General conditions

An enrollment is done online.

Shortly after receiving the registration (within 3 days at the latest) you will receive a confirmation (via e-mail) with the payment terms. The deposit must be paid immediately (within 2 weeks). This amount includes € 5 membership fee of the association. At the latest 6 weeks before the start of the language / skiing vacation you have to pay the outstanding amount.

If you register for a language academy, you will also receive a confirmation. The balance is due 6 weeks before the start of the activity.

We recommend that you do not wait too long to register. This will reduce the chance that your chosen activity will be full. If you register less than 6 weeks before departure, the full amount must be paid immediately.
Through specific colors on the online camp overview you can also see which language courses are full or almost full.

Participants over 12 years old must have their identity card. They keep it themselves. Children under 12 have a kids ID or a provisional ID. You can request these documents through the municipal administration.

For all overseas destinations and travel by air, the participant must bring a "Parental Consent to Stay Abroad" document. You can pick this up at your town hall. If you do not have this with you and you are stopped at the border, this is not a serious reason for CLIP vzw to reimburse you. Additional costs for the ride home are at the expense of the participant.

Foreign youngsters should check in advance with the embassy or consulate of the country of destination to see what documents they need: this may be a travel pass or a visa. If the participant does not have the correct documents, this is not a serious reason for CLIP vzw to proceed with reimbursement. Additional costs for the return trip home are at the expense of the participant.

A CLIP vacation is usually all-inclusive. Each residential placement includes transportation there and back, lodging in multi-person rooms, full board (unless otherwise specified), language workshops in small, homogeneous groups, close supervision, sufficient leisure activities, civil liability insurance, all on-site excursions and the non-profit organization's membership fee. Not included in the price are possible meals en route, pocket money, cancellation and travel insurance, certain options (e.g. on the cruise, some entrance fees...).

For some (distant) trips, certain meals are not included. This is always mentioned in the detailed description of the formula.

The language academies are full days without overnight stay . Participants bring their own packed lunch and drinks.

After registration, the deposit or full price must be paid immediately and at the latest 20 days after registration. The balance must be paid no later than 40 days before departure. The full amount must be paid before departure.

If we do not receive payment on time, we reserve the right to cancel the registration. This will not occur until we have attempted to contact you.

Those who meet certain conditions can count on significant discounts. The exact terms of these discounts can be found here. These discounts cannot be combined. The discounts for ski vacations are valid until November 1. The discounts for long trips (Morocco, Cruise, Thailand, New York and South Africa) are valid until December 12. For regular language camps in boarding school, they are applicable until February 1.

Shared transportation is provided for all residential camps.

By bus from various places in Flanders: Ghent Dampoort, Groot-Bijgaarden (E40 track restaurant), Leuven. There is also a pick-up point in Dunkirk for the language vacations in England. For France, the normal departure times may be changed due to "black" Saturdays on the freeways in France (consult the website).

By plane (Malta, Dublin, Edinburgh, Morocco, South Africa and Thailand).

Concrete information regarding boarding points, departure and arrival times and the start/end of each course can be found on the website. For transport and accommodation, we rely on CLIPPER (lic A5477). The tour operator guarantees the punctuality and quality of the services offered.

On each language vacation there is a 3 times weekly evaluation which is written down in a "CLIPguide". At the end of the language camp, this document is sent by e-mail to the parents.

Since kitchen orders must be made in a timely manner, we can only take into account the alternative food options indicated on the registration form. Changes can be made up to 2 weeks prior to departure.

Photographs are taken during the camps as a reminder and to support the CLIP program through leaflets (from CLIP and from organizations CLIP works with) and posters. These photos are the property of the organization and will not be used for other purposes under any circumstances. Moreover, the link to these leaflets is only accessible to the organization, participants and their parents.

These photos may be made available to the press or to other organizations adopting the CLIP formula. During each language camp, photos are posted on the website. This allows parents to look over the shoulder of the participants.

If you do not wish photos of your son/daughter to appear on the website or be used for publicity purposes, you can easily indicate this at registration. You can also send an e-mail for this purpose to info@clipvakanties.be .

The cancellation conditions apply from the moment of registration, even if nothing has been paid yet. You do not have a right of withdrawal according to Article VI 53.12.

Any cancellation must be made in writing (by mail or email) as soon as possible.

In case of cancellation, we will refund the amount paid, less an administrative fee of €50.

Any cancellation must be made in writing (by mail or email) as soon as possible.

Those who can prove force majeure (hospitalization, death of a close family member or re-exams) will receive a full refund of the registration fee, with the exception of €75. For retakes, we expect a letter from the educational institution before July 10 and only retakes that take place within 10 calendar days after the end of the language vacation are eligible.

For those who cannot prove force majeure, the following conditions apply:

For cancellations up to 60 days before the start, we will refund the amount paid, less an administrative fee of €75

Starting 60 days before the start, we retain the deposit.

In case of cancellation less than 30 days before the start, we will deduct the full registration fee.

For cancellation up to 30 days before the start, we will refund the (paid) deposit. For cancellations at less than 30 days, there is no refund.

For distant travel, we recommend taking cancellation insurance. Some families have such insurance. If this is not the case, you can also take out such insurance through CLIP Taalvakanties vzw. The cost of this depends on the trip. You can indicate this option when registering. The general terms and conditions can be found here.

Please note: cancellation insurance can only be taken at registration!

Anyone who, for whatever reason, interrupts or has to interrupt their language or skiing vacation (e.g. because of homesickness, lack of crucial information on the medical card, repeated violation of the CLIP rules, etc.) cannot claim any refund for this

In case of serious illness or hospitalization, the parents undertake to arrive on site, within 24 hours (Belgium) or 48 hours (abroad). In certain cases, repatriation may be appropriate. This will be discussed with the parents.

Each participant is insured for civil liability (damages to third parties, insured by Ethias 45.034.646) and their own physical accidents during the camp, as is common in most schools.

Civil liability is covered up to
- Bodily injury: max. 12,500,000 euros per claim
- Material damage: max. 1 250 000 euros per claim

In case of physical accidents, the insurance provides for additional reimbursement of treatment costs after the allowance of compulsory or free health and disability insurance. In case of an accident, the insurance papers will be forwarded by CLIP to the insurance company after the internship. If further medical treatment is required upon return home, the bills are paid by you and delivered to the health insurance company. You send a proof of settlement (from your health insurance company) to CLIP and we take care of further settlement with our insurance company. In case of serious illness or hospitalization, we insist that a family member comes on site within 24 hours for language courses in Belgium and within 48 hours for stays abroad.
In case of illness, you have to rely on your personal health insurance. However, CLIP can, if necessary, advance medical expenses on site.

You can read the terms and conditions of civil liability here.

Participants are not insured against theft, loss or damage to luggage!

For distant travel, we recommend taking specific cancellation insurance. Some families have such insurance. If this is not the case, you can take it out through CLIP Taalvakanties as of November 2019. The cost of this depends on the trip in question and can be indicated at registration. The general terms and conditions can be found here.

Please note that cancellation insurance can only be taken at the time of registration.

Travel Assistance Insurance

For vacations abroad, we recommend travel assistance insurance. This insurance intervenes in case of repatriation (organization and expenses, both in case of illness and accident). Many families already have this type of insurance. If this is not yet the case, you can still consider doing so through CLIP. Participation in the policy costs €12.5 for travel within Europe and €20 for travel outside Europe. One can indicate this when registering.

The non-profit organization reserves the right to change the program, accommodation, place of departure or arrival or means of transport due to force majeure, exceptional weather conditions or the withdrawal of the permit. It also reserves the right to cancel a language course, a skiing vacation, a language academy or a long-distance trip if a workable minimum number of participants is not reached. The traveler will be informed as soon as possible.

Force majeure means abnormal and unforeseen weather conditions, disasters and/or decisions imposed by the government that prevent the trips from going ahead. In case of such cancellation, the traveler is entitled to the full refund of the travel price. No further compensation will be paid. If CLIP cancels the vacation for reasons other than those mentioned above, appropriate compensation will also be provided.

If CLIP is obliged to change the contract before the start of the trip, the traveler must be informed of this as soon as possible in writing (letter or e-mail) and before the scheduled departure. In that case the traveler has the right to cancel his trip free of charge and must communicate this in writing.

CLIP can be held liable for all damages incurred by the traveler as a result of the travel contract not being executed or poorly executed, unless if:

• The traveler is responsible for the failure to perform the contract
• The shortcomings were caused by a third party, not mentioned in the travel contract.
• The deficiencies are due to force majeure
• The shortcomings are due to unforeseen circumstances that could not have been prevented by CLIP vzw in advance.

CLIP vzw is always obliged to help the traveler in need. Any associated costs can be recovered from the traveler, should the traveler himself be responsible for the shortcoming.
CLIP is not responsible for loss/theft of equipment belonging to the participant.
CLIP staff and animators are not entitled to make any statements regarding liability on the part of CLIP vzw.

In accordance with article 36 of the law regulating the travel contract to travel organization and travel mediation of 1/4/1994 and the relevant execution decree of 25/4/1997, CLIP vzw is insured with MS Amlin - Insolvency Claims (Koning Albert II-laan 37, 1030 Brussels) in order to meet its obligations towards the traveler in case of financial insolvency. The number of the relevant policy is LXX118958/24K. You can read the general conditions here.

Package travel law (21 NOVEMBER 2017 - Law on the sale of package tours, linked travel arrangements and travel services; transposing Directive (EU) 2015/2302 OF THE EUROPEAN PARLIAMENT AND COUNCIL of 25 November 2015)

CLIP vzw is in line with the legal provisions laid down in the travel package legislation.

If you cannot leave on your trip, you can transfer your package trip to a person of your choice, as long as that person meets the required conditions to participate in the trip (visa, passport, etc.) in a timely manner.

You must inform the organizer of that fundamental change via a durable medium (e.g. e-mail) within a reasonable time before the start of the package tour, and in any case no later than 7 days before the start. He may charge you for this.

The prices stated in the contract may not be changed except in case of fluctuations in the price of fuel, taxes or exchange rates.

The contract must explicitly state the possible price revisions (both upward and downward) and the appropriate methods of calculation. The organizer must inform you of this no later than 20 days before the start of the package trip via a durable medium and in a clear and comprehensible manner, providing a justification for this price increase and a calculation. If these rules are not respected, no price revision may be implemented.

If the increase exceeds 8% of the total price, you may cancel the contract without compensation. In the event of a price reduction, the organizer may deduct certain administrative costs from the refund due to you. You can ask the organizer to prove that these costs were actually incurred.

If the organizer notifies you before your departure that he is unable to perform one of the main elements of the package tour, you have two options:

• you can agree to the proposed change (and any associated price reduction) or
• you can cancel the agreement free of charge (and thus be fully refunded).

The organizer may also suggest a substitute package tour of equivalent or higher quality.

The organizer must notify you of the change as soon as possible, at least by a durable medium (e.g. letter or e-mail). He must clearly inform you of the change, the deadline by which you must respond and the fact that the contract will be automatically terminated if you do not respond within that deadline. If necessary, the organizer can propose a replacement package tour in a motion.

You can cancel the contract before the package tour begins. However, the organizer may charge you a cancellation fee for doing so. This may not exceed the price of the trip. This information may be stated by default in the contract or through a general reservation. In any case, the organizer must take into account cost savings and income from alternative use of the travel services (e.g. the vacant places filled by other travelers). He must then deduct these from the cancellation fee.

You may cancel the package trip without paying any compensation if unavoidable and extraordinary circumstances occur at the destination or in its immediate vicinity (e.g., terrorist attacks, natural disasters, etc.) that significantly affect the execution of the package trip or passenger transportation to the destination.

The organizer can cancel the contract without having to pay damages to you if:

• the minimum number of travelers stipulated in the contract was not reached or
• unavoidable and extraordinary circumstances prevent the performance of the package tour.

The organizer must make all refunds as soon as possible and no later than 14 days after cancellation.

What if a significant part of the services from the contract cannot be performed during the trip? Then the organizer must do everything possible to offer you equivalent solutions free of charge.

If the services performed differ from those originally planned, the organizer must refund you the difference. Is that not possible? Or do you validly refuse? Then the contract can be terminated and the organizer must offer you, free of charge and as soon as possible, an equivalent means of transport to go to your place of departure. In this case, he must also reimburse you.

The tour operator is responsible for the proper performance of the contract. In doing so, he must take into account the expectations you reasonably have based on the information you have been given (both before entering into the contract and in the package travel agreement itself).

He is also liable for any damages you incur as a result of his failure to fulfill his contractual obligations, except:

• If the traveler is in default;
• If it is due to a third party not involved in the execution of the package tour;
• in case of unavoidable and extraordinary circumstances.

The organizer may limit its liability to three times the price of the trip, except for intentional or negligent damage or personal injury.

Are you in trouble? Then the organizer must provide you with assistance as soon as possible, for example by informing you about medical services or helping you communicate. The organizer can only charge you compensation if you are to blame for the circumstances.

Where the return cannot take place due to unavoidable and extraordinary circumstances, the organizer shall bear the cost of the necessary accommodation, if possible of an equivalent category, for up to three nights per traveler. In the case of persons with disabilities, pregnant women, minors traveling alone and persons in need of specific medical assistance, this duty of the organizer is not limited to three nights' accommodation.

To be covered, you must notify the organizer as soon as possible of any failure in the performance of the contract that you find on site. This can also be done by letting the reseller know.

If a complaint is filed, the organizer must find appropriate solutions as soon as possible. As a traveler, you can impose a reasonable deadline on the organizer here. If the organizer fails to address the shortcoming within this time limit, you can take the necessary steps yourself and later recover the necessary expenses from the organizer.