Challenge Terms and Conditions
Who are we?
Your contract is made with Challenge UK and we are a charity registered in England and Wales no. 1141627 – you can see our registration here Challenge UK .
We are based at Northumbria University, Business Start Up Hatchery, Wynne Jones Building, Ellison Place, Newcastle upon Tyne.
What do we do?
We have been working with disadvantaged children in the emerging world for a number of years by providing personal, funds and equipment to enhance grass-root youth development programmes. We have worked extensively with youth football projects using football development as a tool for health and well-being, peace building and to target one of the root causes of youth poverty ‘unemployment’.
We specialise in sending volunteers to work with football academies in Cameroon and Kenya that our charity supports.
We are neither a carrier nor a provider of accommodation.
What do we offer?
We organise two types of packages: volunteer trips and football trips.
- Volunteer Trip – These trips give you flexibility to visit different territories and work on different projects.
- Football Trip – These are co-ordinated football trips to different territories.
How do I know if it’s right for me?
Participation - Participants must be a minimum of 18 years old on the challenge departure date and be in suitable physical condition to undertake the challenge as set out in the itinerary. Participants should be fully aware of the possible risks inherent in adventure travel. 15-17yr olds may also participate in challenges, with the agreement of, and when accompanied on the challenge by their parent or guardian.
Disabilities and Medical Problems
Our Challenges are open to participants of all backgrounds and we will do our best to cater for any special requirements you may have. If you have any medical problem or disability which may affect your involvement in the challenge you must provide us with full details on the Booking Form (such information will be dealt with in a confidential manner). Before we confirm your booking we will advise as to the suitability of your chosen arrangements if possible, and we will endeavour to assist you. The challenging nature of the challenges we operate mean that where a participant’s involvement needs specific medical, social or cultural assistance we request that they travel with a companion.
Benefits of membership
Annual Newsletter and regular updates
Access to interesting challenges and territories
Supporting excellent causes and disadvantaged children
How much does it cost to go on ?
- Volunteer trips - there is a one off membership fee. Your membership is valid for one year and if you are unable to use your membership at any stage during this time refunds or extensions cannot be offered in any circumstances. Volunteer trips will be displayed on our website and an indication of the associated costs will be set out on there too. Prices in territory may fluctuate from time to time. You will pay for your own accommodation and food in territory and all travel expenses.
- Football Trip- there is a one off membership fee and thereafter you will be expected to raise funds to pay for the trips via sponsorship. Your basic lodgings and food will be included in the trip, the cost of which covered is covered in part by your sponsorship monies however you will need to pay for your own travel expenses. Your membership is valid for one year and if you are unable to use your membership at any stage during this time refunds or extensions cannot be offered in any circumstances.
You agree that you will not use the Football Trip to raise funds for any other cause. You will set up a BT MyDonate account and ensure all monies are made payable into that account. If you cancel, or you are required to withdraw from the challenge, the donations on the BT MyDonate site will be retained by the Charity and allocated against a different challenge.
You must not start to collect sponsorship until you have received written confirmation of your booking from us following your interview (see below).
How do you sign up?
The first step is for you to register your interest in the charity. You can do this on our website. We will contact you shortly after you register to arrange an interview – this might not be face to face. Skype tends to be an easier solution. After we have assessed your suitability for the trips and approved you, you can pay your Membership Fee through the site BT MyDonate site and look to see which trips are available now that you are a Member.
We accept bookings subject to you agreeing to the conditions set out below
Please read these booking conditions carefully as they set out your respective rights and obligations. When you book the challenge you undertake that you have the authority to accept and do accept these booking conditions. You consent to the use of your information by us in accordance with our Data Protection Policy.
A booking and binding contract is made with us when a) you complete the booking form and we acknowledge receipt of the same. These booking conditions form the entire agreement between us. No employee or volunteer of Challenge UK other than a director has the authority to vary or omit any of these terms or promise any discount or refund.
What is expected of me?
For both trips you must sign the Code of Conduct before the start of challenge.
Abide by the rules and regulations set out by our partner organisation. You must comply with the laws and regulations of the countries visited and comply with all reasonable instructions of the challenge leader relating to the safety and organisation of the challenge
Strive to learn, understand and respect local cultures and customs
Dress appropriately at all times in respect of local cultural expectations
Do not engage in political demonstrations
Respect the local attitudes towards sexual relationships and be reflective about how others may view your behaviour
Accept that you are a representative of Challenge UK and your nation and so act accordingly
Always inform your In-Country Coordinator of your plans and whereabouts
Ensure that you are contactable at all times
Maintain a polite and respectful attitude at all times
Abide by the rules and regulations set out by our partner organisation. You must comply with the laws and regulations of the countries visited and comply with all reasonable instructions of the challenge leader relating to the safety and organisation of the challenge.
At the placement
Abide by the rules outlined by the project Supervisor/ Staff and In-Country Coordinator
Volunteer Trip- Volunteers must give the agreed donation daily to the In-Country Coordinator. This can be anything up to one day in advance. Advanced weekly or monthly donation advised
Behave in a professional and mature manner as you will be part of a team who are working towards a common goal
Maintain a positive and proactive approach
Do not accept any kind of payment for the work you undertake
Liaise with your In-Country Coordinator if you wish to extend your stay or undertake any additional activities
Accept that you are a representative of Challenge UK and your nation and so act accordingly
Handle with care all the project equipment that you are provided/work with
Never be alone with a child
Always make sure that a AVFAL or Challenge member is with you when you are around the children
Respect the rules outlined by your host family/accommodation provider in regards to, but not limited to; smoking in your room, overnight visitors, receiving guests, alcohol consumption
Ensure you stay within your allocated accommodation, if you chose to do otherwise you must inform your In-Country Coordinator and accommodation host of your whereabouts
What happens if I don’t do this?
If a Member is accused of breaking these terms or the code of conduct set out in any policies, Challenge UK will hold a disciplinary meeting with the Member. You will be allowed a witness present. Challenge UK has the right to terminate your stay immediately if we believe that there has been a breach of the code of conduct.
If your programme is terminated under these terms, whether by us or you, Challenge UK is not responsible for your welfare once you leave the programme.
Will I be safe?
Risk and Health and Safety
You understand fully that challenges are not without risk. You therefore take part entirely at your own risk and agree to indemnify us, the Charity, our employees, agents, sub-contractors and suppliers against claims for loss or damage to personal property or for loss or consequential losses or claims through your participation in this challenge arising from your own actions. The whole philosophy of this type of adventure travel is one which allows alternatives and a substantial degree of on-tour flexibility. The outline itineraries given for each challenge must therefore be taken as an indication of what each group should accomplish and not as a contractual obligation on our part. It is a fundamental condition of joining any challenge that you accept this flexibility, and acknowledge that delays and alterations and their results are possible. You must be adequately fit to cover the distances and undertake the program set out in your challenge itinerary. If it is felt that any client is not sufficiently fit, healthy, properly equipped or able to complete a challenge without affecting its safety, comfort or progress, the challenge leader at any stage has the right to remove you from the challenge. All participants must wear safety clothing or equipment such as may be required in the country concerned or under the rules and regulations of any local service provider of any activity undertaken by you.
We have a policy to not pay any ransom or make any payments in order to secure the release of hostages.
We can provide general information about any health formalities required for your trip but you should check with your own doctor for your own specific circumstances. We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to indemnify us in relation to any costs which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities. Most countries now require passports to be valid for at least 6 months after your return date and have two blank pages. It is a condition of joining a challenge that in cases of emergency we have your authority to arrange any necessary medical or surgical treatments and to sign any required form of consent on your behalf.
It is a condition of booking that you have a suitable travel insurance policy whilst participating on the challenge including but not limited to medical cover, emergency repatriation, cover for lost luggage, flight delay and cancellation cover. You must ensure that it provides adequate protection. You must send a copy to your policy at least 14 days prior to your departure date. Failure to have adequate insurance may result in the trip being cancelled. We can provide you with a list of insurers if this assists.
Changes and Cancellation of your booking?
If you choose to postpone your participation on a challenge and wish to join another challenge, you should put your request in writing to us. We will try to facilitate finding you an alternative challenge.
Changes and Amendments by us - The itineraries and other details (including sponsorship targets and local costs) are published in good faith as statements of intention only and reasonable changes to the itinerary, vehicle and equipment use, may be made where deemed necessary or advisable. Sometimes this is due to improvements made as a result of client feedback. Other times, it has been made necessary through transport changes, changing weather patterns, wildlife movements, and other factors out of our control. While we will make all proper and reasonable efforts to maintain the advertised itinerary we do not guarantee that we can keep to the intended Itinerary. These amendments will be classified as minor changes and we therefore reserve the right to amend the itinerary of the challenge as and when it may become necessary to do so. If there is a minor modification before you depart, we will try to notify you but we are not obliged to pay any compensation.
Should a significant change become necessary we will inform you as soon as reasonably possible. You may decide whether or not to accept the change. If we have to make a significant change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you an alternative Challenge if available.
You must notify us of your choice within 7 days of our offer. If you fail to do so we will assume that you have chosen to accept the alternative Challenge.
Cancellations by us - We reserve the right in any circumstance to cancel the challenges. However in no case will we cancel your challenge less than six weeks before the scheduled departure date unless it is for reasons outside of our control. If we have to cancel your challenge before the date of departure (other than where Force Majeure or failure to raise the minimum sponsorship applies) we will offer you an alternative challenge of comparable type. The operation of the challenge is sometimes dependent on a minimum number of persons booking the trip (indicated on our website). Should less than the minimum number of people book any particular challenge, we reserve the right to cancel that challenge but (other than in exceptional circumstances) will not do so later than six weeks prior to the challenge departure date. We will not be liable to you for any incidental expenses that you may have incurred as a result of your booking, such as visas, vaccinations and non-refundable flights or trains. You have your insurance for this.
Cutting your challenge short - Most Members complete the challenge they undertake. However, on occasions Members are obliged to cut the challenge short for reasons such as ill-health. If you are obliged to cut short the challenge for whatever reason, Challenge UK cannot provide a refund. Any additional accommodation and/or transfer fees, flights and accommodation costs and any medical costs incurred will be your responsibility. You must ensure that you have adequate insurance in place to cover these eventualities. Please note that the Membership fee is non-refundable in all cases and do not form part of the total challenge cost.
If we reasonably feel unable to properly accommodate the particular needs of the person(s) concerned, we will not confirm your booking or, if full details are not given at the time of booking we reserve the right to cancel (imposing applicable cancellation charges) where relevant. Other Stuff
Transfer of Booking - Transferring your Booking to an alternative participant becomes increasingly difficult closer to the date of departure and will only be accepted where we at our sole discretion deem it possible and in no circumstances later than 13 weeks prior to departure. Any request to transfer your booking should be put in writing to the Managing Director. Please note that any transfer of booking made must be to the identical challenge and departure date as the original booking. Before we can process any request we would need to interview the alternative participant. You should supply us with the replacement’s name and valid email address immediately. If deemed acceptable we agree to process your request. We will send a confirmation email to the designated replacement. You are responsible for making the relevant changes to the travel arrangement. Failure to act in accordance with the above procedure will result in the transfer request being cancelled and normal cancellation terms being applied to the original booking.
You agree that any photography (stills or video), recordings made or taken prior to, during, or after the challenge, which may include you in it, may be used in publicity material connected with the challenge, and that we will retain all rights, title and interest in such photography or media made by us including but not limited to any royalties, proceeds, or other benefits derived from such material.
Child Protection Policy
You must abide by our Code of Conduct set out in the policy. Failure to do so we result in termination by us.
Passport and Visa Requirements
It is your responsibility to fulfil the passport, visa and other immigration requirements applicable to your itinerary. We can provide general information about the passport and visa requirements for your trip. Your specific passport and visa requirements and other immigration requirements for you and your party are your responsibility and you should confirm these with the relevant Embassies and /or Consulates. For further information contact the Passport Office on 0870 5210410 or visit www.passport.gov.uk. Up to date travel advice can be obtained from Foreign and Commonwealth Office Non British Citizens, including other EU nationals, should contact the Embassy, High Commission or Consulate of your destination, for up to date advice on passport and visa requirements.
We do not believe that we are classed as an “organiser” under the Package Travel, Package Holiday and Package Tours Regulations 1992 however we accept responsibility under these terms as if we were. Subject to these booking conditions, if we or our suppliers perform or arrange your contracted Challenge arrangements negligently, taking into account all relevant factors, we will pay you reasonable compensation, but only where you are unable to make a claim under your insurance policy. Please note that it is your responsibility to show that we or our supplier(s) have been negligent if you wish to make a claim against us.
We will not be responsible or pay you compensation for any injury, illness, death, loss, damage or expense, cost or other claim of any description if it results from:-
- The act(s) and/or omission(s) of the person(s) affected;
- The act(s) and/or omission(s) of a third party unconnected with the provision of the services contracted for and which were unforeseeable or unavoidable; or
- Unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or,
- An event which either ourselves or suppliers could not, even with all due care, have foreseen or forestalled.
- With the exception of a claim brought for death or personal injury, we limit the amount of compensation we may have to pay you if we are found liable under this clause. The maximum amount we will have to pay you is the excess of your insurance policy total because you are assumed to have adequate insurance in place to cover any losses of this kind.
- It is a condition of our acceptance of liability under this clause that you notify any claim to ourselves and our supplier(s) strictly in accordance with the complaints procedure set out in these conditions.
- Where any payment is made, the person(s) receiving it are deemed to assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.
Please contact us immediately if any of the information you receive from us appears to be incorrect or incomplete, as it may not be possible to make changes later. We regret that we cannot accept responsibility if you do not tell us about any mistake in any document within ten days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs in doing so. The only exception to this requirement to meet any costs is where the mistake was made by us.
If the contract we have with you is not performed or is improperly performed as a result of failures attributable to a third party unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which we or our suppliers, even with all due care, could not foresee or forestall, and you suffer an injury or other material loss, we will offer you such prompt assistance as is reasonable in the circumstances. Please note, prompt assistance pertains to assistance advice and guidance only and does not relate to payment of any additional costs you may have incurred.
Except where otherwise expressly stated in these booking conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by any event which we or the supplier(s) of the service(s) in question could not, even with all due care, foresee or avoid. These events can include, but are not limited to war, threat of war, civil strife terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside our or the supplier(s) control. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure. We will follow the advice given by the British Foreign Office.
We will do our very best to ensure that your travel arrangements go according to plan. However, if you have a complaint arising out of what we have agreed to provide for you please let us know at the earliest opportunity and certainly within 3 days. You can call our UK office from wherever you may be. If a problem arises during your challenge, it is important that you advise the challenge leader and the supplier at the earliest opportunity who will endeavour to put things right.
If your complaint cannot be resolved locally you should advise us within 7 days of returning to the UK, in writing, with all other relevant information. Your letter will be given prompt attention. If you fail to follow this simple procedure we cannot accept responsibility, as we would have been deprived of the opportunity to investigate the matter and hopefully rectify any problem.
Law and Jurisdiction
You agree that the contract that you have with us as well as any disputes or claims arising out of or in connection with its subject matter are governed by and construed in accordance with the law of England.
You further irrevocably agree that the courts of England have exclusive jurisdiction to hear and/or settle any dispute or claim that arises out of or in connection with your agreement with us.