Language Learning Experiences
Outdoor Education Experiences
Welcome to Ardmore Language Schools (Ardmore)! We look forward to welcoming your students to our programmes. In advance of this, please take time to fully understand our company Terms and Conditions. These Terms & Conditions are valid for all Ardmore programmes.
1.1. An initial 30% deposit is required for all bookings. A booking will only be considered provisional, if the deposit has been received by Ardmore as per the payment terms below.
1.2. For bookings made 8 weeks or less prior to arrival, a 50% deposit payment is required
1.3. A full balance invoice will be issued 6 weeks ahead of the arrival date. The invoice is payable in full no later than 30 working days prior to arrival.
1.4. Fees for additional attractions such as Harry Potter Studios, Six Flags, Disneyland, Musicals require full upfront payment and are non-refundable.
1.4.1. Harry Potter can only be added to bookings if the agent pays in full in advance. Harry Potter Tickets are non-refundable. Ardmore can only book Harry Potter at point of group confirmation (not at option stage) and tickets are subject to availability at that time.
1.4.2. Ardmore will only proceed with the purchase of tickets when the payment is received. If at the time of payment, the attractions are sold out, the payment will be used towards any balance owing on the program booking.
1.5. Payments are required to be received in the local currency of the programme (e.g. GBP for the UK, USD for the USA). As such, all payments must cover the relevant bank charges, transfer fees, and currency conversion rates differences so that the full invoiced amount is received.
1.6. Payments can be made via bank transfer or currency dedicated Flywire accounts, as detailed in the payment instructions on the invoices.
1.7. Programmes and arrival transfer booking confirmation will not be provided before full payment is received by Ardmore Language Schools. Ardmore reserves the right to refuse admission to accommodation and withhold programme participation, if full payment has not been received prior to arrival.
1.8. Deposit payment does not change the right of Ardmore to make changes as described in Section 2 below, for circumstances beyond the businesses control.
2.1. Ardmore has the right to change prices, starting dates, venue, course content, and programs, at any time, due to errors, omissions, and changes to circumstances beyond our control.
2.2. In such cases, you will be informed as soon as possible in writing. Where a major change is involved, a choice will be given of either accepting the change, which will be of a comparative standard (if available) or rejecting it. If the latter applies, Ardmore will promptly refund all the monies we received.
2.3. Ardmore operates a two-week rolling schedule. Excursions destinations are based on this fortnightly rotation. Changes to the planned weekly programme and/or additional excursions and drop-off & pick-up from the ones offered in the selected week will incur additional charges.
2.3.1. Single 1-week groups cannot select the ‘preferred week.’ Instead, they will be offered the centre program for the weeks that they travel. If one-week groups wish to change the excursions, this will be treated as additional excursion programme, and will incur additional charges.
2.4. All prices are shown for students under 18 years of age. An adult supplement will be applicable for participants aged 18 and over.
3.1. We request that all flight/train arrival and departure information is provided more than 40 days in advance of travel. If complete arrival details are not received before this point, transfers may be subject to availability and extra charges may be applied to original transfer prices quoted.
3.2. If flight details are not received and confirmed before 40 days prior to arrival, Ardmore reserves the right to cancel all arrangements and bookings without prior notice.
3.3. Ardmore arranged transfers are required for all individuals. Individual students are not permitted to transfer to Ardmore centres via independent travel arrangements, such as public transport, black-cabs or UBER. Instead, they are expected to take Ardmore transfer service.
3.4. Domestic drop off and pick up of students by parents or guardians, must be arranged in advance. Identification must be provided before a student can be released to an adult for pickup. If the adult collecting the student is not the parent or legal guardian, prior consent must be given, and Ardmore will provide the necessary forms upon request.
3.5. Unaccompanied Minors Service: additional fees apply when a student travels as an Unaccompanied Minor (UM) with their selected airline. This must be organised with Ardmore at least 40 days before dates of travel.
4.1. Accommodation access will be available from 15:00 PM (local time) on the day of arrival.
4.2. On departure day, Accommodation needs to be vacated by 09:00 AM (local time).
4.3. Meal Provision. Prices include UK 21 meals/US 20 meals per 7 nights stay, starting from dinner on arrival day. Meals can be provided as hot food or packed meals. Any additional meal will be subject to an extra supplement.
4.4. Late departure flights will incur additional meals that will incur additional charges.
4.5. In the event of delayed or cancelled departure flights, Ardmore will make every effort to arrange alternative accommodation for the group until new flights can be secured. This is subject to availability and may not be possible. Please also note that Ardmore is not responsible for covering the costs of this additional accommodation, which will be billed to the agent in addition to the standard course price.
5.1. Group prices are based on a minimum of 12 full fee-paying students and 1 free group leader place.
5.2. In the event of a group decreasing in size after the price per student has been set and agreed, Ardmore reserves the right to alter the price accordingly. With reductions in group size, price alterations are applicable to excursions, transfers, program content and group leaders where smaller group numbers incur additional costs.
5.3. In the event of a group number increasing in size, all services for additional students, must be paid in advance of the trip in line with the payment terms above.
5.4. Group numbers must not increase without prior agreement of Ardmore Head Office. Any increase in group size, on original quote or option reservation, will be subject to availability and not guaranteed.
5.5. If there is a change of participant and the gender of the replacement differs, participation must be confirmed by Ardmore, as it may not be possible to accommodate due to the gender distribution across boarding houses.
5.6. Minimum Numbers: Some specialist courses and off-peak weeks, require a minimum number of participants. On such occasions, Ardmore will give agents the greatest possible notice if a program is unable to run. Further details on minimum number requirements are available, on request.
6.1. Cancellation policy includes cases whereby an agent cancels the entire group, or where cancelling students within a group, which subsequently goes on to travel. Cancellation also includes individual bookings.
6.2. All cancellations must be made in writing, via e-mail, to Ardmore prior the start of the programme, in line with the below.
6.2.1. Notification of cancellation up to 8 weeks before travel date: Ardmore retains the deposit payment plus any non-refundable excursion ticket bookings (described in section 1.4)
6.2.2. Notification of cancellation between 7 to 2 weeks before travel: Ardmore will charge 50% of the total fees.
6.2.3. Notification of cancellation 13 days or less before travel: Ardmore will charge agents 100% of the total fees.
6.3. Program Withdrawal is defined as the termination of an Ardmore programme on or after the arrival date. Written (Email) communication of any such withdrawal must be made by agent to Ardmore. In these cases, Ardmore will retain 100% of fees received.
6.4. Ardmore reserve the right to cancel or reschedule any course for any reason, including but not limited to insufficient enrolment, or unforeseen circumstances. In the event of such cancellation, registered participants will be notified at the earliest possible point prior to the scheduled start date. Participants will have the option to transfer their registration to another course or receive a full refund of course fees paid. Ardmore shall not be liable for any other costs or damages incurred by participants as a result of the cancellation.
6.5. Non-Refundable services: Any additional services that require upfront booking, such as airport transfers, entrances, visa invitation letter fees and other committed unrecoverable costs will be fully charged and cannot be refunded.
7.1. A Visa Invitation Letter Admin Fee is charged when applicable and is non-refundable.
7.2. Arranging the correct visa and booking appointment in a timely manner is the sole responsibility of students’ parent/guardian/ appointed agent.
7.3. Visa Invitation Letters will be provided by Ardmore when the 30% deposit is received.
7.4. Ardmore is not responsible for any specific country’s immigration requirements or embassy.
7.5.1. If a participant visa is denied, to qualify for a refund, Ardmore must be notified by e-mail that the visa(s) has been denied, delayed, or not yet granted, no later than 21 days prior to the arrival date stated on the invoice.
7.5.2. If the visa has been denied, official proof of rejection from the embassy must be provided to Ardmore to receive a refund of any deposit or payment that has been made (except for the visa invitation administration fee).
7.6.1. Arranging and obtaining the relevant Electronic Travel Authorisation is the sole responsibility of the students’ parent/guardian/agent.
7.6.1.1. UK: https://www.gov.uk/guidance/apply-for-an-electronic-travel-authorisation-eta
7.6.1.2. USA: https://esta.cbp.dhs.gov/
7.7. Ardmore shall not be held liable for any damages, losses, or expenses arising from a participant’s inability to obtain a visa or fulfil travel requirements necessary for participation in the event or activity. Participants acknowledge that it is their sole responsibility to ensure they meet all visa and travel regulations prior to the event. Furthermore, Ardmore shall not be responsible for any changes in travel requirements or government regulations that may arise, preventing participants from traveling. Participants are encouraged to verify their visa status and travel conditions well in advance of the event.
8.1. It is mandatory that full insurance cover is arranged by the Educational Travel Agency for all participating students and group leaders before departure from their home country. Ardmore require confirmation in writing that suitable insurance cover is in place.
8.2. Ardmore can arrange medical travel insurance if requested at an additional cost to course prices. Full policy details and prices for this cover are available on request.
9.1. All allergies, special dietary requirements and medical information must be provided to Ardmore in writing no later than 3 weeks prior to each student’s arrival.
9.2. The Parent Consent Form will be provided and must be returned to Ardmore completed and signed no later than 3 weeks prior the course starting date.
10.1. Ardmore expects all participants, students, and group leaders, to participate in all aspects of the programme respecting every person and the facilities as detailed in the Code of Conduct.
10.2. Ardmore has a zero-tolerance policy for bullying, discrimination, harassment, smoking, purchase and consumption of alcohol and drugs.
10.3. Any student and group leader who commit a criminal offence, exhibits anti-social behaviour, or has a poor attendance record during their visit – on or off campus – will be subject to the appropriate level of disciplinary action, in line with the company’s behaviour policy, and may be expelled from the programme and asked to return home at their own expense.
10.4. GROUP LEADERS: Group leaders are expected to behave in a way befitting of their position of trust, and, and in line with Ardmore’s Safeguarding policy, which can be found here. Any Group Leader that fails to act in line with this policy may be subject to additional action including expulsion from the centre, referral to local safeguarding services, or police.
10.5. DAMAGES Students or groups shall be held financially responsible for any damages to property or furnishings incurred during their stay. The total cost of repairs or replacement will be assessed and invoiced accordingly. In the event of negligence or wilful misconduct, the organisation reserves the right to impose additional fees to cover costs associated with loss of use or other related expenses. Prompt notification of any damage should be reported to staff immediately.
If students or groups require a printed copy of the Ardmore Diploma a fee of GBP30/USD 45 will be applied to cover the administrative and delivery costs. Please also note that Ardmore is not responsible for covering the reprints and international delivery costs and can’t be held responsible for any delays or lost delivery.
A pdf version can be requested free of charge.
Lost property must be claimed within 7 days of the course end date by emailing your Ardmore Head Office contact. Ardmore is not responsible for any unclaimed items or their value, nor for any delays in returning items due to customs. The agency will be billed for any international delivery costs associated with the return of lost property.
After 7 days from departure date, any unclaimed items will be disposed or donated to charities.
13.1. Ardmore outlines age ranges in for each course in the brochure. Agents are expected to enrol only students in the described age ranges.
13.2. The group leader has a duty of care for their students and is responsible for fully supervising their group of students, which includes ensuring the safety of students while moving from building to building, during free time and whilst on excursions. This may involve crossing roads in urban settings.
13.3. Group leaders are required to be present on-site and actively participate in supervising night duties, ensuring the safety and well-being of all participants during overnight hours. This includes being available for any necessary assistance and oversight throughout the duration of the night.
14.1.From time to time, Ardmore may take photographs and/or videos of students participating in the activities involved. These images and videos may be used for future marketing campaigns, promotional materials, and other related purposes. If you do not wish for your image or likeness to be used, please notify us in writing prior to the start of the course.
15.1.In the event of circumstances beyond the reasonable control of Ardmore, including but not limited to war, acts of terrorism, civil unrest (whether threatened or actual), widespread unrest or protests, closure or significant congestion of airports or ports, cancellations or alterations to scheduled flights, industrial actions (strikes or lockouts), natural disasters (whether threatened or actual), adverse weather conditions (including storms, hurricanes, floods, or other severe disruptions), outbreaks of disease or pestilence, enforcement of quarantine measures, cancellations by host families, or any other significant events or conditions that impede our ability to execute travel arrangements as planned, Ardmore shall be exempt from liability for any resulting delays, disruptions, changes, or cancellations in the travel programme. Should any of these unforeseen events occur, we will make reasonable efforts to mitigate the impact on participants but may be required to adjust the itinerary, modify accommodation arrangements, or extend the duration of the stay. Consequently, we cannot be held liable for any indirect or consequential losses, damages, or additional expenses incurred as a result of such adjustments. Participants are encouraged to consider appropriate travel insurance to cover any potential financial implications arising from these exceptional circumstances.