Terms and Conditions is formed when all of the following happen: Ec-O-Zone receives a correctly filled out booking form with the required payment or deposit; the payment or deposit clears into Ec-O-Zone bank account; Ec-O-Zone confirms the booking in writing. 

Ec-O-Zone may refuse a booking. If so, there is no contract and Ec-O-Zone will return any payment made with the booking.This contract is between Ec-O-Zone and the client(s) and is the only contract between these two parties. No one else can be part of this contract or have any rights to enforce any of its terms.These terms and conditions can only be changed if Ec-O-Zone agrees to it in writing at the time of booking. 

Ec-O-Zone reserves the right to alter the terms and conditions at any time. 

BOOKING AND PAYMENTS 

Booking Your Course: 

• The School Team will confirm your requirements. 
• If we have availability, we will hold your course dates once you sign the booking form and pay the deposit outlined below. 
• We’ll confirm your reservation and send you a course brief, risk assessment, and insurance documents. 

Payment Schedule: 

If Your Reservation is in the Current Academic Year: 

• Pay a deposit of £10 per person plus VAT when you sign the booking form. 

If Your Reservation is More Than 12 Months Ahead: 

• Pay a retaining deposit of £300 plus VAT when you sign the booking form. 

Further Payments: 

• 25% of the total cost is due 8 months before the trip date. 
• Another 25% is due 6 months before the trip date. 
• The remaining balance is due 8 weeks before the trip date. 

• When you book your trip, if it is less than 8 months away, 25% of the total cost is due within 6 weeks of paying the deposit. 

Payment Plan Adjustments: 

If you need a different payment plan, it must be confirmed and approved in writing by Ec-O-Zone. 

LATE PAYMENT TERMS 

We have the right to cancel the trip and apply the cancelation policy if invoices are not paid on time without notice.We have the right to cancel the trip and keep all the payments made and apply the cancelation policy if the full payment is not made by the travel date.Staff can join for free on a ratio of 1:10, except for those who provide 1-1 support for SEN students who are free in addition to the ratio of 1:10. Any extra teachers will be charged at a rate of 20% of the per student price. 

AMENDMENTS TO BOOKING 

Ec-O-Zone understands that the final number of participants may not be certain at the time of booking, and will try to accommodate changes to bookings, but cannot guarantee that they will be possible.Ec-O-Zone can only accept change requests in writing (by mail or email). If requests are made by phone, they must be followed up immediately by written confirmation.No changes to bookings that reduce the number of participants below the minimum course number of 30 will be accepted.For a major change, which is any change to the student number that is more than 10% of the original number, we may charge a fee as shown below. If you have agreed on a minimum number that is lower than the 10% decrease from your original student number, this charge will not apply until you go below the agreed minimum number. Your original student number and minimum student number are on your booking form.If you have agreed on a  student number with Ec-O-Zone that is less than 30 students, then this will be considered as the minimum student number and no changes to the student number below this will be accepted. If a school wants to go ahead with a trip with fewer than 30 students, Ec-O-Zone will charge for the minimum of 30 students. If the school does not want to pay for the minimum of 30 students, then the cancellation policy applies.Ec-O-Zone reserves the right to charge the following fees for any number changes that happen from the time of booking, no amendments within 14 days of the course will be accepted: 

BOOKING	INVOICING	CANCELLATION & NUMBER DROPS
(Number of months before travel)		(Percentage of payment retained per student place)
More than 8 Months (or 6 weeks after signing the booking form)	£10+ VAT pp deposit	£20 Charge*
8 Months	25% Interim Payment	£20 Charge*
7 Months		25%
6 Months	25% Interim Payment	25%
5 Months		25%
4 Months		25%
3 Months		25%
2 Months	50% Final Balance	75%
1 Month		100%
1 Month or less		100%
*For every student drop below the agreed minimum number

If you do not agree to pay the above fees, we reserve the right to cancel your trip and the cancelation policy applies. 

We require the Attendance Planning Document with student information, dietary and medical four weeks ahead of your trip. If this information provided later than four weeks, then we reserve the right to charge for any addition food costs incurred on the trip. 

CANCELLATION BY CLIENT(S)If the client(s) cancel the booking for any other reason, the following cancellation fees will apply: 

• The £300 date holding fee is not refundable at any time 
• Cancellation between 32 and 12 weeks before the course: 25% total cost, to be paid to Ec-O-Zone 
• Cancellation between 12 and 4 weeks before the course: 75% of total cost, to be paid to Ec-O-Zone 
• Cancellation less than 4 weeks before the course: 100% of total cost, to be paid to Ec-O-Zone 

PRICES 

Ec-O-Zone tries to keep prices as they are in the booking, but it has the right to change prices if its costs of running a course go up for reasons that are not under its reasonable control (for example, the cost of labour, transport and materials).If a price is changed, the client(s) will be told as soon as reasonably possible and the rest of the changed price will be due on the same terms as the original price.If the price goes up by 15% or more, the client can choose to cancel the booking and will get back all the money they paid. 

COURSE DATE CHANGES 

If a client wants to switch the dates of their course, and there is availability, they will have to pay an administration fee of £50.00 to move. This also includes any extra cost for the selected week. 

VARIATION OF A COURSE BY EC-O-ZONE 

The courses offered by Ec-O-Zone are subject to natural factors, such as the weather. While Ec-O-Zone tries its best to handle (and even learn from) such situations, there may be times when Ec-O-Zone has to change or adjust a course plan at short notice or decides to do so to benefit from natural conditions. The client understands that the information about courses provided by Ec-O-Zone is given in good faith but that because of the unpredictability of nature it may be necessary to alter or modify a course and that in such cases it is not fair for Ec-O-Zone to be responsible for any losses resulting from such a change and that Ec-O-Zone liability is limited accordingly. 

THE CONDUCT OF A COURSE 

The client agrees that he/she must follow the reasonable instructions and leadership of Ec-O-Zone while on its course, except that parents, teachers and those in similar roles for children must keep those children under control, to the satisfaction of Ec-O-Zone. The client agrees that people who attend a Ec-O-Zone course have a right to expect good behaviour and respect for personal wellbeing from all clients.For this reason the client accepts that Ec-O-Zone can, at its sole discretion and without giving reasons, arrange for him/her to be taken off a course, even against his/her will. Situations where this might happen include (but are not limited to) disorderly or abusive behaviour; being drunk; not controlling children; not having adequate clothing or equipment; being unable or unfit to cope with the course. In such situations the client will not get a refund of money and Ec-O-Zone will not be responsible for any losses that result. The client will pay Ec-O-Zone its reasonable costs of removing him/her when asked. 

LIABILITY 

Ec-O-Zone courses are outdoors in the countryside and may have some hazards that are unavoidable. Ec-O-Zone tries to reduce the risk to clients and teaches clients how to safely deal with any remaining risk. Therefore, the client agrees that there may be situations where a client could get hurt without Ec-O-Zone being at fault and accepts that he/she is participating in a course run by Ec-O-Zone at his/her own risk.‍Ec-O-Zone only takes responsibility for physical injury to a client that is proven to be caused by negligence from Ec-O-Zone.‍The client agrees that other loss, damage and expense (including but not limited to, loss of money, loss or damage to clothes and belongings, losses from cancelling a booking and the costs of delay and the harm caused by anything other than negligence of Ec-O-Zone) however they happen are not the responsibility of Ec-O-Zone. 

COMPLAINTS 

Ec-O-Zone hopes that all clients are satisfied with their courses, but if there is any reason to complain, the client should tell a representative of Ec-O-Zone during the event, so that they can try to fix the problem. The client agrees that it is not fair to stay silent during a course and then complain afterwards. However, if a problem is not solved, the client should write a complaint within 28 days.Ec-O-Zone will not be responsible for any claims that are made later than 28 days after the end of the relevant course, unless the law says otherwise. 

TRAVEL DOCUMENTS 

It is the client’s sole responsibility, where applicable, to make sure that he/she has all the required valid travel documents and travel insurance. 

CONSENT FORM 

The client agrees that before they start the course, they have to fill in and send back a consent form to Ec-O-Zone. The consent form will be given to the client when they pay for the rest of their workshop. The client will get a reminder to send back the form after they have made their final course payment. 

SUBSEQUENT INSTRUCTIONS BY CLIENT(S) 

‍As mentioned above, all Ec-O-Zone courses are led by experienced and competent leaders, but the aim is not to train any client(s) to become instructors for others. Ec-O-Zone does not guarantee that effect and does not take any responsibility for any loss or damage that a third party might experience by relying on any skills learned by any client(s) who have taken part in any Ec-O-Zone course. 

DATA PROTECTION 

Ec-O-Zone has a policy that tells you how Ec-O-Zone handles your personal data. You can find this policy on our website here. 

CONFIDENTIALITY AND NON-SOLICITATION 

Both parties shall keep the other’s Confidential Information confidential, unless they have to reveal it by law. Both parties shall not (without the other party’s prior written permission) try to lure away any person who works or is hired by the other party for 12 months after the last course departure date, unless they do so through a national advertising campaign that is open to anyone and not aimed at any of the staff of the other party. If a client tries to hire a member of Ec-O-Zone staff in this period, it can charge a fee of either 50% of the individual’s annual pay or 50% of the total course fees for the calendar year before the staff member left Ec-O-Zone Ltd. 

GOVERNING LAW AND JURISDICTION 

This contract and any issue or claim (whether contractual or not) that comes from or relates to it or what it covers or how it is made, is only subject to the law of England and Wales and the parties agree to only use the Courts of England and Wales to settle them. 

CHANGES TO THIS AGREEMENT 

These terms and conditions are subject to change by Ec-O-Zone at any time, with no prior warning.