Terms and Conditions for booking
These Booking Conditions form the basis of the contract between Expedition Edu and the School or organised group identified in the Booking Confirmation. Please read them carefully as they set out the rights and obligations of both parties.
1. DEFINITIONS
In these Booking Conditions:
“School” means the contracting educational institution or organisation identified in the Booking Confirmation.
“Participant” means any student, teacher, staff member or other traveller included within the School’s booking.
“Programme” means the package of travel services confirmed in the booking confirmation.
“Booking Confirmation” means the written confirmation issued by Expedition Edu setting out the agreed programme details, pricing and payment schedule.
“Flight Commitment Date” means the date on which Expedition Edu commits to non-refundable flight ticketing for the programme. This will normally be approximately 11 months prior to departure. Where a programme is launched within 11 months of departure, the Flight Commitment Date may occur shortly after confirmation of viable participant numbers.
“Major Ground Supplier Commitments” means non-refundable accommodation deposits, local partner fees, transport block bookings, permits, park fees or other supplier payments committed by Expedition Edu in order to deliver the programme.
“Unavoidable and Extraordinary Circumstances” means a situation beyond the control of Expedition Edu, the consequences of which could not have been avoided even if all reasonable measures had been taken.
2. CONTRACTING PARTIES
The contract is between Expedition Edu and the School. Participants are beneficiaries of the School’s booking but are not separate contracting parties with Expedition Edu. The School confirms that it has authority to enter into this contract on behalf of its participants and to act as the contracting party for the programme.
3. BOOKING & PAYMENT
3.1 Formation of Contract
A binding contract is formed when:
a) The School confirms acceptance of Expedition Edu’s written proposal and or launch agreement;
b) The Initial Deposit specified in the Booking Confirmation is paid; and
c) Expedition Edu issues a Booking Confirmation.
3.2 Payment Schedule
The payment schedule for each programme will be set out in the Booking Confirmation and will reflect key supplier commitment milestones, including (without limitation):
Initial Deposit
Flight Commitment Payment
Interim Payments
Final Balance
All amounts and due dates will be confirmed in writing. Payments are structured to align with supplier commitments required to secure flights, accommodation, local partners and other essential programme components.
3.3 Failure to Pay
If any payment is not received by the due date specified in the Booking Confirmation, Expedition Edu reserves the right to treat the booking as cancelled by the School. Cancellation charges under Section 6 will apply. Cancellation charges reflect Expedition Edu’s expected irrecoverable commitments at each stage and are not limited to sums received at the time of cancellation.
4. MINIMUM NUMBERS & GROUP VIABILITY
4.1 Minimum Numbers
Each programme is based on a minimum viable number of paying Participants, as specified in the Booking Confirmation.
4.2 Reduction in Numbers
If Participant numbers fall below the minimum viable level at any time, Expedition Edu may:
a) Revise the price per remaining Participant; or
b) Cancel the programme.
Where Expedition Edu cancels solely due to insufficient participant numbers, Expedition Edu will refund monies paid in respect of remaining Participants, less any irrecoverable supplier costs incurred. At Expedition Edu’s discretion, where supplier recoveries allow, full refunds may be provided.
4.3 Individual Withdrawals
Individual Participant withdrawals do not relieve the School of its contractual obligations. If withdrawals reduce the group below viable levels, Expedition Edu may re-cost or cancel the programme in accordance with this Section. Expedition Edu shall not be liable for any consequential loss arising from reductions in group size.
5. CHANGES & PARTICIPANT SUBSTITUTION
5.1 Changes Requested by the School
Any requested changes to dates, duration, destination or core elements of the programme after confirmation will be considered by Expedition Edu but may be treated as cancellation and rebooking. Any additional supplier costs incurred will be payable by the School.
5.2 Participant Substitution
A replacement Participant may be proposed provided that:
Written notice is given within 28 days of the original Participant’s cancellation;
Notice is received no later than 56 days prior to departure;
The replacement Participant satisfies all eligibility, visa, health and suitability requirements;
All relevant supplier approvals (including airline approval) are obtained.
Where substitution is approved:
Payments made in respect of the withdrawing Participant will be transferred to the replacement Participant;
A R1 000 administration fee per substitution will apply.
All out-of-pocket supplier costs (including airline name change fees or reissue charges) must be paid.
Any private financial arrangement between the withdrawing Participant and the replacement Participant is not the responsibility of Expedition Edu.
After 56 days prior to departure, substitution will not be permitted, and cancellation charges under Section 6 will apply.
6. CANCELLATION
Cancellation must be made in writing and takes effect on the date received by Expedition Edu. An initial admin fee of R1000 applies to each and every cancellation. Cancellation charges apply per Participant and are calculated on a standardised basis reflecting average irrecoverable costs at each stage. Charges are not calculated on an individual cost basis and are not itemised by component.
The following charges apply:
Cancel 52 weeks: Deposit only
52-28 weeks: 30% of programme fee
28-20 weeks: 50% of programme fee
20-12 weeks: 80% of programme fee
12 weeks or less: 100% of programme fee
7. CHANGES BY EXPEDITION EDU
Expedition Edu plans programmes well in advance but reserves the right to make changes where reasonably necessary. Minor changes may be made without compensation. If a significant change to the main characteristics of the programme is required before departure, the School may:
a) Accept the proposed change;
b) Accept an alternative programme (if available); or
c) Terminate the contract and receive a refund of monies paid.
Compensation will not be payable where changes arise due to:
Unavoidable and extraordinary circumstances;
Insufficient participant numbers;
Minor changes.
8. UNAVOIDABLE & EXTRAORDINARY CIRCUMSTANCES
If Unavoidable and Extraordinary Circumstances arise, Expedition Edu will determine, acting reasonably and in good faith, whether such circumstances
significantly affect performance of the programme or the carriage of Participants. Expedition Edu will prioritise delivery of the programme and may offer alternative dates, destinations or arrangements where appropriate.
If performance is prevented and no reasonable alternative arrangements can be provided:
Refunds will be limited to sums recovered from suppliers in respect of services not performed;
Irrecoverable costs properly incurred may be deducted;
No additional compensation will be payable.
Where the School elects to cancel and performance is not legally prevented, cancellation charges under Section 6 will apply.
9. PRICE VARIATION
programme prices may only be varied to reflect changes in:
Transport costs (including fuel);
Taxes or fees imposed by third parties;
Exchange rates.
If a price increase exceeds 8% of the total programme price, the School may cancel and receive a refund. No price increase will be imposed within 20 days of departure.
10. BEHAVIOUR, DAMAGE & INDEMNITY
The School retains overall responsibility for the supervision, conduct and discipline of Participants. Participants must comply with reasonable
instructions, local laws and the School’s behaviour policy.
If, in the reasonable opinion of Expedition Edu or its local partners, a Participant’s behaviour:
Endangers safety;
Risks property damage;
Seriously disrupts the programme;
Breaches local law; or
Jeopardises relationships with suppliers or local communities;
Expedition Edu may require the Participant to be withdrawn from the programme. Expedition Edu will, where reasonably practicable, assist in arranging return travel. The School and/or parents or guardians will be responsible for all additional costs incurred. No refund will be payable in respect of unused services. Possession or use of illegal drugs, misuse of medication, or supply of alcohol to minors may result in immediate removal. The School shall be responsible for and shall indemnify Expedition Edu against any loss, damage, liability, claim, fine, penalty or reasonable legal costs arising
from the acts or omissions of any Participant, except to the extent caused by Expedition Edu’s negligence or breach of contract.
11. HEALTH, FITNESS & MEDICAL DISCLOSURE
The School is responsible for ensuring that all Participants are medically and physically fit to take part in the programme. Full and accurate medical
information must be provided for each Participant in advance of departure, including any pre-existing medical conditions, allergies, dietary requirements, medication or additional support needs. The School must promptly notify Expedition Edu of any change in a Participant’s medical condition or circumstances prior to departure. Some programmes involve physical activity, outdoor environments and travel to locations where medical facilities may be limited. It is the School’s responsibility to ensure that Participants are appropriately prepared for the physical and environmental demands of the programme. Expedition Edu reserves the right, acting reasonably, to decline participation or require additional information where a Participant’s medical condition, fitness level or disclosed needs may materially affect their safety or the safe operation of the programme. Failure to disclose relevant medical information may limit Expedition Edu’s ability to provide appropriate support and may affect liability. Expedition Edu may provide pre-departure guidance regarding recommended preparation. Participants are expected to engage appropriately with such guidance.
12. INSURANCE
Adequate travel insurance is mandatory for all Participants and Expedition Edu includes group travel insurance for SA-resident Participants covering the period of travel. The included policy is designed to provide support during the programme, including medical assistance, emergency treatment and repatriation where required. Participants are welcome to upgrade insurance options should they wish. Expedition Edu does not provide any form of pre-departure cancellation cover. Cancellation charges arising under Section 6 will apply in accordance with these Booking Conditions, and Participants and parents/guardians are strongly encouraged to make their own arrangements for appropriate pre-departure cancellation insurance and to review any existing annual travel insurance policies. The School should also review its own insurance arrangements. Claims must be made directly to the insurer and Expedition Edu accepts no liability for decisions made by the insurer.
13. LIABILITY
Expedition Edu is responsible for the proper performance of the travel services included in the programme.
Expedition Edu will not be liable where any lack of conformity is attributable to:
The School or a Participant;
A third party unconnected with the provision of services and where the event was unforeseeable or unavoidable;
Unavoidable and Extraordinary Circumstances.
Except in cases involving death or personal injury, Expedition Edu’s liability shall be limited to three times the total programme price per Participant. Where services are provided by air, sea or rail carriers, Expedition Edu’s liability shall be limited in accordance with applicable international conventions, including but not limited to the Montreal Convention (air travel), the Athens Convention (sea travel) and the Convention concerning International Carriage by Rail (COTIF), together with any applicable SA retained legislation relating to passenger rights and denied boarding.
13.1 Supplier Conditions
Certain elements of the programme are provided by independent suppliers (including airlines, accommodation providers, transport operators and local partners). Such suppliers provide services in accordance with their own terms and conditions, which may limit or exclude liability in accordance with applicable international conventions and local law. Where applicable, the School’s rights against Expedition Edu shall be no greater than the rights available against the relevant supplier.
15. COMPLAINTS & RESOLUTION
Any issue or concern must be reported promptly during the programme to Expedition Edu’s representative and the School’s Group Leader to allow investigation and resolution at the earliest opportunity. The School must ensure that Expedition Edu is given a reasonable opportunity to remedy any alleged lack of conformity before alternative arrangements are made or costs incurred. If a complaint cannot be resolved during the programme, the School must submit full details in writing within 28 days of the end of the programme. Failure to notify Expedition Edu promptly during the programme or to provide written details within 28 days may affect the extent of any liability where investigation, evidence gathering or the opportunity to remedy has been materially prejudiced.
16. DATA PROTECTION
Expedition Edu will process personal data in accordance with applicable SA data protection legislation. Personal data will be processed solely for the purposes of administering, organising and delivering the programme, meeting safeguarding obligations, ensuring participant welfare and complying with legal and regulatory requirements.
16.1 Special Category Data
In order to deliver the programme safely and effectively, it may be necessary for the School to share special category personal data with Expedition Edu, including medical information, dietary requirements and additional support needs. The School confirms that it has obtained all necessary consents and authorisations required to share such information with Expedition Edu for these purposes.
Expedition Edu will process such information only to the extent necessary to:
Assess suitability and preparedness;
Ensure appropriate supervision and support;
Facilitate medical treatment if required;
Meet safeguarding and duty of care obligations.
Expedition Edu and the School agree to share relevant information with each other where reasonably necessary to protect the safety, health and welfare of Participants.
17. GOVERNING LAW
These Booking Conditions are governed by the law of South Africa. Any dispute shall be subject to the exclusive jurisdiction of the courts of South Africa