Terms & Conditions – School Trips and Exchange Programmes

These Terms & Conditions apply to school trips, exchange programmes, educational visits and group travel programmes organised by Learn&Co Limited.

By confirming a booking, paying a deposit, accepting a proposal, signing a contract, or otherwise instructing Learn&Co to begin work on a programme, the Client agrees to these Terms & Conditions.

1. About Learn&Co

Learn&Co Limited is a UK-based education consultancy providing language tuition, cultural immersion, school exchange programmes, educational visits and related services.

In these Terms & Conditions:

• “Learn&Co”, “we”, “us” or “our” means Learn&Co Limited.
• “Client” means the school, organisation, parent, guardian, adult participant or other person or body making or confirming the booking.
• “Participants” means pupils, students, adults, accompanying staff or any other individuals taking part in the programme.
• “Programme” means the school trip, exchange, educational visit, immersion stay, cultural programme or related service arranged by Learn&Co.
• “Suppliers” means third-party providers involved in delivering the programme, including accommodation providers, transport companies, airlines, train operators, activity providers, restaurants, museums, venues, guides and host schools.

2. Scope of these Terms

These Terms apply to all school trips, school exchange programmes and educational group programmes organised or coordinated by Learn&Co, unless otherwise agreed in writing.

A specific proposal, quote, booking confirmation, invoice or contract may include additional terms relating to a particular programme. Where there is a conflict between these general Terms and a written programme-specific agreement, the programme-specific agreement will take priority.

3. Programme proposals and availability

All proposals are prepared in good faith based on the information available at the time.

Programme details, including accommodation, transport, visits, activities, host-school availability, staffing, timings and pricing, are subject to availability until confirmed in writing and, where applicable, secured with the relevant deposit or payment.

We will make reasonable efforts to deliver the programme as proposed, but some elements may need to be adjusted due to supplier availability, timetable changes, transport schedules, weather, safeguarding requirements, strikes, local restrictions, illness, force majeure events or other circumstances outside our reasonable control.

Where changes are necessary, Learn&Co will aim to provide a suitable alternative of comparable standard wherever reasonably possible.

4. Confirmation of booking

A programme is not confirmed until Learn&Co has issued written confirmation and any required deposit, signed agreement, purchase order or written acceptance has been received.

For school groups, the Client may be required to confirm:

• preferred dates
• estimated participant numbers
• number of accompanying adults
• gender split, where relevant for rooming
• transport requirements
• accommodation requirements
• dietary, medical, access or safeguarding requirements
• invoicing details
• any school-specific approval process

Until these details are provided, Learn&Co may be unable to secure accommodation, transport or other programme elements.

5. Participant numbers and group size

The Client is responsible for providing accurate estimated and final participant numbers by the deadlines agreed.

Programme pricing and availability may depend on group size. If participant numbers change after a proposal has been issued or after suppliers have been booked, the price per participant, accommodation allocation, transport options and programme structure may also change.

Learn&Co cannot guarantee that late changes to participant numbers, gender split or accompanying adult numbers can be accommodated.

Where additional rooms, seats, tickets, transfers or services are required after the original booking has been made, these will be subject to availability and may incur additional costs.

6. Accommodation

Accommodation is subject to availability at the time of booking.

Learn&Co will take reasonable care to request suitable accommodation for the group, taking into account the age of participants, gender split, accompanying staff, rooming requirements and programme needs.

Where possible, Learn&Co will request that student rooms and staff rooms are located close together. However, room allocation, room type, floor plan, proximity of rooms and final accommodation layout remain subject to the accommodation provider’s availability and policies.

Unless expressly confirmed in writing, Learn&Co cannot guarantee:

• specific room numbers
• exclusive use of a floor or corridor
• adjacent rooms
• ensuite facilities
• single rooms
• specific bed types
• a particular rooming configuration

If the Client confirms participant numbers or gender split late, or changes them after accommodation has been reserved, Learn&Co cannot be responsible for any resulting limitations in room allocation or proximity.

The Client must ensure that all rooming, safeguarding, medical, access, dietary and behavioural information is provided by the deadlines requested.

7. Transport

Learn&Co may arrange or assist with arranging transport, including flights, trains, coaches, transfers or local transport, where agreed as part of the programme.

Transport fares, schedules and availability are subject to change until booked and paid for. Group fares may be limited and may change quickly.

The Client is responsible for providing all passenger information required for transport bookings by the deadline requested. This may include full names, dates of birth, passport details, nationality, emergency contact details and any access or medical requirements.

Learn&Co cannot be responsible for increased costs, loss of availability, unsuitable timings or booking restrictions caused by late confirmation, incomplete passenger information or changes made by the Client after transport has been quoted or booked.

Transport bookings may be non-refundable, partially refundable or subject to amendment fees, depending on the supplier’s terms.

8. Passports, visas and travel documents

The Client is responsible for ensuring that all Participants have valid passports, visas, electronic travel authorisations, identity documents, permissions to travel and any other documents required for the programme.

Learn&Co may provide general guidance where appropriate, but cannot guarantee entry requirements or accept responsibility for a Participant being unable to travel due to missing, invalid or incorrect documentation.

Any costs arising from missing or incorrect travel documents are the responsibility of the Client or the Participant.

9. Insurance

All Participants must have appropriate travel, medical, cancellation, interruption, personal belongings and liability insurance for the full duration of the programme.

For school groups, the Client is responsible for ensuring that the school’s insurance arrangements are appropriate for the programme and for all Participants.

Learn&Co is not responsible for losses, costs, cancellations, medical expenses, repatriation, theft, damage or disruption that should reasonably be covered by appropriate insurance.

10. Health, medical and dietary information

The Client must provide all relevant health, medical, allergy, dietary, access and welfare information by the deadline requested.

This includes any information that may affect accommodation, meals, activities, transport, supervision, emergency planning or participation in the programme.

Learn&Co will take reasonable care to communicate relevant information to suppliers where necessary, but cannot guarantee that all requests can be accommodated unless confirmed in writing.

The Client is responsible for ensuring that Participants are fit to travel and able to take part in the programme.

11. Safeguarding and supervision

For school groups, the Client remains responsible for the supervision, conduct and welfare of its pupils and accompanying staff throughout the programme, unless otherwise agreed in writing.

Learn&Co will take reasonable care when selecting suppliers, arranging programme elements and coordinating logistics. However, Learn&Co does not replace the school’s safeguarding duties, staff responsibilities, risk assessments, parental consent processes or internal policies.

The Client is responsible for ensuring that:

• suitable accompanying adults are present
• appropriate staff-to-pupil ratios are maintained
• parental permissions are obtained
• medical and emergency information is collected
• school risk assessments are completed
• pupils understand behavioural expectations
• staff are briefed on their supervision responsibilities

Where a host school, accommodation provider or activity provider has its own safeguarding procedures or site rules, Participants and accompanying adults must comply with them.

12. Behaviour and conduct

Participants are expected to behave respectfully and responsibly at all times.

Participants must follow instructions from school staff, Learn&Co representatives, host schools, accommodation providers, activity providers, transport providers and other relevant suppliers.

The following behaviour may result in exclusion from an activity, removal from the programme or early return home:

• illegal activity
• possession or use of drugs
• alcohol misuse
• violence, bullying, harassment or discriminatory behaviour
• serious disrespect towards staff, hosts, suppliers or other Participants
• repeated failure to follow instructions
• behaviour that puts the Participant or others at risk
• damage to property
• breach of accommodation, transport or host-school rules

If a Participant is removed from the programme or sent home early, all related costs will be the responsibility of the Client, parent, guardian or Participant, as applicable. No refund will be due for unused elements of the programme.

13. Damage and additional charges

The Client is responsible for any damage, loss, fines, penalties or additional charges caused by Participants or accompanying adults.

This may include damage to accommodation, transport, venues, equipment, host-school property or supplier property.

Learn&Co reserves the right to invoice the Client for any such costs charged by suppliers or incurred by Learn&Co.

14. Programme changes

Learn&Co may need to make changes to the programme before or during the trip.

Changes may be required due to supplier availability, transport disruption, weather, safety concerns, illness, strikes, public holidays, local events, changes requested by the Client, or circumstances outside Learn&Co’s control.

Where possible, Learn&Co will aim to provide a suitable alternative. No refund will be due where an alternative of comparable value is provided.

If a change materially affects the programme, Learn&Co will inform the Client as soon as reasonably possible.

15. Pricing

Programme prices are based on the information, supplier rates, participant numbers, exchange rates and availability known at the time of proposal.

Prices may change where:

• participant numbers change
• the Client changes dates, transport, accommodation or programme requirements
• supplier rates increase before booking
• transport fares change before booking
• exchange rates move significantly
• taxes, levies, entrance fees or local charges change
• additional services are requested
• information provided by the Client is incomplete or inaccurate

Once a programme has been confirmed and paid in full, Learn&Co will not change the price unless this is due to a change requested by the Client, a change in law, a tax or regulatory requirement, or a supplier charge outside Learn&Co’s reasonable control.

16. Payment terms

Payment terms will be set out in the programme proposal, invoice, booking confirmation or contract.

A deposit or staged payment may be required to secure accommodation, transport, activities, supplier reservations or other programme elements.

Deposits and staged payments may be non-refundable where they have been committed to suppliers or used to secure services.

Failure to pay by the agreed deadline may result in cancellation of the programme or loss of supplier reservations.

The Client remains responsible for all costs incurred by Learn&Co in reliance on the booking, including supplier deposits, cancellation charges, amendment fees and other unrecoverable costs.

17. Late payment

Invoices must be paid by the due date stated on the invoice.

Learn&Co reserves the right to charge interest and reasonable recovery costs on overdue invoices in accordance with applicable law.

Learn&Co may suspend work, withhold documents, pause supplier confirmations or cancel arrangements where payment is overdue.

18. Cancellation by the Client

All cancellations must be made in writing.

Cancellation charges will depend on the timing of cancellation, the programme structure and the supplier costs already incurred or committed.

Unless otherwise stated in the programme-specific contract or proposal, the Client will be responsible for:

• any non-refundable deposits
• supplier cancellation charges
• transport cancellation charges
• accommodation cancellation charges
• ticket, activity or venue charges
• administrative work already carried out
• any other costs incurred by Learn&Co in connection with the programme

Where individual Participants withdraw from a group programme, this may affect the price per remaining Participant. No refund can be guaranteed unless recoverable from suppliers.

Learn&Co strongly recommends that all Participants have appropriate cancellation insurance.

19. Cancellation by Learn&Co

Learn&Co may cancel a programme where it becomes impossible, unsafe or commercially impracticable to deliver it.

This may include cancellation due to insufficient numbers, non-payment, supplier failure, travel disruption, safety concerns, government restrictions, force majeure events or other circumstances outside Learn&Co’s reasonable control.

If Learn&Co cancels a programme, we will explain the reason and, where possible, offer an alternative arrangement. Refunds will depend on the circumstances and on the recoverability of supplier costs.

20. Force majeure

Learn&Co will not be liable for failure to perform, delay, additional costs or changes caused by events outside our reasonable control.

This may include, but is not limited to:

• strikes or industrial action
• transport disruption
• severe weather
• natural disasters
• fire, flood or accident
• terrorism or civil unrest
• epidemic, pandemic or public-health restrictions
• government action or border restrictions
• supplier failure
• closure of venues, schools or accommodation
• changes to transport schedules
• safety or security concerns

Where such events occur, Learn&Co will act reasonably and seek suitable alternatives where possible.

21. Complaints

If the Client or a Participant has a concern during the programme, they must inform Learn&Co as soon as possible so that we have a reasonable opportunity to resolve the issue.

Complaints raised only after the programme has ended may be more difficult to investigate or resolve.

Formal complaints must be submitted in writing within 14 days of the end of the programme.

Learn&Co will review reasonable complaints carefully and respond as soon as practicable.

22. Photography and media

Learn&Co may ask for permission to use photographs, videos, testimonials or feedback from a programme for marketing or communication purposes.

No identifiable image or testimonial of a minor will be used publicly without appropriate consent.

For school groups, the Client is responsible for confirming whether pupils have appropriate media consent and for informing Learn&Co of any restrictions.

23. Data protection

Learn&Co processes personal data in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

Personal data may be required in order to respond to enquiries, prepare proposals, process bookings, arrange travel, coordinate accommodation, manage dietary or medical requirements, support safeguarding, communicate with suppliers and deliver the programme.

Further details are set out in our Privacy Policy: Privacy Policy.

For school groups, the Client is responsible for ensuring that it has the necessary permissions and lawful basis to share Participant information with Learn&Co.

24. Liability

Learn&Co will provide its services with reasonable care and skill.

Learn&Co is not responsible for loss, damage, delay, disappointment, additional cost or disruption caused by:

• inaccurate or incomplete information provided by the Client
• late confirmation by the Client
• changes to participant numbers or requirements
• failure by Participants to follow instructions
• missing or invalid travel documents
• matters covered by the Client’s or Participant’s insurance
• actions or omissions of third-party suppliers, except where Learn&Co has failed to exercise reasonable care in selecting or coordinating them
• events outside Learn&Co’s reasonable control

Nothing in these Terms limits or excludes liability where it would be unlawful to do so.

25. Third-party supplier terms

Many programme elements are provided by third-party suppliers.

The Client and Participants may be subject to the terms, rules, policies and conditions of those suppliers, including accommodation providers, airlines, rail providers, coach companies, activity providers, venues, restaurants, museums and host schools.

Supplier terms may include cancellation charges, amendment fees, behavioural rules, safety requirements, check-in procedures, baggage restrictions and refund limitations.

26. Governing law and jurisdiction

These Terms & Conditions are governed by the laws of England and Wales.

Any dispute arising from these Terms or from a programme arranged by Learn&Co will be subject to the exclusive jurisdiction of the courts of England and Wales, unless otherwise required by applicable law.

27. Contact

For questions about these Terms & Conditions, please contact:

Learn&Co Limited

Email: operations@learnand.co

Telephone: +44 (0) 203 488 6832

Registered office: Heygates Lodge, Elkington, Northampton, NN6 6NH

Company number: 10532891