Individual Booking Terms and Conditions

1Who you are contracting with

1.1 Sol Camps International ("Sol Camps") is the trading name under which a number of companies in the Holmes Education Group deliver summer camp programmes. Each camp is operated by a single company, and that company is listed against the camp in Schedule 1.

1.2 In these terms "we", "us" and "our" mean the company named in Schedule 1 for the camp shown on your booking confirmation. Your agreement is with that company alone. No other company in the Holmes Education Group is a party to it, and no other company is liable under it.

1.3 Where your booking covers camps operated by more than one company, you enter into a separate agreement with each of those companies. These terms apply separately to each agreement, fees and cancellation charges are calculated separately for each, and a breach or cancellation of one does not affect the other.

1.4 Payments may be collected, and correspondence sent, by Holmes Education Group companies or their appointed agents on behalf of the contracting company. This does not change who you are contracting with.

2Who these terms apply to

2.1 These terms apply to bookings made by a parent or legal guardian for their child.

2.2 In these terms "you" means the person making the booking, and "the student" means the person who will attend the camp. You confirm that you are that student's parent or legal guardian and that you have authority to accept these terms on their behalf.

2.3 Where a booking is made by an agent, school, tour operator or other organisation, or covers two or more students who are not from the same family, our Group Booking Terms and Conditions 2026/2027 apply instead. Copies of those terms are available on our website. The cancellation terms in clause 5 do not apply to a booking covered by those terms.

2.4 A parent or legal guardian who makes a booking is personally responsible for paying the fees and for the obligations in these terms, whether or not the student is a party to them.

2.5 These terms should be read together with the Enrolment Form, the booking confirmation and the Parental Consent and Health Declaration Form. Together these documents make up the whole agreement between us. Where those forms are not completed, or are not completed in full, these terms apply, subject to clause 2.6.

2.6 If there is any inconsistency between these documents, the booking confirmation prevails on the camp, dates, accommodation and fees for the booking, and these terms prevail on everything else.

3How these terms are accepted

3.1 These terms are accepted, and the booking becomes binding, when either of the following happens:

• the Enrolment Form or written confirmation is signed and returned to us; or
• a deposit, or any part of the programme fee, is paid to us.

3.2 Payment of a deposit is treated as full acceptance of these terms, whether or not we have received a signed form.

3.3 A completed and signed Parental Consent and Health Declaration Form is required in every case. It must reach us at least 21 days before the camp start date. We may refuse to admit a student for whom we have not received a completed form.

3.4 We are not obliged to provide a place until we have issued a written booking confirmation.

4Fees and payment

4.1 Fees and deposits apply only to the student, programme, centre and dates specified on the booking. They are not transferable to another camp, season or student except as set out in clause 5.5.

4.2 Fees are payable in the currency stated on the invoice or offer letter and are exclusive of bank charges, card fees and any currency conversion costs, all of which you pay.

4.3 The deposit is 20% of the total fee and is due on booking. The balance must reach us no later than 1 June 2027, whatever the camp start date. Where a booking is made after 1 June 2027, the full fee is payable at the time of booking. A payment is treated as made only when cleared funds reach our account.

4.4 We will issue a booking confirmation once we accept your booking, and an information pack once we have received full payment.

4.5 Unless the booking confirmation says otherwise, the fee covers tuition, the published activity and excursion programme, accommodation and meals as stated for the programme booked. It does not cover flights, travel to and from the centre other than a booked transfer, insurance other than the emergency medical cover in clause 10.1, visa and immigration fees, medical or dental treatment, personal spending money, laundry, optional extras, or the cost of replacing lost property.

4.6 Students can begin the programme once all fees have been paid, and we may withhold services where any fee remains unpaid.

4.7 Fees are held for the 2026/2027 season once we have issued your booking confirmation.

4.8 If any payment is not received in cleared funds by its due date, we may write to you asking for payment within 7 days. If payment is not received within that period, we may cancel the booking by written notice, in which case the deposit is forfeited. Alternatively, we may keep the booking in place at our discretion.

5If you cancel or change your booking

Cancellation by you

5.1 Cancellation must be notified to us in writing at camps@holmeseducation.group and takes effect on the day we receive it. Because we reserve accommodation, staff and activities for each student well before the camp starts, the following charges apply, by reference to the date we receive your notice:

5.2 Any deposit paid is applied towards the cancellation charge. Where the charge exceeds the amount paid, the balance remains due. Where the charge is less than the amount paid, we refund the difference within 28 days.

Postponement and transfers

5.3 Postponing a booking to later dates within the same season as the original booking at least 15 days before the start date is free of charge on one occasion, subject to availability. Postponing within 14 days of the start date incurs an additional fee equal to one week's programme fee. Where a postponed booking is later cancelled, the charges in clause 5.1 are calculated by reference to the original start date.

5.4 Any difference in price between the original and the new booking is payable by you, or refundable to you, as the case may be.

5.5 A booking may be transferred to a different student free of charge if you tell us at least 14 days before the start date, subject to availability and the new student meeting the entry and age requirements. Later transfers are at our discretion.

Late arrival, absence and early departure

5.6 Fees cover the full programme booked, so they are not reduced for late arrival, missed lessons or activities, or early departure, unless we agree otherwise in writing in exceptional circumstances.

Your statutory rights

5.7 Where you book as a consumer without meeting us in person, you may have a statutory right to cancel within a cooling-off period. For bookings with our United Kingdom and Ireland companies that period is 14 days from the day the booking is confirmed. For bookings with our Canadian and United States companies, any equivalent right arises under the law that applies to that camp under Schedule 1. To use that right, tell us in writing within the period. Where you ask us to begin providing services during the cooling-off period, we may charge for what has been provided.

5.8 Nothing in this clause 5 limits any statutory right you have as a consumer, and the charges in clause 5.1 apply only to the extent the law allows.

5.9 Where you hold insurance that may cover cancellation, you should claim under that policy. We will provide reasonable documentation to support a claim.

Visa or entry refusal

5.10 If a student is refused a visa or entry authorisation for the country of the camp, we will refund all fees paid for that student in full, including the deposit. We do not keep any registration, administration or other fee. All we need is a copy of the official refusal letter.

5.11 If we do not receive a copy of the refusal letter, the cancellation charges in clause 5.1 apply in the usual way.

Shortening a booking

5.12 Where you shorten a booking, the weeks removed are treated as cancelled under clause 5.1, by reference to the date we receive your written notice. Where the fee for the revised duration is charged at a higher weekly rate, the remaining weeks are charged at that rate.

Illness or injury

5.13 If a student cannot attend because of serious illness or injury, confirmed by a medical certificate, and you tell us before the start date, you may choose either the cancellation terms in clause 5.1 or a credit for the full amount you have paid, to be used for any Sol Camps programme starting within the following 12 months.

6If we change or cancel your booking

6.1 We may make reasonable changes to the running of a programme, including adjusting timetables, transferring a student between classes or courses, changing study times, merging small classes, changing accommodation, and cancelling an individual class or course, where this is necessary for the proper delivery of the programme.

6.2 Where a change significantly affects the programme you booked, we will tell you as soon as we reasonably can. You may then accept the change, accept an alternative programme we offer, or cancel and receive a full refund of the fees you have paid for that programme.

6.3 Where we cancel a programme entirely and cannot offer a suitable alternative, we will refund the fees paid for that programme.

6.4 A camp may require minimum numbers to run. Where those numbers are not reached we may cancel and will tell you at least 21 days before the start date, offering an alternative or a full refund.

6.5 We may not have suitable classes available for complete beginners in English.

6.6 No fee reduction is made where a centre is closed on a public holiday in the country in which it operates.

6.7 Excursions and activities may change at short notice because of weather, safety, availability or numbers. We will provide a comparable alternative where we reasonably can.

7Visas, travel documents and entry

7.1 You are responsible for obtaining all visas, travel authorisations, passports and any health or entry documentation required to enter and leave the destination country, and for meeting all immigration conditions.

7.2 We will provide supporting documentation on request, but we do not guarantee that a visa or entry will be granted. Where a visa or entry is refused, clauses 5.10 and 5.11 apply. You should ensure your insurance covers visa refusal.

7.3 Where a visa application requires it, we may need to receive full payment before issuing supporting documents.

7.4 Students must carry a copy of their signed Parental Consent Form, accommodation details and travel confirmation to present at the port of entry.

8Flights, arrival and airport transfers

8.1 Flight details must be submitted at least 6 weeks before arrival. Unless we confirm otherwise, all arrivals and departures should be on the published arrival and departure days. Unless otherwise arranged, we are not responsible for booking or paying for the student's flights.

8.2 Transfers for unaccompanied students are provided by transfer providers approved and vetted by us. Drivers meet students in the arrivals hall with a name board, are instructed not to leave the airport without the student, and must notify us immediately if a student does not appear. All students are given a transfer emergency number.

8.3 We strongly recommend that a Sol Camps transfer is booked for any unaccompanied student on a residential (overnight) programme. Students on School and Day programmes do not book transfers with us. Where a residential student does not need a transfer, a Transfer Not Required form must be completed and signed by the parent or legal guardian, who then takes responsibility for the student's travel to and from the centre.

8.4 Transfer fees are non-refundable where changes to the travel itinerary are not communicated to us in advance. Additional charges apply to waiting time and to re-bookings caused by late notification.

8.5 Booking a transfer authorises us to share the student's name, contact details and flight information with the transfer provider.

9Accommodation and meals

9.1 All students must stay in accommodation approved by us. Details are confirmed before arrival.

9.2 Booking accommodation authorises us to share the student's details, including relevant health, dietary and welfare information, with the accommodation provider.

9.3 Unless stated otherwise, junior programmes include full board: three meals a day from Monday to Saturday, and brunch and dinner on Sunday. We will make reasonable efforts to meet dietary requirements notified in advance, but we cannot guarantee an allergen-free environment.

9.4 Where a student stays in homestay accommodation, they will travel unaccompanied between the centre and the accommodation, which may involve public transport. The parent or legal guardian must confirm acceptance of this on the Parental Consent Form.

9.5 We may change accommodation where necessary, and will notify you as soon as we can.

9.6 Accommodation is provided for the dates stated on the booking confirmation only. Additional nights are subject to availability and to an additional fee.

10Health, medical care and insurance

10.1 Students are assumed to be in good health. Emergency medical insurance covering the full duration of the programme is included in the fee for every student. It does not cover dental treatment, and we recommend that you arrange travel insurance for anything else, such as flights, cancellation and personal belongings.

10.2 All medical, dietary, disability, learning and mental health information must be disclosed on the Health Declaration Form before arrival. We may withdraw a place, or decline to accept a student, where an undisclosed condition means we cannot safely provide the programme. Where a place is withdrawn for this reason, the charges in clause 5.1 apply.

10.3 Parental consent for medical and dental care is required for every student. In an emergency we may share a student's medical information with a doctor, dentist, hospital, emergency service or the police, and may arrange treatment. We will contact the parent, legal guardian or emergency contact as soon as possible.

10.4 You are responsible for the cost of any medical or dental treatment, medication, hospital transport or repatriation not covered by insurance, and you will reimburse us for any such cost we pay on the student's behalf.

10.5 Prescribed medication must be declared on the Health Declaration Form, supplied in its original labelled packaging, and accompanied by written instructions. Our staff are not medically qualified and administer or supervise medication only where we have agreed in writing in advance.

11Supervision and safeguarding

11.1 Each centre publishes an age range. In exceptional cases we accept students outside it; where we do, the parent or legal guardian must acknowledge in writing that some elements of the programme may be unsuitable and that there may be an increased risk of harm.

11.2 Attendance is monitored daily. A student may not leave the centre or accommodation overnight, or travel away from the centre, without a separate signed consent for that occasion, and must be accompanied by a named adult whose details are provided to us in advance.

11.3 On supervised trips, students may be given limited unsupervised time to visit local shops or sites in small groups. A member of our staff is always present at the location. The parent or legal guardian must confirm acceptance of our free time policy.

11.4 On School and Day programmes, the parent or legal guardian takes full responsibility for supervising the student outside lesson and activity times, including travel to and from the centre.

11.5 The parent or legal guardian must give permission for the student to take part in organised trips and supervised activities. A student without permission may be excluded from an activity, and no fee is refunded.

11.6 We operate a safeguarding policy at every centre and appoint a designated safeguarding lead. A copy of the policy, and details of how to raise a safeguarding concern, are available on request.

12Behaviour, conduct and damage

12.1 We may ask a student to leave the programme and return home, at your expense and without refund, for serious misconduct, including:

• possession or consumption of illegal drugs;
• possession of weapons of any kind;
• consumption of alcohol where prohibited, or in excess (in line with local law);
• malicious damage to property or accommodation;
• repeated disruptive behaviour in class;
• repeated absence from lessons;
• repeated disregard of our rules;
• breaking local laws;
• bullying, harassment or discriminatory behaviour, including online;
• behaviour that endangers the student or others.

12.2 Students whose behaviour disrupts a programme may be asked to leave without a refund.

12.3 Where a student is asked to leave, you are responsible for arranging and paying for supervised travel home. Until they leave, we will keep the student safe and supervised, and may charge the reasonable cost of doing so.

12.4 You are liable for any loss or damage the student causes and must pay the full replacement cost. Each student should bring £100 / €100 / CA$100 / US$100, in the currency of the camp, to cover any damage, lost keys or penalties. We do not collect this on arrival. Where the cost is up to that amount, the student pays it on site. Where it is more, we invoice you directly, with evidence of the loss.

13Photography and filming

13.1 We ask permission to take and use photographs and video of students for our marketing, promotion and publicity, including printed and digital materials and social media. Images may be cropped, edited or combined with other images, text or graphics.

13.2 Permission is given or refused on the Parental Consent Form, and may be withdrawn at any time by emailing your admissions contact. Withdrawal applies to future use; we are not required to recall material already printed or distributed.

13.3 Where permission is refused, we will take reasonable steps to exclude that student from photography and filming. Permission is never a condition of a booking.

14Data protection

14.1 The company named in Schedule 1 for your camp is the controller of the personal information collected for that booking.

14.2 We collect and use personal information, including health, dietary and welfare information, to deliver the programme, meet our safeguarding and legal duties, and care for students.

14.3 We share it only with those who need it: teaching and welfare staff, host families and accommodation providers, transfer providers, activity providers, healthcare professionals, insurers, and emergency services or authorities where required.

14.4 We handle personal information in line with the law applicable to the camp concerned, including the UK GDPR and Data Protection Act 2018 (United Kingdom), the GDPR and the Data Protection Acts 1988 to 2018 (Ireland), PIPEDA and applicable provincial legislation (Canada), and applicable federal and state privacy law (United States).

14.5 Where information is transferred outside the country in which it was collected, we put appropriate safeguards in place as required by the applicable law.

14.6 Full details, including how to access, correct or delete information and how to complain to a supervisory authority, are in our Privacy Policy.

14.7 Consent to the processing of health information may be withdrawn at any time by emailing your admissions contact. Withdrawal may mean we can no longer safely accommodate the student, in which case clause 5.1 applies.

15Liability

15.1 We are responsible for loss or damage you suffer that is a foreseeable result of our breach of these terms or our negligence. We are not responsible for loss or damage that is not foreseeable.

15.2 We are not responsible for loss of or damage to personal property except where caused by our negligence or our breach of these terms. Students are advised to leave valuables at home and to insure any they bring.

15.3 Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, for any breach of your statutory rights as a consumer, or for anything else that cannot be limited or excluded by law.

15.4 Subject to clause 15.3, our total liability for all claims connected with a booking is limited to the fees paid for that booking.

15.5 Events outside our control. Where a programme or centre closes, or a programme cannot be delivered, because of an event outside our reasonable control — including fire, flood, extreme weather, infectious disease, epidemic or pandemic, government restriction, act of terrorism, war, strike or civil disruption — we will tell you as soon as we can and will offer alternative dates, a credit or a refund of the fees paid for the affected part of the programme. We are not otherwise liable for loss caused by such an event, including the cost of flights, visas or insurance.

15.6 We are not liable for the acts or omissions of independent third parties whom you engage directly, including airlines and travel providers.

16Complaints

16.1 Concerns should be raised first with centre staff, who will try to resolve them immediately.

16.2 If a concern is not resolved, submit the complaint in writing to camps@holmeseducation.group. We will acknowledge it within five working days and respond in line with our Complaints Policy, a copy of which is available on request.

17Governing law and jurisdiction

17.1 Your agreement is governed by the law shown against your camp in Schedule 1, and the courts shown in Schedule 1 have exclusive jurisdiction.

17.2 Where a booking covers camps operated by more than one company, each agreement is governed by the law of its own camp.

17.3 If you are a consumer resident in a country other than that of the camp, you keep the benefit of any mandatory consumer protection of the country in which you live, and may be able to bring proceedings in its courts.

18General

18.1 Entire agreement. The documents listed in clause 2.5 are the whole agreement between us and replace any earlier discussion, brochure statement or representation, except that nothing excludes liability for fraudulent misrepresentation.

18.2 Transfer. We may transfer our rights and obligations to another company in the Holmes Education Group, and will tell you if we do; your rights under these terms are not affected. You may not transfer yours without our written consent.

18.3 Third parties. Only you and we may enforce these terms, except that a student for whom you have booked may enforce clauses 9 to 12 against us.

18.4 Severability. If any clause is found to be unenforceable, the remaining clauses continue in force.

18.5 No waiver. A delay in enforcing a term, or a decision not to enforce a term or to enforce it only in part on any occasion, is not a waiver of it and does not prevent us from enforcing it in full on another occasion.

18.6 Notices. Notices to us must be sent to camps@holmeseducation.group. Notices to you are sent to the email address on the booking.

18.7 Language. These terms are written in English. Where a translation is provided for convenience, the English version prevails.

Schedule 1Contracting entities, governing law and jurisdiction

The company named below is the company you contract with for the camp shown, and is referred to in these terms as "we", "us" and "our".

Schedule 2Key dates and deadlines

The following deadlines apply to every booking. We may refuse admission where a required document has not been received.

Schedule 3Deposits

Deposits and fees are charged in the currency of the country in which the camp is located.