Sign up for an expedition or project

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Project/expedition country*

Start date (dd/mm/yy)*

First name & surname*

Gender*

Male

Female

Address*

Work telephone

Home telephone*

Mobile

E-Mail*

Do you have any medical
conditions or special
needs we should
know about?

Are you a vegetarian or
do you have any special
dietary requirements?

Any special requests or
anything we should
know about?

Please tell us how you
heard about Biosphere
Expeditions (if internet,
please specify
where/how).

Please note that the information below is required for making research and access permit applications on your behalf.

Occupation*

Nationality*

Date of birth (dd/mm/yy)*

Passport number*

Date of issue (dd/mm/yy)*

Expiry date (dd/mm/yy)*

Paying your deposit
£300 per person, per slot.
International exchange rates via www.xe.com.

I am paying £ deposit for expedition/project slot(s)
(change this as applicable) by the payment method below.

Cheque

Bank transfer

Credit/debit card

Please note that we can only accept UK cheques made out in Pounds Sterling.

Send your cheque to one of our offices. Once your cheque has been received and cleared, your place on the expedition will be confirmed.

Transfer funds into the Biosphere Expeditions bank account
NatWest Bank, Lowestoft
A/C number 24303046
Sort code 53-81-16
SWIFT NWBKGB2L
IBAN GB66NWBK53811624303046
Please make sure your bank sends funds in Pounds Sterling and debits all transaction charges to your account.

Your place on the expedition will be confirmed once your deposit has arrived in our bank account.

Card number

Issue number (if it has one)

Start date (if it has one) (MM/YY)

Expiry date (MM/YY)

Introduction
We strive to make joining Biosphere Expeditions a unique experience. Before completing a joining form, please read this information carefully. Much of it is already contained in our promotional material, but we are summarising it here in an effort to convey to everyone in a clear, understandable and honest way the terms and conditions under which we operate: what you can expect from us, what we can expect from you, what your rights are, and what our rights are. Before joining you should fully understand the nature of the services and facilities we provide. To do this you should read the information below in conjunction with any other material we provide and related to the expedition or experience you want to join. When joining whether by signing the appropriate form or submitting information online you acknowledge that you have read and understood all our terms and conditions and agree to abide by them, just as we will. If at any time you have any questions at all, please just ask. When we mention “experiences” in these terms and conditions, we mean our 2-week expeditions, 1-week projects, taster weekends, events and any other adventures that we offer. When we mention “expeditions” we are usually, but not always, referring to 2-week expeditions and 1-week projects.

Philosophy and risk management
Many of our experiences visit distant and challenging parts of the world, often in remote regions of developing countries. Wherever we work, the unexpected is often the norm and it is important to realise that the most carefully laid plans can go wrong. Emergency and health services, local infrastructure and services, transport and accommodation on our experiences are often very unlikely to be of western standard. Internal flights can be delayed or cancelled, local helpers may be unreliable, the behaviour and movements of wildlife will be hard to predict, and the weather and research work may cause you some discomfort. It is therefore essential that those who join our experiences do so with a positive frame of mind and a sense of humour. Unlike many holiday services calling themselves ‘expeditions’, true expedition work is by its very nature unpredictable. For this reason the published itineraries of our experiences, the research work and the wildlife we are likely to encounter should be seen as statements of intent; we have to reserve the right to vary the itineraries . A variety of factors including (but not limited to) political instability, war, transport difficulties, strikes, sickness, quarantine, local regulations, weather conditions, natural disasters, wildlife behaviour and movements, and other circumstances outside our control may cause us to alter the stated itinerary, and/or prevent you from seeing the species and habitats under investigation. If the experience is affected by these unforeseen events, the expedition leader will consult the team members and make any changes necessary or agreed by the team, but you will be responsible for any additional expenses incurred, which, depending on the circumstances, may be recoverable on your travel insurance. We will endeavour to keep changes to a minimum, but if they are necessary they will always be made with the aims of the experience, as well as the enjoyment and welfare of the team members in mind. We cannot be held responsible for the results of any changes or delays if caused by any of the above factors. However, we would like to stress that the problems outlined are unlikely events, even in more remote areas. Everything we do involves a certain degree of risk, which varies from experience to experience. Our aim is to offer enjoyable and challenging experiences whilst making the safety and welfare of team members our highest priority. Our leader is responsible for the safe and efficient running of the experience, and the supervision of safety, health and hygiene. Achieving research aims is one of our highest priorities, but no experience can be considered successful unless it is also conducted responsibly, safely and harmoniously, and with regard for the environment. We aim to assist team members to realise their individual ambitions within the limits of these conditions and acceptable risk. Safety of team members and protection of the environment is paramount. Achieving research aims is desirable. By signing the appropriate joining form or submitting it online you agree to participate in the experience’s activities at your own risk and to ensure that you have adequate travel insurance to cover all normal travel risks and any additional risks that we may inform you about. Except for personal injury or death caused by the negligence of Biosphere Expeditions, we cannot be liable for any discomfort, injury, illness or death sustained during the experience, nor for any loss or damage to your property.

Joining an expedition
We advise you to read carefully the description of the experience before applying to join. If you are unsure, you can contact our offices and/or you can order a detailed briefing. When you have made your choice, complete the appropriate form and send it to us together with a non-refundable £300 deposit (for 2-week expeditions and 1-week projects) or £100 / €100 deposit (for taster weekends). Any booking for a person aged under 18 must be made by their parent or legal guardian. After receipt of your joining form, we will send you a confirmation and information which will help you prepare for the experience and once we send you that confirmation you have committed to pay for the full cost of the experience even though you have only paid for the deposit at that stage. Approximately six weeks before the start of the experience as a whole, we will send you a final invoice for your balance payment. This should be paid no later than two weeks after receipt. If you join an experience within four weeks of its departure, you should send the full contribution with your form. If the balance is not paid by the due date, we reserve the right to cancel your place and apply cancellation charges, unless a payment delay has been agreed with Biosphere Expeditions in writing. Payments can be made by UK cheque, bank transfer, credit or debit card. By submitting your debit or credit card details you are agreeing to have your card charged to settle your expedition contribution debt.

 
Withdrawal conditions
If you want to withdraw from participating in an experience, you must do so in writing. Your cancellation will take effect from the date we receive your letter. If you withdraw 100 days or more before the start of the first team dates for the experience, we shall give you a full refund less the non-refundable deposit. If you cancel between 99 and 50 days before the start, we shall credit you a 50% refund. If you cancel between 49 and 21 days before its start, we shall credit you a 10% refund. If you cancel 20 days or fewer before its start, we shall not credit you any refund. Once we have accepted your withdrawal we will send you an invoice for any balance owing once the above credit has been taken into account and you must pay any balance due within 14 days of receipt.  These cancellation charges are made to compensate us for advance payments and purchases we have made in the host country and/or with our field stations and scientists and for the cost of remarketing and/or changing arrangements for someone else to take your place. If you withdraw, we advise you to check your insurance policy as you may be entitled to make a claim to cover your lost deposit and/or part of the cancellation charges. 

Cancellation conditions
In the unlikely event that an experience has to be cancelled for whatever reason by Biosphere Expeditions you will be notified immediately and all monies paid will be refunded. However, if our cancellation is due to force majeure, we will not give you any compensation for the cancellation and you should check your insurance. We do not accept liability for any loss arising from cancellations including non-refundable or penalty-carrying airline tickets, special clothing and equipment, visa, passport and vaccination fees, or other expedition-related expenses. Please note that it is your responsibility to protect yourself against airline and travel agency cancellation to and from the assembly point by taking out appropriate travel insurance.

Inclusions and exclusions
Biosphere Expeditions will provide all the arrangements and services as detailed below from and to the assembly point in the host country. The published cost does not include travel to and away from the assembly point. It is the responsibility of each team member to make their own way to the assembly point in time for the advertised meeting date and time. We insist on punctuality and cannot accept liability for any loss arising from failure to arrive at the assembly point on time. The published expedition cost includes all travel from and to the assembly point, all accommodation and base camp facilities, all meals and provisions, access to specialist research equipment, all research permit and access fees, the services of local researchers and helpers, the services of the leader, any other services or goods specifically mentioned in our expedition dossiers. The published expedition contribution does not include visa and vaccination costs, personal travel insurance, personal (alcoholic) drinks, telephone calls and internet access, airport taxes payable in host countries, private trips and excursions or anything else not specifically included.

Insufficient numbers, small teams and resulting surcharge policy
We aim to operate every experience within the cost advertised. In order to keep our prices low and research teams small, we operate with very small margins and are thus unable to absorb large cost and/or currency fluctuations. On the rare occasion of a significant increase in the price of transport (e.g. fuel & helicopter airlifts), government taxes and charges (e.g. research & access permits), or exchange rates, we may be forced to pass a proportion of this increase on to expedition team members. Any such increase will be notified to you as soon as we have the information. We will always absorb any increase up to 2% of the cost of the experience and if the surcharge exceeds 10% of the expedition contribution advertised, you may withdraw from the expedition within 7 days of receiving notification and receive a full refund. Similarly, if those costs result in a decrease in the price we will make a refund to you but not until the refund is more than 2% of the cost of the experience. In order to minimise environmental impact and maximise research efficiency, Biosphere Expeditions only operates small teams with a dedicated leader. We reserve the right to cancel any experience for which we do not have a large enough team to make the experience economically viable. If the minimum team size is not reached, we reserve the right to add a 10% surcharge to the contribution. If there are any problems of the sort described above, we will consult with all team members. Most problems are apparent before the balance of the expedition contribution is due, so there is usually plenty of time for team members to consider changed circumstances.

Experience and fitness required
Our experiences are for everyone and there are usually no special skills (biological or otherwise) required other than the ability to communicate in English on expeditions. If there are special skills required (e.g. a diving qualification), this will be clearly stated in the relevant promotional materials and on our website. If you are disabled please contact us to find out about the suitability of the experience of your choice. We ask everyone to tell us what they think they can bring to the expedition so that we can make the best use of the team's skills and experience. Some degree of fitness is required, but if you are healthy and enjoy the outdoors, your fitness level should be sufficient. Some expeditions require a higher level of fitness, and if so this will be clearly stated. It is the responsibility of each team member to have their fitness and physical condition checked by a medical and dental professional prior to departure. If in the opinion of the leader the health of a team member is at risk, the leader is entitled to authorise immediate evacuation and repatriation, and Biosphere Expeditions will be entitled to recover any costs incurred.

Medical
It is entirely the responsibility of each team member to ensure that they have taken adequate medical and dental precautions for the experience they intend to join. In particular you must comply with all advice from the relevant authorities and health professionals regarding vaccinations, inoculations and other medical and dental precautions. If you have an existing or previous illness/disability, which could affect your mental or physical condition during the expedition you must consult your doctor about your suitability to join the expedition. You must also inform Biosphere Expeditions of any such pre-existing condition. We reserve the right at any time prior to departure to insist that you provide a medical certificate as documentary proof of your suitability to join the experience.  

 
Paperwork and tickets
You are reminded that it is entirely your responsibility to ensure that you are in possession of all the necessary documents for the experience, including (but not limited to) valid visas, valid vaccination certificates, travel tickets to take you to the assembly point on time, a passport with at least six months validity beyond the date of your return travel (as some countries now insist on this). If you expect to have to renew your passport and your vaccinations before departure, you should allow plenty of time to do so. In some cases we must notify the authorities of the host country of the whole team's passport and vaccination details. Discrepancies may result in delays to the team, fines to the individuals involved, or in the worst case cancellation of all research and access permits. In such cases we reserve the right to recover costs from the individuals involved. Your dossier will contain details of visa and vaccination requirements.

Conduct and observing the law
Our leaders will do their utmost to ensure that any problems are solved to the benefit of the whole team. Signing the appropriate joining form indicates your acceptance of the leader's authority to make decisions affecting the safe conduct of the experience, and/or individual team members. It also obliges you to comply with the leader’s instructions and with the laws and regulations of the host country. If you disregard these instructions and laws (in particular, but not exclusively, unlawful possession of drugs or firearms), you will be removed from the expedition. The decision of the leader as to the conduct, itinerary and objectives of the experience and its members is final. The leader may require an individual to leave the experience or to be confined to camp if in the leader's judgement the actions of that individual puts their own health and safety at risk, or jeopardises the safety, enjoyment or welfare of other team members, or jeopardises the expedition's research aims and objectives, or puts the welfare of wildlife or habitats at risk. In such circumstances the leader acts with full authority of Biosphere Expeditions.  Any individual involved shall not be entitled to a refund and Biosphere Expeditions reserves the right to recover any additional costs or expenses incurred as a result.

Insurance
If you have joined an expedition, it is compulsory that you are in possession of a suitable travel insurance policy, which covers you fully for the activities detailed in your expedition dossier, and provides cover for emergency medical repatriation. You should pay special attention to the fact that your policy covers you for adventurous activities and/or light manual work. We reserve the right to remove you from the team at any time if you fail to provide us with evidence of adequate travel insurance cover when asked to do so.

Equipment
All communal and group equipment such as research tools, GPSs, tents, cooking equipment, medical kit, etc. will be provided by Biosphere Expeditions. You will receive full training for any specialised equipment you are likely to use. You will need to provide your own clothing and personal equipment. A detailed list of personal clothing and equipment required will be sent to you as part of the dossier. Damage or loss to any equipment belonging to Biosphere Expeditions caused by carelessness, negligence or improper use will be charged appropriately and reasonably to the person responsible for the loss or damage. Depending on the circumstances you may be able to recover this loss from your travel insurance.

Transport
Our experiences by and large involve transport of some sort (vehicles, boats, helicopters and other aircraft, etc.). By signing the appropriate joining form you accept that except for death or injury caused by the negligence of Biosphere Expeditions, it cannot be liable for any discomfort, injury, illness, injury or death sustained whilst using any mode of transport, nor for any losses or damage to your property and Biosphere Expeditions shall have the benefit of any protection given to the carrier by the carrier’s terms and conditions of carriage as though those terms and conditions were incorporated into these terms and conditions. We may also ask you to drive vehicles and/or support the experience by using your own vehicle to transport yourself and other team members. By signing the appropriate joining form or submitting it online you agree that you will: Drive any vehicle in a safe and responsible manner, as if it was your own, and not engage in any race or unsafe driving • Not operate the vehicle in an unsafe and negligent manner and shall at all times while operating the vehicle observe posted speed limits and obey all rules and regulations with respect to operation of a motor vehicle • Be responsible for all costs incurred due to traffic offences while the vehicle is under your control •  Not allow passengers to ride anywhere other than in the interior or loading platform of the vehicle except where this is explicitly required for a research activity such as for example spoor tracking from a vehicle wing  •  Not use the vehicle for any illegal purpose • Not permit the vehicle to be operated by any other person not authorised to drive by Biosphere Expeditions • At no time operate the vehicle whilst under the influence of alcohol or drugs. By signing the appropriate joining form or submitting it online you also fully indemnify Biosphere Expeditions for any and all loss of or damage to the vehicle and any injury or death to its passengers (including you) or loss and damage to the property of its passengers (including you) whether caused by collision, fire, flood, vandalism, theft or any other cause.

Single facilities
Our costs are based on two people sharing where there is fixed accommodation, and two or more people sharing where we use tents. But we often provide single facilities usually without extra charge, but there may be an extra charge involved in some rare cases. This will become apparent as the expedition team recruits itself. Please notify us of your requirements when applying to join. 

Unused services
If you fail to arrive at the assembly point in time and as a result miss taking part in the experience, no refund or compensation will be given. Once an experience has departed, no refund or compensation will be given for any unused accommodation, travel or any other feature contained in the dossier. This also applies to all extensions and independent travel arrangements that team members have made. 

 
Complaints
It is our sincere hope that the experience you join will live up to your expectations. Remember that our expeditions are real scientific research expeditions, not tours. Biosphere Expeditions makes every effort to describe accurately field conditions in its publications and verbally, but field work in what are often remote and challenging places is a delicate business, and prone to last-minute changes. We accept this as part of what makes joining Biosphere Expeditions a unique experience. We are not in the package holiday business, so if that is what you want, best look elsewhere. However, if you have cause for complaint during the experience you must bring it to the attention of the leader who will do his/her best to rectify the situation. We cannot take action and try to make your experience more enjoyable if you take no action during the experience, but only write a letter of complaint upon your return. However, if a problem is brought to the attention of the leader, but remains unsolved, you should write a letter of complaint within 28 days of your return to enable us to investigate it fully.

Legal status
By joining an experience you are entering into a legally binding contract with Biosphere Expeditions Ltd., a company registered in England and Wales under company number 3906154 and with its registered office at The Henderson Centre, Ivy Lane, Norwich NR5 8BF, UK. Biosphere Expeditions reserves the right to refuse an application for any reason we consider appropriate and proper.

Liability
Biosphere Expeditions takes overall responsibility for the organisation, logistical and research arrangements of your experience, as well as providing overall leadership. In the event of disputes within the team, the leader's decision will be final. Our experiences may take teams to remote and potentially dangerous places. The role of the leader is to oversee the safe conduct of the experience and well-being of all participants. Our leaders have considerable experience in the areas and activities we operate. They will use this experience to facilitate the safe and successful achievement of the stated aims of the experience. However, it is explicitly stated that no proportion of the contribution is in relation to, or in return for, professional instructing or guiding services. Please be aware that you are acknowledging your personal responsibility for your own welfare at all times by signing the appropriate joining form.

Jurisdiction and the law
These terms and conditions of all agreements and contracts made with Biosphere Expeditions Ltd. can be changed, at any time prior to us sending you confirmation of your booking.  The terms and conditions displayed at www.biosphere-expeditions.org/terms shall at all times be considered the binding terms and conditions irrespective of other terms and conditions in circulation from time to time. All matters arising from our relationship with you shall be governed by and construed in accordance with English Law and you agree to be subject to the exclusive jurisdiction of the English Courts. When making your application to join you confirm that you have read and understood all the terms and conditions above and agree to abide by them. These terms and conditions are subject to reasonable change without prior notice and 

© Biosphere Expeditions

I accept the terms & conditions above.

Before signing up, please CONTACT US to make sure that there are still places available.

Thank you for joining one of our 2-week expeditions or 1-week projects.

If you have submitted card details, these will be processed by hand for maximum security. If you do not receive a notification e-mail within two working days from us that this has been done, please contact us.

If you are paying by bank transfer, please now transfer funds to Biosphere Expeditions, NatWest Bank, Lowestoft, A/C number 24303046, Sort code 53-81-16, SWIFT (for international transfers) NWBKGB2L, IBAN (for international transfers) GB66NWBK53811624303046. Please make sure your bank sends funds in Pounds Sterling and debits all transaction charges to your account. It would also help us if you could e-mail or fax us a transfer confirmation from your bank so that we can trace the incoming payment and assign your place as soon as possible.

If you are paying by UK cheque, please post your cheque to one of our offices.

What happens next? Your place on the expedition/project will be confirmed once your card or cheque payment has cleared or your bank transfer has arrived in our account. When your place is confirmed, we will send you your “welcome pack” with all the information you need to prepare you for the expedition/project. Four weeks before the expedition/project starts, your balance will be due, and provided you pay and make your way to the assembly point on time, you'll be off before you can say 'Dr Livingstone, I presume'

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