1. AfriKids' commitment to the participant
1.1 AfriKids will endeavour to provide the Ghana Triathlon Trip to each Participant pursuant to the following T&Cs. AfriKids will at its sole and absolute discretion endeavour to deliver the Ghana Triathlon Trip as advertised, however, AfriKids reserves the right to make changes to the Ghana Triathlon Trip at any time, if such changes become necessary or expedient in the interests of the Participant or AfriKids. AfriKids will notify Participants of changes at the earliest possible time. See Clause 5 below.
1.2 Prior to the Ghana Triathlon Trip taking place, AfriKids will provide the Participant with an information pack containing an outline itinerary (the “Itinerary”), advice on health and safety whilst in Ghana, inoculations and the requirements in respect of obtaining visas (the “Ghana Triathlon Pack”). The Ghana Triathlon Pack is not an exhaustive information pack and the Participant should seek independent advice from their doctor or healthcare provider, and from the Foreign & Commonwealth Office (“FCO”) and UK Passport office as required. The Participant is responsible for organising all necessary inoculations, malarial prophylaxis, travel insurance and visas, before they travel to Ghana. It is the responsibility of the Participant to fulfil the passport, visa, or immigration requirements as well as the health formalities applicable and relevant to the Itinerary, and the Participant should confirm these with the relevant embassies and /or consulates of their country of nationality. AfriKids does not accept any responsibility if the Participant cannot travel, or incurs any other loss because the Participant has not complied with any passport, visa or immigration requirements or health formalities. For the avoidance of doubt, and without prejudice to Clause 8.3 herein, the Participant agrees to indemnify AfriKids in relation to any costs which AfriKids may incur as a result of the Participant failing to comply with any passport, visa or immigration requirements or health formalities. Ghana requires passports to be valid for at least six (6) months after the planned return date from the Ghana Triathlon Trip. For further information please contact the Passport Office on 0870 5210410 or visit www.passport.gov.uk. Up to date travel advice can be obtained from the FCO (www.fco.gov.uk/knowbeforeyougo). Non-British citizens, including other European Union nationals, should contact the relevant embassy, high commission or consulate of their nationality, for up to date advice on passport and visa requirements.
1.3 Subject to Clause 4.2, the Fee will cover the following:
a) accommodation throughout the Ghana Triathlon Trip;
b) all meals (excluding lunch and dinner on the final day of the trip in Accra);
c) the Participant's in-country domestic flights and in-country ground transportation required for the Ghana Triathlon Trip; and
d) any other in-country costs as outlined in the trip budget.
1.4 The Ghana Triathlon Trip is available on the following dates:
a) From 9 November 2018 to 14 November 2018; or
b) From 9 November 2018 to 11 November 2018.
Each Participant will have to specify his/her choice in relation to a) or b) in his/her Registration Form and the Fee will cover the items listed in clause 1.3 above during such dates only. For the avoidance of doubt, the Participant is responsible for arranging his/her international flights to Ghana, Accra and AfriKids shall in no way bear any costs. 1.5
AfriKids will provide practical and logistical support to the Participants before and during the Ghana Triathlon Trip as outlined during pre-trip Participant inductions. This is inclusive of:
a) Travel and accommodation: The Participant will be met at Kotoka International Airport, Accra, Ghana by an AfriKids staff member. An AfriKids staff member will facilitate the Participant's airport transfers and hotel check-ins in Ghana. AfriKids will arrange the Participant's domestic flights and transportation explicitly required for the Ghana Triathlon Trip. The accommodation, food and toilet facilities will be of local Ghanaian standards and may differ from those experienced in the Participant’s home country. In addition, Participants may be required to share a bedroom and/or bathroom.
b) Primary contact: The Participant will receive the full contact details of the assigned AfriKids primary contact (the “Primary Contact”) for the Ghana Triathlon Trip on their arrival into Ghana. The Primary Contact is a source of advice, support and will act as a point of contact in the event of an emergency. The purpose of the Primary Contact is to help the Participant to solve any problems during their time in Ghana. In an emergency, the Primary Contact can be contacted twenty-four (24) hours a day seven (7) days a week.
c) Special needs: The Participant must inform AfriKids of any special needs at the time of completing the Registration Form, see section 3 below. While AfriKids will endeavour to accommodate special dietary requirements by passing these on to the Primary Contact and the accommodation facilities where the Participant will be residing during the duration of the Ghana Triathlon Trip, it cannot guarantee that these will be met.
2. The Participant's commitment to AfriKids
AfriKids expects each Participant to adhere to the following points of conduct towards AfriKids, its employees, officers, agents, affiliates, associated companies, sponsors and any third parties who are in any way facilitating the Ghana Triathlon Trip, the accommodation facilities (mentioned in Clause 1.4(c) above) and the other Participants:
2.1 The Participant will arrange and pay for his/her own international flight to Kotoka International Airport in Accra, Ghana, for the Ghana Triathlon Trip. The Participant commits to arrive by the identified start time and date of the Ghana Triathlon Trip. AfriKids, its officers, employees, agents, affiliates, associated companies or sponsors shall not be liable for additional costs incurred if a Participant arrives early or late for the Ghana Triathlon Trip.
2.2 It is a condition of booking on to the Ghana Triathlon Trip that each Participant has a suitable travel insurance policy whilst participating in the Ghana Triathlon Trip, that this policy covers the Participant for evacuation and expatriation, and that a copy of the policy is circulated to firstname.lastname@example.org before the start of the Ghana Triathlon Trip.
2.3 The Participant will arrange and pay for the Fee in accordance with the terms set out in section 4 below.
2.4 The Participant will conduct him or herself in a responsible and sensitive manner at all times during the Ghana Triathlon Trip and will comply with such reasonable directions as may be given, including but not limited to, the guidance in the Code of Conduct, the health and safety recommendations set out in the Ghana Triathlon Trip Pack, the Child Protection Policy (as set out on our website on: https://www.afrikids.org/safeguarding/) and any other terms and conditions that may be imposed on the Participant as part of his/her participation to the Ghana Triathlon Trip. In doing so, the Participant agrees to not act in ways that may be inappropriate, abusive or may place any person, whether involved in the Ghana Triathlon Trip or not, at risk of harm. This includes, but is not limited to, smoking in front of children affiliated to AfriKids projects; drinking or being intoxicated in front of children affiliated to AfriKids projects; using language likely to offend or insult local culture, religions or politics. The Participant commits not to take recreational drugs of any kind when in Ghana with AfriKids, in front of the children or at any other time.
2.5 The Participant will comply with the timetable of activities set out in the Itinerary and will be punctual in their attendance to all activities included in the Itinerary.
2.6 The Participant must be prepared to carry out the activities stated during the Participant inductions of the Ghana Triathlon Trip, to the best of his/her ability, and raise any concerns about the Ghana Triathlon Trip at the earliest possible time with his/her Primary Contact. The Participant must comply with advice provided at the Participant inductions.
2.7 In the event that the Participant is unable to follow the Itinerary either due to sickness or for any other reason, the Participant must notify the Primary Contact as soon as reasonably possible.
2.8 It is the Participant’s responsibility to take the correct inoculations before travel and to take a course of malaria tablets if required. AfriKids, its officers, employees, agents, affiliates, associated companies or sponsors are not liable in any way if Participants contract any illness or disease during or after the Ghana Triathlon Trip.
2.9 Participants must understand that working/travelling in a developing country will be different to doing so in their home country. Participants must respect these differences and adhere to local law and customs.
If at any point the Participant becomes involved in any unlawful activity or activity that is deemed inappropriate by AfriKids, AfriKids reserves the right in its absolute discretion to terminate the Participant's participation in the Ghana Triathlon Trip with immediate effect. In this case all costs and organisation of repatriation will be the responsibility of the Participant. AfriKids, its officers, employees, agents, affiliates, associated companies or sponsors will not be liable in any way if the Participant is involved in any unlawful or inappropriate activities during the Ghana Triathlon Trip.
2.10 The Participant must provide AfriKids with accurate and true information in all documentation that the Participant submits to AfriKids. If the information declared or disclosed by the Participant is found to be false, the Participant has seven (7) days to rectify his/her application. If the Participant fails to comply with this requirement, AfriKids reserves the right in its absolute discretion to terminate the Participant's participation in the Ghana Triathlon Trip immediately without refund. If information is found to be false after the Participant arrives in Ghana, the Participant’s involvement may be terminated, and all costs and logistics of repatriation will be the responsibility of the Participant.
2.11 By completing and submitting the registration form (the “Registration Form”) to AfriKids (found on their website at: https://www.afrikids.org/ghana-tri-registration/), the Participant confirms that, should AfriKids confirm the Participant’s enrolment to the Ghana Triathlon Trip, the Participant will read the instructions and guides produced by AfriKids for the purposes of the Ghana Triathlon Trip, and that he/she will abide by all of the instructions included therein.
3. Disabilities and Medical Problems
3.1 The Ghana Triathlon Trip is open to individuals of all backgrounds and AfriKids will endeavour, as far as possible, to cater for any special requirements the Participant may have. If the Participant has any medical problem or disability which may affect their involvement in the Ghana Triathlon Trip, they must provide AfriKids with full details on the Registration Form (such information will be dealt with in a confidential manner). Before a Participant’s booking on the Ghana Triathlon Trip is confirmed AfriKids will advise as to the suitability of the chosen challenge and, if possible, will endeavour to assist. The nature of the challenge means that where a Participant’s involvement needs specific medical, social or cultural assistance, AfriKids may request that they travel with a companion.
3.2 If AfriKids reasonably feels unable to properly accommodate the particular needs of the Participant(s) concerned, AfriKids will not confirm the booking or, if full details are not given at the time of booking, will reserve the right to cancel (imposing applicable cancellation charges) the booking where relevant.
4. Payment, Sponsorship and Cancellation Policy
The Experience Challenge Fee:
4.1 The Fee covers the costs of the Participant's Ghana Triathlon Trip as set out in these T&Cs (see Clauses 1.3).
4.2 Without prejudice to Clause 1.3 and for the avoidance of doubt, the Fee excludes:
(a) the cost of the Participant’s international flight;
(b) the cost of the Participant’s visa into Ghana;
(c) the cost of the Participant’s antimalarial prophylaxis;
(d) the cost of the Participant’s vaccinations;
(e) the cost of the Participant’s travel insurance;
(f) the cost of any food and beverage for the final day of the trip (in Accra);
(g) the cost of any transport to and from the airport of departure in the Participant’s home country;
(h) any other activities not included in the Itinerary; and
(i) the cost of any tips or gifts.
4.3 The Fee is payable in two non-refundable instalments:
(i) the first instalment (the ‘Deposit’) is due upon acceptance of enrolment by AfriKids onto the Ghana Triathlon Trip. For a) in clause 1.4 the Deposit is GBP300 and for b) in clause 1.4, the Deposit is GBP150; and
(ii) the second instalment (the ‘Balance’) is payable by the Participant no later than twenty-eight (28) days prior to the Ghana Triathlon Trip departure date. For a) in clause 1.4 the Balance is GBP400 and for b) in clause 1.4, the Balance is GBP175.
4.4 AfriKids’ work is supported by the sponsorship money raised by Participants. In order to participate in the Ghana Triathlon Trip, Participants are required to make a personal contribution or raise a minimum sponsorship amount of GBP1,000 (the “Minimum Sponsorship Amount”) in addition to payment of the Fee.
4.5 Any sponsorship which the Participant is able to raise in addition to the Minimum Sponsorship Amount will be gratefully received and will enhance the work of AfriKids.
4.6 In fundraising for AfriKids, the Participant agrees:
a) not to reproduce the AfriKids logo without permission;
b) not to collect in a public place as per AfriKids’ fundraising principles;
c) not to raise funds by carrying out house-to-house collections; and
d) not to do anything to bring AfriKids’ name into disrepute.
4.7 There are three (3) ways in which a Participant can pay the Fee and Minimum Sponsorship Amount.
The Participant personally covers the full Fee, and makes a personal donation to AfriKids of a minimum of GBP1,000 (100% of which will support AfriKids).
The Participant pays the full Fee, and commits to fundraise a minimum of GBP1,000 for AfriKids (100% of which will support AfriKids).
For 4.5.1 and 4.5.2 above, the Fee is made up of (i) the Deposit which is payable upon enrolment onto the Ghana Triathlon Trip; and (ii) the Balance which is due no later than twenty-eight (28) days prior to the departure date for the Ghana Triathlon Trip.
The Participant pays the Deposit upon enrolment to the Ghana Triathlon Trip, and commits to fundraise as much as possible after this. Once the Participant has fundraised a minimum of GBP1,000 for AfriKids (100% of which will support AfriKids), the Participant may use any additional money raised to contribute to/cover the Balance due on the Fee. The Balance is payable no later thantwenty-eight (28) days prior to the departure date, and the Participant commits to personally cover the outstanding Balance if any additional funds raised are not sufficient to cover the full balance then outstanding.
NB: the Participant will not be able to change their chosen method of payment for the Ghana Triathlon Trip once he/she has booked.
4.8 In respect of either option, the Participant may choose to pay for the Fee together with any amounts fundraised as follows:
a) Cheque - made payable to ‘AfriKids’. Please post this for the attention of Isla Pullinger, AfriKids, 21 Southampton Row, London, WC1B 5HA.
b) Online – make a one-off payment online: https://afrikids.charitycheckout.co.uk/ghanatriathlon-deposit.
c) Bank Transfer – make a BACS transfer using the following account details. Please reference: your surname/GhanaTriathlon
From the UK:
Account Name: AfriKids Ltd.
Account Address: Lloyds Bank, 106 Kilburn High Road, London NW6 4HY
Sort Code: 77-91-13
Account Number: 27029468
From outside of the UK:
Sort Code: 77-91-13
Account Number: 27029468
IBAN: GB10 LOYD 7791 1327 0294 68
If making an international bank transfer, please note that transfer fees are applicable which will be deducted from the £300 received by AfriKids. Please check this with your bank before arranging payment.
5. Changes and Amendments by AfriKids
5.1 The itineraries and other details included in the Ghana Triathlon Pack are published in good faith as statements of intention only and reasonable changes to the Itinerary, vehicle and equipment use may be made where deemed necessary or advisable. Any changes may be (i) to make improvements to the Ghana Triathlon Trip as a result of client feedback; or (ii) be necessary due to transport changes, changing weather patterns, wildlife movements, and other factors out of AfriKids’ control.
5.2 Whilst AfriKids will make all proper and reasonable efforts to maintain the advertised Itinerary included in the Ghana Triathlon Pack, AfriKids does not guarantee that it can keep to the Itinerary. AfriKids therefore reserves the right to amend the Itinerary for the Ghana Triathlon Trip as and when, in its sole and absolute discretion, it is necessary to do so. If there is a minor modification before the Ghana Triathlon Trip start date, AfriKids will try to notify all Participants, but shall not be obliged to refund the Participant any part of the Fee, or pay them any compensation.
5.3 Should a significant change become necessary, AfriKids will inform Participants as soon as reasonably possible. Each Participant may decide whether or not to accept the significant change. In the event that the Participant decides not to accept the significant change and to no longer take part in the Ghana Triathlon Trip, AfriKids shall not be obliged to refund and return to the Participant any part of the Ghana Triathlon Trip Fee, or pay them any compensation, to the extent that AfriKids has already expended an equal amount of money towards such Participant’s participation to the Ghana Triathlon Trip (such as, and in no way limited to, internal flights).
5.4 Examples of “significant changes” include the following when made prior to departure for the Ghana Triathlon Trip: a change in location or the main activity of the Ghana Triathlon Trip, a change in domestic departure city, or where the departure or return date of the Ghana Triathlon Trip is delayed for more than twenty-four (24) hours.
5.5 AfriKids will endeavour to provide the Ghana Triathlon Trip as described. If any event out of AfriKids’ control occurs which prevents AfriKids from providing the Ghana Triathlon Trip as described, AfriKids will notify affected Participants at the earliest opportunity and endeavour to provide such Participants with a similar Ghana Triathlon Trip at a mutually convenient time.
5.6 If a similar Ghana Triathlon Trip cannot be arranged for any reason, AfriKids may, in its sole and absolute discretion, refund a portion of any of the Fee and Minimum Sponsorship Amount already paid, minus any costs incurred by AfriKids but, shall not be under any obligation to do so.
5.7 AfriKids reserves the right to cancel a Participant's booking and arrival date for the Ghana Triathlon Trip if the Participant has not fully completed their Registration Form, or if the Participant fails to send the full Fee and Minimum Sponsorship Amount to AfriKids by the deadlines set out above.
5.8 Without prejudice to Clause 3.2, AfriKids is entitled to refuse a Participant's application or cancel the Ghana Triathlon Trip at any time in the event that the Participant:
a) fails to complete the Registration Form (including providing requested information) within the requested timescale;
b) fails, in AfriKids’ reasonable opinion, to demonstrate sufficient interest in or have the necessary attributes either for participating generally or for the Ghana Triathlon Trip;
c) fails to provide a copy of his/her insurance policy before the start of the Ghana Triathlon Trip;
d) has a criminal conviction for a serious offence or for one which is incompatible with the chosen Ghana Triathlon Trip; or
e) any similar circumstances which come to AfriKids' attention.
5.9 If, for any reason, a Participant is unable to participate in the Ghana Triathlon Trip after payment of the Fee and Minimum Sponsorship Amount is made in full but before the start of the Ghana Triathlon Trip, that Participant shall advise AfriKids as soon as possible, and AfriKids (i) will endeavour to make alternative arrangements so that the Participant may participate in the Ghana Triathlon Trip at a later date or, at its sole and absolute discretion, (ii) may but shall not be under any obligation to, refund a portion of any of the Fee and Minimum Sponsorship Amount paid, minus any costs incurred by AfriKids. For the avoidance of doubt, it is the responsibility of the Participant to ensure that they have sufficient cancellation insurance in place to cover a cancellation situation.
5.10 Whilst AfriKids hopes that all Participants will find the Ghana Triathlon Trip rewarding, it is unable to offer any refunds on the basis of a Participant unable to complete his/her Ghana Triathlon Trip due to a Participant's illness or absence, or general dissatisfaction with the Ghana Triathlon Trip during the same.
6.1 AfriKids may collect and process the following data about Participants:
(a) information that is provided by the Participant in his/her completed Registration Form;
(b) correspondence between the Participant and AfriKids; and
(c) details of the Participant's visit(s) to Ghana.
AfriKids may also ask the Participant to complete surveys used by AfriKids for research purposes, although no Participant is under any obligation to complete such surveys.
6.2 The data that is collected from Participants may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for AfriKids.
6.3 AfriKids uses information about Participants in the following ways:
(a) to provide Participants with the Ghana Triathlon Trip and to communicate with Participants undertaking the Ghana Triathlon Trip; and
(b) to communicate with Participants about AfriKids' charitable activities.
6.4 By agreeing to these T&Cs Participants agree that AfriKids and AfriKids' Primary Contact may use any photo(s) or video(s) taken of them or any comments (verbal or written) they make whilst on the Ghana Triathlon Trip in promotional material or on AfriKids’ website without obtaining further permission or payment from them. Participants have the right to decline, in writing, to have their image used in such material; in this case written confirmation must be received by AfriKids prior to the start of the Ghana Triathlon Trip.
7. Risk and Health and Safety
7.1 The Participant understands fully that the Ghana Triathlon Trip is not without risk. Without prejudice to Clause 8.3, the Participant therefore agrees to take part entirely at his/her own risk and to indemnify AfriKids, AfriKids’ employees, agents, sub-contractors and suppliers against claims for loss of or damage to personal property or for loss or consequential losses or claims through participation in the Ghana Triathlon Trip arising from the Participant’s own actions.
7.2 The Participant must be adequately fit to cover the distances and undertake the programme set out in the Itinerary. If it is felt that any Participant is not sufficiently fit, healthy, properly equipped or able to complete the Ghana Triathlon Trip without affecting his/her safety, comfort or progress, the Ghana Triathlon Trip leader has at any stage and in their sole and absolute discretion, the right to remove such Participant from the Ghana Triathlon Trip.
7.3 AfriKids has a policy to, under no circumstances, pay any ransom or make any payments in order to secure the release of Participant hostages.
7.4 Cyclists and motorcyclists must wear a helmet meeting United Kingdom (“UK”) standards when riding motorcycles. All Participants must wear safety clothing or equipment such as may be required under the rules and regulations of any local service provider of any activity undertaken.
8. General Terms
8.1 To the extent permitted by law, AfriKids, its officers, employees, agents, affiliates, associated companies or sponsors do not accept any responsibility or liability in contract or otherwise for any loss, damage, expense or injury sustained by the Participant, howsoever arising, in relation to the Ghana Triathlon Trip, including any loss of a Participant's personal possessions (such as, amongst others, any bikes or other equipment that the Participant may use during the Ghana Triathlon).
8.2 The Participant further acknowledges that the Ghana Triathlon Trip is physically strenuous and demanding and that AfriKids, its officers, employees, agents, affiliates, associated companies or sponsors shall not be liable for any injury or illness that the Participant may suffer as a result of his/her participation in the Ghana Triathlon Trip.
8.3 Accordingly, the Participant hereby expressly and irrevocably renounces, for him/herself, any recourse or claims whatsoever against AfriKids, its employees, officers, agents, affiliates, associated companies or sponsors as a result of any kind of physical, mental or other loss or damage of whatsoever nature (including any loss of personal possessions, or pain and suffering) suffered by the Participant, directly or indirectly, or by his/her family or by any dependents and caused by an event in any way relating to the Participant taking part in the Ghana Triathlon Trip, and the Participant hereby undertakes, for him/herself, heirs and successors in title to indemnify and hold harmless AfriKids, its employees, officers, agents, affiliates, associated companies or sponsors for any costs, which they or any of them may be required to pay as a result of any recourse or claim by whomsoever made. The Participant also agrees to indemnify the Event Organiser and the Associated Parties for any claim, actions, liabilities or losses resulting from any breach by the Participant of these T&Cs and/or the Participant’s negligent acts or omissions and/or wilful misconduct.
8.4 AfriKids will use all reasonable skill and care in arranging the Ghana Triathlon Trip (in accordance with these T&Cs). Without prejudice to the generality of clause 8.1 above and except in the case of death or personal injury caused by the negligence of AfriKids or any of its employees, the maximum amount AfriKids will have to pay to a Participant in the event of being found liable to a Participant or any member of a Participant’s family/dependents on any basis is twice the Fee paid to and retained by AfriKids in respect of the Ghana Triathlon Trip .
8.5 AfriKids, its officers, employees, agents, affiliates, associated companies or sponsors shall not be liable for the action of any third parties who may be engaged in providing the Ghana Triathlon Trip , including, for the avoidance of doubt, any third parties engaged in arranging the Ghana Triathlon.
8.6 If the Participant has any problems or wishes to raise any matters whilst on the Ghana Triathlon Trip in Ghana, the Participant should inform the Primary Contact as soon as possible and the Primary Contact will endeavour to rectify the situation. If the Participant does not feel the problem has been rectified they may call the AfriKids office in the UK. If the complaint cannot be resolved locally the Participant should advise AfriKids within twenty-eight (28) days of returning to the UK, in writing, with all other relevant information. If the Participant fails to follow this simple procedure AfriKids cannot accept responsibility, as it would have been deprived of the opportunity to investigate the matter and rectify any problem.
8.7 Participants are not authorised to bind or to make decisions on behalf of AfriKids.
8.8 AfriKids is entitled to ask Participants to verify their age by providing appropriate proof of identity such as a passport, driving licence, birth certificate or other such document, to the satisfaction of AfriKids.
8.9 These T&Cs constitute the entire agreement between the parties with respect to the Ghana Triathlon Trip and supersede any prior written or oral agreement. These T&Cs can only be altered in writing signed by the Participant and an AfriKids' authorised representative.
8.10 These T&Cs and any disputes arising out of or in connection with them shall be governed, and construed in accordance with, the laws of England and Wales. Further, the courts of England and Wales have exclusive jurisdiction to hear and/or settle any dispute or claim that arises out of or in connection with the Participant’s agreement with AfriKids.
8.11 For the avoidance of doubt, the terms and conditions imposed by the Ghana Triathlon Foundation on any participant of the Ghana Triathlon, constitute a separate set of terms and conditions and any Participant shall endeavour to sign up to and comply with such terms.