terms & conditions

Visit University Academy

Terms & Conditions 2022

  1. Definitions and Interpretation

In these Terms and Conditions the following terms shall have the following meanings:

Visit University Academy:             

Visit University Academy is the trading name of a summer school operated by Encap Events Limited.

Encap Events Limited is a company registered in Scotland, company number SC388999.

Encap Events Limited contracts with universities, colleges and other institutions and businesses for the hire and/or use of facilities and/or services.

Application Form:     

The application form provided by Encap Events Ltd to apply for a place at Visit University Academy;


The fully inclusive fee for the Services is £6,750 per student. The Fee does not include transport to and from the Student’s place of residence, pocket money, private health care, medical expenses and / or bespoke airport transfers;


Following the submission of an application form by a student (or an agent on their behalf) the application will be reviewed by Visit University Academy. If successful, a deposit payment of £500 will be required in order to accept the place.

Full Fee Date: either:

(a) 15th May 2023, by which date the Fee relating to the provision of the services must be received in full by Encap Events Limited; or

(b) in the event that an application is made after the 15th May 2023, the Full Fee Date is 7 days after the issuing of the invoice by Encap Events or by the course start date, whichever occurs first;


The provision of Visit University Academy for the Student by Encap Events Limited, including accommodation, inter-site transfers, meals, supervision, academic tuition and instruction, entertainment, activities, standard airport transfer if arrival and departure is within specified timeframes;

In 2023 Visit University Academy will take place from 15th July – 5th August.


The child or children who will be attending Visit University Academy, as specified in the Application Form;

You or Your: 

The Student’s parent(s) or guardian(s) or other person with parental responsibility for the Student, being the person who has signed the Application Form, in such a capacity;

The headings in these Terms and Conditions are for ease of understanding only, and do not form part of the Terms and Conditions.

2.  Application, Payment of Fee & Registration

Upon written acceptance by Visit University Academy of your application and confirmation of a place, you shall pay Encap Events Limited the deposit amount of £500; this constitutes a legally binding contract based on these terms and conditions.

The balance of the fee is due in full by the Full Fee Date. Once Encap Events Limited has received the Fees the Student’s registration has been completed, and the Student may attend Visit University Academy.

Both applications and registrations for Visit University Academy are accepted at the sole discretion of Visit University Academy, and are not transferable.

Payment of deposit and fees shall be made either by bank transfer or credit card, details of which will be included in the invoice.

3. Cancellation

Cancellations should be advised by email to: info@visituniversity.co.uk and are effective at the point of acknowledgement by Visit University Academy. Deposits and fees will be non-refundable in all cases except;

    1. Covid-19: If a student cannot attend Visit University Academy due to Covid related travel restrictions, or Visit University Academy is required to cancel the course due to Covid related issues, parents may roll the booking to 2024 or future years.

    2. Visa: In the event that a valid visa refusal letter is provided, whereupon a £100 administrative fee will be retained and the balance returned.

  1. If a student registration is cancelled after the Full Fee Date, the Fee will be retained in full by Encap Events Limited. (Encap Events Limited recommends appropriate cancellation insurance be purchased, See section 10.4 Liability)

  2. If a student is withdrawn from Visit University Academy during the course, there will be no refund of fees, except in the case of a serious breach of these Terms and Conditions by Encap Events Limited.

  3. Any refund is given at the sole discretion of the Encap Events Limited Managing Director.

  4. If a student fails to turn up to Visit University Academy or leaves during the program there will be no refund of fees.

4. Medical

  1. You must complete and return the Student Health Form at the time of submitting your Application Form.  Visit University Academy will not accept a Student application without a completed Student Health Form.

  2. Visit University Academy reserve the right not to approve your application on the grounds that a Student’s medical problem is not conducive to the Student’s, or other Students’ participation at Visit University Academy and / or Encap Events Limited does not have the knowledge, expertise and / or experience to properly care for the Student.

  3. In the event that becomes ill or incapacitated whilst at Visit University Academy you agree to medical treatment as follows:

  • in accordance with the recommendations of a qualified medical practitioner;

  • routine medical care by Visit University Academy personnel and / or their agents;

  • first aid medical care by Visit University Academy personnel and / or their agents;

  • the issuing of medication which the Student brings to Visit University Academy, in accordance with your instructions;

  • the issuing of prescription medication prescribed to the Student whilst at Visit University Academy; the issuing of over the counter medication, as and when required.

    1. In the event of an emergency, we will if practicable attempt to obtain your prior consent to urgent medical attention. However, should we be unable to contact you, we shall be authorised to make the decision on your behalf should consent be required for urgent treatment (including anaesthetic or operation) recommended by a doctor.

    2. You are responsible for informing Visit University Academy in writing of any medical issues (both physical and psychological) relating to the student by completing the Health Form, appended at Appendix B to these Terms and Conditions. Once Visit University Academy have received the completed Health Form they may seek further details from you at their sole discretion regarding the same. If, during the period when the Services are provided, Visit University Academy (based upon medical advice) conclude that the information provided in the Health Form is not correct and full, or that it has changed since the time of completion of the Health Form, they reserve the right to terminate the Services. No refund of the fee will be given to You and the costs of arranging for the Student to be returned to their place of residence will be entirely borne by You.

    3. If, after the Health form has been submitted, the Student becomes ill, suffers from any injury, or comes into contact with any contagious or infectious disease prior to the commencement of Visit University Academy, you must immediately notify Visit University Academy in writing and provide a medical certificate from the Student’s doctor, giving the Student approval to attend Visit University Academy.

    4. Any additional costs for medical treatment, such as emergency dental care or specialised private health care, or as a result of the pandemic will, together with reparation to the place of residence, be charged to You.

    5. Student must disclose all medication on arrival at Visit University Academy. Medication will be stored and administered by qualified personnel.

    6. As a result of Covid-19, PCR or Lateral Flow Testing may be required either by the school or as per government requirements. This testing is required to keep our community safe and will be supported by qualified personnel. We will inform you of any such requirements in advance.

    7.  Visit University Academy follows all guidance set out by the United Kingdom Government and devolved administrations with regards to Covid-19. You understand and agree that your child will be required to follow these.

5. Travel & Transport

  1. Students must arrive on the designated arrival and departure dates. Transfers for Students to and from London Heathrow airport on the arrival and departure dates are included in the Fee.

  2. Should you or another person wish to accompany a Student or Students on the transfers, every reasonable effort will be made to include you on the transportation scheduled for the Students to Visit University Academy. Encap Events Limited is not responsible for scheduling or bearing the cost of Your return transportation to the airport.

  3. The cost of any excess baggage is entirely the responsibility of You.

  4. A valid passport is essential for travel to the UK, with an expiry date of at least 6 months beyond the end date of a visit.

  5. In the event that a Student requires a visa, you take full responsibility for ensuring that you obtain a visa. Encap Events Limited will provide a Visa Support Letter if required on receipt of a scanned passport copy.

  6. Parents must complete and return the Travel Details Form & Health Update Form within 14 days of its issue by Encap Events Limited. This is likely to be mid-May 2023.

6. Supply of Services

  1. Encap Events Limited shall provide the Services to the Student.

  2. Encap Events Limited reserves the right, at its sole discretion, to withdraw the Student from any activity at any time, on the grounds of safety or unsuitability.

7. Your Responsibilities

  1. You are responsible for all acts or omissions of the Student whilst the Student is at Visit University Academy. Without prejudice to the generality of the foregoing, you shall fully indemnify Encap Events Limited, their agents, contractors and / or employees for any loss, damage, costs or expenses resulting from such liability, injury or damage.

  2. You agree to the Student participating in the Visit University Academy programme, and you acknowledge that there is an inherent risk in all sporting and adventurous activities.

  3. It is your responsibility to provide Visit University Academy with such information (including name, address and other contact details) of every person who is a parent and / or guardian and / or person with parental responsibilities for the Student and / or other contact persons. By providing these details you confirm that Visit University Academy may contact these persons regarding the Student should they wish, or need, to do so and that they have provided their consent to be so contacted.

  4. It is your responsibility to tell Visit University Academy with whom the Student ordinarily resides.

8. Student Behaviour

  1. Students are to display good manners and courtesy to all staff and students at all times.

  2. Students should treat their own possessions, those of Visit University Academy, other Students, staff or other third parties with respect. Any damage incurred will result in charges payable by the parent.

  3. The following behaviour will not be tolerated by any student:

  • Any behaviour which is contrary to the health and safety of the student, other students, staff or other persons;

  • The possession or consumption of alcohol, tobacco or drugs;

  • Intimate relations;

  • Dishonesty or theft;

  • Aggressive behaviour, bullying or unkindness towards others.

    1. Visit University Academy reserves the right to search the bags and personal property of all Students at their sole discretion.

    2. If a Student fails to meet the required Student Behaviour, Visit University Academy reserves the right to:

      1. discipline the Student, in consultation with You, where possible;

      2. remove the Student from Visit University Academy, without a refund. In these circumstances Visit University Academy will endeavour to liaise with you as to the most appropriate manner in which to return the Student to the Student’s place of residence. You will be liable for any costs associated with the return of the Student to the Student’s place of residence; and / or

      3. inform the appropriate international or national authorities.

    3. All students are required to attend all classes and activities of Visit University Academy during the program. When there is not arranged activity students are free to decide how they spend their time, although it should be noted that the program is a busy one and free time is limited.  Students much check in at curfew each evening, and must remain in their accommodation after curfew until at least 7am the following morning. Developing their English language skills is a key objective of the program and therefore where possible students will be paired with other students who do not speak their own language.

9. Accommodation and Rooming Policy

  1. Accommodation is provided at Imperial College London, University of Cambridge and University of St Andrews. Students will be accommodated in a twin or single room. If a twin room the students will be accommodated with someone of the same gender.  We seek to pair students who speak different languages, so as to foster an international atmosphere and develop English language schools. We do not pair friends with each other. Rooms may be en suite or shared bathrooms.

10. Valuables, Electronic Devices and Lost Property

  1.  Visit University Academy will not be liable for any item of jewellery, electronics or other valuable property brought to the School by the Student.

  2.  Visit University Academy will list and itemise all valuable items of property disclosed by the Student to Visit University Academy at the earliest possible occasion on the designated arrival date. On or before the Departure Date, Visit University Academy will check that the Student has the disclosed valuable property prior to departure. Where there is a discrepancy between the items recorded upon arrival and those recorded on departure, this will be notified to You.

  3.  Visit University Academy will not be responsible for any property left at the School (by the Student or otherwise), and may dispose of any such property if not claimed by You within 6 weeks after the end of Visit University Academy.

  4.  Electronic devices, including mobile telephones, may only be used with the permission of a member of staff of Visit University Academy. Generally, the time spent on electronic devices, including mobile telephones, will be limited and at times designated by Visit University Academy.

11. Liability

  1.  Except in respect of death or personal injury caused by Encap Events Limited negligence, Encap Events Limited shall not be liable to you or the Student by reason of any representation (unless fraudulent) or any implied warranty, conditions or other term, or any duty at common law or under the express terms of these Terms and Conditions for any loss, damage, cost, expense or other claim (whether caused by our negligence or the negligence of our servants, agents, contractors or otherwise), which arise out of or in connection with the provision of the Services or their use by you or the Student, and our entire liability under, or in connection with, these Terms and Conditions shall not exceed the amount of our Fees for the provision of the Services.

  2.  Where Encap Events Limited provides, in connection with the provision of the Services, any goods or equipment or services supplied by a third party, Encap Events Limited does not give any warranty, guarantee or other terms as to their quality, fitness for purpose, performance or otherwise.

  3.  Encap Events Limited shall have no liability to the Student for any loss, damage, costs, expense or other claims for compensation arising from any instructions supplied by you which are incomplete, incorrect, inaccurate or illegible, or arising from the Student’s late arrival or non-arrival, or any other fault of you or the Student.

  4.  You are advised to consider taking out appropriate insurance covering you and the Student, inter alia, against cancellation, curtailment, personal liability and lost property.

  5.  Encap Events Limited reserves the right to alter programmes, activities, itineraries, excursions, age brackets, premises and personnel as it thinks fit, and without notice.

  6.  Encap Events Limited reserves the right to cancel a course or programme before the start of the course should the minimum number of bookings not be reached. In this event Parents will be offered a full refund of fees.

  7.  Encap Events Limited will not be held liable for any issues arising from a Student Health Form being completed incorrectly or with any omissions.

  8.  Encap Events Limited will not be bound by any statement unless it is in writing and authorised by a Director of Encap Events Limited or his or her designate.

12. Data Protection, Confidentiality and References

  1.  You consent to Encap Events Limited retaining personal data relating to you/your child in paper or electronic format in accordance with the principles of the General Data Protection Regulations (2018). You can view our Privacy Notice at www.visituniversity.co.uk.

  2.  Encap Events Limited will use your child’s personal data to manage and administrate their participation at Visit University Academy.

  3. Encap Events Limited will use photographs and video of your child, taken by Visit University Academy photographer, or by a selected third-party photographer appointed by Visit University Academy, within Visit University Academy, on Visit University Academy’s website, and in Visit University Academy publications and promotional material. Parents and students will be asked to complete an end of course survey; reviews and comments may be used in promotional material.

13. Force Majeure

  1.  Visit University Academy will not assume responsibility or liability for any damage, loss, claim or injury (including claims for the alteration or cancellation of Visit University Academy) resulting from events beyond our reasonable control including, without limitation, acts of God, strikes, incidents of terrorism, politically or religiously motivated violence, war, pandemic outbreak of disease, compliance with any law or governmental order, rule, regulation or direction, environmental contamination, malicious damage, threats to safety, fire or extreme weather.

14. General

  1.  By making an application to enrol a student at Visit University Academy, the parent, guardian or other person with parental responsibilities, who has signed the Application Form, accepts that they shall be bound by these Terms and Conditions

  2.  These Terms and Conditions constitute the entire agreement between Encap Events Limited and you / the Student.

  3.  Your acceptance of these Terms and Conditions is provided by signing the Application Form and payment of Deposit.

  4.  If any provision of these Terms and Conditions is held by any competent authority to be invalid or unenforceable in whole or in part, the validity of the other provisions of these Terms and Conditions and the remainder of the provision in question shall not be affected.

  5.  These Terms and Conditions are governed by the laws of Scotland, and the parties submit to the exclusive jurisdiction of the Scottish Courts.