Please read these Terms & Conditions carefully. They, together with your booking confirmation correspondence (by email or via our website), form the basis of your contract with Monali Travel Ltd. By asking us to confirm your booking you confirm that you have read, understood and agreed to these conditions in full.

These Terms & Conditions should be read alongside Monali Travel’s Catalogue Guidelines 2027, which form part of the overall framework governing how our services are delivered. Monali Travel Ltd reserves the right to revise these Terms & Conditions at any time. Please check our website regularly.

1. Jurisdiction

This contract shall be governed by and construed in accordance with the laws of England and Wales and shall be subject to the non-exclusive jurisdiction of the courts of England and Wales.

2. Booking Process

A. How to Make a Booking

All booking requests must be submitted in writing by email or via our website. Our reservations team will either:

• Advise you of the centre or area in which your group has been placed, together with an option expiry date; or
• Issue a customised quote based on your specifications, detailing full costs and services.

It is your responsibility to advise Monali Travel at the time of your option request of any early morning or late arrivals, and any specific requirements (e.g. disabled participants, wheelchair users, etc.). Failure to do so may result in the group being placed in an unsuitable centre or host family. Where this occurs, we will endeavour to offer the best available alternative, which may incur additional costs to be discussed and agreed in advance.

Monali Travel is committed to equality and diversity and will do its utmost to accommodate all travellers. Any additional information you can share about the group — including past experiences or concerns — will help us make the most appropriate placement.

B. Option Period and Confirmation

Once we issue an option, spaces are reserved exclusively for Monali Travel until the stated option expiry date. If you require an extension, this must be requested in writing before the expiry date. Please note that space cannot be guaranteed after the option has expired, and Monali Travel cannot be held responsible if a confirmation is received after the expiry date and space has been reallocated. In such cases, we will endeavour to source a suitable alternative.

All confirmations must be made in writing by the stated option expiry date. Upon receipt, we will issue a booking confirmation email together with a deposit invoice. A binding contract between you and Monali Travel Ltd exists from the date of our confirmation invoice. Cancellations will not be permitted once both parties have confirmed the booking in writing.

C. Group Information — Pre-Arrival

All required information must be submitted to us at the following intervals:

• At least 8 weeks before arrival: full participant list, all allergies, dietary requirements, medical conditions, specific needs, and the agreed programme.
• At least 4 weeks before arrival: finalised itinerary and participant details will be shared with the Local Organiser.
• 2–7 days before arrival: the Group Leader’s emergency contact number must be provided to us.

The Local Organiser will provide the host family placement list at least 2 weeks before arrival, to include: host family name, full address and contact number; student allocation by gender and numbers; pet and smoking details for each property; meeting point(s) and coach parking address; and any special placement notes.

Monali Travel will return a final confirmed version with the group itinerary no later than 5 days before arrival. We cannot be held liable for issues arising from insufficient or inaccurate information provided by the client.

Dietary Requirements and Medical Conditions — Pre-Arrival Disclosure

It is vital that you inform us clearly and thoroughly — and stress to us — whether any participant’s diet requires extra care or special preparation by the host family. This includes, but is not limited to, severe allergies, anaphylaxis risk, religious or cultural dietary restrictions, intolerances and medically prescribed diets. This information must be provided at the earliest opportunity and no later than 8 weeks before arrival.

It is your responsibility to provide us with comprehensive written medical instruction for any participant whose dietary or medical needs involve a health risk. This information will be passed to the Local Organiser and, where necessary, to the host family so that adequate provision can be made in advance of the participant’s arrival.

On some occasions, participants with complex or highly specific dietary requirements will be required to bring their own staple food items. Host families are not responsible for providing medical care and cannot be held liable for complications, reactions or health consequences arising from the consumption of food where full and accurate information has not been provided to us in advance. Any participant who cannot independently manage their own medical or dietary condition must be accompanied at all times by a parent, teacher or qualified carer.

D. Passports, Visas and Travel Documents

It is your responsibility to ensure all participants hold valid and appropriate travel documentation before departure, including passports, identity cards and visas where applicable. We strongly recommend verifying entry requirements with the relevant embassies or consulates prior to travel.

Monali Travel is able to issue an official invitation letter to support UK visa applications. This letter will detail all services booked and include full participant information (full name, date of birth, passport number). Please note: if a letter requires amendment after it has been signed, stamped and issued, an administration fee of £25.00 per amended letter will apply.

E. External Service Providers and Venues

Unless expressly stated otherwise, bookings made with external service providers (attractions, venues, transport operators, etc.) are subject to those providers’ own terms and conditions. It remains the client’s responsibility to review the applicable terms of any third-party provider.

F. Final Travel Documents and Vouchers

Travel itineraries and service vouchers will be issued once all required information has been received from you, the Local Organiser, accommodation provider and any other relevant parties. Vouchers are valid solely for the named group, are non-transferable, have no cash value and may only be redeemed once. Unused or partially used vouchers will not be refunded. Any changes to participant numbers must be requested in writing and are subject to venue discretion; additional charges will be payable immediately.

It is your responsibility to check the accuracy of all documents issued to you, including confirmation invoices, itineraries and vouchers. Inaccuracies must be reported prior to the group departure.

3. Alterations by You

All requests to alter a confirmed booking must be submitted in writing by email. Monali Travel will endeavour to accommodate requests subject to availability and supplier acceptance. Changes may incur additional administration charges and supplier costs, which will be communicated to you before changes are processed. Changes requested close to the arrival date may, in some cases, require cancellation of the existing arrangement and rebooking at the prevailing rate.

4. Cancellation by You

All cancellations must be submitted in writing by email. Cancellation charges apply from the date we receive written notification. Some homestay centres are subject to different cancellation conditions. Where this applies, the specific conditions will be clearly stated on the homestay catalogue communicated to you. Those specific conditions will take precedence over the standard schedule set out below.

A. Cancellation of an Entire Group (Homestay)

B. Cancellation of Individual Participants within a Group (Homestay)

5. Cancellation or Alteration by Monali Travel

In the unlikely event that Monali Travel must cancel or significantly alter your booking due to Force Majeure, supplier overbooking or circumstances beyond our control, we will endeavour to offer alternative arrangements of comparable quality and standard at no additional cost.

If no suitable alternative is available or the alternative is not acceptable to you, we will refund all payments received for the affected booking within 15 days of your written instruction. No compensation will be payable in such circumstances.

On rare occasions where arrangements must be changed or terminated after departure due to Force Majeure, no refunds or compensation will be provided, and we will be unable to cover any costs you incur as a result.

6. Payment

All payments must be made in British Pounds Sterling (GBP) by bank transfer. Full bank details are stated on all invoices.

A. Client Payment Schedule

• Deposit: A non-refundable deposit of 20% of the total accommodation costs is due within 14 days of the deposit invoice. Failure to pay by the deadline may result in the booking being released.
• Balance: The remaining balance is due 4 weeks (28 days) prior to arrival. If the balance is not received in full and on time, we reserve the right to treat the booking as cancelled and apply the applicable cancellation charges.
• Additional costs arising after final payment has been received are due immediately upon invoicing.
• Any charges arising during the trip (extra nights, additional meals, add-on attractions, etc.) must be settled directly with the relevant supplier or paid to us before the service can be authorised.

B. Bank Charges

All bank charges — including those levied by banks in your country and in the UK — must be covered by you. We must receive the full amount stated on your invoice. Any shortfall due to bank charges will be carried forward to your next invoice, with any outstanding amounts subject to a final invoice at the end of the season.

C. Refunds and Credits

Refunds will be issued as a credit to your account unless you do not intend to make further bookings with us within 12 months, in which case we will refund to your bank account less any applicable bank charges and a £30.00 processing fee. Credits must be used within 12 months of issuance and will otherwise be written off.

D. Prices

Once agreed, rates are fixed for the season. Supplements for special requests must be approved in advance and in writing. The information and prices published may change; please verify the price and all details at the time of booking. Monali Travel will make every effort to ensure accuracy.

7. Liability and Insurance

Monali Travel Ltd acts as an agent or intermediary between clients and accommodation providers, schools, activity providers, transport operators and other third-party suppliers. Our total liability in respect of any booking shall not exceed the total amount paid to us for that booking.

Under no circumstances will Monali Travel be held responsible for any injury, illness, death, loss, damage, misadventure, delay or accident occurring during a participant’s stay in accommodation, participation in activities, or travel to and from accommodation. Personal property is not covered by host family insurance policies.

Any information we provide regarding accommodation and host families is given in good faith. We are not responsible for inaccuracies not communicated to us by the Local Organiser or a third-party supplier.

Monali Travel strongly advises all clients to arrange comprehensive travel insurance for all participants prior to departure, covering: medical expenses, personal accident, cancellation, curtailment, loss of deposit, baggage damage and theft. It is your responsibility to ensure the policy is appropriate and adequate for the group’s needs.

8. Emergencies and Incidents

In the event of any of the following, the Local Organiser and/or Group Leader must contact Monali Travel immediately: sickness or medical emergency, accident or injury, missing student, behavioural incident, or property damage.

Monali Travel will liaise with Group Leaders and overseas partners to assist with resolution. In cases of illness, the Local Organiser may be required to provide host family accommodation with a supplement for daytime use.

9. Special Requirements, Dietary Needs and Medical Conditions

A full breakdown of all dietary requirements, food allergies and medical conditions must be provided at least 8 weeks before arrival. For severe or life-threatening allergies, this information must be provided at the time of booking, as we cannot guarantee suitable host family placements for complex cases.

Where we are unable to meet a participant’s specific dietary or medical needs, we will decline to confirm their booking or, where details emerge after confirmation, cancel their booking and refund their costs. We recommend participants with special dietary needs bring their own food items where appropriate; host families will not be held responsible for complications from food consumption.

Participants with serious medical conditions requiring active management or medication must be accompanied by a parent, teacher or qualified carer at all times. Host families are not responsible for medical care. In a medical emergency, the participant will be referred to hospital. Should a participant be hospitalised, the Group Leader must remain with the participant until discharged or until a parent or family member arrives.

10. Conduct and Behaviour

Group Leaders and accompanying teachers accept full responsibility for the conduct of all participants throughout the trip. Monali Travel reserves the right to exclude any participant whose behaviour is deemed inappropriate, dangerous, offensive or damaging to persons or property. No refund will be made, and additional costs arising from exclusion will be the client’s responsibility.

The following rules apply to all participants in host family accommodation:

• Smoking is not permitted inside host family homes.
• Alcohol is not permitted in host family homes. Please note: the consumption of alcohol by persons under 18 is illegal in the United Kingdom.
• Hair straighteners and similar heat appliances must not be used in host family homes.
• Participants must not leave the host family home in the evening unaccompanied without prior permission from Monali Travel, the Local Organiser and the Group Leader.
• Participants are responsible for treating the host family home, its contents and all communal areas with respect.
• Luggage: no individual item of luggage exceeding 55cm x 45cm x 25cm is permitted. Oversized luggage that cannot be transported in the host family’s vehicle may incur taxi costs at the client’s expense.
• Valuables: We strongly recommend that participants do not bring valuable items. Any suspected theft must be reported to the Group Leader immediately and will be treated as a police matter.

11. Equality and Non-Discrimination

Monali Travel is committed to equality and diversity. It is unlawful in the United Kingdom to discriminate against any person on the grounds of age, sexual orientation, marital status, disability, race, colour, nationality, ethnic or national origin, or religion.

Should any participant or client representative discriminate against or victimise a host family member, Local Organiser, or any employee or supplier of Monali Travel, the booking of the concerned individual(s) will be terminated immediately without refund.

12. Complaints Procedure

If you are dissatisfied with any service arranged by Monali Travel, you or the Group Leader must notify us immediately with full details. This can be done by telephone or email during office hours, or via our 24/7 emergency line.

Where a complaint relates to host family accommodation, the Local Organiser must first inspect the property alongside the Group Leader. If both the LO and Group Leader agree the accommodation is unsuitable, the student will be relocated.

Failure to report a problem at the time will prevent us from investigating and resolving the issue and may prejudice any subsequent claim. Monali Travel will not consider complaints raised only after the trip has concluded unless exceptional circumstances apply. Any refund or compensation will not exceed the total amount paid for the affected services.

13. Data Protection, GDPR and Safeguarding

Monali Travel Ltd processes all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Personal information collected in connection with bookings will be used solely for the purpose of fulfilling travel arrangements and will not be sold to third parties. Data may be shared with Local Organisers, accommodation providers and other suppliers as necessary to deliver the booked services.

All parties handling personal data on behalf of Monali Travel — including Local Organisers and host families — are required to comply with UK GDPR regulations. Safeguarding concerns must be reported immediately to Monali Travel and/or the relevant local authorities.

For full details of how we collect, store and use personal data, please refer to our Privacy Policy at monalitravel.com.

14. General Provisions

Severability: If any provision of these Terms & Conditions is found unlawful, void or unenforceable, that provision shall be deemed severable and shall not affect the validity or enforceability of the remaining provisions.

Entire Agreement: These Terms & Conditions, together with your booking confirmation and the Catalogue Guidelines 2027, constitute the entire agreement between you and Monali Travel Ltd with respect to the subject matter hereof.

Updates: Monali Travel reserves the right to update these Terms & Conditions at any time without prior notice. The version in force at the time of your booking confirmation shall apply to your contract.

Waiver: A failure or delay by Monali Travel to exercise any right or remedy shall not constitute a waiver of that or any other right or remedy.

Mutual Respect: Monali Travel values transparency, respect and collaboration. We are committed to working constructively with all parties to resolve issues and to continuous improvement of our services.