booking conditions

UK Programmes

Version: 10-2026

These Booking Conditions form the basis of the contract between Bolder Travel Ltd (“Bolder”, “we”, “us”) and the School or organised group identified in the Booking Confirmation.

They apply to UK-based adventure programmes and should be read together with the relevant proposal, Booking Confirmation and payment schedule.

1. Definitions

In these Booking Conditions:

“School” means the contracting educational institution or organisation identified in the Booking Confirmation.

“Participant” means any student, teacher, staff member or other person included within the School’s booking.

“Programme” means the package of accommodation, activities, transport and/or other travel services confirmed in the Booking Confirmation.

“Booking Confirmation” means the written confirmation issued by Bolder setting out the agreed Programme details, price, minimum numbers and payment schedule.

“Initial Deposit” means the first payment specified in the Booking Confirmation.

“Final Balance” means the remaining Programme price due by the date specified in the Booking Confirmation.

“Supplier Commitments” means non-refundable or partly refundable accommodation deposits, activity-provider charges, transport bookings, equipment, staffing or other third-party costs committed by Bolder to deliver the Programme.

“Unavoidable and Extraordinary Circumstances” means circumstances beyond Bolder’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken, in accordance with applicable package travel legislation.

 

2. Contracting Parties

The contract is between Bolder and the School.

Participants are beneficiaries of the School’s booking but are not separate contracting parties with Bolder.

The School confirms that it has authority to enter into this contract and to act as contracting party for the Programme.

 

3. Booking & Payment

3.1 Formation of Contract

A binding contract is formed when:

a) the School confirms acceptance of Bolder’s written proposal or launch agreement;
b) the Initial Deposit specified in the Booking Confirmation becomes due and/or is paid; and
c) Bolder issues a Booking Confirmation.

3.2 Payment Schedule

The payment schedule for each Programme will be specified in the Booking Confirmation.

For shorter-lead UK Programmes this will normally consist of:

  • an Initial Deposit; and

  • a Final Balance.

Additional interim payments may be required where particular Supplier Commitments make this necessary.

Payments are structured to reflect the commitments Bolder must make to accommodation providers, activity providers, transport operators and other suppliers.

3.3 Non-refundable Payment Milestones

Unless the Booking Confirmation states otherwise, each payment becomes non-refundable from its stated due date.

This is because Bolder may, from that date, enter into corresponding Supplier Commitments required to secure and deliver the Programme.

The School remains liable for payments which have become due even where it has not yet collected equivalent sums from individual Participants.

3.4 Failure to Pay

If payment is not received by the relevant due date, Bolder may treat the booking as cancelled by the School.

Cancellation charges under Section 6 will then apply.

 

4. Minimum Numbers & Group Viability

4.1 Minimum Numbers

Each Programme is based on the minimum viable number of paying Participants specified in the Booking Confirmation.

4.2 Reduction in Numbers

If numbers fall below the minimum viable level, Bolder may:

a) offer a revised price per remaining Participant;
b) offer a revised Programme structure; or
c) cancel the Programme.

If Bolder cancels solely because minimum numbers have not been achieved, Bolder will refund monies paid by the School less any Supplier Commitments which cannot reasonably be recovered.

Where supplier recoveries allow, Bolder may at its discretion provide a greater refund.

4.3 Individual Withdrawals

The withdrawal of an individual Participant does not remove the School’s contractual obligations.

Where withdrawals reduce numbers below the viable level, Bolder may re-cost, restructure or cancel the Programme in accordance with this Section.

 

5. Changes & Participant Substitution

5.1 Changes Requested by the School

Changes requested after confirmation - including dates, duration, accommodation, transport arrangements or core activities - will be considered where reasonably possible.

Additional costs arising from School-requested changes will be payable by the School.

Where a material change cannot reasonably be accommodated, the request may be treated as cancellation and rebooking.

5.2 Participant Substitution

Where a Participant withdraws, the School may propose a replacement Participant.

Substitution will normally be permitted provided:

·       Bolder receives written notice as soon as reasonably possible;

·       the replacement meets all relevant age, health, fitness and participation requirements;

·       suppliers can accommodate the change; and

·       any resulting supplier or administration costs are paid.

Bolder may charge a reasonable administration fee of up to £75 per substitution, together with any third-party costs incurred.

Where suppliers will not permit substitution, normal cancellation terms apply.

 

6. Cancellation by the School or Participant

Cancellation must be notified to Bolder in writing and takes effect on the date received.

For UK Programmes, cancellation charges are linked to the Programme’s confirmed payment milestones rather than a standard number of weeks before departure.

Unless stated otherwise in the Booking Confirmation:

Where an additional interim payment milestone applies, amounts which have become due by the cancellation date will form the cancellation charge.

Cancellation charges reflect Bolder’s anticipated irrecoverable Supplier Commitments, administration and other costs associated with the Programme and are not necessarily limited to amounts already paid by the School.

Where Bolder subsequently recovers sums from suppliers which reduce its actual irrecoverable costs, Bolder may pass on an appropriate refund where reasonably practicable.

 

7. Changes by Bolder

Bolder plans Programmes in advance but reserves the right to make changes where reasonably necessary.

Minor changes may be made without compensation, including changes to activity order, mountain venue, accommodation arrangements of a comparable standard, transport timings or individual suppliers.

Outdoor Programmes are particularly dependent on weather, ground conditions, participant needs and professional judgement. Activities and objectives may therefore be changed where necessary to maintain appropriate challenge, progression and risk management.

If Bolder is required to make a significant change to the main characteristics of the Programme before departure, the School may:

a) accept the proposed change;
b) accept a reasonable alternative where available; or
c) terminate the contract and receive any refund to which it is legally entitled.

 

8. Unavoidable & Extraordinary Circumstances

Where Unavoidable and Extraordinary Circumstances arise, Bolder will act reasonably and prioritise safe and effective delivery of the Programme.

Bolder may provide alternative activities, locations, dates, accommodation or arrangements where appropriate.

Where performance of the Programme is prevented and no reasonable alternative is available, the rights of the School and Bolder will be determined in accordance with applicable law, including the Package Travel and Linked Travel Arrangements Regulations 2018 where applicable.

Nothing in these Booking Conditions limits any statutory right which cannot legally be excluded.

Where the School chooses to cancel despite Bolder remaining able to perform the Programme, the normal cancellation provisions in Section 6 apply.

 

9. Programme Price

The price stated in the Booking Confirmation is based upon the confirmed Programme structure and group assumptions.

Where permitted by applicable law, the price may be varied to reflect changes in:

·       transport costs, including fuel;

·       taxes, levies or fees imposed by third parties;

·       mandatory supplier charges outside Bolder’s control.

Where applicable package travel legislation gives the School corresponding rights to a price reduction following decreases in relevant costs, those rights will also apply.

No price increase will be imposed within 20 days of departure where prohibited by applicable law.

 

10. Behaviour, Damage & School Responsibilities

The School retains responsibility for pastoral supervision, conduct and discipline of Participants.

Participants must follow reasonable instructions from School staff, Bolder personnel, instructors and suppliers.

Where behaviour:

·       creates a material safety risk;

·       causes or threatens serious damage;

·       seriously disrupts the Programme;

·       breaches the law; or

·       jeopardises Bolder’s or the School’s relationship with suppliers or local communities,

Bolder may require a Participant to cease taking part in an activity or Programme.

Where reasonably practicable, Bolder will assist the School with alternative arrangements.

Any additional costs arising from Participant behaviour will be payable by the School and/or relevant parent or guardian.

No refund will be payable for services not used as a result of disciplinary action.

The School will be responsible for loss or damage caused by Participants except to the extent caused by Bolder’s negligence or breach of contract.

 

11. Health, Fitness & Medical Information

The School is responsible for ensuring Participants are appropriately fit and prepared for the Programme.

Full and accurate information must be provided regarding:

·       medical conditions;

·       allergies;

·       medication;

·       dietary requirements;

·       disabilities or additional support needs; and

·       any other matter reasonably relevant to participation.

The School must notify Bolder promptly of any material change before departure.

UK adventure Programmes may involve demanding physical activity, winter conditions, remote environments and prolonged periods outdoors.

Bolder may reasonably request additional information or decline participation where a disclosed condition or need cannot safely or reasonably be accommodated.

Failure to disclose relevant information may affect Bolder’s ability to provide appropriate support.

 

12. Insurance

Insurance arrangements will be set out in the Booking Confirmation.

Unless Bolder expressly confirms that insurance is included, the School is responsible for ensuring that appropriate insurance arrangements are in place for Participants.

Participants and parents/guardians are strongly encouraged to consider suitable cancellation insurance because payments becoming non-refundable under Section 6 may not otherwise be recoverable following individual withdrawal.

Any insurance claim must be made in accordance with the insurer’s policy terms. Bolder accepts no liability for decisions made by an insurer.

 

13. Liability

Where the Programme constitutes a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations 2018, Bolder is responsible for the proper performance of the travel services included in the Programme in accordance with those Regulations.

Bolder will not be liable where any lack of conformity is attributable to:

·       the School or Participant;

·       an unconnected third party where the event was unforeseeable or unavoidable; or

·       Unavoidable and Extraordinary Circumstances.

Except where prohibited by law, and excluding liability for death or personal injury caused by negligence, Bolder’s liability will be limited to three times the Programme price per affected Participant.

Where transport or another service is provided by a carrier or specialist supplier, Bolder’s liability may also be subject to applicable statutory limits, conventions and supplier conditions.

13.1 Supplier Conditions

Accommodation providers, transport operators, activity providers, instructors and other suppliers operate under their own terms and conditions.

Where legally permitted, those terms may limit or exclude liability.

The School’s rights against Bolder will not exceed those which applicable law allows Bolder to pass on from the relevant supplier.

 

14. Financial Protection

Where the Programme constitutes a Package requiring insolvency protection under the Package Travel and Linked Travel Arrangements Regulations 2018, Bolder will provide the required financial protection.

Non-flight packages are protected through Protected Trust Services (PTS) where applicable.

Details of the applicable protection will be confirmed in the Booking Confirmation.

These UK Booking Conditions do not apply to flight-inclusive packages requiring ATOL protection unless Bolder expressly confirms otherwise.

 

15. Complaints & Resolution

Any issue arising during the Programme should be reported promptly to Bolder and the School’s Group Leader so that there is a reasonable opportunity to investigate and resolve it.

The School should not make alternative arrangements or incur material additional costs without first giving Bolder a reasonable opportunity to remedy the issue, except where immediate action is reasonably necessary.

If a complaint remains unresolved, the School should provide full written details within 28 days of the Programme ending.

Failure to report an issue promptly may affect Bolder’s ability to investigate or remedy it.

16. Data Protection

Bolder will process personal information in accordance with applicable UK data protection legislation.

Information will be used only where reasonably necessary to administer and deliver the Programme, support Participant welfare and safeguarding, meet legal obligations and manage emergencies.

 

16.1 Special Category Data

The School may need to share medical, dietary, disability or other special-category information with Bolder.

The School confirms that it has an appropriate lawful basis and any necessary permissions to provide that information.

Bolder may share relevant information with instructors, accommodation providers, emergency services and other suppliers where reasonably necessary for Participant welfare and delivery of the Programme.

Further information is set out in Bolder’s Privacy Policy.

 

17. Governing Law

These Booking Conditions are governed by the law of England and Wales.

Any dispute will be subject to the jurisdiction of the courts of England and Wales, except where applicable law permits the School to choose another UK jurisdiction.