/departure dates will usually be considered a cancellation and re-booking of the event and will be in line with our cancellation policy above, and subject to the £75 administration fee.
14. Travel Documentation
A. Participants are responsible for valid passports, visas, vaccinations, and compliance with local laws.
B. The following documents need to be sent to the Green Light Ventures 3 months prior to departure
· A copy of the participant's passport page. (The Passport must be valid for 6 months after the date.
· Insurance certificates, if purchased by the participants or the Organisation.
C. Green Light Ventures accepts no responsibility for entry refusal or missed departures due to documentation issues.
15. Special Requests and Medical Conditions/Disabilities
A. Any special requests or details regarding medical conditions or disabilities must be disclosed at the time of booking. While Green Light Ventures will make every reasonable effort to accommodate these requests, due to the nature of some of our activities, we may not always be able to do so. Any agreed arrangements will be confirmed in writing, and it is your responsibility (or that of your parent/guardian if you are under 18) to ensure you have received this confirmation.
B. If there are any changes to your medical condition or disability after booking, you must inform us in writing as soon as possible. We will again do our best to accommodate your needs, but if we are unable to do so reasonably, we reserve the right to cancel your booking in line with our cancellation policy at the time we are made aware.
C. Our programmes can be physically demanding. It is the responsibility of the participant to undertake appropriate training to ensure they are suitably prepared.
D. Upon request, we can advise on mandatory health requirements. You (or your parent/guardian if under 18) must obtain proper medical advice well in advance of travel for up-to-date health requirements and destination-specific guidance.
Health and Fitness Requirements
A. Participants must have an appropriate level of physical and mental fitness to safely and fully participate in the Expedition, as outlined in the itinerary and consent form.
B. Pre-existing medical conditions must be disclosed in the relevant section of the application form.
C. All participants are subject to medical screening by the Green Light Ventures Operations Team and our Independent Medical Advisor. Consent must be given for relevant staff and medical professionals to access this information.
D. A doctor’s certificate may be requested where necessary. Failure to disclose relevant medical conditions may result in removal from the Expedition without refund.
E. Participants must maintain a level of fitness appropriate for the physical demands of the Expedition itinerary.
F. Participants (or their parent/guardian) must consent to first-aid-trained individuals providing or arranging medical treatment as required. This may include:
· Administering non-prescription medications;
· Dispensing prescription medications under guidance from our emergency assistance provider or a local medical practitioner (or independently where urgent treatment is needed and no guidance is available);
· Consenting on your behalf to medical or surgical treatment as deemed necessary;
· Arranging emergency transportation, with the understanding that you (or your parent/guardian) will bear any costs that exceed your insurance coverage.
16. Conduct
A. Participants must follow all reasonable instructions from the Green Light Ventures Leadership Team.
B. Participants must sign and adhere to Green Light Ventures' Code of Conduct.
C. Misconduct or breach of the Code of Conduct may result in expulsion from the Expedition, with no refund issued.
D. Costs incurred due to removal (e.g., travel home) will be borne by the Participant or Organisation.
17. Your Obligations
A. You shall at all times behave in a safe, responsible and courteous manner; comply with all instructions; regulations and codes of practice issued by us or our suppliers; ensure that you comply with all age restrictions imposed by our suppliers; ensure that you comply with all arrival times, and dress appropriately for the Expedition according to the Code of Conduct.
B. If you breach these obligations, we may cancel or curtail the Expedition or any part of it, and in those circumstances, you shall not be entitled to any refund.
C. It is the responsibility of the Participant and their parent/Guardians to read the Consent Form, Welcome Pack (especially the Itinerary and Kit List) and ensure that they are well prepared for the Expedition and have packed and brought all the kit necessary for that Expedition.
18. Our Obligations and Liability
Green Light Ventures is committed to ensuring that all services and arrangements provided as part of your Expedition are delivered with reasonable skill and care. This includes services we are contractually obliged to provide, whether performed by us directly or by our employees, agents, or suppliers acting on our behalf.
18.1 General Responsibilities
A. We accept responsibility for the proper performance of the travel arrangements we have agreed to provide as part of our contract with you. If any part of your Expedition is not provided as agreed and this affects your overall experience, we will take reasonable steps to compensate you, subject to the limitations set out in this section.
B. To make a claim, it must be demonstrated that we, or our suppliers, failed to use reasonable skill and care and that this failure directly caused your loss or damage.
18.2 Limitations of Liability
A. We will not be liable for any loss, injury, illness, damage, expense, or claim which results from:
· The actions or omissions of the participant or any member of their group.
· The actions or omissions of a third party not connected with the services we are contracted to provide, and which were unforeseeable or unavoidable.
· Circumstances considered to be force majeure (see clause 18.9, including but not limited to war, natural disaster, pandemic, or political unrest.
B. We are not responsible for any additional services or excursions booked by you that are not part of the agreed Expedition itinerary, even if booked during your time abroad.
C. The flexibility inherent in adventure travel means that itineraries may change due to weather, local conditions, or other unforeseeable events. These changes do not represent a failure on our part and do not entitle participants to compensation.
18.3 Standards and Local Regulations
The services and standards offered during international travel often reflect the local culture, resources, and legislation, which may differ from those in the UK. Provided the services meet local standards, they will be deemed to have been delivered with reasonable skill and care, even if they would not meet UK standards.
18.4 Injury or Death
Nothing in these terms limits our liability for death or personal injury caused by our negligence or that of our staff or suppliers while acting within the scope of their duties. For food poisoning claims, our maximum liability is £2000 and capped at £6000 per booking.
18.5 Personal Property
We are not liable for the loss of or damage to personal property, including money or valuables, unless caused by our negligence. In such cases, our maximum liability is £1000 per person and capped at £5000 per event. Participants must ensure they have appropriate travel insurance to protect their personal belongings.
18.6 Financial Limits
For claims not involving personal injury, illness, or death, our maximum liability is limited to three times the total cost paid by or on behalf of the affected participant, excluding insurance and amendment fees. This maximum compensation is only payable when no value has been received from the Expedition.
18.7 Indirect Losses
We are not responsible for any indirect or unforeseen losses, including loss of enjoyment, emotional distress, or loss of earnings. Our liability does not extend to business-related losses under any circumstances.
18.8 Promotional Material
The information provided in our brochure, on our website, and in any other promotional materials is, to the best of our knowledge, accurate at the time of publication. However, occasional errors may occur, and details may be subject to change. It is therefore the responsibility of the group organiser and participants to verify all expedition details — including pricing — with us at the time of booking.
18.9 Force Majeure
Green Light Ventures cannot accept responsibility for any activities that are not organised by us, nor for any outcomes resulting from events classified as force majeure. Unless expressly stated otherwise in these booking conditions, we regret that we cannot accept liability or offer compensation where the fulfilment of our contractual obligations is prevented, affected, or delayed due to circumstances beyond our control, including any loss, damage, or expense you may incur as a result.
“Force majeure” refers to events that neither we nor our service providers could reasonably foresee or avoid, even with due care. Such events may include (but are not limited to) actual or threatened war, civil unrest, terrorist activity, industrial disputes, natural or nuclear disasters, adverse weather conditions, fire, pandemics, and other similar events beyond our control.
19. Complaints and Customer Feedback
A. Green Light Ventures has a complaints procedure in place that it will follow in the event of a complaint or accusation.
B. If you experience a problem during your Expedition, you must raise it with the appropriate person(s) (e.g. your Group Leader, Expedition Leader, or on-site contact) at the earliest opportunity so that it can be addressed promptly. Unless there is a valid reason for not reporting the issue while on the Expedition, we will not be held liable for complaints raised retrospectively.
C. If the issue is not resolved to your satisfaction during the Expedition, you must submit a formal complaint in writing to Green Light Ventures within 7 days of the Expedition’s conclusion. Complaints received outside of this timeframe may not be considered, and it will be assumed that you were fully satisfied with the services provided.
D. We will acknowledge receipt of all complaints within 7 days and aim to resolve them within a reasonable timeframe. Green Light Ventures is committed to handling all feedback and disputes fairly, transparently, and professionally.
20. Data Protection
A. We collect and process data in line with UK GDPR. We only share data with partners directly involved in delivering the Expedition.
B. We retain data for up to 7 years.
C. On filling out and signing a participant application form, you consent to photography and quotes being used for marketing. There is the opportunity to tick a box to ‘opt out’ of this in the application form.
21. Governing Law
A. These Terms are governed by English law unless otherwise agreed based on the Organisation's location (Scotland or Northern Ireland).
B. Jurisdiction lies with the English courts, unless otherwise agreed.
22. Meals and accommodation
A. We provide 3 meals a day with plenty of drinking water sufficient for all activities.
B. We will endeavour to meet any specialist dietary requests and allergies for any member of your group. All specialist dietary requests and allergies must be stated in the Application Form.
C. We will inform you at the point of application, after receiving all the Application Forms, if we can not guarantee these requests.
D. If your booking includes accommodation, the named accommodation may remain confidential to “Green Light Ventures International Limited” and only be disclosed to you upon receipt of the completed secondary deposit and written confirmation from the supplier.
E. We have strict policies and procedures around food and accommodation provision to ensure a safe and enjoyable experience.
23. Package Travel Regulations 2018
We comply with the Package Travel Regulations 2018. Your Expedition is fully covered financially if we, as a company, were to become insolvent. Full information on the Travel Package and Linked Travel Arrangement Regulations can be found here under schedule 2: The Package Travel and Linked Travel Arrangements Regulations 2018 (legislation.gov.uk)
24. Foreign Office Alerts and Advice
Green Light Ventures receives alerts from the Foreign, Commonwealth and Development Office (FCDO) about safety and other issues regarding travel to the countries we operate in. They provide regularly updated travel advice at www.gov.uk/foreign-travel-advice. We strongly recommend that both the Organisation and Participants consult this information prior to booking and again well in advance of departure.
25. Changes to these Terms and Conditions
We may need to make changes to these terms and conditions. Any changes can only be made by us and not by any third-party member. We reserve the right to amend or improve these terms and conditions without prior notification. When it is necessary for changes to be made, we will forward you a copy of these changes and all reservations will abide by the amended terms, with the exception of reservations already made.
If you have any questions regarding these Terms and Conditions, please contact us at info@greenlightventures.co.uk
Bespoke Safari - Terms and Conditions
"We/us" Means “Green Light Ventures International Limited”
"The Event" Means any holiday, accommodation, activity or function organised or advertised by us.
"You" Means the person who has signed the booking form and includes all the people on whose behalf you have signed.
"Supplier" Means the company or person that is holding or providing the event or any part of it.
"Price" Means the total cost of the event.
By making a booking:
1. You agree to have read these terms and conditions and have the authority to, and agree to be bound by these.
2. You agree to have read and consent to the use of your personal information in line with our Privacy Policy.
3. You are over the age of 18 and understand that the law of the United Kingdom applies to this booking and that all members you have signed on behalf of are of an appropriate age to purchase the event; or
4. If you are under the age of 18, a parent or guardian of yourself enters this agreement on your behalf and must accept these booking conditions.
1. Terms and Conditions
These terms and conditions govern the contract between you and us to the exclusion of all other terms and conditions save for those implied by law, and no variation to these terms and conditions shall be valid unless in writing and signed by you and the company director.
2. Event Arrangements
Due to the nature of the countries we work in, plans and arrangements for your event are subject to change from the original itinerary included in your welcome and briefing pack. A full itinerary will be sent to you in your welcome and briefing pack. This itinerary may change prior to your booking and we will endeavour to communicate any major changes to this before you depart for your event.
We endeavour to provide a safe experience and undertake reasonable risk assessments for our programmes. However, by nature, our events can be potentially hazardous. We also provide basic living arrangements.
You (and your Parent/Guardian if under the age of 18) agree to have read these terms and conditions as well as the government travel sites for the country where your event is taking place. If you have any questions, you should get in touch with us and we will endeavour to answer any questions you may have.
We do not, under any circumstances provide flights. Your itinerary includes accommodation, food, transfers to and from your destination (unless otherwise stated), and excursions outlined in the welcome and briefing pack.
If you book flights or excursions in addition to the event you booked with us, your agreement will be with that provider, and we do not take any responsibility for this booking. We are able to recommend flight and excursion providers, but you are under no obligation to book with the provider we recommend. We will act as agents in that circumstance.
Our programmes run within a set time frame, if you arrive earlier or leave later than this time frame, we are under no obligation to pay for accommodation, food, transfers or any other expenses that occur outside of our programme timeframe.
3. Special requests and medical conditions/disabilities
Any special requests and/or medical conditions/ disabilities must be stated at the time of booking your event. We will endeavour to make arrangements to accommodate your requests, however, due to the nature of some of our activities, we regret that we may not be able to accommodate all of your requests. All arrangements to accommodate your requests will be confirmed in writing, and it is your (or your parent/guardian if you are under the age of 18) responsibility to obtain this confirmation from us.
If there are any changes to your medical condition or disabilities between the time of booking and your event, you must inform us in writing as soon as possible. Again, we will endeavour to accommodate your requests, however, due to the nature of some of our activities, we regret that we may not be able to accommodate all of your requests. If we are unable to reasonably accommodate your needs, we reserve the right to cancel your booking in line with cancellation charges due when we become aware of these details.
Our activities can be physically challenging and we recommend you undertake appropriate training prior to the event. It is your responsibility to undertake this training.
On request, we can provide mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you (or your parent/guardian if you are under the age of 18) obtain proper and detailed medical advice prior to travel for the latest health requirements and recommendations for your destination.
You also agree to be responsible for:
· Carrying your own personal first aid kit and administering this when necessary.
· Administering any medications required by your medical condition or disability.
You also agree that first-aid trained individuals can procure and administer medical attention as deemed necessary, including:
· dispensing non-prescription medication;
· dispensing prescription drugs under the advice and supervision of our emergency assistance provider or local medical practitioner (or dispensing prescription drugs when the first-aid trained individual cannot contact our emergency assistance provider or local medical practitioner);
· consenting to you receiving medical or surgical attention as deemed necessary by our emergency assistance provider or local medical practitioner;
· Obtaining emergency vehicles and agreeing that you (or your parent or guardian) will accept all financial responsibility for all medical and related expenses that exceed the level of insurance coverage in respect of you as a participant in the event.
4. Formation of Contract
No contract shall arise between you and us until we have received the deposit payable and we have sent you written confirmation (This can be in the form of an email) of our acceptance of your booking.
5. Lead Name
The lead name on any booking with us accepts the full responsibility of collecting the full balance payable for the booking and indemnifies “Green Light Ventures International Limited” against any loss from any individual failing to pay within your group. The lead name of the group is also responsible for ensuring that all group members are aware they are bound by our terms and conditions. The lead name is also responsible for the completion of the online guest list on behalf of all persons on the booking. It is understood that those booking via email or telephone agree to, and accept our terms and conditions.
6. Payment & Deposits
Deposits are payable at the time of booking and the balance of payments are split into the following phases:
An agreed non-refundable non-transferable deposit is payable at the time of booking. (10% of trip fee).
50% of the trip fee is to be paid 90 days (3 months) before the date upon which your event is due to start. Failure to pay by this date will result in a £10.00 per person late payment charge.
The remaining balance (40%) is to be paid no less than 30 Days before the date upon which your event is due to start. Failure to pay by this date will result in a £10.00 per person late payment charge.
If you do not make your deposit payments by the due dates given then you shall be deemed to have cancelled the event.
Deposits are used by us to enter into the contractual arrangements on your behalf and are non-refundable. Payments can be made with a valid Credit Card or Debit Card, online bank transfers or cheque(s) made payable to “Green Light Ventures International Limited” where upon receipt we will endeavour to place the booking for you at the same price, although this cannot be guaranteed. We will however notify you should there be an increase in price.
If a promised cheque is not received or does not clear upon presentation, we hold the right to cancel the reservation. Non-clearing or returned unpaid cheques will incur a £30.00 transaction charge.
We reserve the right to amend prices on any unpaid bookings or pricing mistakes published in any of our literature.
If you have a voucher from “Green Light Ventures International Limited” only one can be used per booking.
7. Passport, Visa and Health Requirements
It is your responsibility to fulfil the passport, visa and other health requirements for the country you are travelling to.
We can offer generic advice on these requirements, but you should consult with your doctor, governmental travel department, and others for specific advice on the country, or countries, you are travelling to and your own personal circumstances.
You are also responsible for complying with the country’s, or countries’, visa requirements and you should seek advice on this prior to travel, and ensure you have the appropriate visa in place before you start the programme with us.
We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health requirements. You agree to indemnify us in relation to any costs which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.
8. Changes to your travel or flights
We do not, under any circumstances provide flights. If there are any changes, amendments or cancellations to your flight, or other travel arrangements, which means that you will not arrive/depart in line with the agreed ground arrangements, you should inform us of these changes as soon as possible.
We will endeavour to accommodate reasonably and assist in ground arrangements, in line with the changed flight or travel, but we reserve the right to charge, in addition, to accommodate your changed arrangements.
It is your responsibility to arrange any compensation with your flight, travel agent, or insurance company for any additional charges incurred (e.g. food, accommodation) due to a changed flight or travel.
9. Cancellation by Us
We may cancel the event or any part of it:
for safety reasons if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome; If we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers; If a supplier or suppliers are unable to host the event for any reason; If changes you wish to make to the booking mean it is uneconomical or impractical to hold the event. If we cancel the whole of the event, we shall use our best endeavours to rearrange the event on a mutually convenient date, or provide a refund to you of the cost to us of the event. Same as above we shall be under no further liability to you for cancellation of the event or any part of it.
for other reasons, for example, if the minimum number of clients required for a certain travel arrangement is not met, we may need to cancel. We will not cancel less than 4 weeks before, apart from if you have failed to pay the final balance, or for reasons of force majeure.
If we do have to cancel the event or any part of it, you can:
1. Accept the change in arrangements.
2. Have the chance to book onto a different package with a comparable offer if available (we will refund the price difference for the alternative offer).
3. A refund in full.
You must notify us within 7 days of your decision, otherwise, we will assume you have accepted the change in arrangements.
In addition to this, your insurance company may also provide compensation for your change in travel arrangements, for which we are not liable.
10. Cancellation by You
We may decide to exercise the following procedures in some cases. Cancellations may incur a cancellation fee, mostly when your money has been spent on your trip to secure activities and accommodation for you, but firstly we will try our very best to give you all your money back when cancelling a trip. You may cancel your booking within a period of 14 Days after the initial deposit however this initial deposit is non-refundable. After 14 Days you may cancel your booking however all deposits and (if applicable) any additional payments made to date on the booking are non-refundable. All cancellations must be made in writing from the lead name on the booking. After 7 Days the amount of the cancellation fee is calculated according to the date on which we receive written notice of your wish to cancel. If you cancel with us more than four weeks in advance of the travel date then the cancellation fee is a minimum of 50% of the total booking cost, or the total amount paid to us at that time on the booking. If you cancel with us between four weeks and two weeks in advance of the travel date then the cancellation fee is a minimum of 75% of the total booking cost. If you cancel with us within two weeks of the travel date then the cancellation fee is 100% of the total cost of the booking.
11. Failure to Provide an Event
If, due to reasons beyond our control, an event is unable to take place due to (but without limitation); closure of premises, the ceases of trading, a change in supplier management, or weather restrictions, we will provide you and your group with an alternative event and if this is does not prove possible, a refund to you of the cost to us of the event.
12. Accommodation
If your booking includes accommodation, the named accommodation may remain confidential to “Green Light Ventures International Limited” and only be disclosed to you upon receipt of the completed secondary deposit and written confirmation from the supplier.
13. Meals
We provide 3 meals a day with plenty of drinking water sufficient for all activities. We will endeavour to meet any specialist dietary requests for any member of your group, but cannot guarantee these requests. Any specialist dietary requirements and allergies must be made known to us on securing your placement. We can then confirm whether or not we can meet your requirements.
14. Alterations + Surcharges Applied By Us
If due to circumstances beyond our control it becomes necessary to substitute an alternative supplier, or make any other alterations to the event (including accommodation, changes to petrol charges in the country, increases in taxes by the in-country government, or other government-imposed charges) we shall inform you of the changes as soon as possible. You must pay any additional cost due to such changes. If the changes are, in the view of “Green Light Ventures International Limited” so substantial as to materially alter the event and you are unwilling to accept them then you may cancel the event and we will give a refund of the cost of the event to us. Surcharges may be applicable where an event requires a minimum number of participants to proceed, and the group does not meet this minimum number. This could lead to the cancellation of the event of which we are not held responsible and alternatives may be offered of an equal or greater value. If this value is greater, then you must pay us the difference in price. If the final number of a group is an odd number, then a single supplement surcharge will apply if the booking or an event (including accommodation) is number-dependent.
15. Alterations made by You
We shall try to accommodate any reasonable changes you wish to make to the event. Alterations and amendment requests should be made with us and not end suppliers and should be made in writing to us by the lead name. These changes shall not be deemed accepted until we have confirmed in writing to you. If you wish to increase or decrease the number of persons participating in the event you may do this up to six weeks prior to the date upon which your event is due to start. Amendments after that date will incur our administration charge of £75 per person. Please note that changes to arrival/departure dates will usually be considered a cancellation and re-booking of the event and will be in line with our cancellation policy above and subject to the £75 administration fee. Subject to our written agreement you may transfer your booking to a person who satisfies all the conditions applicable to the event.
16. Your Obligations
You shall at all times behave in a safe, responsible and courteous manner; comply with all instructions; regulations and codes of practice issued by us or our suppliers; ensure that you comply with all age restrictions imposed by our suppliers; ensure that you comply with all arrival times, and dress appropriately for the event. If you breach these obligations we may cancel or curtail the event or any part of it and in those circumstances, you shall not be entitled to any refund. You must take out insurance suitable for your needs (including delays for events involving travel by land, sea, or air) before the event. You must provide us with the details of your travel insurance before you leave. If you do not take out travel insurance, we will not be responsible for any cancellation of your booking, and the associated cancellation charges that occur at the time of cancellation. It is the responsibility of you (and/or your insurance company) to undertake an assessment of the country, or countries, you are travelling to and provide appropriate cover. The insurance company are responsible for undertaking any evacuation (medical or otherwise) outside of our programme and it is your responsibility to arrange this and the renumeration of any associated costs, with your insurance company.
17. Our Obligations
We shall take reasonable care and skill in arranging the event and comply with all applicable laws in relation to the event; wherever possible, re-schedule the event instead of cancelling or offer a refund to you of the cost to us of the event. All of the photographs and illustrations we use on our website and in literature (including quotations) we send you are for marketing purposes and may not entirely represent the actual products received.
18. Customer Feedback
If you have a problem whilst on your booking then you must contact the appropriate person(s) at the earliest opportunity. Unless there is a valid reason why you did not report your problem to the appropriate person(s), we will not consider ourselves liable for those complaints. If they are unable to resolve matters to your satisfaction then you must write to us within 7 days of the conclusion of the event. No complaint will be accepted outside of this time frame thus deeming you fully satisfied with all aspects of the event and the services we have provided to you. We will acknowledge any correspondence within 7 days and endeavour to deal with the complaint as quickly as possible.
19. Contracts (Rights of Third Parties) Act 1999
No part of this agreement shall confer on any third party any benefit or right to enforce any terms of this agreement.
20. Jurisdiction
This agreement shall be construed in accordance with the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction to deal with any disputes arising between you and us or our suppliers.
21. Changes to these Terms and Conditions
We may need to make changes to these terms and conditions. Any changes can only be made by us and not any third-party member. We reserve the right to amend or improve these terms and conditions without prior notification. When it is necessary for changes to be made, we will forward you a copy of these changes and all reservations will abide by the amended terms, with the exception of reservations already made.
22. Package Travel Regulations 2018
We comply with the Package Travel Regulations 2018. Your trip is fully covered financially if we as a company were to become insolvent. Full information on the Travel Package and Linked Travel Arrangement Regulations can be found here under schedule 2: The Package Travel and Linked Travel Arrangements Regulations 2018 (legislation.gov.uk)
Last update: 11/04/2025
