Booking Conditions

The following Booking Conditions, together with the general information contained on our website and provided in advance of booking, form the basis of your contract, rights, obligations and responsibilities of all parties.

 

1. Company information:  “The Bioasis”, “IAA”, “we”, “us” and “our” means The Immersive Adventure Agency Ltd, trading as The Bioasis; Registered in England No. 12730721; VAT Registration No. 353563885; Registered address: 21 Heavitree Road, Exeter, EX1 2LD. Please read these Booking Conditions carefully as they set out the respective rights and obligations of all parties.

 

2. The Agreement

2.1.This agreement (the “Agreement”) is entered into between The Bioasis and the School (also referred to as “You” or “Your” or “the client”), and is governed by the following terms and conditions. This Agreement constitutes the sole agreement between the parties, and no third party shall have any rights to enforce any term of it.

 

2.2. The school will designate a point of contact for the Bioasis team to receive and send all relevant information to. This will typically be the lead teacher accompanying the students on the trip. For the purposes of these terms and conditions, this individual will be referred to as the "lead teacher."

 

3. This Agreement is established when:

3.1 A completed booking form is submitted along with the required payment or deposit.

• Funds have been successfully processed into our account.

• We confirm acceptance of the booking in writing.

• We reserve the right to decline any booking without providing justification. Payments received for unaccepted bookings will be refunded.

3.2 Upon entering into this agreement, the School assumes the responsibilities of:

• Providing information to us in advance of the trip that accurately reflects the school’s requirements and the individual needs of the students attending The Bioasis.

• Ensuring payments are made on time.

• Managing the behavior of all students and supplementary school staff (acting in loco parentis) who are attending The Bioasis, ensuring adherence to the Code of Conduct and compliance with The Bioasis rules outlined in this agreement.

 

4. Communication: 

The lead teacher is responsible for ensuring clear communication with the School’s Senior Leadership Team, students and their parents, ensuring they fully understand and adhere to the following key points:

4.1 Acknowledgment of Risk:
All parties confirm that they understand there are the risks inherent with adventure (both generally and in respect of the particular activities arranged) and, whilst those risks will be addressed through stringent risk assessment and other relevant procedures, they can never be fully eliminated and that the enjoyment and excitement of adventure is derived, in part, from the inherent dangers and risks associated with it. Risk assessments are available to be viewed if required. By entering into this Contract, the school confirms that all parties understand the risks involved, have been given sufficient information in order to make an informed decision about the trip and subsequently undertake the trip voluntarily and at their own risk.

4.2 Health Declarations:
Parents must confirm that their child is in good physical and mental health and does not have any conditions that may make them unsuitable for the trip. They must disclose any past or current medical conditions or injuries that could impact their child's ability to participate safely. This information must be provided to the lead teacher and subsequently submitted to The Bioasis using the designated form. Failure to provide accurate medical information may prevent us from offering appropriate assistance in a timely manner, invalidate insurance claims, and/or result in the participant being deemed ineligible for the trip.

4.3 Disclosure of Changes:
Parents must inform The Bioasis, through the Lead Teacher, of any changes to the information provided during the application process or at any point thereafter, as soon as reasonably possible.

4.4 Understanding and Compliance:

The Lead Teacher must ensure that all these requirements are clearly communicated to their Senior Leadership Team, students and their parents, ensuring their understanding and compliance.

 

5. Price and Payments

5.1 Initial Deposit Fee: The deposit fee secures the selected dates for school. This fee is non-refundable, even if the school cancels the trip or if the trip cannot proceed for any reason, including unavoidable and extraordinary circumstances. After discussing your requirements with The Bioasis and confirming availability, your trip dates will be secured once you’ve completed the booking form and paid the initial deposit. Please note that if the 1st 25% payment is not made within 12 weeks of the initial deposit, we may release your dates to accommodate other clients.

5.2 Payment Schedule

• ​Deposit: £300 - due 4 weeks after proposal to secure dates.

• 1st Payment: 25% of full trip cost, due 12 weeks after the initial deposit is paid.

• 2nd Payment: 25% of full trip cost, due 6 months before the trip start date.

• Final Balance: The rest of the trip cost (final numbers required before this point), due 2 months before the trip start date.

We understand that bookings are made throughout the year and may not always align with the standard payment schedule detailed above. In such cases, The Bioasis will work with you to outline an alternative schedule to avoid overlaps. However, please note that all trips must be fully paid at least two months before the start date.

5.3 Complimentary School Staff Places:

Staff places are provided free of charge at a ratio of 1 staff member per 10 paying students, unless otherwise agreed in writing. For any additional teachers or staff members exceeding this ratio, a discounted fee will be applied.

5.4 Late Payments:

Overdue Invoices -If payment deadlines are missed without prior communication, The Bioasis reserves the right to cancel the trip. In such cases, the cancellation policy will be enforced. Unpaid Balances by the Travel Date - Trips with outstanding balances by the scheduled travel date may be cancelled, with all payments made thus far retained. The cancellation policy will apply to such instances.

5.5 Price Revision and finalisation of group size

The number of participants for the school will be finalised upon receipt of the first 25% payment. While The Bioasis acknowledges that student numbers may vary and can be challenging to predict accurately, we expect that by the time of the initial 25% payment, you will have a general estimate of the expected numbers. This estimate will serve as the baseline for calculating the 25% payment and subsequent payments as outlined in the school’s payment schedule. We will make every effort to accommodate reasonable fluctuations in numbers after this point.

5.6 Minimum Numbers

When booking with The Bioasis, you will agree on a total student number as well as a minimum student number. The quoted price will be based on these agreed-upon numbers. The minimum student number will be set at 90% of the total booking or another lower minimum mutually agreed upon between you and The Bioasis. If there is a significant change in student numbers, defined as a change exceeding 10% of the originally booked total (i.e the total agreed when paying the 1st 25%), The Bioasis reserves the right to charge an additional fee or adjust the quoted price to reflect the updated numbers.

 

6. Date Changes

If you need to change your booking dates and we have availability, we reserve the right to charge a transfer fee of £250. If you choose to shorten the duration of your trip, we may need to cancel the original booking and follow the below cancellation policy and provide a revised quote based on the new trip length.

 

7. Cancellation

The following terms apply to cancellations. They are based on the time between the confirmed receipt of your cancellation notice and your departure date for the trip:

• 30 days or less: 100% of the trip price is non-refundable.

• 31 to 60 days: 85% of the trip price is non-refundable.

• 61 to 180 days: 50% of the trip price is non-refundable.

• : All deposits are 100% non-refundable, regardless of the cancellation date.

These cancellation terms apply to ensure fairness and to cover pre-booked commitments and outgoings undertaken by The Bioasis on behalf of the client with respect to organising the trip.

 

8. Changes to the Trip

The Bioasis strives to provide accurate information at all times, but changes may be necessary. The Bioasis reserves the right to modify any aspect of the trip. Due to the adventurous nature of the trip and the extended time between booking and the departure date, the availability of certain activities may change. The client understands that such changes are a normal part of the experience and will not be considered a Significant Change. Most alterations are expected to be minor in nature. If a significant change occurs, The Bioasis will inform the school in writing as soon as reasonably possible. In such cases, the school will have the following options:

• Accept the change;

• Transfer to an alternative date (either later in the same year or the following year);

• Cancel the trip, in which case a refund will be provided for all payments made, excluding the initial deposit.

 

9. Equipment and Accommodation

9.1 The Bioasis supplies equipment for its program within the mission activities and accommodation, including toilets and showers. Participants are expected to take good care of all Bioasis property. If any items are intentionally damaged, the client may be responsible for the cost of repair or replacement.

9.2 We will provide a recommended equipment list for each trip. It is the lead teacher’s responsibility to share this list with parents or guardians so they can acquire and bring the necessary items.

 

10. Participant Health, Safety and Conduct

10.1 Participants with any medical condition or disability that could impact their involvement in the trip must notify The Bioasis. This enables us to assess the suitability of the trip and ensure proper arrangements are made. If The Bioasis determines that we cannot reasonably accommodate the participant’s needs, we reserve the right to decline them joining the trip or, if the condition develops or is disclosed after booking, cancel the reservation upon becoming aware. To assess potential risks associated with medical conditions, The Bioasis may consult with their medical advisor.

10.2 The Bioasis Missions are naturally both physically and mentally challenging due to their activities and environment. It is the school’s responsibility to ensure that all participants are in good health and fit to take part.

10.3 In the event of a medical incident happening during the trip, a member of The Bioasis Team will accompany the participant along with a member of the school teaching staff as far as is reasonably practicable, while the rest of the group continues with the trip program.

10.4 Students and School staff are expected to fulfill their duty of care by complying with UK law, school policies, the Bioasis code of conduct, and reasonable standards of behaviour. School Staff must uphold order and discipline, ensuring that students adhere to all safety instructions throughout the trip. All parties should avoid any actions that could cause offense, harm, or disruption to the group’s experience.

10.5 Students and School Staff are required to respect the authority and decisions of The Bioasis leadership team and The Bioasis’ suppliers. If behaviour is deemed unacceptable by the leadership team, suppliers, or any relevant authorities (such as landowners or police), The Bioasis reserves the right to remove the Student/School Staff Member from the trip. In such cases, the Student/School Staff Member will be responsible for all associated costs, including their journey home.

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11. Equal Opportunity and Inclusivity

The Bioasis is committed to fostering an inclusive environment that provides equal opportunities to all participants. We do not discriminate on the basis of disability, age, ethnic or national origin, gender, race, religion, sexual orientation, family or parental status. We aim to go beyond the minimum required to fulfil our legal responsibilities. For our full Equity, Diversity and Inclusion Policy, please see this link: https://www.thebioasis.com/equity-diversity-inclusion.

 

12. The Bioasis Liability

12.1 The Bioasis and its suppliers are dedicated to exercising reasonable skill and care in arranging the services and facilities included in the trip. If a participant wishes to make a claim, they must demonstrate that reasonable skill and care were not provided.

12.2 The Bioasis Missions take place in outdoor and often challenging environments, which by their nature are not entirely free from risk. The Bioasis takes all reasonable steps to minimise these risks and provides guidance to participants – both in pre-trip paperwork and through on-site briefings - on how to safely manage any remaining hazards. Participants acknowledge that accidents may occur without fault on the part of The Bioasis. By taking part, the school, participants and their parents/guardians accept that all activities are undertaking at their own risk.

12.3 The Bioasis accepts liability for physical injuries only if proven to result from negligence on its part. Participants acknowledge that The Bioasis is not responsible for other losses, damages, or expenses, including but not limited to loss of money, damage to personal belongings, costs related to booking cancellations, delays, or harm not caused by The Bioasis’ negligence.

12.4 The Bioasis is not liable for any failure in the trip or for injury or damage arising from actions taken by the school leader, other group members, or third parties unconnected with the trip, provided such occurrences were unforeseeable or unavoidable. Additionally, The Bioasis cannot accept liability for unusual or unforeseeable circumstances beyond its control or for events that could not have been prevented even with due care.

12.5 The Bioasis’ liability is limited to specific circumstances. For claims not involving death, injury, or illness, liability is capped at twice the trip price paid. Compensation for damaged property is limited to a maximum of £500, unless otherwise stated. Indirect or consequential losses, including lost profits and transportation costs to and from The Bioasis, are not covered under liability.

12.6 Timings within the trip program are estimates and may be influenced by operational challenges, scheduling changes, tide times, weather conditions, or delays caused by participants.

 

13. Consent Form

To ensure a smooth and safe experience, it is the responsibility of the School to secure parental consent for students joining the trip or our activities. This consent should be based on the information we provide during the pre-booking phase and subsequent lead up to the trip. The consent should cover the following points:

13.1 Acknowledgment of Risk: Parents or guardians must acknowledge and accept the inherent risks associated with the activities described in the information provided to the School by The Bioasis.
13.2 First Aid and Emergency Medical Treatment: Parents/guardians are required to provide consent via the School for either the School staff or The Bioasis trained personnel to administer first aid to the student as needed. In the event of an emergency where parents or guardians cannot be reached, consent is also required for the participant to receive necessary medical treatment. This may include procedures such as, but not limited to, the administration of medication, anaesthesia or a blood transfusion, as determined by medical professionals.

13.3 Acceptance of Costs and Payment Terms: Parents or guardians must agree to the trip’s cost and associated payment terms.

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14. Mission Code of Conduct
14.1 By booking a Bioasis Mission, All participants agree to uphold the following principles:

• Care for Self and Others: I will take reasonable care of my own safety and wellbeing, as well as that of others.

• Compliance with Instructions: I will follow the guidance and instructions provided by the leadership team and promptly raise any concerns regarding the safety, health, or wellbeing of myself or others.

• Prohibited Behaviors: I will not smoke, consume alcohol, use unprescribed substances, engage in sexual relations, or partake in any illegal activities while participating in a Bioasis Mission or during travel to and from the mission.

• Respect for Others: I will respect the need for peace and quiet, particularly during designated rest times, and will act in alignment with any client based organisational code of conduct (e.g. school rules) local customs and cultural expectations.

• Environmental Responsibility: I will show respect for the natural environment and strive to minimise any negative impact.

• Respect for Property: I will care for any property or equipment provided to me and respect the belongings of others.

• Safety Commitment: I will not act in a way that compromises the safety of any student, staff member, or individual involved in the mission.

14.2 Participants  acknowledge that failure to adhere to the Code of Conduct outlined in 14.1 may result in being sent home on the next available transport at their own expense. In such cases, no refund will be provided for unused services.

 

15. Complaints and Disputes

15.1 In the rare event that a participant has a concern or complaint about a Bioasis Mission, it is essential to raise the issue promptly with a member of the Leadership Team or a Director of The Bioasis during the trip. This allows for corrective action to be taken immediately, if necessary. It is acknowledged that raising concerns during the trip, rather than afterward, provides the best opportunity for resolution.

15.2 If the issue remains unresolved, participants should submit a formal complaint in writing within 28 days of the trip’s conclusion. The complaint must include the participant's full name, departure date, and contact information (daytime and evening phone numbers). Complaints submitted after this 28-day period may not be eligible for consideration, and The Bioasis may not be liable for claims raised beyond this timeframe, as permitted by law.

15.3 Should disputes arise between a participant and a member of the Leadership Team, The Bioasis will act as the final arbiter, typically consulting with the school and/or participant to reach a decision. This decision will be considered final.

 

16. Data Protection

16.1 The Bioasis is committed to ensuring the security and confidentiality of participant information. When a participant makes a booking, they consent (or, if booking on behalf of a participant under 18, confirm the participant’s consent) to the sharing of their provided information with The Bioasis’ suppliers, regardless of their location. Additionally, the participant agrees to The Bioasis processing their personal data for administrative, legal, and management purposes, including sensitive data as defined by the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This includes, but is not limited to:

• Information related to the participant's physical and mental health to assess their suitability for the trip.

• Details regarding the participant's dietary requirements and swimming ability.

16.2 The Bioasis may share this information with third parties involved in organising and delivering the trip (including the school and leadership team), service providers, regulatory bodies, and other authorities, as required by law or for the purpose of processing and fulfilling the booking.

16.3 For details on how we handle and protect personal data, please refer to our Privacy Policy available on our website:  https://www.thebioasis.com/privacy/  

 

17. Promotional Materials

By accepting these terms and conditions, the Participant grants permission (unless The Bioasis is notified otherwise in writing) for The Bioasis staff to take photographs and/or video footage of the Participant during the programme. These images, or any images provided by members of the group, may be used by The Bioasis for purposes including, but not limited to, publicity (such as in brochures, on websites, in marketing materials, or in the media) and for training purposes.

 

18. Severability

If any part of these terms and conditions is deemed unfair or unenforceable by a court or other competent authority, the validity of the remaining terms and conditions., as well as the rest of the affected term, will not be impacted and will remain valid and enforceable to the fullest extent allowed by law.

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19. Updates

The Bioasis reserves the right to amend or update these  terms and conditions at any time. Any changes will be communicated to school lead and will take effect from the date specified. It is the responsibility of the school to review the terms regularly to stay informed of any updates.

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