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. Free Place Promotion
Where offered, one free place shall be allocated to both parties (more than one group booking) as long as each booking meets the minimum required numbers stated on the individual booking(s) paying the full per-person price. Both groups must pay in full (based on the minimum requirements) in order for this promotion to apply.
21. 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.
22. 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.
23. 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: 12/09/2023
