1. Payment of Fees

Payments must be made via bank transfer or credit card and received in full at least 30 days prior to the participant’s arrival.

• A non-refundable enrolment fee of GBP / EUR 75 is required for individual students (UK and EU).
• A Group Deposit Fee of 40% is required upon confirmation of a group booking.
• All bank transfer charges, including intermediary fees, must be covered by the payer.
• Participation in any programme is conditional upon receipt of full payment by the stated deadline.

2. Services

InterCamps reserves the right to modify programme details—including courses, schedules, accommodation, locations, and facilities—when necessary due to factors beyond our control or if minimum booking requirements are not met.

Sample programmes used in marketing are indicative only. Final programme specifics may vary without prior notice.

Requests for changes to group bookings will not be accepted within 30 days of arrival. Services affected by third-party provider closures (e.g., due to local holidays) may not be rescheduled or compensated.

3. Cancellations and Refunds

Non-Refundable Fees

The following are non-refundable: registration/enrolment fees, deposits, insurance fees, courier charges, accommodation fees, and pre-paid excursions.

Cancellation Definitions

A cancellation refers to the withdrawal from a programme after confirmation and before the programme start date. All cancellations must be submitted in writing.

Refund Policy

• More than 90 days prior to arrival: Full refund of the package price, excluding non-refundable fees.
• 90 to 60 days prior to arrival: 50% refund of the package price. Non-refundable fees apply.
• 60 to 30 days prior to arrival: 25% refund of the package price. Non-refundable fees apply.
• 30 days or fewer before arrival: No refund of the package or fees.

Deposits are individual and non-transferable; each deposit is assigned per participant and cannot be transferred to another person within the group. Partial attendance will be considered as full-week usage. Refunds will only be provided for unused full weeks.

Refunds will be returned to the original payer (either the student or agent). In the unlikely event InterCamps cannot deliver the programme, a refund or credit voucher (valid for 12 months) will be issued within 30 days, in accordance with local laws.

4. Arrival, Departure & Travel Information

Arrival and departure typically occur on weekends (centre-dependent). Packages include 7 nights’ accommodation. Early or extended stays require prior approval and incur additional charges.

Travel details must be submitted at least 14 days before arrival, including flight numbers and times. Failure to do so may result in the unavailability of transfer services, for which InterCamps will not be held responsible.

Group transfers apply to students arriving and departing on the same flight. Different travel plans will incur individual transfer charges. A Transfer Not Required form must be submitted 14 days in advance for students arranging their own transport.

All transfers include 60 minutes of waiting time. Additional charges may apply for longer delays. Individual travellers may wait up to 90 minutes for shared transfer arrangements.

5. Visas

It is the responsibility of students, parents/guardians, or agents to obtain the correct visa. Visa support documents will be issued upon receipt of:

• 25% group deposit (for group bookings), or
• £250 GBP / €250 EUR visa deposit fee (for individual bookings)

If the start date must be changed due to visa delays, rebooking may incur extra fees.

Visa Refusals

Refund eligibility:

• More than 90 days prior to arrival: Full refund of the package price, excluding non-refundable fees.
• 90 to 60 days prior to arrival: 50% refund of the package price. Non-refundable fees apply.
• 60 to 30 days prior to arrival: 25% refund of the package price. Non-refundable fees apply.
• 30 days or fewer before arrival: No refund of the package or fees.

Proof of visa refusal is required. InterCamps is not liable for decisions made by immigration authorities.

6. Insurance

All students must have comprehensive travel, medical, and accident insurance, including COVID-19 coverage where applicable.

Proof of coverage must be provided in English prior to or upon arrival. Insurance can be arranged through InterCamps. Full details are available upon request.

7. Safeguarding and Student Welfare

Full safeguarding details are available online and at each centre. InterCamps reserves the right to terminate a student’s participation if it is determined that the student’s physical or mental health poses a risk to themselves or others.

8. Data Protection

Please refer to our Privacy and Cookie Policy, available on our website.

9. Group Leaders & Additional Adults

Group leaders must be at least 21 years old. All accompanying adults must provide proof of suitability to work with minors, including a signed letter of good conduct. Please note that in the event of misconduct, issues involving the group leader or accompanying adults, or in cases of force majeure, InterCamps reserves the right to suspend the responsibilities and duties of the group leader or any additional adults. In such cases, InterCamps will assume direct management of the group to ensure the safety and continuity of the programme.

10. Parental Consent & Health Forms

All students under 18 must submit:

• Parental Consent & Health Declaration
• Activity Consent Form (for certain activities)

Forms must be received 30 days prior to arrival. Unreported health conditions may result in the student being sent home at their own expense.

11. Unaccompanied Minors (UM)

Students travelling as UMs must inform InterCamps at the time of booking. A UM fee applies (see current fee list). Details of the transfer representative will be provided 7 days before arrival.

12. Behaviour and Disciplinary Procedures

Students must comply with centre rules, curfews, and local laws. Disciplinary measures may be taken in cases of non-compliance.

Expulsion Policy

Immediate expulsion will apply in cases of:

• Repeated or serious misconduct
• Possession of illegal substances or alcohol
• Violent, abusive, or threatening behaviour
• Criminal activity

Expelled students will not receive refunds. Repatriation costs will be borne by the parent/guardian.

13. Disputes and Complaints

All complaints must be made in writing and submitted to the Centre Manager during the student’s stay. If unresolved, escalate to:

InterCamps Admissions Team
2 Meyners Close,
Hove, BN3 8EH,
United Kingdom

info@intercamps.co

All complaints must be submitted in writing during the duration of the programme. For programmes lasting seven (7) days or fewer, complaints may be submitted within seven (7) days following the programme’s end date. Complaints received after the applicable period will not be accepted.

14. Student Supervision & Age Ranges

Participants must fall within the age range of the selected programme unless otherwise approved in writing. Out of Age Range forms must be submitted prior to arrival.

Group leaders supervise group students. Individual students are provided with on-site guardians. Night Supervisors ensure 24-hour care.

15. Accommodation

Accommodation is single-gender. Some rooms may contain sofa beds, bunk beds, or fold-out beds, which is standard practice.

16. Key/Damage Deposit

A refundable deposit may be required. Deductions will apply for damages, lost keys, or travel cards. Costs of damages in common areas will be shared unless responsibility is accepted by an individual or group.

17. Pocket Money

InterCamps does not hold or manage student pocket money. Funds should be arranged in advance. Emergency transfers during the programme may incur a £25/€25 administration fee per transaction. Funds will be disbursed weekly with proper identification and transfer confirmation.

18. Photography and Filming

InterCamps reserves the right to take photos and videos for marketing and promotional purposes. Unless a signed Parental Consent form explicitly withholding permission is received prior to the programme start date, students may be included in promotional content by default.

19. Zero-Tolerance Policy

Discrimination, bullying, or harassment of any kind will not be tolerated and will result in disciplinary action, including potential expulsion.

20. Liability

InterCamps and its representatives accept no liability for loss, damage, or injury unless explicitly required by law. We are not responsible for service disruptions caused by events beyond our control.

21. Force Majeure

InterCamps is not liable for disruptions due to events beyond our control (e.g. war, natural disaster, pandemic, lockdowns, government orders).

We will make every effort to care for affected students. However, additional expenses (e.g., emergency accommodation, transfers, repatriation) are the responsibility of the student or guardian.

22. General Disclaimer

InterCamps partners with external providers for facilities. These host providers are not operational partners of InterCamps.

23. Policies and Procedures

All students and agents must comply with our official policies and procedures, available on our website.

24. Agents

These terms apply to all bookings made by direct clients and by agents unless alternative terms are formally agreed.

25. Valid Pricing

Prices are valid from 1 January each year and subject to change without prior notice until confirmed on an invoice.

26. Governing Terms

These terms supersede all previous versions. The current and most up-to-date terms are available at
🌐 www.intercamps.co/terms-and-conditions