If your confirmed expedition includes a flight, we will issue you with an ATOL Certificate upon receipt, if you believe that any details on the ATOL Certificate or booking confirmation or any other document are wrong you must advise us immediately as changes cannot be made later and it may harm your rights if we are not notified of any inaccuracies within 10 days of us sending the document(s) or confirmation.
By making a booking you confirm that you consent for your child to participate in all activities of the expedition, as described on the Operation Wallacea website and in the Operation Wallacea brochures, letters and other materials. You also consent for first aid and/or emergency medical treatment to be administered to them as necessary during the trip.
A booking is made with us when you acknowledge acceptance of these terms and conditions and we issue you with a confirmation. By making a booking you accept responsibility for the full remaining balance on the expedition on behalf of the Dependant named on the booking. The price of your expedition (the “Total Package Price”) is described on your confirmation email as the total estimated package price paid to Operation Wallacea. A schedule of part payments amounting to 90% of the Total Package Price will be invoiced over the period leading up to 15 February of the year of your expedition. Once your international flights are booked, the Total Package Price will be adjusted to account for this, and the final 10% balance payment will be invoiced accordingly. Operation Wallacea will search for the best flight prices starting 9 – 10 months ahead of the departure date. Only once the person/teacher from the school who is on the expedition, (the “Group Leader”) is satisfied that the most competitive prices have been obtained, and sufficient funds have been collected from the students within the group, will the flights be purchased.
We endeavour to ensure that all the information and prices on our website and in our expedition brochure are accurate, however changes and errors do occur and we reserve the right to correct prices and other details in such circumstances. Please check the current price and all other details relating to the expedition that you wish to book before you make your booking.
Your Total Package Price may include a contribution towards the travel and field costs of the group leader(s) accompanying the group. If the group size or number of group leaders changes then this contribution may also need to change to reflect this, and the final balance payment will be adjusted accordingly.
Whilst we reserve the right to amend prices upwards or downwards at any time, it is our policy to offer expeditions at a clear and firm price. The Total Package Price though is dependent on the cost of the international flights, and as such the Total Package Price may increase or decrease from what is quoted in your confirmation email. We also reserve the right to increase the price of confirmed bookings solely to allow for increases which are a direct consequence of changes in:
Such variations could include but are not limited to airline cost changes which are part of our contracts with airlines (and their agents), cruise ship operators and any other transport providers.
You will be charged for the amount of any increase in accordance with this clause. However, if this means that you have to pay an increase of more than 8% of the price of the confirmed expedition (excluding any insurance premiums, amendment charges and/or additional services or travel arrangements), you will have the option of accepting the price increase, accepting a change to another expedition if we are able to offer one (if this is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any insurance premiums and any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within 7 days from the issue printed on your final invoice.
Should the invoice of the expedition go down due to the changes mentioned above, then any refund due will be paid to you less an administrative fee of £10. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
There will be no change made to the price of your confirmed expedition within 20 days of the departure date nor will refunds be paid during this period.
If payments are delayed beyond the due dates by more than 10 days, then Operation Wallacea reserve the right to cancel your expedition and the cancellation charges outlined in clause 4.3 below will become applicable.
Your booking with Operation Wallace includes an insurance policy which covers any medical and repatriation costs that might be necessary. You should ensure that you have appropriate travel insurance for other matters.
If any Dependent is prevented from travelling, that person(s) may transfer their place to someone else within the school group permitted to travel on the expedition, subject to the following conditions:
You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges as set out in clause 4.3 will apply in order to cover our estimated costs. Otherwise, no refunds will be given for individuals not travelling or for unused services.
If the Group Leader is unable to travel with the group for any reason, they will attempt to find a replacement teacher or responsible adult. If this is not possible Operation Wallacea will attempt to move all the Dependants within the group to another school group and to assign a new group leader. If this is not possible then the whole group would be deemed to be cancelled and the cancellation penalties described below would apply to everyone within the group.
Unless the student can be replaced, the following cancellation charges will apply:
|Period before departure||Cancellation charge*|
|Before 30 April of|
the year of your expedition
|£150 deposit + 75% of Total Package Price|
|1 May – start of expedition||100% of Total Package Price|
*If you or the Group Leader should cancel after your international flights have been booked by us, and the above cancellation charge does not cover the cost of the international flights, then the cancellation charge will, as a minimum, be the cost of the international flight plus the £150 deposit. We may book your international flights any time after 15 September in the year prior to your expedition.
Please note that we require written confirmation by post or email of any cancellation and the cancellation will take effect from the day the written confirmation is received by Operation Wallacea. If a cancellation is made for medical reasons please check your schools/personal travel insurance policy, as you may be able to reclaim some of the charges above.
You have the right to cancel the expedition on behalf of the dependant named on the booking before departure, without paying a cancellation charge in the event of “unavoidable and extraordinary circumstances” occurring at the travel destination or its immediate vicinity and significantly affecting the performance of the expedition or the transport arrangements to the destination. In these circumstances, we shall provide you with a full refund of the monies you have paid but we will not be liable to pay you any additional compensation. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism (or threat thereof), significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or its immediate vicinity. Please note that your right to cancel in these circumstances will only apply where your national travel advisory service advises against travel to your destination or its immediate vicinity and our obligation to you will depend on when your Dependant is due to travel, for further details please see below.
In such circumstances where your national travel advisory service advises against travel to your destination(s) or its immediate vicinity, you may terminate your contract without paying any termination fee if you are due to depart for your expedition within 20 days from the date the FCO has changed the advice. Alternatively, you may defer your trip start date or transfer your trip to an alternative destination. However, if your expedition is due to depart more than 20 days from the advice changing, these options are not available. In these circumstances we will regularly review the FCO advice and will notify you no later than 20 days before your expedition start date and if the advice has not changed, we will then offer you the aforementioned options. If your departure date is outside the 20 day period and you still with to cancel your trip, our normal cancellation fees will apply and you will be liable to pay these.
This clause 5 outlines the rights you have if you wish to cancel your booking. Please not that there is no automatic statutory right of cancellation under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (Directive 2011/83/EU).
We reserve the right to amend certain aspects of your itinerary at any time in line with the overall objectives and context of the expedition. In the unlikely event of Operation Wallacea deeming travel to your particular destination unsafe for any reason, more than 3 months before departure, we will provide an alternative.
Your travel with Operation Wallacea may involve us using multiple suppliers. Our suppliers, who provide the travel elements of your package, may need to cancel or amend your reservation details. We will ensure that you are promptly notified of any significant changes but cannot accept responsibility for costs associated with travel delays caused by third parties (such as flight delays or airline schedule changes). Therefore, we require that you ensure your travel insurance policy covers travel interruption.
If we or any of our suppliers make a minor change to your confirmed booking or the travel elements surrounding the expedition, we will make reasonable efforts to inform you as soon as reasonably possible if there is time to do so before your departure but we will have no liability to you. Examples of minor changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same or higher standards and changes of carriers.
Occasionally, we or our suppliers may have to make a significant change to your confirmed booking. Examples of significant changes include the following, when made before departure:
If you have booked a flight and we are alerted to a significant schedule change by your airline before you leave your home country, we will contact you by email to advise you of this. Please ensure that you have given your contact email address to Operation Wallacea and that you regularly check for messages before you leave. Operation Wallacea has no control over airline schedule changes and accepts no liability for costs which may arise as a result of such changes. It is your responsibility to check with the airline that any flights you have confirmed are operating as booked. We strongly recommend that you contact your airline at least 72 hours before the scheduled departure of each flight to do this. Please note that for some airlines it is mandatory to confirm with them your intention to fly.
We will not cancel any expedition less than 3 months before the departure date, except for reasons set out in clause 6 or failure by you to pay the balance. We may cancel before this date if, e.g. the minimum number of participants required for the expedition is not reached.
If we do have to make a significant change or cancel, we will tell you as soon as reasonably possible and if there is time to do so before departure, we will offer you the choice of:
You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will assume that you have chosen to accept the change or alternative booking arrangements.
In addition to a full refund of all monies paid by you, we will pay you compensation as detailed below, if we make a significant change and you do not accept the change and cancel your booking, or if we cancel your booking and no alternative is available and/or we do not offer one. The compensation that we offer does not exclude you from claiming more, on behalf of the Dependent named on the booking, if you are entitled to do so.
|Period before departure in which |
we notify you
|Amount you will receive from us*|
|62 days or more prior to your expedition departure||Nil|
|Between 61 and 42 days prior to your expedition departure||£10|
|Between 41 and 28 days prior to your expedition departure||£20|
|Between 27 and 14 days prior to your expedition departure||£30|
|Less than 14 days prior to your expedition departure||£40|
*We will not pay you compensation in the following circumstances:
Except where otherwise expressly stated in these Terms and Conditions, we will not be liable or pay you compensation if our contractual obligations to you are affected by “force majeure”. For the purposes of these Terms and Conditions, force majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the destination or remain at the destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or our supplier’s control.
Please note that certain travel arrangements may be affected as a result of the United Kingdom’s decisions to leave the European Union. This could include an unavailability of certain flight routes, access to certain ports and airports and changes to the visa requirements of British citizens travelling to, within or through the EU. Please rest assured that this is something that we will continue to monitor and will advise our customers as soon as possible if we become aware of any confirmed bookings that will be affected. However, since this is something which is completely unprecedented and outside our control, we would treat any such changes as force majeure, and whilst we will endeavor to provide suitable alternative arrangements or refunds where possible, we will not be liable to pay you any compensation.
We will do our best to cater for any special requirements you may have for your Dependent. If they have any medical problem or disability which may affect the booking, please provide us with full details before you make a booking so that we can advise you as to the suitability of the expedition. We may require a doctor’s certificate certifying that the Dependent named is fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm the booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of such details.
Any special requests must be advised to us at the time of booking e.g. diet, a particular facility at a hotel etc. You should then confirm your requests in writing. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed by us. We do not accept bookings that are conditional upon any special request being met.
We make every effort to ensure that the travel arrangements run smoothly but if there is a problem during the expedition, please inform the Group Leader who will inform the relevant supplier (e.g. the hotelier) and endeavor to put things right. If the complaint is not resolved locally, please contact firstname.lastname@example.org.
Everyone on our expeditions are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in our opinion or in the opinion of any hotel manager or any other person in authority, your Dependent’s behavior is causing or is likely to cause distress, danger or annoyance to any other person or third party, or damage to property, or to cause a delay or diversion to transportation, we reserve the right to terminate their booking with us immediately. In the event of such termination our liability to you and/or the individual concerned will cease and you and/or they may be required to leave the accommodation or other arrangements immediately. We will work with you and the school to ensure that safe arrangements can be made for their repatriation, at your own expense. We will have no further obligations to you and/or your school group. No refunds for lost accommodation or any other arrangements will be made and we will not pay any expenses or costs incurred as a result of termination. You and/or your school group may also be required to pay for loss and/or damage caused by the Dependent’s actions and we will hold you and each member of your school group jointly and individually liable for any damage or losses caused by the Dependent or any member of the party. Full payment for any such damage or losses must be paid directly to the hotel manager or other supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of the Dependent’s actions together with all costs we incur in pursuing any claim against you.
We cannot be held responsible for the actions or behavior of other guests or individuals who has no connection with your booking arrangements or with us.
In order to process bookings and provide expedition services, we must collect a certain amount of information from all our participants. This does include some special categories of information, including medical details, which we require in order to adequately minimize risks to those who join us. If a participant is unwilling to disclose the information required then we will have to cancel their booking, and standard cancellation fees will apply. Some details will also have to be given to our partners in order to assist with the safe and efficient planning of the expedition.
It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your expedition. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant embassies and/or consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.
Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting.
Special conditions apply for travel to USA, and all passengers must have individual machine readable passports. Please check https://uk.usembassy.gov. For European travel you should obtain a completed and issued form EHIC prior to departure.
Up to date travel advice can be obtained from your national travel advisory service. Please ask your Operation Wallacea representative for guidance on which service to use if you are unsure.
All travellers should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of the destination or country(ies) through which you are travelling.
We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.
Please note that when you have read and accepted these Terms and Conditions, and when a confirmation invoice has been issued by or on behalf of ourselves or the relevant supplier, you enter into a binding contract which will be governed in all aspects by English law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of England and Wales. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you live in those places and you wish to do so.
You can access the Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made. And you can view your Key rights under the Package Travel and Linked Travel Arrangements Regulations 2018 here:
Please note: the Package Travel and Linked Travel Arrangements Regulations 2018 are not applicable to bookings made in the USA.
14.1 We will accept responsibility for the arrangement we have agreed to provide or arrange for you as an “organiser” under the Package Travel and Linked Travel Arrangements Regulations 2018. As set out below and as such, we are responsible for the proper provision of all travel services included in your package, as set out in your confirmation invoice. Subject to these Terms and Conditions, if we or our suppliers negligently perform the arrangements and we don’t remedy or resolve your complaint within a reasonable period of time, and this has affected the enjoyment of the package you may be entitled to an appropriate price reduction and/or compensation. You must inform us without undue delay of any failure to perform, or improper performance of the travel arrangements included in this package.
14.2 We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:
14.3 We limit the amount of compensation we may have to pay you if we are found liable under this clause:
14.4 It is a condition of our acceptance of liability under this clause that you notify any claim to us and our supplier(s) strictly in accordance with the complaints procedure set out in these Terms and Conditions.
14.5 Where any payment is made, you as the Dependents’ parent or guardian, must also assign to us or our insurers any rights you may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.
14.6 Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description:
14.7 We will not accept responsibility for services or facilities which do not form part of our agreement or where they are not advertised in our brochure. For example, any excursion that is booked by the school whilst away, or any service or facility which the hotel or any other supplier agrees to provide.
14.8 Where it is impossible for the Dependent to return to their departure point as per the agreed return date of the package due to “unavoidable and extraordinary circumstances”, we shall provide the Dependent with any necessary accommodation (where possible, of a comparable standard) for a period not exceeding three nights per person. Please note that the three night cap does not apply if the Dependent named on the booking has reduced mobility or needs specific medical assistance, provided we have been notified of these needs at least 48 hours before the start of the expedition. For the purposes of this clause, “unavoidable and extraordinary circumstances” mean warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely back to the departure point.
15.1 For non-USA bookings: The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under ABTOT Combined and The Package Travel and Linked Travel Arrangements 2018 for Operation Wallacea, ABTOT number 5146, ATOL number 10607, and in the event of their insolvency, protection is provided for the following:
ABTOT Combined cover provides for a refund in the event you have not yet travelled or repatriation if you are abroad. Please note that booking made outside the EEA are only protected by ABTOT when purchased directly with Operation Wallacea.
In the unlikely event that you require assistance whilst abroad due to our financial failure, please call the 24/7 helpline on 01702 811 397 and advise you are a customer of an ABTOT protected travel company.
You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made
When you buy an ATOL protected flight or flight inclusive expedition from us, you will receive an ATOL certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
The price of our ATOL-protected flight inclusive Packages includes the amount of £2.50 per person as part of the ATOL Protection Contribution (APC) we pay to the CAA. This charge is included in our advertised prices.
We, or the suppliers identified on your ATOL Certificate or expedition itinerary, will provide you with the services listed on the ATOL Certificate or itinerary (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder or supplier may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder or supplier will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder or supplier. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder or supplier, in which case you will be entitled to make a claim under the ABTOT Combined scheme.
If we, or the suppliers identified on your ATOL certificate or expedition itinerary, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder, alternative supplier or otherwise) for reasons of insolvency, ABTOT Limited may make a payment to (or confer a benefit on) you under the ABTOT Combined scheme. You agree that in return for such a payment or benefit you assign absolutely to ABTOT Limited any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ABTOT Combined scheme.
15.2 For USA bookings: In the relevant states of the USA Operation Wallacea is registered with the Seller of Travel scheme.
Many of the services which make up the expedition are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier’s liability, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from us or the supplier concerned.
If, whilst your Dependent is on the expedition, they find their self in difficulty for any reason, we will offer such prompt assistance as is appropriate in the circumstances, In particular, we will provide appropriate information on health services, local authorities and consular assistance, and assistance with distance communications and finding alternative travel arrangements. Where the assistance is not owing to any failure by us, our employees or sub-contractors, we will not be liable for the costs of any alternative travel arrangements or other such assistance that may be required. Any supplier, airline or other transport supplier may however pay for or provide refreshments and/or appropriate accommodation and therefore the claim should be directly to them. Subject to the other terms in these Terms and Conditions, we will not be liable for any costs, fees or charges incurred in the above circumstances, if our authorisation is not obtained prior to making other travel arrangements. Furthermore, we reserve the right to charge a fee for our assistance in the event that the difficulty is caused intentionally by the Dependent or a member of their school group, or otherwise through their negligence.
The booking includes all travel from your home country departure airport to the expedition start point, between the various sites on the expedition and back to your home country airport at the end of the expedition. It also includes food and accommodation on your expedition and participation in all the field research projects and training courses on site (excluding canopy access and dive training beyond PADI Open Water level). Where the described programme includes SCUBA diving or snorkelling, the booking includes diving or snorkelling, dive training to PADI Open Water level, and marine equipment needed (excluding a wetsuit). The booking also includes medical and safety support, travel insurance cover (see https://www.opwall.com/resource/insurance/ for full cover details), and a contribution for the accompanying group leader’s travel costs.
The booking excludes anything not stated above, specifically but not limited to:
The expedition start and finish times are outlined in the expedition brochure, and also on the Operation Wallacea website. Before and after your expedition start and finish times, Operation Wallacea is not directly responsible for your safety and wellbeing. Operation Wallacea will provide remote support within the country of your expedition including contact numbers in the case of an emergency, safe transport and suitable risk assessed accommodation during this period. You are responsible for your own time before and after the expedition, and Operation Wallacea cannot accept liability for activities that you choose to participate in during this time unless you are acting under the supervision of Operation Wallacea or one of our partners.
If any Dependent misses their flight or other transport arrangement, it is cancelled or they are subject to a delay of over 3 hours for any reason, they must contact us and the airline or other transport supplier concerned immediately.
Under EU Law, the Traveller has rights in some circumstances to refunds and/or compensation from the airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicised at EU airports and will also be available from airlines. If the airline does not comply with these rules complaints should be made to the Civil Aviation Authority at www.caa.co.uk/passengers. Reimbursement in such cases is the responsibility of the airline and will not automatically entitle you to a refund of the expedition price from us. If, for any reason, you do not claim against the airline and make a claim for compensation from us, you must, at the time of payment of any compensation to you, make a complete assignment to us of the rights you have against the airline in relation to the claim that gives rise to that compensation payment. A delay or cancellation to the flight does not automatically entitle the Dependent and/or their school group to cancel any other arrangements even where those arrangements have been made in conjunction with the flight.
We cannot accept liability for any delay which is due to any of the reasons set out in clause 6 of these Terms and Conditions (which includes the behaviour of any passenger(s) on any flight who, for example, fails to check in or board on time).
The carrier(s), flight timings and types of aircraft shown in this brochure or on our website and detailed on your confirmation invoice are for guidance only and are subject to alteration and confirmation. We shall inform you or the school of the identity of the actual carrier(s) as soon as we become aware of it. The latest flight timings will be shown on the tickets which will be dispatched to you or the school approximately two weeks before departure. You should check your tickets very carefully immediately on receipt to ensure you have the correct flight times. If flight times change after tickets have been dispatched we will contact you or the school as soon as we can to let you know.