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Terms and conditions

Booking and confirmation

When we receive a completed booking form you will be contacted by one of our teachers. At this point it will be necessary to confirm details, including the date of your visit, the number of students and adults and any venues that need to be booked.

Once confirmed, we expect you to inform us of any changes to the details as soon as possible and, certainly, before your visit. It is unlikely we would be able to change the date of a visit at short notice.


Our teacher will send you an invoice shortly before or after your visit. Payment is due within 30 days, either by cheque or bank transfer. Payment should be made to the individual teacher/teachers, not UGEL. Prompt payment would be appreciated.

To minimise administrative costs, both for you and us, no deposit is required. We rely on schools not to make any late, or unnecessary, cancellations.

Cancellation by the school

In very exceptional circumstances, eg severe weather, last minute unavailability of lead teacher, you may have to cancel your visit. In this case, an alternative date could be arranged at no extra charge. However, if the visit is cancelled without good reason, or an alternative date is not arranged, our teacher will charge as if the visit has happened.

Cancellation by UGEL

In the unlikely event that we have to cancel the visit due to last minute illness and unavailability of replacement staff, we will not charge for the visit. However, we would not be able to meet your travel costs and it may be advisable to take insurance against this eventuality.

Venue bookings

Some of our programmes make use of venues at extra cost, eg Olympic Park viewing gallery. On your instruction, we will book the venue on your behalf and the venue will invoice you directly. You will not pay UGEL for booking the venue, nor will UGEL pay the venue.

Programme changes

Occasionally, there will be unforeseen circumstances that may lead to a change in the agreed programme, eg closure of a venue, train cancellation. We will endeavour to inform you of such changes before your visit. However, if circumstances dictate, UGEL reserves the right to amend the programme on the day of the visit, with due regard to student safety and intended learning. UGEL will not be liable for any losses or additional costs incurred as a result of such changes.