Ardleigh House Community Association Coach Holiday Participation Agreement

Between:

The Organiser: [Name of Community Association] ('we', 'our', 'the organisers')

and

The Participant: [Name of Traveller] ('you', 'your')

 

Trip: [Destination and dates]

Coach company: [Coach company name, if known]

Accommodation: [Hotel name and location]

1. Purpose of this agreement
   This document sets out the terms under which you take part in the above holiday organised by our community association. We are a voluntary, non-proflt group arranging social trips for our members and friends. We are not a travel company and do not provide professional tour, medical, or care services.
2. What's included
   The holiday includes;
   - Return coach travel between agreed pick-up points and the destination
   - Accommodation as described
   - Meals or excursions only if stated in the booking information
3. What's not included
   You are responsible for:
   - Any personal spending, optional excursions, or additional meals
   - Travel insurance (we strongly advise you to obtain suitable cover)
   - Any medical, personal care, or mobility assistance you may need
4. Health and personal responsibility
   We do not provide medical or personal care. You confirm that you are fit to travel and take part in the trip. You
   agree to manage your own medication, mobility aids, and personal needs. You must inform us of any
   condition that might affect your participation, so we can plan safely but we cannot provide medical support.
5. Conduct and safety
   You must follow any reasonable instructions from the organisers or coach driver. Seat belts must be worn when the coach is moving. Please be punctual for departures and respectful to others. We reserve the right to refuse participation if your behaviour causes risk or serious disruption to the group.
6. Cancellations and refunds
   lf you cancel:
   - Before [insert timeframe, e.g. 4 weeks before departure], we will refund your payment less any non-refundable costs already incurred.
   - After that date, refunds will depend on whether your place can be filled.
   lf we cancel the trip for reasons beyond our control (e.g. insufficient numbers, coach breakdown, or hotel closure), all payments will be refunded in full, and this will be our only liability.
7. Liability
   You travel at your own risk. The organisers accept no responsibility for loss, damage, injury, or illness, except where required by UK law. We are not liable for the actions or failures of third parties such as the coach company or accommodation provider.
8. Emergency contact and medical information
   Please provide an emergency contact:

9. Data protection
   Your personal details will be used only for administering the trip and contacting you about travel arrangements. They will not be shared with anyone else and will be securely deleted after the trip.
10. Declaration
    By signing below, you confirm that;
    - You have read and understood this agreement.
    - You accept personal responsibility for your own health, safety, and belongings.
    - You understand that the organisers are volunteers and not a commercial travel provider.

This agreement is designed for cornmunity and voluntary groups arranging non-commercial social holidays. lt is not a commercial travel contract under the Package Travel Regulations 2018.