Provisional bookings may be made by telephone, fax, e-mail or post. These can
normally be held for a period of up to three months or longer, depending upon
how far in advance the booking is made. An option date is provided at the time
of booking. Option dates can usually be extended upon request. We cannot
guarantee that a booking will be held beyond the option date without payment of
a deposit.
A 15% deposit is required to confirm a booking. A completed booking form
should be sent with the deposit. Until the deposit is received the booking is
treated as provisional and subject to cancellation if the option date has
expired.
The outstanding balance is payable on or before arrival in Barcelona.
Prices are accommodation and itinerary-specific and vary according to the
exact numbers of students and staff. The price will be recalculated for any
subsequent change in numbers or itinerary.
CANCELLATION
5.1 Notice of cancellation
Any notice of cancellation must be made by email or fax 30 days or more prior to
your visit. The 15% deposit fee is not refundable. If the booking is cancelled
less than 30 days before the commencement of the course, the balance of the
course fee must be paid in full, a condition that is accepted when the booking
is confirmed. Barcelona Field Studies Centre S.L. will not accept any liability
to make good any loss or compensate any group resulting from the cancellation of
a booking.
5.2 Withdrawal of individual students
For individual student withdrawals made up to one week before arrival, the total
cost for the group would be recalculated using our web site calculator and the
difference between the old and new totals refunded. This ensures that our fixed
transport and staff costs remain covered and enables the group leader to decide
his/her own student refund policy.
5.3 Charges for cancellations made less than 7 days
before arrival
For individual withdrawals made less than 7 days before arrival, 100% of the
total individual rate invoiced will be charged. There is no refund. An
individual cancellation invoice for insurance claim purposes can be provided
upon request.
5.4 No Show
No Show of individuals will be charged 100% of the total individual rate
invoiced. There is no refund. An individual cancellation invoice for
insurance claim purposes can be provided upon request.
No Show of the group will be charged 100% of the total invoiced. There is no
refund.
5.5 Substitution
Please note that a substitute person may attend. Airlines will charge a fee
for name changes.
5.6 Insurance
Please check that your insurance policy covers for withdrawals or no show due
to accident or illness.
MISSED MEALS
There is no refund for missed meals.
EARLY DEPARTURE
There is no refund for early departures.
COMPLAINTS
If you have a problem during your visit, you must us inform as soon as is
reasonably possible and we will endeavour to put things right. If your complaint
cannot be completely resolved, you must complete a report form. Please follow
this up within 28 days of your return home by writing to us giving all other
relevant information. Send the letter by recorded delivery and keep a copy. We
must acknowledge receipt within 14 days and then provide you with a detailed
reply within 28 days.
It is a condition of booking that you communicate any problem to
the supplier of the services in question AND to us whilst in Spain and obtain a
written report form. If you fail to follow this procedure your entitlement to
compensation, if any, will be prejudiced because you will not have taken
reasonable steps to mitigate your loss and we will not have been given a full
opportunity to investigate and rectify the problem.
ROOM DISTRIBUTION
Room distribution will be provided in the week before arrival. Room allocation
is at the discretion of the hotel, dependent upon availability. There is no
refund for individual student or staff withdrawals once specific rooms are
allocated. (See student withdrawal refund policy 5.2 above).
Party leaders are responsible for
ensuring all members of the party have appropriate travel documentation and
adequate travel insurance, including emergency medical repatriation.
Party leaders accompanying groups are
responsible for the good conduct, health, safety and discipline of all members
of their party throughout their stay.
Should damage occur to the hotel during
your stay, the individual(s) responsible may be asked to meet the cost of
replacement or repairs. An open credit card security deposit signed by the group
leader is normally required upon arrival, and is returnable on departure.
Party leaders are responsible for
ensuring that all members of their group are in good health and able to
participate in the programme.
Our website cost calculator is programmed
to provide free places for all accompanying staff, including drivers if
travelling by coach.
Requested changes to the coach itinerary
on the actual day of use may not always be possible and may incur additional
costs.
A minimum driver rest break of 30 minutes
is required on a field study day. This must be taken at a location with toilet
and refreshment facilities.
Fieldwork or sight-seeing activities on
the arrival and departure days must be based in the local area.
Supplements
Hotel
Supplements
A small supplement may be payable
depending upon the hotel accommodation used.
Peak Season
Supplement
A small supplement is payable for
June-September peak season bookings.
Any person creating a nuisance at the
hotel, and who ignores appropriate advice and warning, may be required to leave.
Prior notice may not be given in cases of serious misbehaviour.
Any student who is deemed to be behaving
in a manner which endangers him/herself or others in the group may be asked to
leave the party in consultation with the party leader.
All members of the party will be required
to adhere to the hotel rules and the Barcelona Field Studies Centre S.L. Code of
Conduct.
A health and safety briefing will be
given on arrival.
Barcelona Field Study Centre S.L., its
servants, agents and employees are not under any liability whatsoever in respect
of loss or damage to personal belongings or property however caused whilst
attending a Centre programme.
Barcelona Field Studies Centre S.L. is
not under any liability whatsoever in respect of damage to personal belongings,
property or personal injury incurred by, or caused by members of the party in
the time outside of fieldwork supervised or led by its servants, agents and
employees.
Dangerous drugs and weapons are strictly
forbidden.
It is illegal to purchase and consume
alcohol below the age of 18.
It illegal to purchase cigarettes below
the age of 18.
Students should not undertake tattooing
or ear/body piercing procedures during their stay.
A full list of names of the group,
together with dates of birth and passport numbers must be handed in to the
Director on arrival.
Exchange Rate and Fuel surcharge policies
may apply. See our Pricing
Policy.
Cheques should be made payable to
Barcelona Field Studies Centre.
IF WE ARE FORCED TO CHANGE THINGS
Occasionally we have to make changes to itineraries and accommodation and we
reserve the right to do so at any time. Most changes will be minor and all will
be advised at the earliest possible date. If a change of accommodation is
required after you have paid your deposit, this will be at no extra cost. If
accommodation is changed to that of a lower official classification, we will
automate an element of refund using our online costs calculator.
FORCE MAJEURE
We regret we cannot accept liability or pay any compensation where the
performance or prompt performance of our contractual obligations is prevented or
affected by, or you otherwise suffer any damage, loss or expense of any nature
whatsoever as a result of 'force majeure'. 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.
The clicking of the 'I have read and
accept the booking conditions' button when making a booking and/or the
signing of the booking form by the group leader signifies the willingness to
comply with the regulations set down by the Director and employees of Barcelona
Field Studies Centre S.L..
