Terms & Conditions for Sports Coaching South Africa

BUNAC Sports Coaching South Africa Terms and Conditions We are BUNAC, Working Adventures Worldwide. Our agreement sets out what you are legally entitled to expect from us when you purchase travel services through us. Please read the following information very carefully. If you are still unsure of any aspect of your chosen programme, please contact the specific programme team in BUNAC’s London office, on 03339997516 or email us on enquiries@bunac.org.uk. IMPORTANT INFORMATION The following definitions are used: “BUNAC”/“We” refers to BUNAC Travel Services Limited. “Programme” refers to Sports Coaching South Africa. “You”/ “the participant” refers to the person named in the programme application. “Host”/“co-operator”/“partner” refers to the supporting organisation in the destination country. 1. Programme Registration Upon booking, BUNAC will get in touch with our co-operator to confirm your space. Confirmation of your place will be made in writing. BUNAC reserves the right to reject any application. In such cases notification will be made in writing and all monies paid will be refunded. Your application is accepted on the understanding that you realise the challenges involved in this kind of volunteering adventure including inconvenience, discomfort and possibly illness (see point 11. below). 2. Payment Applications made within 8 weeks of the departure date will require full programme payment. Applications made more than 8 weeks ahead of the departure date can either include full payment or a minimum deposit of £400; any remaining balance will be due no less than 8 weeks before departure. The programme cost is based on taxes, user fees, partner costs, fuel charges and rates of exchange applicable at the time of publication and may be subject to adjustment at any time. Any change may be passed on at cost to all participants before departure. If the increase is more than 15% of the original price published herein, the participant shall be entitled to cancel the booking and have the full cost refunded (with the exception of any visa fee payment which is retained by immigration) provided written notice is received by BUNAC within ten days of the date on which BUNAC mails the notification of such charges. 3. Medical As part of the programme, BUNAC recommend to complete a health screening prior to departure. It is your responsibility to arrange and pay for any screening or inoculations prior to your trip. Vaccinations may be required for some or all of the places you are intending to visit. It is your responsibility to ensure that you have arranged all necessary vaccinations for your itinerary. We recommend you book an appointment with your doctor. Please note that this is not BUNAC’s area of expertise and we reserve the right to not advice. 4. Police Report Prior to travel you must provide an ACPO police certificate. BUNAC will provide instructions for the ACPO certificate application following acceptance to the programme. 5. Placements BUNAC, with the local co-operators, will do all they can to provide a comprehensive itinerary based on your primary sport; however, depending on your skills and experience and the type of vacancies available at the time of your proposed trip you may be asked to help to coach other sports. 6. Accommodation Due to the countries in which the placements are located, the standards of accommodation and hygiene will be in accordance with local standards and may be below Western standards. These facilities may sometimes be very basic. Accommodation arrangements may change and are subject to availability and group sizes. 7. Visas The participant will be responsible for applying for the visa and meeting all costs incurred. BUNAC cannot accept responsibility for any issues or costs incurred during the visa process. 8. Travel You must book a return or onward flight and provide evidence of the booking prior to travel. You must arrive to coincide with one of the planned orientation meetings. 9. Insurance You must purchase insurance prior to departure. BUNAC requires that you purchase cover for your whole trip as per the dates given to you by BUNAC. If you book BUNAC’s travel insurance with Endsleigh, the period of insurance can be extended whilst you are away. This is done through BUNAC’s London office and payment for the new period of insurance MUST be made prior to the expiry of the original policy. Policy extensions will not cover the re-occurrence of a condition or situation for which a claim has already been made on a previous period of the insurance. Insurance prices are reviewed annually and premiums/cover may change. Full terms and conditions are given in the Insurance Certificate. 10. Volunteer Conduct By joining this programme you agree: • To abide by the programme conditions as listed here, within the Sports Coaching South Africa Handbook and within the Code of Conduct • To act in a professional and courteous manner at all times • To become familiar with and adhere to the local laws and customs of the country that you visit • To adhere to the Co-operator regulations and norms with reference to acceptable behaviour, timetables and dress code • Not to act in any manner likely to bring the placement, the programme, BUNAC or the local Co- operator into disrepute. Any transgressions may result in you being removed from the programme. The decision to take such action will be made by BUNAC and the local co-operator and will be confirmed to you verbally and in writing. 11. Risks The principle of this type of travel is to provide volunteers with a real life experience of a developing country. It is a fundamental condition of joining this programme that you are willing to acknowledge and accept these potential challenges. A number of risks relating to the experience have been highlighted below: Travel Driving standards can be inconsistent. Our programme literature and the arrival orientation will explain the best practice to minimise the likelihood of accident on the roads. Accommodation Accommodation in South Africa is not regulated to the same extent or standard as in the UK. The volunteer housing is basic but adequate. Staff at the accommodation have been screened and provided with training relating to hosting, food and hygiene. European fire safety standards may not necessarily apply or be met. Travel health Volunteers agree to take all possible preventative measures to minimise the chance of illness. HIV/AIDS HIV and AIDS is a serious problem in Africa; taking sensible precautions can minimize any risk. However, volunteers acknowledge and accept that they may come in to contact with members of the community (including school children) that may have HIV/AIDS. Crime There are high levels of reported crime in South Africa. Volunteers must follow the precautions and guidelines outlined in the programme handbook, at the arrival orientation and by the partner organisation; in which case we believe that the risk of crime can be minimised. 12. Programme period, Project time, Downtime and Personal time This programme provides a lot of flexibility and the degree of support that we are able to offer will vary depending on your status in South Africa. We have defined the different possibilities as follows: Programme period The first official day of the programme, normally identified as the first day of orientation until the last day of programme, normally identified as the last day of your pre-paid programme accommodation. Project time While you are attending your volunteer project. During this time you will have access to direct support through the project supervisor. Personal time The time when you are not taking part in the project but you are still under the supervision of the programme team. For example, trips organised as part of the orientation, lunch breaks whilst on project or time that is spent in the programme arranged accommodation. Downtime A significant period of your trip will be Downtime (weekends, days/afternoons off, evenings and post programme travel). Downtime is defined as the time when you are not officially under the jurisdiction of the programme. No matter what your status while in the country you should always adhere to the BUNAC Volunteer Code of Conduct. 13. Personal Information Your personal records will be treated confidentially. However, the nature of the programme requires that your application documents and medical forms are sent to the host organisation in your destination country. Your email and telephone number will be passed on to participants travelling at the same time as you. If you would prefer to withhold this information please indicate this on the application form. Please note that BUNAC will not, under any circumstances, forward your details on to any other companies, travel-related or otherwise. 14. Cancellation Once you have made a programme application the following cancellation charges will apply: a) If you cancel within 7 days of booking, the cancellation fee will be £150. b) If you cancel more than 56 days before your intended programme starting date, the cancellation fee will be 30% of the programme cost and will total a maximum of £400. c) If you cancel 56 days or less before your intended programme starting date, the below cancellation fees will apply to the total programme cost. Period before intended programme start date Charge 56 to 43 days 40% 42 to 29 days 60% 28 to 7 days 80% Within 7 days (or if you fail to join the trip) 100% Notification of cancellation must be made in writing and is effective only from the day that it is received by BUNAC, even if telephoned beforehand. 15. General Information is correct at the time of going to press. BUNAC will make every effort to maintain its published programmes and to minimise the effects of matters outside its control. We cannot however accept any liability for these matters. They include, but are not limited to, terrorism, political disputes, borders or airport closure, refusal of visa, industrial actions, delayed flights, airline failure, schedule changes, extreme climates etc. 16) Travel Advice and Vaccinations British Citizens should refer to the travel advice posted by the Foreign and Commonwealth Office at www.fco.gov.uk for all the countries you intend to visit. Vaccinations may be required for some or all of the places you are intending to visit. It is your responsibility to ensure that you have arranged all necessary vaccinations for your itinerary. Alternatively, the STA Travel Clinics offer a full range of travel vaccinations, anti-malarials and expert advice as well as other services for your travel health needs. Locations, open hours and consultations appointments can be viewed/booked online at http://www.statravelclinic.co.uk. 17) Insurance Travel insurance is a vital part of your arrangements. We strongly recommend that you have taken out adequate insurance for the duration of your journey. Travel insurance is a mandatory element of some travel arrangements. We can arrange travel insurance for you and provide you with a quote and answer any queries you may have regarding the insurance we can offer. 18) Complaints If you have a problem during your holiday, please inform the relevant supplier of travel services immediately. Should they be unable to resolve the matter, please contact the UK on 03339997516 or at members@bunac.org.uk. If you fail to contact us, we will be unable to investigate your complaint and rectify any errors whilst you are away and this may affect your rights under this contract.