Group Booking Terms and Conditions

Caledonia – Languages, Culture, Adventure is the trading name of Caledonia Languages Abroad Ltd.

The ‘client’ is the person in whose name the booking is made or on whose behalf the booking is made.

A ‘ground package’ is services booked for you which include language or activity courses, volunteer work, work experience, accommodation, transfers and any other services provided in the destination.

An ’air holiday package’ is services booked for you which include any of the elements of the ground package and flights.

When booking a ground package, air holiday package or flights, the contract is between Caledonia Languages Abroad Ltd and the client. Caledonia Languages Abroad Ltd will be referred to as Caledonia from this point on. Please ensure you read our booking conditions carefully before making a booking.

Caledonia makes every effort to ensure that accurate information is provided for courses, accommodation and other activities taking place overseas as booked.

To confirm your booking

Please read through the details on the confirmed programme and confirmation to ensure that all details are correct. Then arrange payment of the non-refundable deposit of:

Deposit for ground package – £150 per student

Where flights have been booked, full payment of the fare is due at the time of booking plus a travel arrangement fee of £18 (£15 + VAT) per student/leader.

Your agreement with Caledonia starts when the deposit for your booking(for the package as described in the confirmed programme and invoice), is received. The deposit will be deducted from the balance of your fees.

An administration fee is applicable to bookings as stated below:

£120 (£100 + VAT) is applicable to all bookings and is included in the fees

A travel arrangement fee is applicable to bookings as stated below:

£18 (£15 + VAT) per person, applicable to any booking including international or domestic flights, and train travel.

Payment of balance

The balance of fees is due 8 weeks prior to departure, and your invoice will detail the amount due and date by which the balance should be paid. If the full fees are not paid by the due date, we reserve the right to cancel your booking and retain your deposit unless an alternative due date has been agreed.

Methods of payment

  • Cheques should be made payable to Caledonia Languages Abroad Ltd and sent to our office address (33 Sandport Street, Edinburgh EH6 6EP, Scotland)
  • For bank transfers direct to our Bank of Scotland Trust Account in the name of Caledonia Languages Abroad Ltd, the sort code is 80-02-33 and our account number is 10030665

Financial protection

Trust account

In accordance with the EU Package Travel, Package Holidays and Package Tours Regulations 1992, your fees are held in a trust account, thus providing financial protection and security for your payments. If you require further details, please ask us.

ATOL protection

When you buy an ATOL protected flight of flight inclusive holiday from us, you will receive an ATOL certificate.  This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.  In the unlikely event of our insolvency, the Civil Aviation Authority will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking.  For further information, please visit the ATOL website at

We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you).

You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).

If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

Not all holiday or travel services offered and sold by us will be protected by the ATOL scheme. Please ask us to confirm what protection may apply to your booking.

Amendments to your booking

We reserve the right to alter the prices of courses and accommodation to accommodate fluctuations in currency exchange rates.  However, no surcharges will be imposed in the 30 days prior to departure.

We reserve the right to impose surcharges on any flight booking that has been affected by an increase in airport or fuel taxes at any time up to departure.

Caledonia is not responsible for alterations to schedules nor prices for domestic or international travel. Where such changes are made prior to departure, we will ensure that the client is made aware of all pass on all additional costs to the client or will reimburse any amount due to a decrease in the cost of international travel.

Cancellation policy

Should a member of the group cancel and not be substituted by another person, the following cancellation charges will apply to the ground package from the day that written notification has been received by Caledonia:

up to 60 days before departure forfeit deposit
from 59-43 days before departure forfeit deposit and 35% of balance of booking fees
from 42–21 days before departure forfeit deposit and 50% of balance of booking fees
from 20–15 days before departure forfeit deposit and 75% of balance of booking fees

in the 14 days before departure

and during the period booked

forfeit deposit and 100% of balance of booking fees

If flights have been included as part of your package, the full amount of the fare will be forfeited.

All cancellations must be notified to Caledonia Languages Abroad Ltd in writing (email or letter).  If the cancellation of a group member or members causes the numbers to fall below a previously-stated minimum, we reserve the right to charge an additional fee to cover extra costs if applicable.

Force majeure

Caledonia cannot be held responsible for the consequences of any delays, expenses incurred or alterations caused by illness, weather, war, terrorism, political events, civil strife, natural disaster, technical difficulties or any other events beyond our control.

Your responsibilities

All group members must have adequate travel and medical insurance before departure. Whilst every effort is made to ensure your well-being, Caledonia does not accept responsibility for illness, personal loss, lack of punctuality or injury. Adequate insurance cover should be taken out to cover course and accommodation fees should the booking have to be cancelled due to personal circumstances such as illness or injury. We can organise group travel and medical insurance for you on request.

If any of the group has a disability or medical condition, Caledonia Languages Abroad Ltd  must be informed at the time of booking so that due advice can be given on the programme’s suitability.