Cancellations & Refunds : Open Duke of Ed Expeditions
General Terms
♦ It is the responsibility of the Parent-Carer/Participant to ensure the Expedition meets their individual Duke of Ed Award requirements in relation to level, mode, personal capabilities, etc.
♦ It is the responsibility of the Parent-Carer/Participant to obtain prior approval from their Award Leader/Centre and to complete all required paperwork.
Note: Incorrect or unapproved registration is not grounds for a refund.
♦ Cancellations are to be direct to Somerset Outdoor Learning in writing.
♦ Whilst we endeavour to run all advertised events, Somerset reserves the right to cancel, postpone or modify dates in the event of below-minimum numbers, extreme weather conditions, etc, if required.
Note: In these instances a full refund or transfer will be honoured.
♦ For late applications/registrations, a $20 administration fee will be applied.
♦ GST is inclusive and applicable to our registration fees.
Cancellation: WITHOUT ‘Fee Protection’ Option
Cancellation or Withdrawal up until 7 days prior to the event may EITHER:
Receive a full refund less $50 administration fee; OR Receive one transfer to the same event level at a later advertised date.
♦ Limit of one transfer per registration and only valid when cancelling up until 7 days prior to the event; and
♦ If unable to attend on the new dates, no further transfers, refunds or concessions will be available or provided (including for sickness, injury or change in personal circumstances).
The full cost of the expedition is forfeited.
Cancellation, Withdrawal or Non-attendance within 7 days prior to the event will result in the full fee being forfeited.
No refund is available. The full cost of the expedition is forfeited. A transfer to another event is not available.
Note: Sickness, injury, change in personal circumstances or incorrect signup are not grounds for a refund within this time.
Cancellation: WITH ‘Fee Protection’ Option
Cancellation, Withdrawal or Non-attendance at any time prior to the event may EITHER:
Receive a full refund less $50 administration fee; OR Receive one transfer to the same event level at a later advertised date.
♦ Limit of one transfer per registration; and
♦ If unable to attend on the new dates, no further transfers will be available, you will receive a full refund less $50 administration fee.
Equipment Hire & Purchase : School Camps and Open Duke of Ed Expeditions
♦ Any Additional Equipment arranged to be hired or purchased prior to the Camp/Expedition is NON-REFUNDABLE – please be sure of your purchase.
♦ Hire & Purchase Orders should be received at least 2 days before your Camp/Expedition start date.
♦ Equipment Order Cancellation up until 7 days prior to the event : Purchase and/or Hire Gear is refundable.
♦ Equipment Order Cancellation within 7 days prior to the event : Purchase Gear is refundable. Hire Gear is non-refundable.
♦ If you order the wrong size (eg. Rain Jackets & Thermals) we will happily exchange for a different size.
A Group Leader or Office Staff member needs to be informed of this at the beginning of the Program, before the item is packed or used, to receive an exchange. Please advise the Participant to check this.
♦ If a purchased item is believed to be faulty, a Group Leader or Somerset Office Staff member needs to be informed to be able to provide assistance during the Camp/Expedition.
♦ Faulty items will be replaced if the fault is confirmed by a Somerset Staff Member.
♦ Once Purchased Gear is marked off as issued to the Participant at the start of the Program, it becomes the Participants’ responsibility.
Please Note: Any loss, or damage sustained at Camp, or if the item is not used, is not grounds for refund or exchange.
♦ GST is inclusive.
Fee Inclusions & Expectations
♦ Each Group will be accompanied by a qualified Somerset Staff member.
♦ The nominated Fee is based on the level of Expedition and DOES NOT include transport to and from the venue, or any other additional costs.
♦ Participants are required to obey instructions from Somerset Staff and cooperate with activities as a requirement of the Duke of Edinburgh Award.
This includes the normal medical, social and behavioural aspects of a Participant’s experience.
Grievances
♦ Any grievance should be raised directly with the School in the first instance.
♦ Camp Somerset will provide a form to enable the details and relevant information to be documented and acted upon to ensure the most timely and expeditious response to any grievance raised.
♦ Grievances are to be lodged in writing, with the School, as the initial point of contact.
♦ Grievances then will be addressed in conjunction with Parent/Carer, Somerset Outdoor Learning and the School.
Privacy Policy
♦ To guarantee the safety of all Participants, please ensure the accuracy of the details provided.
♦ Any/all Medical or Dietary conditions and/or requirements need to be clearly advised.
♦ Your details will be handled in accordance with our Privacy Policy - please contact us if you require a copy.