ES Camps operates international camp programmes through ES Enterprise Solutions DMCC and/or the relevant ES Camps operating entity identified on the invoice and Confirmation Letter. These concise terms apply to Agent and Group Organiser bookings and summarise the principal commercial and operational conditions. They should be read together with the Full ES Camps Agent / Group Terms & Conditions, Confirmation Letter, applicable Destination Addendum, ETO Agent Agreement where applicable, and ES Camps policies. If there is any inconsistency, the document priority in the Full Terms applies. Direct consumer bookings may be subject to separate consumer terms and mandatory local rights.
ES Camps aims to acknowledge booking requests within 24 hours, Monday to Friday. A booking is confirmed only when ES Camps has issued the Confirmation Letter, received any required signed agreement and received the payment required to secure the booking.
ES Camps may refuse, suspend or cancel a booking where reasonably necessary for capacity, operational, academic, payment, health, welfare, safeguarding, conduct, immigration, sanctions, compliance or legal reasons, or where required information is incomplete or inaccurate.
A 20% non-refundable deposit is required to secure the booking by the deadline stated on the invoice or Confirmation Letter.
Unless a different schedule is confirmed in writing: a further 20% is due no later than 80 calendar days before the Start Date; 30% is due no later than 60 calendar days before the Start Date; and the final 30% balance is due no later than 40 calendar days before the Start Date.
All funds must be cleared by the applicable deadline. Late or incomplete payment may result in release of allocations, withholding of documents or services, deferral or cancellation. The payer is responsible for applicable bank, intermediary and currency charges. ES Camps may carry out sanctions, anti-money-laundering and source-of-funds checks where required.
All changes must be requested in writing and are subject to availability and written confirmation. Repricing, administration charges and third-party supplier costs may apply. Reductions in numbers are treated as partial cancellations.
The Agent is responsible for accurate Student and Group Leader names and identity information. Name changes or substitutions may be refused or charged where visas, accommodation lists, tickets, manifests, insurance, safeguarding records or supplier deadlines have already been finalised.
Cancellation means cancellation of the entire booking, or a reduction in the number of Participants booked, before the Start Date. All cancellations must be submitted in writing to the relevant ES Camps contact.
The refundable amount is calculated after deducting the 20% booking deposit and all other Non-Refundable Amounts, including applicable registration or administration charges, banking or payment charges, visa-document charges, insurance, agent commission and third-party costs that have already been committed, paid or become contractually due.
Where a refund is due, it will be processed within 90 calendar days after ES Camps receives all required evidence, bank details and verification information. Refunds are made to the original payer.
ES Camps does not provide legal, visa or immigration advice. The Agent and each Participant are responsible for obtaining and maintaining the passports, visas, travel authorisations, study permissions and other documents required for the destination.
ES Camps may request and verify immigration evidence and may disclose relevant information where required by law or a competent authority. A visa refusal does not automatically create a right to a refund. Any visa-refusal consideration is subject to any applicable Destination Addendum, official evidence and the cancellation and refund provisions.
Withdrawal or voluntary early departure after the Programme has started is non-refundable. Programmes are not transferable or exchangeable unless ES Camps expressly agrees otherwise in writing.
A pre-start deferral may be considered where written notice is received at least 30 calendar days before the Start Date, subject to availability, repricing and supplier costs. Fixed-date camp Programmes do not provide a general right to pause the Programme after it has started.
No refund or compensation is provided for services missed because of lateness, absence, illness, personal choice, disciplinary action or failure to follow instructions.
Students must attend and be punctual for all required Programme elements, including classes, activities, excursions, meetings, registers, head counts and curfew checks.
Repeated unjustified absence or lateness is normally managed through a three-stage / three-strike attendance process: first warning and notification; second and final written warning with monitoring or restrictions; and a third incident or continued non-compliance which may result in removal from the Programme. Missing, uncontactable or at-risk Students may be escalated immediately under safeguarding procedures.
For Students under 18, the Parental Consent Form and all emergency, medical, travel and contact information must be completed accurately and kept up to date. Inaccurate or incomplete information may prevent participation or result in additional costs.
The standard under-18 curfew is 22:30 to 07:00 unless a different time is stated in any Destination Addendum, Centre Rules, written centre instructions or confirmed itinerary. Under-18 Students must remain contactable and follow authorised free-time and sign-in/sign-out arrangements.
An under-18 Student may not stay overnight away from approved accommodation, change rooms or receive an overnight visitor without prior written parental or legal-guardian consent and prior written approval from ES Camps.
Group Leaders must attend required inductions and briefings, remain contactable throughout the Programme including overnight, support attendance and punctuality, enforce the Student Code of Conduct and Centre Rules, supervise authorised free time as instructed, complete head counts, know Students’ whereabouts, support residence and curfew rules, and cooperate with medical, emergency, safeguarding and missing-student procedures.
Group Leaders must follow ES Camps and venue instructions, maintain professional boundaries, remain fit to supervise Students and must not make arrangements that conflict with parental consent, safeguarding decisions, Centre Rules or the confirmed Programme. For groups containing under-18 Students, a designated Lead Group Leader must ordinarily be aged 21 or over and required identity, safeguarding, police or good-conduct checks must be completed where applicable.
Where a Group Leader does not meet these responsibilities, ES Camps may issue a first warning, a written final warning and corrective requirements, and ultimately remove the Group Leader from their role, the centre, accommodation or Programme. Serious safeguarding, safety, intoxication, abandonment of duties, threatening behaviour or repeated non-compliance may result in immediate removal without progressing through each stage.
If ES Camps requires a Group Leader to be removed or replaced, the Agent must provide a suitable replacement approved by ES Camps within the required timeframe and at the Agent’s expense. Pending replacement, ES Camps may restrict, alter or suspend activities, free time or other Programme elements where necessary to maintain supervision and safeguarding arrangements. ES Camps may arrange temporary cover where available and charge the Agent, but is not obliged to do so, and no refund is due for services affected by the Agent’s failure to provide a suitable Group Leader.
ES Camps operates a central Safeguarding Team coordinated from London together with local safeguarding arrangements at each centre. Safeguarding decisions are made in the best interests of the Student and in accordance with applicable law and policy.
The Designated Safeguarding Lead or authorised deputy may take immediate protective action and, where necessary, override existing permissions, Group Leader instructions or Programme arrangements. ES Camps may contact parents or guardians, emergency contacts, accommodation providers, medical teams, authorities or emergency services where necessary.
articipants must comply with the ES Camps Student Code of Conduct, Centre Rules, accommodation-provider rules, staff instructions and local law. For ordinary or repeated misconduct ES Camps normally uses a clear three-stage / three-strike process. Strikes may relate to different rules and do not automatically reset during the Programme.
Stage 1 is a first verbal or recorded warning, with the Group Leader informed and the parent or guardian normally notified for an under-18 Student. Stage 2 is a second and final written warning, with the Group Leader, Agent and parent or guardian normally notified and possible restrictions or additional supervision. Stage 3 is a third violation or continued non-compliance and may result in removal from activities, suspension, expulsion and/or the Student being sent home.
The three-stage process is not a guarantee of three warnings. Serious conduct may result in immediate suspension or expulsion, including violence or physical harm, theft, illegal substances, serious bullying or harassment, sexual misconduct, weapons, leaving site without permission where this creates risk, vandalism, tampering with fire or safety equipment, or behaviour that places the Participant or another person at serious risk.
No refund is due following suspension, removal or expulsion. The Agent, parent or guardian is responsible for collection, relocation, escort, travel and repatriation costs and any loss of accommodation or other services.
Accommodation may be provided directly, through another ES entity or through an independent provider. Participants must comply with the relevant accommodation rules, including rules on curfew, visitors, noise, alcohol, smoking or vaping, fire safety, security, keys and prohibited items.
No refund is due for voluntary early departure, withdrawal, expulsion or unused accommodation. ES Camps is not normally obliged to rehouse a Participant who is evicted for breach of rules.
Damage, loss, replacement, exceptional cleaning, lost keys, lockouts and supplier fines may be charged to the responsible Participant, Agent or group. In shared areas, responsibility may be allocated across the relevant room or group where an individual responsible party cannot reasonably be identified.
Academic arrangements vary by destination. Approved mid-week arrivals may join the next suitable teaching day or scheduled start. Assessments and completion certificates are provided where stated in the confirmed Programme.
Books and study materials are included only where stated in the Confirmation Letter. Classes or academic services are not normally delivered on local public holidays unless the Programme schedule states otherwise, and no refund or replacement lesson is due for such closures.
The Agent must provide complete and accurate arrival and departure information by the stated deadline, or at least 14 calendar days before arrival where no other deadline is given. Multiple flights, changed details, delays, waiting time, out-of-hours transfers or special assistance may incur additional charges.
Where travel information is late, incomplete or incorrect, ES Camps may be unable to provide the confirmed transfer and is not responsible for resulting delays, missed travel or associated costs.
Physical and mental health conditions, disabilities, additional needs, medication, allergies, dietary requirements and support arrangements must be disclosed by the requested deadline, or at least 30 calendar days before arrival where no other deadline is given. Changes must be reported immediately.
In an emergency, ES Camps may arrange appropriate medical, dental, psychological or hospital care and act in the Participant’s best interests. Urgent treatment will not be delayed while parental or guardian consent is being sought.
Participants must have adequate insurance unless the Confirmation Letter expressly states that insurance is included. Cover should include medical treatment, accidents, Programme activities, travel disruption, cancellation or curtailment, personal property, personal liability, emergency assistance, escort and repatriation.
Operational or safeguarding images and records may be created where lawful. Identifiable use for marketing is governed by the ES Camps Marketing Consent process. ES Camps will take reasonable steps to respect recorded consent choices.
ES Camps may make reasonable changes to teaching arrangements, activities, transport, meals, accommodation, venues, routes and staffing for safety, operational, supplier, weather or venue reasons and will seek a reasonable alternative where practicable.
A Force Majeure event is an event beyond the reasonable control of the affected party that prevents, delays, materially disrupts or makes unsafe or impracticable either the delivery of the Programme or a Participant’s ability to lawfully and reasonably travel to and attend the Programme. Examples include natural disasters, wildfire or unsafe air quality, extreme weather, fire, public-health measures, terrorism, conflict or civil unrest, sanctions, travel restrictions, border or airspace closure, government action, industrial disputes, cyber or utility failure, transport disruption, flight cancellation, evacuation orders, venue or accommodation closure and unavoidable supplier or carrier failure arising from external events.
During Force Majeure, safety and lawful operation take priority. ES Camps may act without prior consent where necessary and may suspend, postpone, relocate, consolidate, amend, shorten, substitute or cancel affected Programme elements; change accommodation, transport, venue, timetable, activities, suppliers or routes; or make other reasonable continuity or emergency arrangements. A reasonable substitute does not by itself amount to cancellation.
Where a Force Majeure event occurring in, or materially affecting, a Participant’s country of departure, transit route or intended journey prevents that Participant from lawfully or reasonably travelling to the Programme, ES Camps will consider the circumstances and any reasonable alternative arrangements available. This may include revised travel arrangements, transfer to another Programme or date, credit or, where appropriate, a refund of the recoverable unused amount. The Participant, Agent or parent/guardian may be required to provide reasonable official evidence that the event directly prevented travel.
This protection does not apply merely because a Participant chooses not to travel, is concerned about travelling, experiences personal or financial circumstances, fails to obtain required travel documents, or receives an individual visa refusal. An individual flight cancellation will not normally constitute Force Majeure where reasonable alternative travel arrangements remain available. Where only some Participants within a group are affected, the booking for unaffected Participants will continue unless otherwise agreed in writing.
Force Majeure does not automatically create a right to a cash refund. ES Camps may first offer a substitute service, revised itinerary, relocation, rescheduling or credit. Any refund, credit or adjustment is limited to the unused affected amount actually received after deducting services already delivered, Non-Refundable Amounts and third-party costs that are non-refundable, irrecoverable or contractually committed, subject always to mandatory law.
Accommodation dates are not automatically extended or refunded because another Programme element is disrupted. Additional travel, accommodation, collection, relocation, escort, subsistence or repatriation costs caused by Force Majeure remain the responsibility of the Agent, Participant, parent or guardian unless ES Camps agrees otherwise or applicable law requires otherwise. Participants, Group Leaders and Agents must remain contactable, follow official and ES Camps instructions, take reasonable steps to reduce avoidable loss and cooperate with alternative arrangements.
Personal data is processed in accordance with the ES Camps Privacy Policy, applicable destination privacy notices and the data-protection law relevant to the Contracting Entity and Programme location. Health, safeguarding and emergency information may be shared where necessary to deliver the Programme, protect Participants or comply with legal and regulatory duties.
Concerns should be raised as soon as possible so that they can be investigated and, where possible, resolved while the Programme is still operating.
The usual escalation process is:
Safeguarding, welfare or urgent safety concerns may be raised directly with any member of ES Camps staff or the ES Camps Safeguarding Team at any stage and do not need to follow the usual escalation process.
Formal complaints should normally be submitted during the Programme or within 14 calendar days after it ends. ES Camps aims to acknowledge a formal complaint within 3 Working Days and provide a substantive response within 10 Working Days. Complex investigations may take longer, in which case an update and revised timeframe will be provided where practicable.
Safeguarding, abuse, serious welfare or immediate safety concerns may bypass the normal complaints route and be reported directly to safeguarding staff, the Designated Safeguarding Lead, emergency services or another competent authority.
The governing law and courts are those stated in the Confirmation Letter, signed agreement or Destination Addendum. If none is stated, the law and courts of the Contracting Entity’s jurisdiction of registration apply, subject to mandatory local law.
These concise terms should be read with the Full ES Camps Agent / Group Terms & Conditions, Confirmation Letter, Destination Addendum, ETO Agent Agreement where applicable, Student Code of Conduct, Parental Consent Form, Group Leader Guide / Induction / Agreement, Safeguarding and Child Protection Policy, Privacy Policy and centre-specific rules issued for the Programme.