SCHOOL RESERVATION ACCEPTANCE
Please complete the information and return to the Centre
School name
Address
Name of organiser Telephone no.
Email addressFinance Email
Centre Course
Specification Subject Age group
Start date End date
First taught session on day of arrival:
Depart:
Topics you would like to cover and
key course objectives (optional)
Please provide as much information
as possible
Number of student places Males Females Number of Staff Places
Travel arrangements: How arrive at centre?
Do you require centre hired transport (fee varies on sites)?
I accept the dates and places offered above as well as FSC booking conditions and agreement for group leaders. I enclose a non-refundable reservation deposit of
Signed
Date
Please complete and return this with your reservation deposit within 14 days.
Please note: Your booking can only be reserved when this form and the deposit has been received by the centre.
Booking Conditions
Your contract will be with Field Studies Council (hereinafter referred to as FSC)
Reservation Deposits
Please note our minimum group booking is 10 students.
For all school or group bookings, a reservation deposit will be requested by the Field Centre of £50.00 per student. This guarantees the dates and an agreed number of places that will be held for the school or group and is non-refundable.
Final Payment
An invoice for the balance of the course fee will be issued at six weeks prior to course commencement, taking into account any deposits paid. Payment of this amount is due at least 7 days prior to course commencement. If you anticipate a delay in making your final payment, please inform the Centre.
Cancellation
If it is necessary for you to cancel any place related to your booking, please inform the Centre by phone and then confirm this in writing or by email as soon as possible. Cancellation is effective from the date your letter or email is received at our offices and will be subject to cancellation charges as follows:
• Any deposit paid is automatically forfeit if the booking is cancelled by the customer for any reason.
• If any individual cancellation is made less than 28 days before the start of the course, whether deliberately or by default, the balance of fees must still be paid in full, a condition which is accepted when the booking is confirmed.
Other Changes
Anyone enrolling for a course will be invoiced for the full fee. No reductions can be made in respect of late arrival, early departure or absence during any part of the course.
Acceptance of Bookings
FSC reserves the right to refuse to accept any booking without stating a reason.
Other information
Consumer Protection
The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under the Package Travel, Package Holidays and Package Tours Regulations 1992 for Field Studies Council, and in the event of their insolvency, protection is provided for the following:
1. non-flight packages commencing in and returning to the UK;
2. non-flight packages commencing and returning to a country other than the UK; and
3. flight inclusive packages that commence outside of the UK, which are sold to customers outside of the UK.
1, 2 and 3 provides for a refund in the event you have not yet travelled. 1 and 3 provides for repatriation. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Field Studies Council.
Amendments
FSC reserves the right to alter course programmes by agreement or engage alternative tutors if and as circumstances dictate. FSC cancels a course only after careful consideration, but reserves the right to do so if numbers booked have failed to meet a minimum requirement, normally 10 for centre taught groups, or for other exceptional reasons. In this event, applicants will be informed as soon as possible and every effort made to find alternative dates or venues. If this fails, the group will be refunded any monies paid in respect of that course.
FSC will not be liable for any additional cost or expense. All fees were correct at the time of booking. They may be varied should circumstances outside the control of FSC make this necessary. Any increase in charges will not take place within the 28 days prior to the start of the course.
Schools will be liable for the cost of any damage or extra cleaning to the centre and its facilitiesincluding lost or broken fieldwork equipment.
Busy/Peak Periods
The FSC has set a free staff ratio of 1 free staff:12 students. Whilst we understand that some schools may want to bring more staff with their group, during busy periods, the FSC reserves the right to charge the full student price plus vat for staff to schools that exceed this free staff ratio.
Small groups that are working or joining together to reach our minimum size group criteria may have to share rooms during busy/peak periods.
Departure
Rooms must be vacated before breakfast on the day of departure, unless special arrangements are made with the Centre.
Special Diets
All FSC Centres provide vegetarian options on request. Please indicate on the information request form that will be sent to you if you have vegetarian or other special dietary requirements. Centres, where possible, will make all the necessary arrangements.
Smoking
FSC Centres are all non-smoking. Smoking is not permitted in the bedrooms, dining rooms, public rooms or minibuses.
Pets
We regret we do not have facilities for pets and therefore cannot normally accept them at our Centres or on courses. However, we are able to make special arrangements to accommodate assistance dogs.
Guests with Disabilities
FSC welcomes disabled guests provided they can manage independently or are accompanied by a relative or authorised helper on the same course, able to assist them. Please check with each Centre on the suitability of a course before booking and indicate your disability on the booking form. FSC Centres at Blencathra, Juniper Hall, Malham Tarn and Preston Montford have purpose-built accommodation and facilities suitable for people with wheelchairs.
Termination of courses
FSC reserves the right to terminate a course at any point during the visit should it feel necessary e.g. where many students become ill and risk spreading illness to other guests.