Edinburgh City Break…

University of Bradford Union Event Terms and Conditions

We reserve the right to change, remove or amend these at any time.

Events promoted, sold or offered within this website are typically only available to University of Bradford students unless stated otherwise.

Please note some events will not be refundable depending on the type of event and the costs involved. 

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UBU Residential Trips: Terms and Conditions

Welcome to UBU Residential Trips! Our goal is to provide fun, affordable, and safe travel opportunities for students, including overnight stays. To ensure everything runs smoothly and fairly for all participants, please read the following terms and conditions before booking your ticket. By purchasing a ticket, you agree to adhere to these terms and conditions.

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1. What's Included in Your Trip

• Accommodation and Travel: Your ticket purchase covers return coach travel to and from the specified destination, and shared accommodation for the duration of the trip, as explicitly stated in the trip description.

• Other Inclusions: Any other inclusions, such as breakfast, dinner, entrance fees to specific attractions, or guided tours, are not included in the ticket price. Please ensure you budget for these separately.

• Exclusions: Entrance fees to venues, meals, drinks, and any other personal expenses are not included in the ticket price. Please ensure you budget for these separately.

2. Cancellations, Refunds, and Amendments

We understand that plans can change. Due to the commitment required for booking accommodation, our cancellation policy is stricter than for day trips.

• Refunds: To receive a full refund, you must notify UBU of your cancellation at least ten (10) working days before the date of the trip. This allows us time to attempt to fill your place.

• Definition of a Working Day: Working days are defined as Monday to Friday, from 9:00 AM to 5:00 PM, excluding UK bank holidays and official University closure days.

• How to Cancel: Cancellations must be submitted via the Native platform where you purchased your ticket.

• Late Cancellations: No refunds will be issued for cancellations made with less than ten working days' notice.

• Trip Cancellation by UBU: If UBU has to cancel a trip for any reason (e.g., insufficient numbers, safety concerns), all ticket holders will be notified immediately and will receive a full refund.

3. Accommodation and Sleeping Arrangements

A. Room Allocation

• Default Segregation: Unless otherwise stated, all shared sleeping arrangements (e.g., hostel dorms) will be gender-segregated as the default option to ensure comfort and safety for all participants.

• Mixed-Gender Rooms: Students who wish to share a room with a friend of a different gender must ensure all occupants of that specific room (up to the maximum capacity of the room) have mutually agreed to the mixed-gender arrangement. This agreement must be confirmed with the UBU Trip Leader in advance or at check-in, subject to availability.

• Allocation Discretion: UBU will endeavour to accommodate all reasonable rooming requests, but final room allocation is at the discretion of the UBU Trip Leader and the accommodation provider, based on safety and operational requirements.

• Respecting Property: Participants are responsible for any damage caused to the accommodation or its contents during their stay. Any costs incurred by UBU due to damage will be passed on to the responsible participant(s).

B. Accommodation Code of Conduct

• Respect and Quiet Hours: Participants must adhere to the accommodation provider's rules, including respecting designated quiet hours (typically 10:00 PM to 8:00 AM). Please be considerate of other guests, both in your room and elsewhere in the building.

• No Smoking/Vaping: Smoking and vaping are strictly prohibited inside all accommodation buildings, including rooms, common areas, and bathrooms.

• Visitors: Participants are not permitted to invite external visitors to the accommodation premises or in their rooms at any time.

• Cleanliness: Please keep your rooms and shared common areas tidy and presentable.

• Drug and Alcohol Policy: The UBU Code of Conduct (see section 5) and the accommodation provider’s rules regarding the consumption of alcohol and illegal drugs must be followed at all times.

4. Health, Safety, and Medical Information

• Disclosure of Medical Conditions: If you have a medical condition, disability, or specific access requirement that could impact your ability to participate safely in the trip, or require specific assistance, you must disclose this to UBU in confidence at the time of booking.

• Purpose of Disclosure: This information allows us to conduct a risk assessment, inform the accommodation provider, and, where possible, make reasonable adjustments to support your needs. It is crucial for your own safety and the safety of the group.

• Confidentiality: All information provided will be treated with the strictest confidence and only shared with essential staff (e.g., the trip leader) for safety and operational purposes. UBU cannot be held liable for any incident arising as a result of a non-disclosed pre-existing condition.

• Insurance: While UBU takes all reasonable safety precautions, participants are strongly advised to secure their own comprehensive travel insurance to cover potential medical emergencies, loss of belongings, or other unforeseen circumstances.

5. UBU Code of Conduct and Disciplinary Action

• Expected Behaviour: All participants are expected to uphold the UBU Code of Conduct and the University of Bradford Student Charter throughout the trip. This includes:

o Treating all UBU staff, volunteers, accommodation staff, and fellow participants with respect.

o Following the instructions of the UBU Trip Leader and coach drivers at all times.

o Respecting local laws and cultural norms of the destination.

• Consequences of Misconduct: Any participant whose behaviour is deemed antisocial, unsafe, or in violation of this Code or the accommodation rules may be removed from the trip immediately and face possible sanctions upon return to Bradford.

o Removal from the trip is at the sole discretion of the UBU Trip Leader.

o The participant will be responsible for arranging and funding their own return travel home immediately, and no refund will be provided for any unused portion of the trip.

o Serious breaches may be referred to the University's disciplinary procedures.

6. Punctuality and Missed Departures

• Departure Times: All departures (outbound, internal transfers, and return) will run on a strict schedule. The coach/transport will depart promptly at the advertised time. We advise arriving at least 15 minutes early for all scheduled departures.

• Your Responsibility: It is your personal responsibility to be at all departure and return points on time, including for internal transfers or planned excursions.

• Consequence of Lateness: If you are late and miss the coach/transport at any point during the trip, you agree that you will be responsible for arranging and funding your own alternative travel to rejoin the group or return home. No refunds will be provided for any part of the trip missed due to lateness.

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By purchasing a ticket for a UBU Residential Trip, you confirm that you have read, understood, and agree to these comprehensive terms and conditions.

We look forward to travelling with you! The UBU Team