World Challenge Expedition Contract

Transcription

1 World Challenge Expedition Contract This contract sets out the following: Introduction World Challenge Standard Terms in relation to: 1. Planning Standards and Contractual Relations 2. Planning and Approval Procedures 3. Insurance 4. Alterations to the Expedition 5. The Operational Expedition Procedures A summary of the agreement This contract incorporates the following annexes: Annex A - Interpretations Annex B - Terms and Conditions for the Expedition School Leaders and Accompanying Adults, including guidance on Responsibilities and Requirements of the Expedition School Leader & Accompanying Adults and School Leader contributions Annex C - Responsibilities of the Expedition Leader Annex D - Terms and Conditions for Participants Annex E - Expedition Code of Conduct & Ethics for Adult Leadership Team Annex F World Challenge Code of Conduct for Challengers (Student Participants). 1

2 Introduction This contract, once signed, will provide the Establishment with control of the Expedition ensuring that should World Challenge revoke on a significant aspect of the contractual arrangements and it is not possible to resolve the matter to the satisfaction of the Establishment, the Establishment will have the right to cancel the contract in line with the cancellation clauses. The contract will ensure that cancellation provides the refund of payments made however this should be without prejudice to any reasonable payment due to World Challenge for work carried out until cancellation. This contract, agreed between the Establishment and World Challenge will detail the information to be shared with Parents and Challengers and Expedition School Leaders to ensure their consent to participate will be given with a full understanding of the specific build up Programme, Expedition characteristics and Participant Terms and Conditions. The Establishment will choose the preferred passage of payment. This may be either of the options outlined below and will be confirmed and indicated in the Summary of Agreement 1. Parent to Establishment the Establishment will manage the administration associated with the collection and banking of payments through the school system and passes payments on to World Challenge as per the agreed schedule, or 2. Parent to World Challenge the Establishment delegates the collection and administration of payments to World Challenge as per the agreed schedule. World Challenge Standard terms 1. Planning Standards and Contractual Relations (i) The Expedition will be planned and undertaken in accordance with the terms of this contract and any Maintaining Authority Guidance in force at the date of this contract which is applicable to the Establishment and made apparent to World Challenge. (ii) World Challenge agrees to provide to the Establishment the Expedition to the Destination, in accordance with the Programme, and the Establishment agrees to commission World Challenge to plan and undertake the Expedition in each case in accordance with the terms of this contract. It is further agreed that the terms of Annexes A to F inclusive are incorporated into and form part of this contract. (iii) The financial responsibilities of the parties are set out in this contract and in the Terms and Conditions for both Participants and Expedition School Leaders. 2. Planning and Approval Procedures (i) Initial Planning and Approval World Challenge will initiate the Expedition planning process at the invitation of the Establishment. World Challenge and the Establishment will agree the educational aims and objectives of the Expedition and the Establishment will provide access to such facilities as are reasonably required by World Challenge to undertake the planning and preparation for the Expedition. World Challenge will ensure that the Establishment is provided with sufficient information about the Expedition to enable the Establishment to inform the Maintaining Authority that an Expedition is being proposed and to provide 2

3 the Maintaining Authority with an outline proposal for the Expedition detailing: the Establishment, the Expedition Destination, the year in which the Expedition will be held, the approximate number, gender and year group of the Challengers and a brief outline of the Expedition Programme (number of days, activities etc.). The Establishment will apply to the Maintaining Authority for Initial Approval for the Expedition, or notify the Maintaining Authority of the Expedition once Initial Approval has been granted by the Head teacher, depending on procedures already in place. World Challenge will assist the Establishment wherever possible in this process. The Establishment has access, and should conform, to guidance from the Maintaining Authority, specifying the ratio of adults to Challengers for the Expedition. It is understood by all parties to this contract that the Maintaining Authority will provide written acknowledgement upon receipt of formal notification of the proposed venture. It is further understood that if the Maintaining Authority has any concerns about the proposed arrangements detailed in the notification it will provide the Establishment with written notice setting out those concerns. The Establishment will have the opportunity to make a further application addressing those concerns. (ii) Preparations leading up to Final Approval Risk Assessments and Itinerary World Challenge and the Establishment will liaise to develop an itinerary and World Challenge will develop risk assessments (both generic and specific to the Expedition Destination. An essential part of the personal development of the Challengers is that they are involved in the research, planning and development of their own itinerary under the guidance of a Programme Leader from World Challenge and the Expedition School Leader. For this reason, the final itinerary will not be available at the outset of the Programme but will be published in due course once the team has had an input into its content. Other details such as means, characteristics and categories of transport, and the nature and location of accommodation will also not be confirmed until a later stage of the Programme as these will depend on the itinerary chosen. Information and Documentation World Challenge will provide all necessary information and documentation to the Establishment and the Maintaining Authority as required (including information about the country to be visited, the Leader s Manual and Emergency Procedures). This information should not be published on public domain. The Establishment will inform World Challenge of its own emergency procedures including details of duty staff out of school hours. In the event of an emergency the immediate response will be coordinated by World Challenge. World Challenge Operations Director will ensure that both Establishment and Maintaining Authority are notified and updated in the event of an emergency. Appointments and Training Ordinarily six months prior to the Expedition Departure World Challenge will appoint a competent and suitably qualified Expedition Leader experienced in an appropriate or similar environment to that being visited, who will lead the Expedition (in accordance with the OEAP endorsed qualification matrix). The Establishment will, in good time, appoint an Expedition School Leader and Accompanying Adults who will be trained by World Challenge (at an appropriate venue as may be agreed). Such training to include the implementation of emergency procedures in the event of an accident to the World Challenge appointed Expedition Leader. 3

4 For expeditions of greater than 2 weeks duration, or as directed, World Challenge will provide a pre-expedition training session for the Accompanying Adults and Challengers at suitable approved facilities. Travel to and from pre- Expedition training will be at the Challengers own expense. For all expeditions, regardless of duration, the Establishment will organise a physical fitness test for all Team Members following World Challenge and Maintaining Authority advice. It is also the responsibility of the Establishment to ensure that relevant First Aid qualifications are held by Expedition School Leaders and Accompanying Adults and that those qualifications are valid until after the Expedition returns. Equipment World Challenge will provide Expedition equipment if necessary and in accordance with the Team s needs (including but not limited to tents, cookers, food, first aid packs, ropes and emergency communications equipment) and will provide advice on Team Members personal equipment. Challengers and Parents will be informed about the personal equipment they will be required to provide in good time before the Expedition Departure. Flight Arrangements and Package Holiday Regulations World Challenge will use all reasonable endeavors to provide the Challengers, Parents, Establishment and Maintaining Authority with the following information as soon as possible and in any case no later than two months prior to the Departure: (i) the operator, aircraft flight number, Departure and departure/arrival Destinations in compliance with Civil Aviation Authority Guidelines; and (ii) all information required under the Package Travel, Package Holidays and Package Tours Regulations (iii) Final Approval Application According to local policy requirements, the Establishment will notify, or apply to, the Maintaining Authority, for Final Approval of the Expedition as soon as all information is available and the Expedition Leader is appointed, and in any case no later than six months before the Expedition Departure and World Challenge will assist the Establishment in the preparation of the application where required. The application may consist of a Clearance Pack containing: (i) a letter request with Final Approval Schedule attached setting out the Expedition Leaders and Challengers; and (ii) copies of the final itinerary and risk assessments (although unforeseen changes may need to be made as both are live documents). These documents can be found on the My World Challenge web portal or on request by . Failure to obtain Final Approval If the Maintaining Authority does not grant Final Approval for the Expedition the Establishment may, with World Challenge s reasonable assistance, amend and re-submit the Final Approval Clearance Pack in an effort to address the Maintaining Authority s concerns. 4

5 It is acknowledged that this does not apply to some Establishments, specifically those who do not need to apply to their Maintaining Authority for approval. 3. Insurance World Challenge will maintain at its own expense: (i) Professional Indemnity Insurance cover for the Expedition Leader, the Expedition School Leader and Accompanying Adults; and (ii) Insurance cover in respect of all costs associated with casualty evacuation, emergency medical requirements during the Expedition and cancellation and/or curtailment of the Expedition. World Challenge will supply the Establishment on request with evidence of the insurance it holds and any necessary renewals. Each Challenger is responsible for arranging the satisfactory insurance of personal belongings and other risks not covered by World Challenge insurance policies. 4. Alterations to the Expedition (i) Minor Change World Challenge may make Minor Changes to the Expedition at any time up until the Departure and will give written notice of any changes to the Challengers, Establishment and Maintaining Authority. (ii) Major Change World Challenge may make a Major Change to the Expedition at any time up until the Departure after consultation with the Maintaining Authority and the Establishment and on giving written notice to the Challengers, Establishment and Maintaining Authority. In the event of a Major Change to the Expedition, the Establishment, Challengers or Parents must notify World Challenge as soon as possible whether they wish to accept the change or to withdraw from the Expedition (details of compensation/refund are set out in the document Terms and Conditions for Participants in the event that a Challenger cancels his/her participation). Any Major Change contemplated during the Expedition will be communicated by World Challenge to the Maintaining Authority as soon as reasonably practicable in order that any appropriate advice or assistance can be provided by the Maintaining Authority. 5. Operational Expedition Procedures (i) Responsibilities For the duration of the Expedition, World Challenge will be responsible for: (i) delivering the agreed itinerary; and (ii) the health and safety of Team Members; and (iii) ensuring that Maintaining Authority Guidance is followed by its staff; and (iv) the security screening of its staff involved in the Expedition including Disclosure and Barring Service (DBS) checks. 5

6 During the Expedition: (i) all decisions will be made by World Challenge (or the Expedition Leader on World Challenge s behalf) except for major decisions which will be made jointly by World Challenge and the Establishment, with reference to the Maintaining Authority ( Joint Decisions ); and (ii) all Team Members will act in accordance with World Challenge s and the Expedition Leader s reasonable instructions. Expedition Leader During the Expedition, the Expedition Leader, as the authorised representative of World Challenge, will be responsible for: (i) the safety, welfare, conduct and personal development of the Challengers and Accompanying Adults; (ii) all decisions made, including ensuring that all arrangements for the rest and relaxation activities are in accordance with the agreement between World Challenge, the Establishment and Maintaining Authority; and (iii) following the advice of the Expedition School Leader on pastoral issues relevant to the Challengers. The Expedition Leader will not overrule the advice of the Expedition School Leader on pastoral issues relevant to Challengers (including morale, psychological and physical conditions) or advice relating to Maintaining Authority guidelines. The responsibilities of the Expedition Leader are further described in Annex C. Expedition School Leader The Expedition School Leader, as an employee of the Establishment or Maintaining Authority as appropriate, will act in accordance with the standards and duties of the Establishment or Maintaining Authority employed teacher, will provide support to the Expedition Leader as deputy leader, and will be specifically responsible for the pastoral care of the Challengers. In particular, the Expedition School Leader will be responsible for ensuring: (i) that (with the support of the school educational visits co-ordinator or appointed person) final Expedition arrangements meet Maintaining Authority guidelines; (ii) that (with the support of the school educational visits co-ordinator or appointed person) emergency procedures meet Maintaining Authority guidelines; and (iii) that (as far as he/she is authorised to do so during the Expedition) decisions made by the Expedition Leader and any Joint Decisions are compatible with Maintaining Authority guidelines and the health and safety of all Team Members. The Expedition School Leader will not overrule the Expedition Leader s decisions concerning the technical elements of the Expedition or those relating directly to health and safety of Team Members. The responsibilities of the Expedition School Leader are further described in Annex B. 6

7 Leadership Team The Leadership Team will consist of the Expedition Leader, the Expedition School Leader(s) and the Accompanying Adults. The Accompanying Adults will act in accordance with the standards and duties of the Establishment or Maintaining Authority and their responsibilities further described in Annex B. If the Leadership Team breaks down during the Expedition, Accompanying Adults and Challengers will be returned by World Challenge to a place of safety. If reasonable efforts fail to repair the relationship between the Leadership Team Members World Challenge will consider replacing the Expedition Leader, informing the Establishment and Maintaining Authority as necessary. If the performance of the Expedition School Leader is considered unacceptable, World Challenge will discuss the available options with the Establishment and Maintaining Authority. (ii) Duty of Care and Code of Conduct & Ethics for Adult Leadership Team The basic standard of care that World Challenge, the Establishment and Maintaining Authority will expect of all members of the Leadership Team in their care of Challengers (regardless of their age) is the one that a reasonably prudent parent would take of his or her own children. As part of their duty of care to the Challengers, the Leadership Team will be responsible for adhering to the Expedition Code of Conduct & Ethics for Adult Leadership Team as set out in Annex E. and where appropriate enforcing it among Challengers. Forming an annex to this contract, the Expedition Code of Conduct and Ethics for the Adult Leadership Team can be made available to Challengers and Parents at the request of the Establishment. (iii) Challengers Development Throughout the Expedition, as far as practicable, Challengers will be trained and encouraged to lead the Expedition, making decisions about daily itinerary, aims, objectives, risk assessment and health and safety. The Leadership Team will supervise this process and be responsible for all outcomes. During the Expedition the Expedition Leader will debrief Challengers regularly on their progress and performance. (iv) World Challenge Operational Support World Challenge will provide 24-hour support at all times when the Expedition is overseas. The World Challenge Operations Centre will provide advice, support and information to the Team Members during the Expedition and help coordinate incident handling, evacuations and contingency plan initiation. This support will be supplemented by an the services of an International medical and security assistance agency, World Challenge in-country agents where appointed, and by the provision (by World Challenge) of all relevant local support networks including information for the British Embassy/High Commission in the Destination country. (v) Emergency Procedures In the event of a major accident, World Challenge will initiate all appropriate emergency procedures including the immediate notification of the Establishment and Maintaining Authority. World Challenge will maintain continuing contact with the Establishment and Maintaining Authority throughout in accordance with their emergency contact arrangements which will have been communicated to World Challenge before the Expedition departed the UK. World Challenge, using specialist expertise and support, will work in co-operation with the Establishment and Maintaining Authority to ensure the health and safety of all involved, which will involve the following procedures as 7

8 necessary: search and rescue; casualty evacuation locally and to the UK; and, the recovery or repatriation of the Team to the UK. While the Team are overseas World Challenge will maintain operational control of any incident, acting through the Expedition Leader and, in collaboration with the Maintaining Authority, will take all major management decisions as required. World Challenge will pay due regard to the Maintaining Authority s overall responsibility as employer of the Establishment staff and to the Challengers as the Education Authority. In the event of serious injury or death occurring during an Expedition first contact will normally be made by the emergency services. Subject to this, contact with Parents or relatives of Challengers and Establishment staff will be via the Maintaining Authority and Establishment s emergency procedures but World Challenge shall have the right to make direct contact with Parents and relatives if it is not possible to make immediate contact with the Maintaining Authority or the Establishment. On the arrival of the Team or casualties in the UK, operational control of the incident by World Challenge will cease and the Establishment will invoke its own local incident procedures, as required. Both World Challenge, the Establishment and the Maintaining Authority will handle their own relationships with the press but will co-operate to ensure agreement on the accuracy of the facts, the release of information and cooperation with other relevant authorities (such as the Foreign & Commonwealth Office). Attachments Annex A - Interpretations Annex B - Terms and Conditions for the Expedition School Leaders and Accompanying Adults, including guidance on Responsibilities and Requirements of the Expedition School Leader & Accompanying Adults and School Leader contributions Annex C - Responsibilities of the Expedition Leader Annex D - Terms and Conditions for Participants Annex E - Expedition Code of Conduct & Ethics for Adult Leadership Team Annex F World Challenge Code of Conduct for Challengers (Student Participants). 8

9 Annex A - Interpretations: Accompanying Adult means the additional school staff and / or any other adult accompanying Challengers on the Expedition. Challenger means the student who is participating in the programme and whose guardian has made the application and agreed to the terms and conditions for participants on behalf of the Challenger. Departure means the date when the team leaves the UK en route to their Expedition Destination. The current scheduled departure is subject to flight availability and Establishment requirements. Destination means the country or countries in which the Expedition takes place. Establishment means the School or college inviting World Challenge to arrange the Expedition for its students (Challengers) and staff; Expedition means the World Challenge overseas expedition to be provided by World Challenge at the invitation of the Establishment, Maintaining Authority (where relevant), Challengers and Parents. Expedition Leader means the individual appointed by and under contract to World Challenge to be the overall leader of the Expedition; Expedition School Leader (School Leader) means the individual appointed by the Establishment to be the Establishment leader of the Expedition. Maintaining Authority means the Local Authority in the case of maintained Establishment and / or the Governing Body in all other cases, responsible for the Establishment and for approving the Expedition. It is acknowledged that in some cases the Maintaining Authority will delegate responsibility of approval to the Head Teacher. Maintaining Authority Guidance means the document summarising National Guidance for the Management of Outdoor Learning, Off-site visits and Learning Outside the Classroom as issued by the Outdoor Education Advisers Panel (OEAP). National Guidance describes the legal duties and powers for local authorities, school leaders, school staff and governing bodies. World Challenge shall be aware of and shall comply with the contents of the above guidance. Major Change includes, but is not limited to, a significant change in the itinerary, Destination or the length of the Expedition; Minor Change means any change that is not a Major Change. This may include, but is not limited to changes to the itinerary that do not affect the overall integrity of the Expedition; Parent means the parent or legal guardian of the Challenger who has accepted the Terms and Conditions for Participants; Programme means the World Challenge skills development programme including the planning, preparation, training for and participation in the Expedition; School Leader Contribution means the contribution towards flights and other in country costs of the Expedition if the Accompanying Adult is outside the required 1:8 ratio as specified in Annex 2 of these conditions; The Team/Team Member means the Expedition Leader, the Expedition School Leader, all Accompanying Adults and all Challengers comprising the team on the Expedition, and Team Member will be interpreted accordingly; 9

10 Annex B Terms and Conditions for the Expedition School Leaders and Accompanying Adults, including guidance on Responsibilities and Requirements of the Expedition School Leader & Accompanying Adults and School Leader contributions 1. Duty of Care In general, the Leadership Team is made up of three types of adults accompanying an Expedition organised by World Challenge: 1.1 World Challenge Expedition Leader. In order that all understand the relevant context, you should be aware of the duties of the Expedition Leader, whose duties are different from the duties which accompanying staff will be expected to perform. The Expedition Leader is an employee of World Challenge and carries overall executive responsibility for the safety, welfare, conduct and personal development of all Team Members, and carries the same duty of care under the law as all adults on the Expedition. As a legal representative of World Challenge, the Expedition Leader is answerable, if required, for all decisions made on an Expedition. 1.2 Expedition School Leader. If you are appointed as an Expedition School Leader, your duty of care will be as follows: As an adult accompanying a group of young people, under the common law you owe a duty of care towards those young people to take such care of them that a reasonably prudent parent would take of his own children in the relevant context. You undertake that you will satisfy the requirements of the duty of care imposed upon you by law in the performance of your duties as Expedition School Leader You will undergo training and briefing in a similar way to an Expedition Leader to prepare yourself for the role You will cooperate with the Expedition Leader in all matters, although in areas of welfare and conduct of the Challengers, it is expected that you will advise the Expedition Leader on pastoral care issues and the Establishment policies and guidelines In the event of a breakdown of the working relationship between the Expedition Leader and the Expedition School Leader which cannot be resolved, and after World Challenge has discussed this matter with the Maintaining Authority and the Establishment, World Challenge will replace the Expedition Leader as quickly as possible. 1.3 Accompanying Adult. If you are appointed as an Accompanying Adult, your duties will be as follows: You will participate in the Expedition as an assistant to the Expedition School Leader and will undergo training and briefing in a similar way to an Expedition Leader and Expedition School Leader to prepare yourself for the role As an adult accompanying a group of young people, under the common law you owe a duty of care towards those young people to take such care of them that a reasonably prudent parent would take of his own children in the relevant context. You are undertaking that you will satisfy the requirement of the duty of care imposed upon you by law in the performance of your duties as an Accompanying Adult In an emergency you may be asked to assume the responsibilities of the Expedition School Leader. When you assume these responsibilities, you will owe the same duty of care as that owed by the Expedition School Leader (set out above). 10

11 1.3.4 You will follow the reasonable instructions of the Expedition Leader and the Expedition School Leader at all times, in particular you will assist them with their duties when requested to do so. 2. Specific Duties Required of the Expedition School Leader Prior to the Expedition 2.1 The Expedition School Leader must agree to undertake additional training by World Challenge prior to departure, including an Expedition Preparation Conference (Leadership Team only). For expeditions of greater than 2 weeks duration, or as directed, this additional training will also take the form of a World Challenge Training Expedition with Team Members. Whilst World Challenge will make every effort to arrange these courses outside of normal school time, on rare occasions it may be necessary to miss a day of school in order to attend such training. Any costs incurred as a result of this will be covered by the Establishment. 2.2 The Expedition School Leader must acknowledge that prior to departure they will obtain a current First Aid certificate (minimum 16 hours) and on request provide evidence of Disclosure and Barring service (DBS) clearance. 2.3 The Expedition School Leader must acknowledge that prior to departure they will read and fully understand the Leader s Manual and all material relating to Health and Safety as and when supplied by World Challenge. 2.4 The Expedition School Leader must agree that a fitness test (advice and guidance supplied by World Challenge) is facilitated by the School for all Team Members and results are submitted to World Challenge. 2.5 The Expedition School Leader must agree to provide World Challenge with Body Mass Index (BMI) and a full description of any known medical conditions to be reviewed by an Independent Medical Consultant. 2.6 The Expedition School Leader must be conversant with the likely illnesses that the Challengers may be subjected to during the Expedition, their degree and potential hazards and appropriate remedies including knowledge of the medical history of the Challengers as set out in their completed application forms and medical record cards. 2.7 The Expedition School Leader must be present for the duration of the build-up session preceding the Departure of the Expedition. 2.8 The Expedition School Leader must have all necessary vaccinations as recommended by their General Practitioner and at their own expense. 2.9 The Expedition School Leader must provide all personal equipment to include at least the items listed for the Challengers The Expedition School Leader must obtain at their own expense the necessary documentation (including passport and visas) enabling participation in the Expedition. NOTE: Clauses above also apply to all other Accompanying Adults. 3. General Duties of the Expedition School Leader on Expedition 3.1 The Expedition School Leader will make themselves available to World Challenge to assist the Expedition Leader in leading the Expedition from the published date of departure through to the published date of return to the UK, or such reasonable rescheduled dates and at such other times as World Challenge shall reasonably require ensuring the effective operation of the Expedition. 11

12 3.2 The Expedition School Leader will devote such time, attention and abilities as may be reasonably necessary to ensure a safe and successful Expedition, including assisting with the directing and ensuring the safety of each and every Challenger. This will be done with the intent that each and every Challenger receives leadership training, and is given as much opportunity as possible to participate fully in the administration of the Expedition by being given specific interchangeable roles throughout the Expedition to enable them to obtain the maximum training value from the Expedition as a whole. 3.3 In matters of a pastoral or personal nature the Expedition School Leader is responsible for the well-being of the Challengers, and is expected to act accordingly in full consultation with the Expedition Leader. 3.4 The Expedition School Leader will use utmost good faith in the performance of their obligations and will act in the proper and fitting manner throughout the Programme so that at no time will they, World Challenge and/or the Expedition Leader be called to account by a Challenger for any indiscretion or improper behaviour on their part. 3.5 The Expedition School Leader will promptly refer to the Expedition Leader all enquiries made or doubts expressed by any Challenger about any points that the Expedition Leader or they may have failed to take account of or deal with. 3.6 The Expedition School Leader will generally take all reasonable steps to help World Challenge fulfil its contractual obligations and assist to ensure the smooth and efficient running of the Expedition so that all Challengers benefit from the Expedition in accordance with the aspirations of World Challenge. 3.7 The Expedition School Leader must comply with all local legislation and regulations of the countries in which the Expedition takes place (including immigration, customs and currency exchange). NB. World Challenge operates a minimum adult/student ratio of 1:8 which always includes the Expedition Leader. The price quoted is based on one fully funded place for every adult required to meet that ratio. For team sizes under 8, or if the Establishment require a different adult/student ratio, a financial contribution will be incurred. The extra adults will be invoiced for this contribution 60 days prior to the Expedition Departure. Travelling Challengers & number of per school staff places 8-16 = 1 fully funded staff place = 2 fully funded staff places = 3 fully funded staff places = 4 fully funded staff places = 5 fully funded staff places = 6 fully funded staff places = 7 fully funded staff places = 8 fully funded staff places = 9 fully funded staff places = 10 fully funded staff places 12

13 Duration of Expedition Charge for additional Expedition staff place 4 or more Weeks Weeks 1250 For Expeditions of less than 3 weeks If known at launch an additional School Leader is coming on board and numbers are unknown a supplement can be added to the cost of the expedition. This supplement varies depending on destination (between 50pp and 150pp). This is added to the price and is indicated on the Booking Form. If it turns out the additional school leader is due to be funded by us as numbers are sufficient we will return the supplement. Any additional staff who signs up after launch will be charged 70% of the Challengers Expedition fee and will be invoiced for this contribution 90 days prior to the Expedition Departure. Exceptions For teams of fewer than 10: The minimum number required for a team is 10 travelling Challengers. Our experience tells us that over the course of a World Challenge Programme applicants withdraw for a number of reasons, often beyond the control of either World Challenge or the Establishment. If the number of Challengers drops below 10 then we retain the right to link the team with a team(s) from another participating Establishment(s). This may require a change in Destination and/or a change in Departure. Any changes will be made in full consultation with the Establishment. Any financial contribution will be split between travelling School Leaders from all Establishments. World Challenge retains the right to maximize numbers per team up to 22 Challengers, though the definitive number will vary depending on the Destination. 13

14 Annex C Responsibilities of the Expedition Leader 1. Duties Required Prior to the Expedition 1.1 Provide evidence that he/she has a First Aid certificate approved by the World Challenge Medical Consultant and that he/she is conversant with the likely illnesses that the Team Members may be subjected to during the Expedition, their degree and potential hazards and appropriate remedies. 1.2 Will read and fully understand the Leader s Manual and all material relating to Health and Safety as and when supplied by World Challenge. 1.3 Provide evidence that he/she has the minimum acceptable training, experience and or qualifications required by World Challenge in accordance with OEAP guidance. 1.4 Provide to World Challenge a copy of a Disclosure and Barring Service (DBS) check evidencing that he/she has been screened by the police to enhanced standard. 1.5 Attend an Expedition Preparation Conference 1.6 Attend a World Challenge Leader Training Course 1.7 Attend an Introductory visit to the Establishment to include meeting the team and the parents and a leadership team briefing session 1.8 Must be present for the duration of the Build-Up session preceding the Departure of the Expedition. 1.9 Must have all necessary vaccinations as recommended by their General Practitioner and at their own expense Must provide all personal equipment to include at least the items listed for the Challengers Must obtain at their own expense the necessary documentation (including passport and visas) enabling participation in the Expedition. 2. General Duties of the Expedition Leader 2.1 The Expedition Leader will devote such of his/her time attention and abilities as may be necessary for the proper exercise of his/her duties as Expedition Leader including directing and ensuring the safety of each and every person participating in the Expedition. This will be done with the intent that each and every Team Member receives formal leadership training, and is given as much opportunity as possible to participate fully in the administration of the Expedition by being given specific interchangeable roles throughout the Expedition to enable them to obtain the maximum training value from the Expedition as a whole. The Expedition Leader must ensure all Team Members receive an individual verbal review of their performance on the Expedition both in their leadership roles and as Team Members. 2.2 The Expedition Leader will perform his/her obligations in good faith and will act in the proper and fitting manner throughout the Programme so that at no time shall World Challenge and/or the Expedition Leader be called to account by a Team Member for any indiscretion or improper behaviour of the Expedition Leader. 2.3 The Expedition Leader will comply with The Code of Conduct & Ethics for Adult Leadership Team set out in Annex E. 14

15 2.4 The Expedition Leader shall promptly refer to World Challenge all enquiries made, or doubts expressed by any Team Member about any points that the Expedition Leader may have or has failed to take account of, or deal with, in relation to the Expedition. 2.5 In the event that any Team Member is injured, injures or causes damage to a third party, or complains about any aspect of the Expedition, the Expedition Leader shall notify World Challenge as soon as practicable and send a full report of the incident in writing at the earliest opportunity. The report should include: names and addresses of all persons who may have been witnesses to the incident or the events which preceded it; details of the incident itself according to any witnesses; and the actions of the Expedition Leader immediately before, during and after the incident. 2.6 The Expedition Leader will take all reasonable steps to ensure that World Challenge fulfils its contractual obligations, to ensure the smooth and efficient running of the Expedition and to ensure that all Team Members benefit from the Expedition in accordance with the aspirations of World Challenge. 2.7 The Expedition Leader shall, within eight weeks of his/her return from the Expedition, complete a post- Expedition Report (PXR) in accordance with the guidelines stipulated in the Leader s Manual provided by World Challenge. 15

16 Annex D Terms and Conditions for Participants World Challenge Participant Terms and Conditions Please read these Terms and Conditions carefully, they form an important part of the contract for the World Challenge Programme. All Programmes advertised in our brochures and on our website are operated by World Challenge Expeditions Limited, registered number (hereinafter called World Challenge, we us or our ), a member of the TUI Travel PLC group of companies, of TUI Travel House, Crawley Business Quarter, Fleming Way, Crawley, West Sussex RH10 9QL, and are sold subject to the following terms and conditions ( Conditions ): 1. INTERPRETATIONS 1.1. Challenger means the person who is participating in the World Challenge Programme Conditions means the information and terms and conditions contained in this document Contract means confirmation by World Challenge of the Customer s application and the Customer s acceptance of the Conditions Customer means the parent or legal guardian of the Challenger who consents to the Challengers application Expedition means the overseas section of the Programme Expedition Leader means the person or persons appointed by World Challenge to lead the Expedition Force Majeure means unusual and unforeseeable circumstances beyond the control of World Challenge, the consequences of which could not have been avoided even if all due care had been exercised, including but not limited to, events such as war or threat of war, riot, civil strife, industrial dispute, unavoidable technical problems with transport, closure or congestion at airports, terrorist activity, natural or nuclear disaster, outbreak of disease or imposition of quarantine, fire and adverse weather conditions Major Change includes, but is not limited to, a significant change in the itinerary, destination or the length of the Expedition Minor Change means any change that is not a Major Change. This may include but is not limited to changes to the itinerary that do not affect the overall integrity of the Expedition Price means the amount payable by the Customer to World Challenge for the Programme Programme means the skills development programme provided by World Challenge including the planning, preparation, training for and participation in the Expedition School means the school, college or organisation which has commissioned World Challenge to plan and undertake the Programme School Leader the adult appointed by the School to facilitate the Programme within the School Team means the Challengers and accompanying adults participating in the Programme. 2. APPLICATION AND ACCEPTANCE 2.1. The School Leader who has asked World Challenge to plan and provide the Programme will submit a signed booking form to World Challenge in respect of the Programme Once the School Leader has submitted such booking form, Challengers who wish to participate in the Programme must apply by completing a World Challenge application. The parent or legal guardian of all Challengers (The Customer) must accept these Conditions on application. The Challenger should also be aware of these Conditions and comply with them. World Challenge urges the Customer to read these Conditions carefully and contact World Challenge if the Customer does not understand or agree with anything in these Conditions By submitting an application, the Customer confirms that the application has been fully and accurately completed. The Customer shall inform World Challenge in writing immediately or at most within 30 days of the change where there is a change in the Challengers information (including but without limitation medical information) At the time of submitting the application, the Customer must also pay to World Challenge the relevant first instalment. We will notify the Customer prior to the submittal of the application of the amount per Challenger payable as first instalment for the particular Programme For the remainder of the Price the Customer will follow a payment plan as notified prior to the submittal of the application and detailed in If we accept the application to participate on the Programme, we will issue the Customer and Challenger with confirmation. A Contract will exist between us from the date we issue the confirmation. When the Customer receives the confirmation, the Customer must check the details carefully and inform us immediately if anything is incorrect (within 30 days as stated in 2.3). Names on travel documents must exactly match those in passports. Unless we are responsible for the mistake, we will not accept liability if an airline or other supplier refuses boarding because the name(s) shown in the passport differ from those on the ticket Personal safety of the Challenger is of paramount importance to us and therefore it is imperative that the Customer advises us at the time of applying of any condition, medical or otherwise, that might affect the Challenger s or other people s enjoyment of the Programme. Anyone suffering or who has suffered from mobility impairment, disability, medical conditions, illness or undergoing/undergone treatment for any physical, psychological or medical condition(s) must declare the true nature of such condition at the time of applying and make arrangements for the provision of any medication or other treatment which may be required during the Programme. Failure to make such disclosure within the 30 day period will constitute a breach of these Conditions and could result in such persons being excluded from the Programme in which case, without prejudice to any other rights or remedies of World Challenge the cancellation charges in clause 6 will apply. 3. PRICE 3.1. The Price quoted by World Challenge covers the cost of planning, organising and carrying out the Programme and Expedition and all associated training courses The Price includes the cost of all specialist equipment, supplies, administration and travel (between the agreed point of departure and the destination country, and within and between countries when overseas if part of the Expedition). The Price does not include the following and the Customer will be responsible for the following additional costs: inoculation fees, cost of travel to the agreed point of departure and cost of travel from the agreed point of return, cost of passports, visas and related charges where applicable, rest and relaxation activities unless otherwise stated; and 16

17 cost of the Challenger s own prescribed medical requirements and personal equipment, clothing, personal spending money, additional insurance for personal belongings and personal spending money All Programmes are tailored to the School Leader s requirements and as such prices may vary. We will notify the Customer prior to the submittal of the application of the Price. All prices are accurate at the date of booking by the School Leader, but we reserve the right to change any of those prices at any time during the Programme Changes in transportation costs, including without limitation the cost of fuel, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports and exchange rates mean that the price of the Programme may change after the School Leader has booked or after the Customer has received confirmation. However there will be no change within 30 days of departure. Any changes in taxes, entry fees and/or charges that we collect at net cost on behalf of local and government bodies will be passed on to the Customer in full or refunded to the Customer in full (Net Cost Charges). We will absorb and the Customer will not be charged for any increase equivalent to 2% of the Price of the Customer s Programme, which excludes insurance premiums, Net Cost Charges and any amendment charges. The Customer will be charged for the amount over and above that, plus an administration charge of 2.00 per person together with an amount to cover agents commission. If this means that the Customer has to pay an increase of more than 10% of the original Price of the Programme, the Customer may either accept a replacement programme from us of equivalent or similar standard and price (at the date of the change) if we are able to offer one or the Customer may cancel the Contract and receive a full refund of all monies paid, except for any monies paid to us in respect of amendment charges Should the Customer decide to cancel for this reason, the Customer must exercise their right to do so within 14 days from the issue date printed on the final invoice. If any change in our costs would cause a reduction in the price of the Programme, we will not make refunds of amounts less than 2% of the price of the Programme, which excludes insurance premiums, Net Cost Charges and any amendment charges, but we will refund in full amounts exceeding such 2%, after deducting an administration charge of 2.00 per person. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of travel due to contractual and other protections in place Air Passenger Duty (APD), which is payable by all passengers on flights departing from UK airports, is included in the price of the ATOL protected flight or flight inclusive Programme. In view of the current volatility of world oil prices, a fuel supplement may be added to the price of the Programme at the time of booking The country the School originates from will determine the currency the Prices will be charged in unless specified in the payment plan. 4. PAYMENT 4.1. The Customer agrees to pay the Price as per the payment plan chosen on application. This may include direct debit options or an instalment plan payable over the telephone, online using a credit card or debit card or direct bank transfer Where World Challenge agrees to accept payment by direct debit, the Customer must comply with the following provisions: each direct debit payment is due in accordance with the banker s mandate and the payment plan provided to the Customer by World Challenge, which sets out the amount of each payment and the date on which each payment falls; the balance remaining after all direct debit payments have been made, is due not later than 60 (sixty) days before the departure date and the Customer shall pay this balance by direct debit unless the Customer opts to pay by an alternative method in which case World Challenge will need to be informed at least 10 working days before the due date. 4.3 Where World Challenge agrees to accept payment by instalments payable over the telephone, online using a credit card or debit card or direct bank transfer, the Customer must comply with the following provisions: instalment payments are due on such dates and in such amounts as are specified to the Customer by World Challenge the final balance payment is due no later than 60 (sixty) days before the departure date. 4.4 If the Customer does not pay the balance by a due date World Challenge reserves the right to cancel the Contract and remove the Challenger from the Programme and the cancellation charges in clause 6 will apply. If in such a situation the amount actually paid to World Challenge is less than that which World Challenge is entitled to retain, the Customer shall promptly pay such shortfall to World Challenge. 4.5 Please note that all payments made on a credit card (whether first instalment, part payments or final balances) will be subject to a credit card fee of 2.75%. 4.6 Failure to make any payment due to World Challenge under this Contract by the due date for payment will entitle World Challenge to charge interest on the overdue amount at the rate of 4% per annum above the Bank of England s base rate from time to time. Such interest shall accrue on a daily basis from the due date until actual payment of the overdue amount, whether before or after judgment. The Customer shall pay the interest together with the overdue amount. 4.7 World Challenge may agree to accept payment from a third party, however where World Challenge agrees to this, the Customer shall remain responsible for payment of any monies due to World Challenge under this Contract. 5. FINANCIAL PROTECTION 5.1. The Package Travel, Package Holidays and Package Tours Regulations 1992 require us to provide security for the monies that paid for the package holidays booked from us and for repatriation of the Challenger in the event of our insolvency We will provide the Customer with financial protection for any ATOL protected flight or flight inclusive Programme that the Customer buys from us by way of our Air Travel Organiser s Licence number 2844, administered by the Civil Aviation Authority ( CAA ). When the Customer buys an ATOL protected flight or flight inclusive Programme from us the Customer will receive an ATOL Certificate. This lists what is financially protected, where the Customer can get information on what this means for the Customer and who to contact if things go wrong We, or the suppliers identified on the ATOL Certificate, will provide the Customer with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide the Customer with the services the Customer has bought or a suitable alternative (at no extra cost to the Customer). The Customer agrees to accept that in those circumstances the alternative ATOL holder will perform those obligations and the Customer agrees to pay any money outstanding under the contract to that alternative ATOL holder. However, the Customer also agrees that in some cases it will not be possible to appoint an alternative ATOL holder, in which case the Customer will be entitled to make a claim under the ATOL scheme. 17

18 5.4. If we, or the suppliers identified on the ATOL Certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) the Customer under the ATOL scheme. The Customer agrees that in return for such a payment or benefit the Customer assigns absolutely to those Trustees any claim which the Customer has or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or the Customer s credit card issuer where applicable). The Customer also agrees that any such claims may be re-assigned to another body, if that other body has paid sums the Customer has claimed under the ATOL scheme The price of the Customer s ATOL protected flight or flight inclusive Programme includes the amount of 2.50 per person as part of the ATOL Protection Contribution (APC) we pay to the CAA. This charge is included in our advertised prices. 6. CUSTOMER CANCELLATION 6.1. For the avoidance of doubt, the Customer is unable to make changes to the Programme (including without limitation the Expedition) The Customer may cancel the Programme at any time providing that the cancellation is made by the Customer in writing to World Challenge. Please note that the closer the cancellation is to the departure date, the costs and expenses incurred by World Challenge will be higher. Notice of cancellation will be effective upon receipt by us of written confirmation. For the avoidance of doubt, cancellation by the Customer includes without limitation where the Team is a School party and the Challenger is withdrawn from the Programme by his/her School. As we start to incur costs from the time the contract is confirmed we will apply cancellation charges as shown below. These charges are based on how many days before the departure date we received the cancellation notice. These charges are a percentage of the Price: Period before the departure date when notice of cancellation is received by World Challenge Percentage of Price payable by the Customer More than 20 months 0% 20 months or less but more than 12 months 10% 12 months or less but more than 6 months 35% 6 months or less but more than 4 months 50% 4 months or less but more than 42 days 60% 42 days or less 100% 6.3. If a Challenger withdraws from the Programme as a direct result of one of the following events: the Challenger s accidental bodily injury, illness, compulsory quarantine, summoning to jury service or witness attendance in any court; the death or serious illness of a close relative (parent or sibling) of the Challenger which necessitates the presence of the Challenger in their country of residence; or the death of the Challenger then, provided the Customer provides clear written evidence of such event to World Challenge s satisfaction, then World Challenge shall refund to the Customer any sums paid to World Challenge towards the Price of the Programme less an administration charge as follows: Notification time before departure Administration charge payable by the Customer 6 months or less months or less but more than 6 months 350 More than 12 months In relation to accidental bodily injury or illness we will require a medical withdrawal certificate (which World Challenge will provide) to be completed by the Challenger s medical practitioner or specialist. World Challenge must receive the medical certificate within 3 months of withdrawal in order for a refund to be considered. In order to refund sums paid as stated in 6.3.3, a medical practitioner would have to state that a medical condition prevents travel and that an improvement or recovery cannot be expected before the Expedition departs. The condition must be of a type that is not manageable, which usually excludes conditions like asthma, allergy and skin problems. World Challenge is not able to pay any charges imposed by medical practitioners. A Challenger with new medical condition(s) identified and diagnosed immediately prior to withdrawal and resulting in the Challenger being unable to travel is entitled to a refund as per the table set out in However, we must point out that: Declared pre-existing medical conditions will only be considered if the condition has suddenly and unexpectedly deteriorated to a degree that renders the Challenger unfit to travel, and where such deterioration could not have been reasonably foreseen at the time of application. We reserve the right to review the Challenger s medical history in this instance Declared pre-existing medical conditions will only be considered if full details were supplied to and reviewed by World Challenge Pre-existing medical conditions not declared to World Challenge prior to withdrawal are not considered Conditions preventing travel and diagnosed after the application date will only be considered if information was provided within 30 days of the condition developing In cases where a Challenger is not withdrawn from the programme for medical reasons in the few months leading up to departure, World Challenge reserves the right to withhold assessment of the condition until 60 days prior to departure. 18

19 7. WORLD CHALLENGE CANCELLATIONS/ALTERATIONS 7.1. We plan the arrangements for the Programme (including without limitation the Expedition) many months in advance and may occasionally have to make changes, most of which are minor. Flight timings and carriers shown on our website are for guidance only and subject to change. Operation of all Programmes is dependent on a minimum number of persons applying to participate on the Programme. If that number is not achieved, we reserve the right to merge the Programme with one or more other Programmes. If a Major Change becomes necessary, we will advise the Customer of the change as soon as possible. When a major change occurs, the Customer will have the choice of either: accepting the change; or cancelling the Programme, in which case any refund will be dealt with in accordance with clause We may also have to cancel the Programme. Operation of all Programmes and Expeditions is dependent on a minimum number of persons applying to participate on the Programme. If that number is not achieved and a merge is not possible, we reserve the right to cancel the Programme. However we will not cancel the Programme less than 4 (four) weeks before the scheduled departure date except for reasons of force majeure, or any other reason beyond our control. In the event that we cancel the Programme the Customer shall receive a full refund of monies paid If we are forced to cancel the Programme after the departure of the Expedition we will, wherever possible, make suitable alternative arrangements. If we are unable to make such alternative arrangements, or the Customer rejects these for good reason then we will return the Challenger to the agreed point of departure and refund the Customer for any unused services, if appropriate If the Customer elects to cancel the Contract rather than accept a Major Change, or if the Contract has been cancelled other than by reason of the Customer s fault, then in addition to any entitlement the Customer may have under clause 7.1 World Challenge will pay minimum compensation in accordance with the table below. The figures quoted are by way of guidance only, and may, in appropriate circumstances, be increased or decreased at World Challenge s discretion depending on the particular circumstances surrounding the cancellation of the Programme, and in any event do not limit the Customer s rights to claim a higher amount of compensation. No compensation will be payable if the change or cancellation is due to Force Majeure or where there are insufficient numbers to operate the Programme. Period before Departure Date when we notify the Customer of a major change More than 20 months Compensation payable by World Challenge to the Customer 20 months or less but more than 12 months months or less but more than 6 months months or less but more than 4 months months or less but more than 42 days days or less This standard compensation payment will not affect the Customer s or the Challenger s statutory or other legal rights. We will only make one compensation payment for each full-fare-paying Challenger named in the Contract We shall not be liable to the Customer or the Challenger for the cost of arrangements including but not limited to travel arrangements to the Challenger s point of departure, connecting travel that is non-refundable or non-changeable, visas or vaccinations if any changes are made to the Programme (as per clause 3.21 and 3.22) Under European law (European Community Regulation (EC) No. 261/2004), the Customer has rights in some circumstances to refunds and/or compensation from the airline in cases of denied boarding of the Challenger, cancellation of and delays to flights. Full details of these rights are publicised at EU airports and are also available from affected airlines. However, the Customer should note that reimbursement of the cost of a flight that forms part of the Programme is the responsibility of the carrier airline and will not automatically entitle the Customer or the Challenger to reimbursement of the cost of the Programme from us. The right to a refund and/or compensation from us is set out in this clause 7. If any payments to the Customer or the Challenger are due from us, any payment made to the Customer or the Challenger by the airline will be deducted. If the airline does not comply with these rules the Customer should complain to the Air Transport Users' Council on VISA, PASSPORT, TRAVEL DOCUMENTATION 8.1. It is a condition of the Contract that the Customer provides us with certain information. This is known as Advanced Passenger Information, sometimes known as APIS. For the United Kingdom, it may be referred to as E-Borders. The information the Customer must provide will include, but not be limited to, full name as shown in the passport, gender, date of birth, passport number, country of issue and expiry date. The Customer must provide this information to World Challenge at least 10 months before departure Whilst we are able to provide basic advice regarding passports and visa requirements, the Customer and Challenger must check with the appropriate embassy, consulate or National Foreign Office for the exact requirements for the chosen Programme and date of travel. It is the Customer s responsibility to ensure that the Challenger has the correct passport, visas and other necessary documents to enable the Challenger to participate in the Programme and gain access to any country/region included in the travel arrangements purchased from us. If the Customer fails to do so, we will have no liability to the Customer or the Challenger for any cost, loss or damage which the Customer or the Challenger suffers, nor will we refund the Customer or the Challenger the cost of any unused portion of the travel arrangements. In some cases, countries will refuse entry to persons who have criminal records. Should this be of concern to the Customer or the Challenger, the Customer should check with the embassy or consulate of the countries to which the Challenger is travelling. The Customer is entirely responsible for ensuring that the Challenger has the correct and valid documentation for travel. We cannot accept responsibility for any failure to comply resulting in any costs or fines being incurred and we advise the Customer to check with the passport office or the consulate in question if there are any queries. If the Challenger is travelling overland to certain destinations, they may need to pass through controls of Nil 19

20 other countries en-route so this should be allowed for with any passport/visa applications. The Challenger must comply with all local legislation and regulations of the country or place in which the Expedition takes place. The Customer shall pay World Challenge for any loss or expense that World Challenge may incur as a result of a breach of this clause Except as disclosed in writing to World Challenge, the Customer is not aware of any reason why the Challenger may have difficulty entering any of the countries covered by the Expedition Please note that for some expeditions we need to request special permits, and as such we require the Challenger s passport details to be provided on application, and in order that we can accept the application. Furthermore, if the Challenger renews their passport after the application has been submitted, the Customer must ensure that the Challenger takes their old passport with them to maintain the validity of the permit When assessing whether a Programme will operate we use information from our local offices in conjunction with advice from the British Foreign Office and other relevant government bodies. It is the Customers responsibility to be acquainted with the travel advice provided by these government bodies The Customer consents to (i) the Challenger s participation in the Programme and Expedition, and (ii) emergency medical treatment of the Challenger in the event that the Customer cannot be contacted in an emergency. The Customer shall ensure that World Challenge is provided with up to date emergency contact information and next-of-kin details for the Challenger Some airline carriers and other transport providers treat name changes (including where the Customer does not provide the correct name in the first instance), as a cancellation. Accordingly the Customer may have to pay for the cancelled ticket and be required to pay for the full cost of a new ticket. 9. HEALTH, FITNESS & PARTICIPATION REQUIREMENTS 9.1. The Customer must be satisfied when consenting to the Challenger s application that the Challenger is fit and able to complete the itinerary of the Programme. To be considered fit and able to complete the itinerary of the Programme, the Challenger must, 3 (three) months before the departure date, reach the age appropriate target level of a World Challenge Fitness Test (a multi-stage fitness test commonly known as the bleep test or the Cooper 12 minute run see tables below. The School will decide which one to facilitate) and have a Body Mass Index ( BMI ) of 18 to 30 (inclusive), and must maintain these levels of fitness (in relation to the multi-stage fitness test and BMI) up to the departure date and throughout the Expedition. If the Challenger does not satisfy these requirements, it will affect the Challenger s suitability to take part in the Programme, and World Challenge reserves the right to terminate the contract and withdraw the Challenger from the Programme. In such circumstances the Price payable by the Customer shall be calculated in accordance with the table set out in clause 6 by reference to the date on which the Challenger is withdrawn from the Programme by World Challenge. Bleep Test Cooper 12 minute run Age Female Male Target Pass Target Pass > Age Female Male Target Distance Target Distance m 2299m m 2399m m 2599m m 2299m m 1999m m 1799m > m 1699m 9.2. In the event that the Challenger suffers or has suffered from mobility impairment, pre-existing or existing illness, disability or other medical condition, or is undergoing treatment for any physical, psychological or medical conditions, the Customer must declare the true nature and full particulars of such condition(s) at the time of applying and make arrangements for the provision of any medication or other treatment which may be required during the Programme The Customer confirms that the application has been completed fully and accurately (in particular giving full details with regards to the Challenger s mobility impairment, pre-existing or existing illness, disability or other medical condition or undergoing of treatment for any physical, psychological or medical conditions) and will inform World Challenge in writing immediately if any relevant circumstances change and at the most within 30 days of knowing about any relevant change. Please note that medical declarations may be dealt with by our insurers who reserve the right to review the information available at the time of declaration and cancel the Expedition for the Challenger Failure to make such disclosure (including without limitation if it is later discovered that a pre-existing condition was not declared within the specified time) or providing incorrect information at any time where the correct information would affect the Challenger s suitability to take part in the Programme, will constitute a breach of these Conditions and World Challenge reserves the right to terminate the Contract and withdraw the Challenger from the Programme. In such circumstances the Price payable by the Customer shall be calculated in accordance with the table set out in clause 6 by reference to the date on which the Challenger is withdrawn from the Programme by World Challenge In order to assess the Challenger s suitability for the Programme or in processing any medical withdrawal or insurance claim, World Challenge may require information from the Challenger s medical practitioner. This may include medical history where required Where there is a charge for the provision of information from a Challenger s medical practitioner this will be at the Customer s expense We are able to advise on mandatory health requirements; however, we are not medical experts. It is the Customer s responsibility to obtain proper and detailed medical advice prior to application and again prior to travel for the latest health requirements, recommendations for the Expedition destination and any costs. Where the Customer does not do so and the Challenger is not allowed to enter any country, or suffers personal injury or death as a result, we have no liability to the Customer or the Challenger for any cost, loss or damage which the Customer or the Challenger suffers nor will we pay a refund for the cost of any unused portion of the Programme. In the event that the Challenger has any 20