TERMS AND CONDITIONS

Study Trip to Dublin – Organized by LAPIS. vzw

1. General Conditions

By registering for the 4-day study trip to Dublin, the participant agrees to the following terms and conditions. LAPIS. vzw acts as the organizer of the study visits but is not responsible for any travel arrangements beyond those explicitly included in the program.

2. Registration and Payment

• Registration is considered complete only after full payment of the participation fee.
• The participation fee covers only the costs related to the study visits, guided tours, and pre-arranged activities as specified by LAPIS.
• The participant is responsible for any additional costs, including but not limited to meals, personal expenses, and transport not included in the itinerary.

3. Not Included in the Participation Fee

LAPIS. is NOT responsible for:
• Flight tickets to and from Dublin
• Airport transfers
• Accommodation (unless signed up for optional accommodation)
• Meals and beverages (unless explicitly mentioned in the program)
• Travel and health insurance
• Personal expenses (e.g., souvenirs, additional activities not part of the study visit program)
• Any accidents, injuries, or losses occurring outside the officially scheduled study visits
• Cancellations or delays related to individual travel arrangements
• Theft, loss, or damage to personal belongings, including electronic devices and luggage
• Any legal or financial consequences of a participant failing to comply with local regulations

4. Travel and Insurance

• Participants must arrange their own flights and airport transfers.
• It is mandatory that participants take out adequate travel insurance covering medical expenses, cancellations, loss of personal belongings, and any other unforeseen circumstances.
• LAPIS. is not liable for any flight delays, lost baggage, or travel interruptions.
• LAPIS. is not responsible for medical costs, emergency medical evacuations, or hospital stays.
• Participants must ensure they meet any health requirements necessary for travel and participation in the program.
• Participants agree that LAPIS. vzw may, at its discretion and at the participant's expense, arrange emergency medical treatment if deemed necessary for health and safety.

5. Liability Waiver & Assumption of Risk

• LAPIS. has a liability insurance policy that may cover incidents occurring during officially organized study visits, but does not extend to personal injuries, death, theft, or damages during free time, travel, or personal activities.
• Insurance Coverage Limits:

o Bodily injury: Up to €1,239,467.62 per incident
o Material damage: Up to €123,946.76 per incident
o Deductible (Vrijstelling): Participants are responsible for the first €173.53 of any material damage claim.

• Participants acknowledge that LAPIS. is not responsible for any incidents outside of the officially organized program.
• Exclusions from LAPIS. insurance coverage include:

o Theft or loss of personal belongings (including electronic devices and luggage)
o Medical expenses, injuries, or health-related issues
o Flight cancellations or delays
o Accidents occurring during free time or personal activities
o Damage related to terrorism, asbestos, pollution, or fire incidents in accommodations
o Any damage exceeding the insured limits

• Participants should verify their own travel insurance policies to ensure they have sufficient coverage for their needs.
• By participating in the study trip, participants waive any claims against LAPIS. vzw, its officers, agents, representatives, employees, or tour guides for personal injury, death, property damage, or loss sustained due to any cause whatsoever, including negligence, civil unrest, or force majeure events.
• Participants acknowledge that the trip involves physical exertion, travel risks, and unpredictable weather, and they voluntarily accept these risks.
• If a participant violates this agreement and attempts legal action, they agree to cover all legal fees and costs incurred by LAPIS. vzw in defending the case.

6. Conduct and Responsibilities

• Participants must behave respectfully and professionally during the study trip.
• Any inappropriate behavior, including but not limited to harassment, vandalism, or disregard for local customs, may result in expulsion from the trip without refund.
• Participants must comply with all local laws and regulations in Dublin.
• Any legal consequences resulting from a participant's actions are solely their responsibility.
• Participants acknowledge that alcohol consumption is at their own risk, and LAPIS. vzw is not liable for any accidents, injuries, or damages caused due to intoxication.

7. Indemnification Clause

• Participants agree to indemnify and hold harmless LAPIS. vzw, its officers, employees, and agents from any claims, damages, losses, or expenses, including legal fees, arising from their participation in the study trip.
• If a participant’s actions result in a legal claim against LAPIS., the participant agrees to be fully responsible for covering legal costs and damages.

8. Cancellations and Refund Policy

• Cancellations must be communicated in writing.
• Refunds of the participation fee will be provided according to the following structure:

o 50% refund if cancellation is requested before 28/04/2025.
o 25% refund if cancellation is requested before 15/05/2025.
o No refunds from 16/05/2025 onwards.

• Refunds of the accommodation will be provided according to the following structure; this is conforming the terms and conditions from Trinity College:

o 75% refund if cancellation is requested over 8 weeks prior to the event.
o 25% refund if cancellation is requested over 4 weeks prior to the event.
o No refunds from under 2 weeks prior to the event.

• If LAPIS. cancels the trip for unforeseen reasons, participants will receive a credit for a rescheduled trip rather than a full refund.
• LAPIS. is not responsible for refunds or compensation for trip cancellations due to force majeure events (e.g., natural disasters, pandemics, government-imposed travel restrictions).

9. Complaints and Dispute Resolution

• Any complaints should be communicated promptly to LAPIS. vzw during the trip to allow for immediate resolution.
• If unresolved, complaints should be submitted in writing within 14 days after the trip’s conclusion.
• In the event of a dispute, parties agree to seek an amicable settlement before pursuing legal action.

10. Governing Law and Disputes

• These terms and conditions are governed by Belgian law.
• Any disputes arising from participation in the study trip will be settled under Belgian jurisdiction, in a court in Brussels.

11. Amendments to Terms and Conditions

• LAPIS. vzw reserves the right to amend these terms and conditions. Participants will be notified of significant changes in a timely manner.

12. Severability Clause

• If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
By registering for the Study Trip, you acknowledge and agree to these Terms and Conditions, Privacy Policy, Waiver, and Release of Liability.