Booking Terms & Conditions

Terms of Reference:

First Education & School Travel (trading as First Rail Support Limited) (company number: 0196624). Registered address: Unit 5, Petre Court, Petre Road, Clayton Business Park, Clayton Le Moors Accrington BB5 5HY hereafter referred to as “FEST”.

The Customer: Any individual, body or organisation making a confirmed booking for services provided by First Education & School Travel hereafter referred to as “The group”. 

Booking Terms & Conditions

Making a Booking, our terms and conditions:

By confirming a booking with FEST and in signing the relevant booking form “The Group” agrees to abide by the terms and conditions set out here and agrees to adhere to the payment schedules also detailed here.

Payments: The payment schedule is made up of either 2 or 3 stages (depending on when a booking is confirmed).

The Holding Deposit: A non refundable 10% holding deposit is paid in respect of each booking and is accepted by FEST as a first installment of the overall charge if the booking is more than 6 months in advance.  Until the holding deposit has been received, the booking shall be treated as provisional and there can be no certainty on the part of “The Group” that the places will be held for more than a period of 7 days following the making of a provisional booking. “The Group” must confirm the booking with FEST in writing within this 7 day period. Group participant numbers confirmed at the this point should be realistic and any variation to original booked numbers greater than 10% will be treated as a cancellation and charged as per the cancellation terms set out above. 

On confirmation of the booking FEST will provide a Group Booking Form and will forward an initial 10% Holding Deposit invoice to the “The Group” for each confirmed booking made. The Group Booking Form must be completed, signed and returned to FEST within 7 working days.

Bookings taking place within 6 months: Should the booking commencement date be less than 6 months in advance from the date of making the confirmed booking then a non refundable sum of 25% of the total booking value will be deemed as the appropriate holding deposit.  

The Secondary Deposit: The secondary deposit payment is payable a minimum of 6 months prior to booking commencement. “The Group” will be invoiced at a rate of 25% of the total booking value. FEST will invoice “The Group” at this stage based on provisional anticipated pupil numbers. This deposit is non-refundable 

Confirmation of final numbers: Final numbers of participating pupils and staff must be confirmed with FEST no less than 10 weeks prior to the booking commencement. By confirming a booking with FEST and in signing the Group Booking Form, “The Group” agrees that any reduction in participating numbers made after this point will still remain chargeable.

Final Balance Payment

A final balance invoice will be issued to “The Group” 8 weeks prior to booking commencement. “The Group” is responsible for providing FEST with final numbers no later than this point as set out above.

Free Leader Places: Free places for staff and group leaders are provided to “The Group” on 1:12 ratio

Cancellation Terms & Conditions:

If a confirmed booking is cancelled for whatever reason, “The Group” will inform FEST, in writing, at the earliest possible point in time. It is agreed that a cancellation may be subject to cancellation charges as set out below:

Cancelled more than 180 days prior to commencement           -           Holding Deposit value is chargeable

Cancelled 180 - 90 days prior to commencement                    -           All due deposits value is chargeable

Cancelled 90 - 56 days prior to commencement                      -          50% of total booking value charged

Cancelled less than 56 days prior to commencement                    -            100% of total booking value charged


Variations to Bookings

Any variation or reduction to the agreed final group numbers must be communicated to FEST by “The Group” as soon as possible prior to the trip. Any variation in reserved group numbers up to 10% of the original numbers booked shall be free from charge up to 56 days prior to arrival. Any variation to original booked numbers greater than 10% will be treated as a cancellation and charged as per the cancellation terms set out above. Any reductions in the groups participating pupils made later than 56 days prior to arrival will be non-refundable and monies are payable in full.


First Education & School Travel strongly advises its customers, prior to confirming a booking, that they should make arrangements to insure themselves against losses, in the event of cancellation or late reduction in numbers. First Education & School Travel DO NOT offer or promote for sale any insurance policies and as such each school/group should take out their own insurance to cover against cancellation or reduction in numbers between the time of confirming the booking and the visit taking place. 

Acceptance of Bookings

FEST reserves the right to refuse to accept any booking without stating a reason.