These Xplora International LTD Terms and Conditions are valid for Xplora Study Tours, Xplora Academy, and Xplora International Summer Centres and Individuals.

1. PROGRAM INCLUSIONS

Each Xplora standard weekly package includes:

  • 15 hours of English tuition per week

  • Full-board accommodation (3 meals per day)

  • One full-day excursion per week

  • One half-day excursion per week

  • Comprehensive activity and sports program

  • Six (6) evening activities for residential students

  • Travelcards and transport for excursions

  • Academic report and completion certificate

2. AGENCY RESPONSIBILITIES

  • The Agency is responsible for marketing, promoting, and enrolling students for Xplora programs.

  • The Agency must ensure students meet any visa and immigration requirements and provide required documentation.

  • The Agency must submit complete student details (including names, ages, dietary requirements, medical conditions, and emergency contacts) at least four weeks before arrival.

  • The Agency is responsible for ensuring all payments are collected from students and remitted to Xplora within the agreed deadlines.

  • The Agency must communicate any special requests or additional excursions in advance, which may incur extra fees.

  • The Agency must ensure students and group leaders comply with campus rules and conduct guidelines.

3. PAYMENT, CANCELLATIONS, AND REFUNDS

3.1 Payment Terms

  • A pre-defined deposit required at the time of booking before

  • The remaining balance must be paid no later than 30 days before arrival.

  • Bookings made within 6 weeks of arrival require full payment at the time of confirmation.

  • Failure to meet payment deadlines may result in booking cancellation.

3.2 Cancellation & Refund Policy

  • Cancellations made more than 30 days before arrival: Full refund, minus the non-refundable deposit.

  • Cancellations made between 29 and 21 days before arrival: 40% of the total fees will be charged.

  • Cancellations made between 20 and 15 days before arrival: 60% of the total fees will be charged.

  • Cancellations made within 14 days of arrival: No refund will be issued.

  • In all cases, the deposit is non-refundable.

  • Visa Refusals: A full refund will be granted, minus administrative fees, upon receipt of official proof of visa refusal.

  • Refunds will be processed within 30 days of the cancellation request.

4. ACCOMMODATION & WELFARE

  • Accommodation is provided in residential halls or homestay families, subject to availability.

  • Students are placed in single, twin, or shared rooms based on program selection and availability.

  • Any dietary or medical needs must be communicated at least 4 weeks before arrival.

  • Xplora staff provide 24/7 supervision and support for students during their stay.

  • Services and social activities may change due to external circumstances (e.g., weather, strikes, or availability). Equivalent alternatives will be offered where possible.

5. CODE OF CONDUCT & DISCIPLINE

  • Students are expected to adhere to campus rules and behave respectfully toward staff and fellow participants.

  • Any form of bullying, harassment, or discrimination will not be tolerated.

  • Alcohol, drugs, and smoking are strictly prohibited for all students.

  • Students must follow curfew rules and attendance policies.

  • Failure to follow the Code of Conduct may result in expulsion without refund.

6. VISAS & TRAVEL REQUIREMENTS

  • It is the Agency’s responsibility to ensure students have the correct visas and documentation for travel.

  • Xplora provides visa invitation letters for a fee of £45/$40 (for hard copies sent by courier).

  • Students must arrive and depart within the specified arrival and departure times to avoid additional transfer fees.

  • Arrivals outside of 9 AM to 10 PM will incur an extra £180 charge.

7. INSURANCE & LIABILITY

  • All students must have comprehensive medical and travel insurance, secured through the agent

  • Xplora is not responsible for lost or stolen property.

  • Any damages caused by students to property or facilities must be covered by the student or their agency.

  • In the event of an emergency medical situation, Xplora will seek necessary treatment, and costs will be the responsibility of the student’s insurance.

8. FORCE MAJEURE

Xplora International shall not be responsible for any failure to provide services due to circumstances beyond its control, including but not limited to natural disasters, strikes, government regulations, pandemics, or travel restrictions.

9. GOVERNING LAW

These Terms and Conditions shall be governed by and construed in accordance with the laws of the United Kingdom.