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"They say there is no such thing as a perfect moment but when we stepped into the Sistine Chapel, deserted, standing empty just for us, it wasn't just a perfect moment but a mind-blowing, perfect hour. What more can I say other than, thank you with all my heart for a truly life-changing trip."
LF Gap Year Course 2007
Terms and Conditions
These Conditions and the information contained in our prospectus will form the basis of the client's (the person responsible for the payment of the fees) and the applicant's (the person attending the course) agreement with AHA Courses Ltd. They apply only to arrangements which you book with us in the UK and which we agree to make, provide or perform as applicable as part of our agreement with you. References in these Conditions to 'tour', 'course' and "arrangements" mean such arrangements. References to 'we' 'AHA' and 'us' refers to AHA Courses Ltd, 'client' refers to the person responsible for the payment of the fees and 'applicant' refers to the person attending the course.
1. The registration form must be signed by the client and then returned to us with a deposit of £600 for student courses (Gap Year and Summer Courses) or £400 for adult courses (Adult Tailor-Made, Dilettante or Generation X Courses). The client must be authorised to make the booking on the basis of these Conditions by the applicant. By signing the booking form, the client confirms that he/she is so authorised and that the client and the applicant agrees to be bound by these Conditions as appropriate. After we receive your registration form and all appropriate payments, if the arrangements you wish to book are available, we will issue a confirmation invoice. A binding agreement will come into existence between us when we despatch this invoice to the client. English Law alone will apply to our agreement and to any dispute or claim which arises between us out of it. Any such dispute or claim must only be dealt by the Courts of England and Wales.
2. Payment of the fees must be made in full, eight weeks (56 days) before the beginning of the course. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges set out in clause 3 below will become payable.
3. In the event that a client/applicant is compelled to cancel the course the following cancellation procedure applies: Cancellation notice will only be accepted in writing by email or post following verbal communication with AHA's office. Acknowledgement of receipt of the cancellation notice must be received from A.H.A before the client/applicant can assume their place on the course is cancelled. Your notice of cancellation will take effect when it is received at our offices. 50% of the total fees can be refunded if cancellation notice is issued between 55 and 28 days (inclusive) before the start date of the course. 25% of the total fees can be refunded if cancellation notice is issued between 27 and 14 days (inclusive) before the start date of the course. After this time no fees can be refunded. If you need to make any changes to your confirmed arrangements, you must request the change in writing as soon as possible. Whilst we will try to assist, we cannot guarantee that such requests will be met. Where we can meet them, an amendment fee of £150 per person/per booking will be payable along with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers.
4. The fees are based on tariffs and exchange rates at the time of printing. We reserve the right to amend the advertised prices of arrangements at any time. We also reserve the right to correct errors in both advertised and confirmed prices. Special note: changes and errors sometimes occur. You must check the price of your chosen arrangements at the time of booking. Once the actual price of your arrangements has been confirmed, no amendment will be made to it unless it is to make a correction to an error, or if our costs change as a result of an increase or decrease in transportation costs or dues, taxes or fees payable for services or embarkation or disembarkation fees at ports or as a result of any changes in the exchange rates which have been used to calculate the cost of your arrangements. Only if the amount of the increase in our costs exceeds 2% of the total cost of your arrangements (excluding insurance premiums and amendment charges), will we make an additional charge. If any additional charge is greater than 10% of the cost of your arrangements (excluding insurance premiums and any amendment charges), you will be entitled to choose one of options (a), (b) and (c) as set out in clause 6 below. If you do not inform us of your choice within 14 days from the issue date printed on our additional charge invoice, we are entitled to assume that you will pay the additional charge. Any additional charge must be paid with the balance of the cost of the arrangements or within 14 days of the issue date printed on the additional charge invoice, whichever is the later. We will not levy an additional charge nor make a refund within 30 days of departure.
5. Clients/applicants may transfer a booking to another AHA Course, making the appropriate fee adjustments, or to another member of their family, bearing in mind the age range of the course. Where AHA has incurred unrecoverable costs, non-transferable flight tickets for example, AHA will charge these to the client/applicant.
6. Because we begin planning the arrangements we offer many months in advance, we must reserve the right to make changes to and correct errors in holiday details both before and after bookings have been confirmed. We must also reserve the right to cancel confirmed bookings. However, we promise we will only cancel your confirmed booking 8 weeks or less before departure where you have failed to make full payment on time or as a result of circumstances outside our control/"force majeure" as defined in clause 8 below. Most changes are minor but occasionally, we may have to make a "significant change". Examples of "significant changes" include the following when made before departure; a change of accommodation area for the whole or a major part of your holiday, a change of accommodation to that of a lower official classification for the whole or a major part of your holiday, a change of UK departure point to one which is more inconvenient for you, a change of outward departure time or overall length of your holiday of twelve or more hours, in the case of tours, a significant change of itinerary missing out one or more major destinations substantially or altogether.
If we have to make a significant change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of the following options:-
- a. (for significant changes) accepting the changed arrangements or
- b. purchasing alternative arrangements from us, of a similar standard to those originally booked if available (if the chosen alternative is less expensive than your original one, we will refund the difference but if it is more expensive, we will ask you to pay the difference) or
- c. cancelling or accepting the cancellation in which case you will receive a full and quick refund of all monies you have paid to us.
If we have to make a significant change or cancel 8 weeks or less before departure, subject to the exceptions below, we will pay you the following compensation:
|Period before departure a significant change or cancellation is notified to you||Compensation per person|
|28 days or more||none|
|Less than 5 days (or after)||£100|
We will not pay you compensation where we make a significant change or cancel more than 8 weeks before departure or in the event that we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care or where we have not reached 8 confirmed bookings on your chosen course by 56 days before the course is due to begin.
We will not pay you compensation and the above options will not be available if we make a minor change or cancel as a result of your failure to make full payment on time. We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation.
Very rarely, we may be forced by "force majeure" (see clause 8) to change or terminate your arrangements after departure. If this situation does occur, we regret we will be unable to make any refunds (unless we obtain any from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.
7. Clients/applicants are expected to behave responsibly. AHA Courses Ltd. reserves the right to remove a client/applicant from the course, in which case AHA staff will help the client/applicant to make arrangements for homeward travel but AHA will not meet any additional costs. Clients/applicants are jointly or individually liable for any damage caused by them to property or costs incurred as a result of behaviour while on a course. Payment for damage by clients/applicants must be made at the time, before leaving the course concerned failing which, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party's full legal costs) as a result of your actions.
8 In these Booking Conditions, "force majeure' means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control. Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our agreement with you is prevented or affected by, or you otherwise suffer any damage or loss (as more fully described in clause 9(1) below) as a result of force majeure.
9(1) We promise that your holiday arrangements will be made, performed or provided with reasonable skill and care. This means that we will accept responsibility if, for example, you suffer death or personal injury or your contracted arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing your arrangements. Further, we will be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment or carrying out work we had asked them to do. It is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us.
(2) We will not be responsible for any injury, illness, death, loss, damage, expense, cost or other claim of any description whatsoever which results from:-
- the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party or
- the act(s) and/or omission(s) of a third party not connected with the provision of your arrangements and which were unforeseeable or unavoidable or
- 'force majeure' as defined in clause 8 above.
(3) We limit the maximum amount we may have to pay you for any claims you may make against us.
The maximum amount we will have to pay you where we are found liable for loss of and/or damage to any luggage or personal possessions (including money) is £50 per person affected unless a lower limitation applies to your claim under this clause or clause 9(4) below.
For all other claims which do not involve death or personal injury, the maximum amount we will have to pay you if we are found liable to you on any basis is twice the price (excluding insurance premiums and amendment charges) paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim under clause 8(4) below. This maximum amount will only be payable where everything has gone wrong and you have not received any benefit at all from your holiday.
(4) Where any claim or part of a claim (including those involving death or personal injury) concerns or is based on any travel arrangements (including the process of getting on and/or off the transport concerned) provided by any air, sea, rail or road carrier or any stay in a hotel, the maximum amount of compensation we will have to pay you will be limited. The most we will have to pay you for that claim or that part of a claim if we are found liable to you on any basis is the most the carrier or hotel keeper concerned would have to pay under the international convention or regulation which applies to the travel arrangements or hotel stay in question (for example, the Warsaw Convention as amended for international travel by air and/or for airlines with an operating licence granted by an EU country, the EU Regulation on Air Carrier Liability for national and international travel by air, the Athens convention for international travel by sea). Where a carrier or hotel would not be obliged to make any payment to you under the applicable International Convention or Regulation in respect of a claim or part of a claim, we will not be obliged to make a payment to you for that claim or part of the claim. When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the transport provider or hotelier for the complaint or claim in question. Copies of the applicable international conventions and regulations are available from us on request.
(5) 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 you book whilst away, or any service or facility which your hotel or any other supplier agrees to provide for you.
(6) The standards and regulations of the country in which the facts giving rise to your claim or complaint occurred and the promises we make to you about your arrangements, will be used as the basis for deciding whether the arrangements in question were provided with reasonable skill and care. The exception to this is where the claim or complaint concerns the absence of a safety feature which might lead a reasonable holiday maker to refuse to take the holiday in question.
(7) This clause 9 is intended to set out our obligations to you as an organiser under the Package Travel, Package Holidays and Package Tours Regulations 1992. We will not accept any further or different liability than these Regulations impose. In addition, regardless of any contrary representations made by us, we only promise to use reasonable skill and care as set out above and we do not have any further or different liability to you.
(8) You must tell us and the supplier concerned about your claim or complaint as set out in clause 10 below. If asked to do so, you must transfer to us or our insurers any rights you have against whoever is responsible for your claim or complaint and provide ourselves and our insurers with all co-operation and assistance that may be reasonably required.
(9) We do not accept liability for
(1) any damage, loss, expense or other sum(s) of any description which, based on the information you gave us at the time of booking, we could not have foreseen you would suffer or incur if we breached our contract with you;
(2) any business losses.
(10) The staff of AHA are available to render prompt assistance to clients whenever requested and will provide, to the best of their ability, appropriate solutions to complaints. Complaints should be made at the time to AHA staff and thereafter in writing to Nicholas Ross at the address below within two weeks of the completion of the course. We regret we cannot accept liability for any complaints or claims which do not involve death, personal injury or illness, if you fail to notify the complaint or claim in accordance with this clause. If a satisfactory agreement cannot be found following a complaint AHA will suggest the use of a special independent scheme devised by the Chartered Institute of Arbitrators to whom applications must be made within nine months of the return from the tour.
(11) Clients/applicants must have insurance cover for travel, including repatriation and medical cover, and they are obliged to inform AHA of the company providing the insurance cover and the Emergency Help telephone contact number. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs.
(12) The passport, visa and health requirements applicable at the time of printing to British citizens for the arrangements we offer are shown elsewhere in this brochure. Other than British passport holders must check passport and visa requirements with the Embassy or Consulate of the country(ies) to or through which you are intending to travel. Requirements may change and you must check the up to date position in good time before departure. Information on health is contained in the Department of Health leaflet T6 (Health Advice for Travellers) available from your local Department of Health office and most Post Offices. For European holidays you should obtain a completed and issued form EHIC (details in leaflet T6 referred to above) prior to departure. It is your responsibility to ensure that you are in possession of all necessary travel and health documents before departure. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry correct documentation. If failure to have any necessary travel or other documents results to fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.
Financial Protection for Clients
In accordance with the Package Travel Regulations 1992 of the Consumer Protection Act, AHA protects client's moneys by segregating fees paid to AHA within a Clients Trust Account held until the completion of the tour. This means that your pre-paid fees are safe should AHA cease to trade before or during the course. This arrangement provides financial security for all the services covered by the fees except the flights which are protected by the Air Travel Organiser's Licence (ATOL) of the agent from whom AHA buys air travel. At the bottom of your invoice there will be a notice informing you of who the agent is, giving their ATOL number and an explanation that your the money designated for the settlement of your flight is protected by their ATOL in the event that they should cease to trade.
Art History Abroad
The Red House
1 Lambseth Street