Terms & Conditions
In this Agreement:
1.1 The term “Program” means any expedition, project, course, trip, or other activity anywhere throughout the world, arranged by GVI from time to time; The term “Program Leaders” means the leader(s) on the allocated Program, to whom the Participant, School, University, Corporate or Private Group must report and whose rules the Participant must abide by; The term “Service” means the services, as set out in clause 2 below, to be provided by GVI to the Participant.
1.2 The headings in this Agreement are for convenience only and should not affect their interpretation.
- The Service Provided
2.1 GVI shall provide the Service described below to the School, University, Corporate or Private Group subject to the terms of this Agreement.
2.2 GVI reserves the right to refuse to offer the Service to anyone for any reason.
2.3 The Service shall consist of: –
2.3.1 organising and setting up a Program and/or other course(s) as agreed upon between GVI and the School, University, Corporate or Private Group in writing;
2.3.2 arranging full pre-departure briefings through one or more of: open days, GVI representatives, online at GVI’s websites or on the telephone or via email communication.
2.3.3 arranging suitable accommodation and food (where applicable) during the period of the Participant, School, University, Corporate or Private Group’s involvement in the Program. GVI shall, in most cases, arrange for transfers to and from the airport in the chosen country.
2.3.4 arranging Program Leader(s) to lead and manage Programs where required;
2.3.5 arranging the provision of Program equipment, training and training materials relevant to the Program, where applicable;
2.3.6 providing and maintaining a full international support structure and providing a 24 hour emergency phone line; and
2.3.7 providing international travel assistance and advice, which may include passing your details onto our preferred flight provider for a no obligation quote.
- The Obligations
3.1 By participating in a GVI Program the School, University, Corporate or Private Group accepts that participants will be subjected to various physical and emotional demands. They accept that the standard of living, including food, hygiene and accommodation in the relevant country may be below the general standards of their own country.
3.2 The School, University, Corporate or Private Group is responsible for their own travel arrangements, personal expenses and insurance during the Program (unless otherwise agreed in writing). The School, University, Corporate or Private Group acknowledges travel and medical insurance is required to protect Participants against losses caused by travel arrangement cancellation, loss or damage of baggage, non-refundable airfare and/or emergency medical expenses. The policy must cover the entire duration of the trip and include manual, conservation and volunteer work where applicable. GVI cannot be held liable for any loss or damage of personal effects.
3.3 The School, University, Corporate or Private Group must submit any required documents on the participants behalf (including, but not limited to: flight arrival and departure details. insurance information, passport details, next of kin or emergency contact details, dietary requirements, parental consent forms, criminal background checks or references and medical forms), at least 8 weeks prior to departure. Failure to do so may result in program cancellation at the sole discretion of GVI without any refund. A list of required program documents will be provided by GVI at the time of booking. * See Appendix.
3.4 GVI cannot be held responsible for lost or misdirected correspondence. Changes and updates to contact details, including but not limited to phone numbers, email addresses and postal address, should be submitted in writing to the relevant GVI representative.
3.5 In the event that GVI advances any monies to or on behalf of the School, University, Corporate or Private Group the School, University, Corporate or Private Group shall reimburse such monies to GVI immediately upon conclusion of the Program.
3.6 The School, University, Corporate or Private Group represents and warrants that all information and records provided to GVI relating to the Participants are accurate and truthful and provide GVI with a clear indication of the Participants state of health.
3.7 The School, University, Corporate or Private Group understands that they are under a duty to inform GVI at the time of the application of any participant medication requirements, any allergies and any other physical or mental condition or limitation that might disable or render a Participant unable to perform or safely complete the Program.
3.8 The School, University, Corporate or Private Group agrees to notify GVI of any participant changes in physical and medical condition occurring after the signing of this Agreement. Failure to do so, and/or failure to disclose complete and truthful information could result in the cancellation or expulsion from a program without reimbursement.
3.9 The School, University, Corporate or Private Group acknowledges that GVI reserves the right to require documentation from a doctor or specialist verifying that any Participant is fit and able to undertake this program and GVI reserves the right to reject a booking on the grounds of a doctor’s comments.
3.10 The School, University, Corporate or Private Group acknowledges GVI shall not in any event be held liable for any consequence arising out of the Participant’s failure to take advice or medication as prescribed by a medical practitioner both prior to departure and during the Program.
3.11 GVI reserves the right to reject participants who require special medical care following due consideration.
3.12 The Participant, School, University, Corporate or Private Group acknowledges and agrees that GVI reserves the right to accept or reject any person as a Participant at any time, or to require a Participant to withdraw from a Program at any time if it is determined in the Program Leader’s sole discretion that it is the best interest of a Participant’s health and safety, and/or in the best interest of the Program in general.
3.13 The School, University, Corporate or Private Group leaders and/or chaperones will be responsible for inter group dynamics and behaviour management. The School, University, Corporate or Private Group acknowledge that GVI’s focus remains the management and practice of program logistics and not the personal dynamics of the Program participants. Teacher/chaperone/group leader responsibilities are provided by the School, University, Corporate or Private Group and not GVI.
3.14 The School, University, Corporate or Private Group acknowledges that each participant is responsible for ensuring that he/she has a valid passport, any necessary visa, permits and vaccinations and has obtained and supplied all relevant valid documentation for the Program in terms of travel documents and medical documents.
3.15 GVI cannot be held responsible for a country’s decision to refuse entry, exit or the right of passage (national and local laws governing immigration). The School, University, Corporate or Private Group must ensure that they contact the relevant Embassy to acquire the relevant Visa or Tourist Permit information and documentation prior to commencing the Program. GVI cannot be held responsible for any country’s decision to refuse a work permit, provisional teacher’s license, visa, visa extension or otherwise.
3.16 The School, University, Corporate or Private Group agrees to take responsibility for participants complying with all relevant laws, regulations and customs of the countries visited during the Program. In the event of a contravention of these laws, the Program Leader or GVI shall have the right to require a Participant to leave the Program and no liability on the part of GVI shall arise whatsoever.
3.17 The School, University, Corporate or Private Group leaders will, at all times, encourage participants to respect and follow local laws and culture of the host country and behave in a responsible and courteous manner.
3.18 The School, University, Corporate or Private Group must respect GVI’s aims and objectives and not willfully or recklessly seek to damage relations between GVI, the Program and/or the host country. GVI must not be misrepresented in any way which would seek to undermine or damage relations between GVI and the host country.
3.19 The School, University, Corporate or Private Group shall at all times encourage participants to respect and follow the health and safety procedures as set out by GVI, the Program leaders and/or the representative in the host country.
3.20 The School, University, Corporate or Private Group acknowledges and agrees that GVI reserves the right to contact participants Next Of Kin directly should staff deem it necessary.
3.21 The School, University, Corporate or Private Group understand all photographs, videos and related media relating to the trip and GVI projects shall remain the property of GVI without compensation or further recourse to the Participant, School, University, Corporate or Private Group. GVI retains the rights over the use and dissemination of such materials for its commercial and promotional purposes, including, but not limited to, the posting of any photographs containing an image of the Participant while on the trip on its website, brochures, or other marketing, promotional or informational medium.
3.22 The School, University, Corporate or Private Group are aware that GVI may use third-party providers to arrange transport, adventure, cultural activities or side-trips during the Program. In such cases GVI may share personal information, such as, but not limited to, Participant name, passport/identification number, date of birth, gender, medical and dietary history/requirements.
3.23 The School, University, Corporate or Private Group understand that GVI is not responsible for missed flights Flight delays/cancellations are unfortunate but are an inherent risk in air travel and The School, University, Corporate or Private Group understand that they are beyond the control and responsibility of GVI.
4.1 GVI will process applications on a first come first serve basis. A booking is confirmed on receipt of the deposit amount and not before.
4.2 Subject to any special terms agreed, the School, University, Corporate or Private Group must pay GVI’s standard charge as explained in the Program quotation and subsequent invoice.
4.3 Prices are valid for 30 days only and the School, University, Corporate or Private Group are advised check in regularly for the most recent prices and up to date information when placing their deposit.
4.4 Quotations are based on a minimum number of paying participants as indicated in the School, University, Corporate or Private Group’s quotation. Changes to the numbers may result in changes to the estimated price or modification of elements of the Program.
4.5 GVI accepts payments in GBP, USD. EUR, CAD, AUD and ZAR. Currency exchange rates are set at GVI’s discretion and do not necessarily reflect current market exchange rates. These exchange rates are subject to review and can be changed without prior notice. In the event that the exchange rate is changed, any existing bookings will be valued at the previous rate.
4.6 The non-refundable deposit payment is due in order to secure dates on the program. Payment deadlines for the program will be set in discussion with the School, University, Corporate or Private Group to fit with their schedules.
4.7 Cancelation terms
|Days prior to program start /flight departure if relevant||Cancellation charge|
|150 days and over||Loss of deposit|
|91-149 days||40% of estimated tour price|
|61-90 days||75% of estimated tour price|
|1-60 days||No refund|
|No Show||No refund|
4.8 If, for any reason, the School, University, Corporate or Private Group does not meet these payment deadlines, then GVI reserves the right to charge an additional sum, up to £150 or equivalent, or to cancel the booking, without any refund.
- Warranties, Liabilities and Assumption of Risk
5.1 GVI warrants to the School, University, Corporate or Private Group that the Service will be provided using reasonable care and skill and, as far as is reasonably possible, in accordance with the description of the Service.
5.2 Any information provided by GVI, including but not limited to information about visas, vaccinations, healthcare, climate, baggage, group sizes and special equipment is given in good faith for information and educational purposes only but without responsibility on the part of GVI.
5.3 Except in respect of death or personal injury caused by GVI’s gross negligence, GVI’s responsibility for any representation (unless fraudulent), or any other act or omission shall not exceed the amount of GVI’s charges as set out in Clause 4 for the provision of the Service. Any liability by GVI and/or its employees and/or its agents is limited to the amount that will be paid out in such a case by the Tour Operators Combined Liability Insurance policy (the “Policies”) which have been concluded in the name of GVI. If no compensation is received from the Policies, then any and all liability whatsoever, including without limitation, claims grounded in negligence, is hereby limited to a maximum amount of £2,000.00.
5.4 In particular GVI shall have no responsibility for any activities undertaken by the Participant, School, University, Corporate or Private Group outside the scope of those directly relating to the Program. No warranty is given in respect of any activities outside the scope of those relating to the Program and it is the Participant’s responsibility to ensure that any person or company offering any activities possesses the requisite care and skill. The term “outside of scope” as used in this clause shall mean any and all actions or activities undertaken by the Participant that were not pre-arranged or procured by GVI, its employees or agents.
5.5 The School, University, Corporate or Private Group understands that certain risks may arise, including, but not limited to, hazards of travelling in remote areas; travel by automobile, van, bus, aeroplane, boat, train or any other means of conveyance; the forces of nature; civil disturbances; national or international conflicts; terrorism; arbitrary itinerary changes made by foreign governments or vendors; dive related accidents, boat accidents; interacting with dangerous wildlife; personal injury or illness from the local environment; accident or illness in remote locations without immediate evacuation or medical facilities; or negligent acts of third parties. The School, University, Corporate or Private Group hereby asserts that they know, understands and appreciate these and other risks inherent in the Program and asserts that participation is completely voluntary and assumes all risk associated with the Program and will hold GVI and its agents and employees harmless from and indemnify them for any and all claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorney’s fees, which may arise in connection with the Participant’s participation in this Program, any activities arranged by or for the Participant, School, University, Corporate or Private Group by GVI, its agents or employees, emergency medical care if considered essential by the most qualified in-situ personnel. The School, University, Corporate or Private Group further expressly agrees that the foregoing waiver and assumption of risks is intended to be as broad and inclusive as is permitted by applicable law and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect. The terms of this agreement shall further extend to the Participant’s heirs, personal representatives, successors and assigns.
5.6 The warranty contained in this section is the sole and exclusive warranty as to the Service provided hereunder, and shall supersede any express or implied warranties, in fact or law, including, without limitation, warranties of merchantability or fitness for a particular purpose and GVI will not be liable under any circumstances with respect to any subject matter of this agreement under any contract, negligence, tort, strict liability or other legal or equitable theory for any incidental, consequential, special or exemplary damages (including, without limitation, loss of revenue or loss of profits or lost business), even if GVI has been advised of the possibility of such damages. Further, notwithstanding anything to the contrary contained in this agreement, in no event will GVI’s cumulative liability to the Participant arising out of or relating to this agreement, whether based in contract, negligence, strict liability, tort or other legal or equitable theory exceed the total charges, as set out in clause 4.1, actually paid under this agreement.
6.1 If the School, University, Corporate or Private Group wishes to make a complaint in relation to the Program, the complaint should be brought to the attention of the Program Leader or the representative in the host country, who shall use his/her reasonable efforts to resolve the complaint within a reasonable time.
6.2 If the Program Leader or the representative in the host country is unable to resolve a serious complaint, and the School, University, Corporate or Private Group leaves the Program before the completion date, they shall provide the Program Leader or the representative in the host country with a written version of events prior to the Participant’s departure.
6.3 No compensation shall be given to the School, University, Corporate or Private Group unless there are extreme circumstances, which shall be determined at the sole discretion of GVI. The School, University, Corporate or Private Group agrees that under no circumstances shall GVI be liable for damages or compensation arising from any claim related to the assessment of inconvenience, disappointment, discomfort or loss of enjoyment.
- Physical and Intellectual Property
7.1 All equipment and resources provided by GVI both prior to and throughout the duration of the Program (including teaching manuals) remain the property of GVI and must be returned on completion of the Program.
7.2 All research, data, reports, photographs, testimonials and documentation relating to the Program and GVI projects provided by GVI, shall remain the property of GVI without compensation or further recourse to the Participant, School, University, Corporate or Private Group. GVI retains the rights over the use and dissemination of such materials for its commercial and promotional purposes, including, but not limited to, the posting of any photographs containing an image of the Participant while on the Program on its website, brochures, or other marketing, promotional or informational medium.
- Termination and Expulsion
8.1 The School, University, Corporate or Private Group acknowledges and agrees that GVI reserves the right to deny from participating in or otherwise to expel from the Program any Participant who is in breach of any term of this Agreement.
8.2 Without prejudice to the generality of clause 9.1 above the following will result in automatic expulsion :
8.2.1 Possession / taking / supplying of illegal or illicit substances. The question of whether the substances are illegal or illicit is to be governed by the jurisdiction of the state where the acts take place;
8.2.2 Displaying cruel, thoughtless or rude behaviour or committing acts which could injure or harm a member of the Program (including a staff member), or any other person;
8.2.3 Disobeying GVI’s, the Program Leader’s or the representative in the host country’s instructions in relation to health and safety;
8.2.4 Committing an act or displaying behaviour which could jeopardise future GVI Programs within the host country or lead to the souring of relations between GVI and the host communities or country; and
8.2.5 Breaking local laws. Please note this list is not exhaustive.
8.3 Expulsion will be carried out by the Program Leader at GVI’s own discretion and is not subject to appeal.
8.4 In all such cases the Participant will not be entitled to any reimbursement from GVI, nor will GVI be responsible for any additional costs incurred by the Participant as a result of expulsion.
- Currency of Agreement and Cancellation
9.1 The School, University, Corporate or Private Group will be entitled to cancel this Agreement at any time up until 150days before departure. In the event of timely cancellation, the Participant shall not be entitled to a refund of the deposit, but will be entitled to a refund of any other monies paid. All refunds are subject to an administration fee of £50 per payment, or equivalent. In the event of cancellation after the deadlines above, the Participant shall not be entitled to a refund of any monies paid.
9.2 Transfers to different Programs, durations or dates will not be permitted following the first balance payment deadline, unless in exceptional circumstances and communicated in writing with GVI. In the event that GVI agrees to any changes, any payments that had already been deemed non-refundable, will remain so, regardless of new due dates.
All changes, included, but not limited to, changes in durations, location or start dates will be subject to an administration fee between £50 and £150 per person plus any change in program fee or expenditure already incurred in the field to preparing for your arrival.
9.3 GVI reserves the right to cancel or curtail the Program if, in its sole discretion, it believes that circumstances warrant it. This shall include cancellation because of Force Majeure (as described below).
9.4 GVI reserves the right to cancel Programs that require minimum numbers at their sole discretion. On such occasions GVI advise the School, University, Corporate or Private Group to not make travel arrangements until the program is confirmed no less than 12 weeks before departure.
9.5 In all of the above cases where there is a cancellation, GVI’s first recourse shall be to place the School, University, Corporate or Private Group on an alternative Program. GVI shall use reasonable efforts to match any alternative Program in accordance with the School, University, Corporate or Private Group’s preferences.
9.5.1 In the case of cancellation by GVI before departure, whether within or beyond GVI’s control, the Participant shall be entitled to their deposit and any monies paid less £250.00 (or equivalent) to cover GVI’s costs, and less any other irrecoverable expenditure on the part of GVI which has already been spent. GVI shall not be held liable for any incidental expenses incurred by the School, University, Corporate or Private Group and its participants as a result of any other arrangements that the School, University, Corporate or Private Group and participant may have made.
9.5.2 In the case of curtailment, the School, University, Corporate or Private Group shall be entitled to a reasonable proportion of the total charge from which any irrecoverable expenditure is deducted.
9.6 In all of the above cases, either party shall give written notice to the other of cancellation, and any refund or alternative placement given to the School, University, Corporate or Private Group shall be considered to be in full and final settlement of all and any liability owed by GVI to the School, University, Corporate or Private Group.
- Force Majeure
10.1 Notwithstanding any other provision of this Agreement, GVI shall not be deemed to be in breach of this Agreement or otherwise be liable for any delay in performance or non-performance of any of its obligations under this Agreement to the extent that the delay or non-performance is due to any circumstances beyond its reasonable control, including but not limited to Acts of God, war, acts of terrorism, riot or civil commotion, fire, strike and government or other official intervention.
11.1 This Agreement constitutes the entire Agreement between the parties and shall apply to all Programs and/or other courses provided by GVI and undertaken by the School, University, Corporate or Private Group. The invalidity or unenforceability of any particular provision of this Agreement shall not affect the other provisions of this Agreement.
11.2 Any notice required or permitted to be given by one party to this Agreement to the other shall be in writing addressed to that other party: in the case of GVI, its registered office or principal place of business, in the School, University, Corporate or Private Group’s case to the School, University, Corporate or Private Group’s address as stated in this Agreement or being given to the group leader in person or by delivery to the his/her last known place of residence outside the jurisdiction of the UK.
11.3 No waiver by either party of any breach of contract by the other shall be considered as constituting the waiver of any subsequent breach of contract or any other provision of this Agreement.
11.4 A person who is not a party to this Agreement has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Agreement but this does not affect any right or remedy of a third party which exists or is available apart from the Act. English Law shall apply to this Agreement and the parties agree to submit to the exclusive jurisdiction of the English Courts.
ALL TRAVELERS (INC. TEACHERS AND CHAPERONES)
To complete the GVI Traveler Form which includes the following details per participant:
Name and surname
Date of Birth
Passport number, date of issue, date of expiry
Next of kin name, email address and contact numbers
GVI Medical Form.
Please note that this needs to be signed by a doctor if any of the conditions down the left hand side are ticked. The forms will need to be scanned and sent to GVI once completed. All travelers need to bring the original documents to the field.
PADI Medical Form (Mexico diving programme)
ALL UNDER 18 TRAVELERS
Location specific Travel Consent From signed by his/her parents/guardians and notorised (if necessary).
Depending on the destination of travel there may be other documents participants will need to travel with. Eg. South Africa requires under 18 travellers to travel with their original unabridged birth certificate or a notarised copy as well as any supporting documentation in the case of legal guardianship, single custody or deceased parent or guardian.
CHAPERONE/ LEAD TEACHER
To complete the Group Travel Form which includes the following details:
Lead teacher’s name, email address and phone number
Arrival airline, flight number, arrival date and time
Departure airline, flight number, departure date and time
School contact person in case of emergency, email address and contact numbers
ALL OVER 18 TRAVELERS AND TEACHERS/CHAPERONES
Criminal background check or document supporting their suitability to work with children as in the case of teachers/ school staff.
Please note, it will also be required for participants to sign their own set of T&C’s, which will be sent across in the booking process.