4th Dimension Ltd – Booking Procedure and Terms & Conditions
School Residential and Day Courses
Your booking will only be confirmed on receipt of this document that has been signed by your Group Leader and countersigned by either the Bursar or Head Teacher (or designated Deputy).
A course will not be approved without our returned Booking Form, Booking Procedures and Terms & Conditions document and accompanying deposit (this should be made via BACs payment where possible – Cheques made payable to ‘Fourth Dimension Ltd’ are accepted where a BACs payment is not possible). This constitutes a contract between our organisation and you as the client. Your booking will then be confirmed by email.
DEPOSITS: To secure your booking, as noted above, the Group Leader must complete, sign and return the Booking Form, Booking Procedures and Terms & Conditions and accompanying deposit. Your Booking Form should include the ‘anticipated’ number of participants. We appreciate that some schools may not know their final numbers at the point of booking. As such, we ask for deposits to be paid as follows:
- Day Courses: £240.00 + VAT;
- Residential Courses: £350.00 + VAT per day.
Final numbers must be confirmed 28 days prior to the start of the course, at which point, deposits per person will be adjusted and invoiced for as above with final payment due immediately by return. Payment details, as per deposit, can be found on the Booking Form.
Deposits are non-refundable under any circumstances (*see below); and we strongly advise that you arrange your own school journey, travel and injury insurance to cover you during the course. We cannot be held liable for cancellations from any member(s) of your group.
PAYMENT: The final balance of payment must be settled no later than 28 days prior to your course. Final payments not received by this time will be considered in breach of contract and the booking will be treated as cancelled until payment is received. You will receive written notification of cancellation and a final cancellation invoice for the sum of the deposit from us.
ADDITIONS TO YOUR GROUP: Additional members may be added to your course if we receive a request in writing and subject to availability. For residential courses, additional adults over and above the free place allowance (1 per activity group) may join the course at a supplementary fee, subject to availability of accommodation.
INSURANCE: As noted previously, we strongly advise that you arrange your own school journey, travel and injury insurance to cover you during the course. Our £10m Public Liability Insurance covers you in the case of our negligence. It does NOT cover personal accident, cancellation or curtailment, personal luggage or health insurance. We strongly advise you take out your own insurance to cover these areas.
4th Dimension cannot take responsibility for the loss or damage to personal belongings including items left in tents, buildings, vehicles or lost/damaged during activities. You are advised not to bring valuable items with you. All personal property is your responsibility unless it becomes lost or damaged due to our negligence.
Consumer Aware – Your residential course booking is insured by International Passenger Protection (IPP) Ltd and its panel of insurers – The insurance is only valid for passengers who book and pay directly with/to 4th Dimension Ltd. This insurance has been arranged by International Passenger Protection Ltd and underwritten by insurers who are members of the Association of British Insurers and Lloyds Syndicates.
CANCELLATION: If a paying member cancels more than 28 days prior to their course, the deposit paid to 4th Dimension Ltd may be transferred to a substitute person, providing the subsequent payment criteria are met. After the 28 day ‘cut off’ date prior to your course, no refunds (*see below) will be issued.
You are advised to check with your School Journey Insurance as to whether the reason for withdrawal by a person(s) from the group/course is covered by your policy.
UNFORESEEN OCCURRENCES: In the event of an occurrence that we could not foresee or avoid (Force Majeure such as adverse weather condition, real or potential terrorist activity, fire, industrial factors, real or threatened war, act of God or similar), we do not accept liability if we are unable to fulfil our obligations or your group suffers loss or damage in any way.
LIABILITY: We will only accept responsibility for any personal illness, injury or death which results in the negligent (as the word is understood in English Law) acts or omissions of any servant or agent, or supplier working on our behalf in the provision of services or facilities to you within the scope of their employment. We can only be liable for the provision of special requests where we have confirmed their availability in advance or in writing. We cannot be held responsible for the failure of any computer, programme or communication equipment for any reason.
COMMUNICATION: It is important that every aspect of your course is explained to parents/guardians/carers who must inform us of any special dietary requirements or relevant medical information relating to each participant. The same applies to adults and accompanying staff. Medical forms must be accessible to us at all times. If we are required to administer medication, written permission must be provided. The Group Leader should ensure, where practicable, that all members of the group are physically fit to attend the course. With prior notice, we can often accommodate those with injuries or conditions that may preclude certain activities. Health issues will be monitored throughout the course.
Once you have confirmed your booking with us, you should give us an indication as to your preferred activities – we can assist with this, give examples of different activities and provide you with a sample programme. This could be subject to availability and we reserve the right to alter your programme due to environmental or other factors. We will try to reschedule cancelled activities or replace them with similar activities but these will be minor changes and not subject to a refund.
All booking arrangements from 4th Dimension are made directly through the school or a booking agent. Our contract is with the school or booking agent, not individual parents, guardians or carers. Any questions or concerns around payment from parents, guardians or carers should be directed back to the school or booking agent. Parents, guardians or carers who contact 4th Dimension directly will be referred back to the school or booking agent.
ADDITIONAL INFORMATION: For information relating to: 1) Safeguarding and Child Protection, 2) Press and Media – Photo, Video and Social Media, 3) Responsibilities of Visiting Staff, 4) Privacy and Data Protection (GDPR), and 5) First Aid – Please refer to our Operating Procedures and Policy 2020 (Information for Schools) document which is available on request.
*Courses affected by Coronavirus (Covid-19)
Following the outbreak of the Coronavirus pandemic in March 2020, we have temporarily revised our Booking Procedure and Terms & Conditions in relation to deposits on this specific topic during the pandemic. These are as follows:
Residential Courses: Should there be a requirement for you to cancel your entire residential course group booking due to an outbreak of Covid-19, for example, where an entire year group are sent home to isolate or there is a significant outbreak in school, we will issue a full refund of your deposit provided we are given a minimum of 28 days’ notice. Should you cancel within 28 days of your course date for the above reason, we will be required to deduct an administration fee from your deposit or final balance of £200.00 + VAT. This is to cover the additional work undertaken to prepare programmes, arrange catering, organise accommodation, toilet and shower facilities, purchase sundries and confirm staff. The majority of this additional preparation would be carried out during the 28 day lead up to your course.
Day Courses: Should there be a requirement for you to cancel your entire day course group booking due to an outbreak of Covid-19, for example, where an entire year group are sent home to isolate or there is a significant outbreak in school, we will issue a full refund of your deposit provided we are given a minimum of 14 days’ notice. Should you cancel within 14 days of your course date for the above reason, we will be required to deduct an administration fee from your deposit or final balance of £50.00 + VAT. This is to cover the additional work undertaken to prepare programmes and confirm staff. The majority of this additional preparation would be carried out during the 14 day lead up to your course.