Terms and Conditions

As adopted: 10th February 2005

As amended: 26th February 2005

As amended: May 2009

As amended: August 2009

Introduction

If you reserve a place on an Expedition under these terms and conditions, then these terms will remain the relevent terms and conditions, unless you agree otherwise with the Expedition Organiser.

The Expedition Terms and Conditions

1. Introduction

    (i) These rules apply only to the expeditions that specifically incorporate them. Such expeditions shall be referred to as "Expeditions".

    Please note that the status of a trip as a Club Expedition shall have no bearing upon the status of any dive on the trip as a Branch Dive. All Branch Diving is at the discretion of the Dive Manager. See the Club's Safe Diving Practices.

    These terms and conditions may be referred to as "the Terms and Conditions".

    Most trips organised by the Club, other than those to Gildenburgh or Stoney Cove, will incorporate these Terms and Conditions.

    (ii) Participation on any Expedition is at the discretion of the Expedition Organiser.

    (iii) Your place on an Expedition is reserved once:

      (a) you have requested a place in writing; and

      (b) your participation has been confirmed in writing by or on behalf of the Expedition Organiser.

    Participants are reminded that "in writing" includes "by e-mail" and "by SMS".

    (iv) The Expeditions will be run on a non-profit basis. Any surplus money from forfeited deposits will be used to firstly to pay towards any loss suffered by other Expeditions (including cancelled Expeditions), and then added to the Club's general income to be used for the benefit of Members.

    (v) These Terms and Conditions may be modified by the person who authorises the Expedition's financial arrangements provided that the details of any modifications are made known to everyone involved before the Expedition takes place.

2. Costs

    (i) Most Expeditions will be advertised with an Expected Cost and a Maximum Authorised Cost. The Expected Cost is given for guidance. The Maximum Authorised Cost includes provision for running an Expedition at less than full capacity, or with higher than expected variable costs, such as transport. 

    (ii) When you reserve a place, you agree to pay your share of the total Expedition cost

    (iii) If a Maximum Authorised Cost has been agreed, then the Maximum Authorised Cost is the maximum value that you agree to pay towards expenses for items to be provided within the Maximum Authorised Cost. This will usually include accommodation and diving costs (without fills and kit hire). For further details see section 5, ‘Optional Guidelines’.  

    (iv) Additionally, you agree to pay your share of any costs for expenses which are not included within the items to be provided within the Maximum Authorised Cost that are reasonably incurred to enable the Expedition to run. For example food and transport costs.

    (v) The costs of the Club Expedition will be divided between all participants including participants who do not attend (see Section 3), in a fair and reasonable manner.

    (vi) Any dispute shall be referred in the first instance to both Treasurer and the Expeditions Officer, and then if still not resolved to the Committee. There will be a 2 week deadline after the bill has been sent for raising disputes.

    If the Treasurer and Expeditions Officer cannot agree, or their joint decision is not accepted by the complainant, the dispute shall be dealt with by the Committee.

    (vii) Many Expeditions require a proportion of the payment in advance (a deposit). You must pay any deposit no later than a deadline that may be specified by reasonable notice, whether before or after the Expedition.

3. Non-attendance

    (i) If you reserve a place on a trip but do not attend you are still liable for your share of the cost unless the Expedition is filled.

    (ii) If the Expedition is filled, then you will be liable for the non-refundable portion of the deposit.

    Note that a refund can be given if at the discretion of the Committee or the Treasurer, if it is felt to be appropriate. See rule 4(v) below.

4. Other

    (i) In the absence of any agreement to the contrary; if an Expedition is cancelled because there are not enough participants, then all money paid including deposits will be refunded.

    (ii) If an Expedition is cancelled for any other reason including any reason beyond the club's control (for example bad weather), then the participants will be liable for their share of the costs of the Expedition.

    (iii) If any money is retained by a third party, it shall be deemed to be an expense of the Expedition, until such time as it is refunded to the Club, or offset by the Club against another expense.

    (iv) Nothing in these terms and conditions shall make the Club liable for any loss suffered by any person on an Expedition that was not authorised in accordance with the Club's Financial Rules and Guidelines.

    (v) Notwithstanding anything in these terms and conditions, but subject to the Financial Rules and Guidelines, the Committee or the Treasurer may make any refund that is appropriate given the circumstances.

5. Optional Guidelines

    The following guidelines exist. Each guideline is to be considered separately, and only applies if the relevant details have not been given for the Expedition.

    (i) The Maximum Authorised Cost for an Expedition of two (2) days diving or less includes: the cost of the Boat Charter or other site entry fees only.

    (ii) The Maximum Authorised Cost for an Expedition of three (3) days diving or more within the UK includes: the cost of the Boat Charter or other site entry fees, the accommodation (excluding food), transport costs from Cambridge to the accommodation and dive sites only.

    (iii) The Maximum Authorised Cost for an Expedition of 3 days diving or more outside the UK includes: the cost of the Boat Charter or other site entry fees, the accommodation (excluding food) only.

    (iv) It is suggested that all trip organisers include the following calculation when advertising to the club, to outline the possible expense of the trip to the club and interested members. 

      If 0 to X people (inclusive) sign up, the trip will be cancelled and CUUEG will potentially lose the £AAA deposit.

      If X to Y people (inclusive) sign up, each individual will pay the maximum authorised cost of £BBB for the trip and CUUEG loses between £CCC and £DDD.

      If more than Y people sign up, each individual pays their share (£EEE to £FFF) and CUUEG loses nothing.

    (v) The non-refundable portion of the deposit is fifty pounds (£50).