In this document we use terms such as ‘Agent/s; ‘Agency’ which refer to ‘you’ as our business partner, ‘Group Leaders‘ which refer to members of staff appointed by ’you’ and who are supervising groups of students on their educational and cultural trip at Stay Campus London and ‘Students‘ which refer to individuals who enrol on our educational and cultural programme and arrive to our school as a part of the group led by the Group Leaders.

Before you book and pay for a course at Stay Campus London you must read and confirm you have understood our terms and conditions below.

Prior to your confirmation, please read our school policies listed on our website: https://staycampuslondon.com/policies-safeguarding/

Your booking

1. It is essential that you give us all the information we ask for and you must tell us if students have any medical conditions, special education needs, allergies or dietary requirements and particularly any serious difficulties with hearing, sight or mobility.
2. All students under the age of 18:

• Are expected to study seriously.
• Are being always supervised by Group Leaders appointed by you. At least one Group Leader is obligated to be present on school floor or within reach while students are studying.
• Agents must send us a “parental consent form” no later than 15 days before arrival which is completed by parents or guardians of under 18 students.
• Group Leaders must ensure that all under 18 students abide by the curfew set by the school.

Agent Agreements

1. To show acceptance, we ask you to sign and date a copy of the Agent Agreement and return it to your assigned Regional Sales Representative within 7 days or to info@staycampuslondon.com.
2. The Agent Agreement is confidential and no details whatsoever, including invoices, shall be disclosed to a third party. Stay Campus London Ltd. will hold the booking agent responsible for any loss whatsoever through unauthorized disclosure.

Conditions to Reservation

1. To make a reservation a non-refundable enrolment fee of 10% is required within 48 hours from receipt of the contract/invoice.
2. The remaining 90% balance needs to be paid 45 days before arrival (or by any specific date outlined in the contract) to complete the reservation, late payments will lead to automatic cancellation of the whole group allocation.
3. Any proposed amendments are subject to agreement and are only valid once written acknowledgement has been issued by Stay Campus London Ltd, confirming such amendments or alternations. Amendments/changes to bookings within 15 days of arrival will incur a supplement and is subject to availability.
4. The weekly rate includes all bills and utilities, wi-fi, linens upon arrivals, a towel per person and kitchen utensils in the room.
5. To guarantee smooth and good quality service, please inform us about dietary requirements right prior to your catering booking. Our catering services need to be booked separately. Any special requests must be made with at least 3 working days via email at info@staycampuslondon.com.

Please be aware that Group Leaders making changes to the catering arrangements on-site are welcomed to do so. We can only proceed such requests once we receive a written confirmation from you. All written confirmations need to be sent to the email addresses provided.

6. A list of all arriving occupants must be sent to Stay Campus London Ltd at the start of the booking process via email to the local sales representative or alternative to info@staycampuslondon.com.
7. Placements tests will also be issued and again must be returned no later than 15 days before arrival to ensure students are allocated to the class suitable for their level.
8. In order to comply with British Council Accreditation regulations all Group Leaders must be police checked and evidence of the checks sent to Stay Campus London prior to arrival. If police checks are unavailable agents will be responsible for carrying out their own checks and will be expected to sign to prove these have been carried out.

For full directory regarding criminal records checks for each country, please access the table below:

9. We reserve the right to charge 50% for individual (per person) cancellations occurring between 30 and 45 days prior to arrival, and 75% for cancellations that occur 14 to 30 days prior to arrival. No-shows and cancellations less than 14 days before arrival will be charged at the full rate.
10. Please note that prices may be subject to alteration. There will be no price changes after the customer has signed the contract.
11. It is an expressed condition of the booking that the Company is relieved of liability for loss or damage to valuables left in bedrooms, on the premises or in motorized transport. This extends to loss or damage of motorized transport left on The Stay Club premises.
12. On the day of arrival, the check-in time is at 3 pm. On the day of departure, rooms must be vacated by 10am and all room keys returned to reception; any extras are to be settled on the day of departure. Any lost keys will be charged £5 each.
13. Travel Cards can only be guaranteed if paid 60 days prior to arrival. Once the order is made, these cannot be refunded.
14. In order to organise airport transfer for you, we need to receive your flight details minimum twenty-one days (excluding weekend) prior to your arrival date. Airport transfers do not include any extra services. For Meet & Greet or Check-in assistance, please book separately. All cancelled bookings might be subject to cancellation charges. Any delays and additional waiting times may result in additional charges – these may vary depending on your booking. All terms & conditions regarding your transfer will be confirmed to you.
15. In case of cancellation due to visa refusal, written evidence is required within 48 hours since the day of refusal. We will refund the fees received less a 3% admin fee.
16. In case students or group leaders need to self-isolate at Stay Campus London accommodation, they are responsible for covering additional catering and accommodation expenses which are not included in their initial booking.

Payment Details

There are different payment methods available:

1. Make an online payment using Western Union, our authorised payment partner.
2. Submit a Financial Guarantee/ Sponsorship Letter
3. Pay using another form of payment:

• Bank draft in Pounds Sterling payable to STAY CAMPUS LONDON.
• Credit Card payments

Lessons

1. Stay Campus London classroom lessons run from Monday – Friday in the morning or in the afternoon. Stay Campus London reserves the right to switch from classroom lessons to online lessons with a short notice if necessary.
2. All classroom-based courses enrol on every Monday of the year unless where specific course start dates are listed.
3. All classroom-based courses with 15 hours run from 09:00 – 12:20 (hours = lessons)
4. All classroom-based courses with 20 hours run as per the following: (hours = lessons)
5. Monday, Wednesday, & Friday – 09:00 – 12:20
6. Tuesday & Thursday – 09:00 – 16:10.
7. Some of our programmes such as International Summer Campus, Discover London, Discover London, English & Football Academy may include outside classroom activities.
8. Online lessons run from Monday – Friday in the morning or in the afternoon. Stay Campus London uses Zoom software. Our team sends you information regarding lesson details in advance. We reserve the right to confirm the time prior to the course start or change the software with a short notice if necessary.

Reduction of Lessons

We require a minimum of at least 15 students in our lessons. If a minimum number of students on a course is not achieved, we may reduce the number of hours spent in class. This is due to the fact that work in class becomes more intensive and therefore we are confident that satisfactory progress can be made with fewer hours.

Opening Hours

School closures dates for academic year 2021 / 2022 are: 17 December 2021 to 2 January 2022. We are closed two consecutive weeks per year only and these will be updated in our booking terms & conditions annually.

Cancellations

1. You can request a refund up to 6 weeks prior to your course start date. In this case, the 10% deposit is non-refundable.
2. We reserve the right to charge 50% per person for cancellations occurring between 30 and 45 days prior to arrival, and 75% for cancellations that occur 14 to 30 days prior to arrival.
3. No shows or cancellations made within less than 14 days prior to arrival will be charged in full.
4. No refunds or credits can be considered after the start of courses.

In exceptional circumstances, we reserve the right to deliver courses online.

Please access our cancellation policy with respect to COVID-19 here: https://staycampuslondon.com/policies-safeguarding/#cancel

Loss or Damage

It is an expressed condition of the booking that the Company is relieved of liability for loss or damage to valuables left in bedrooms, on the premises or in motorized transport. This extends to loss or damage of motorized transport left in Stay Campus London premises.

Healthcare & Insurance

1. Stay Campus London is not responsible for any occurring fees and costs in case of emergency treatments of our students or Group Leaders.
2. We strongly recommend that groups travel with adequate insurance to cover expenses in case of emergency and fees and costs in case of cancellation or curtailment.

For more information regarding healthcare and travel insurance, we advise you to visit: https://www.gov.uk/government/publications/how-the-nhs-charges-overseas-visitors-for-nhs-hospital-care/how-the-nhs-charges-overseas-visitors-for-nhs-hospital-care

Force Majeure

Stay Campus London is not liable for loss of tuition or other services due to factors outside our control. Refunds will not be made under these circumstances.

Complaints

If students or group leaders have a problem whilst in the school, let us know immediately so we can help. The complaints procedure is detailed in the Student & Group Leader handbooks. Complaints can only be accepted during the time students are attending the school and not after they have completed their course. Alternatively, contact us at info@staycampuslondon.com

Conduct

All students and group leaders are expected to always speak English and behave respectfully to other students, staff and accommodation providers. In a multi-national environment, it is vital to respect cultural, racial, and religious differences.

Last reviewed: April 2021