Agent Manual 2014

Agent Manual 2014
WELCOME TO IP ........................................................................................................................................ 2
ARRIVALS & DEPARTURES ...................................................................................................................... 3
ACCOMMODATION .................................................................................................................................... 4
IP STAFF / SUPERVISION .......................................................................................................................... 5
IP LANGUAGE COURSES AND TEACHERS ............................................................................................. 5
IP ACTIVITY AND TRIP PROGRAMME ...................................................................................................... 6
USEFUL INFORMATION ............................................................................................................................. 7
TERMS & CONDITIONS 2014 ..................................................................................................................... 8
AGENT BOOKING FORM 2014
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Welcome to IP!
Why IP?
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Accredited by ISI, British Council and English UK
Learn more than a language: Our students will meet people from all over the world
More than 27 years of experience in the junior language market
We offer high-quality products: All our summer schools are chosen with great care in order to
provide safe and exciting holidays
We guarantee well-trained and age-appropriate supervision by our dedicated international
teams
We offer an exciting and supervised activity programme - seven days a week.
“IP Ocean-Lounge”– central meeting point with non-alcoholic beverages, fruit, music, and
games
For parents, our staff is also available 24 hours a day in case of emergency
No registration fee and no placement fee for our junior and young adult summer schools and
for our family language programmes
Minimum stay: 1 week
Possibility to combine different IP schools
What do we offer?
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Summer Programmes:
Junior Summer Courses in the UK, Ireland, France, Germany and Spain
Young Adult Courses in the UK and France (16-19 years)
Family Language Programmes
Programmes in our Year Round School in Bournemouth:
Adult Language Courses (18+) in our year round school in Bournemouth / UK
Paid Work & Study Programme (18+)
Mini stays for closed groups (junior groups 14+, adults)
Our Sales Crew is at your Service:
Marketing & Sales:
Karin Huschenbedt, Nina Riede, Jana Gottermeyer,
María Ordovás Calafat, Natalja Pistsassova,
sales@internationalprojects.com
Group Bookings:
Jana Gottermeyer
groups@internationalprojects.com
General Manager:
Heiner Giese
Contact Details:
IP International Projects GmbH, Martinistr.60, 28195 Bremen, Germany
Tel.: +49 421 7925830 / Fax: +49 421 7925820 / Skype: info_internationalprojects
info@internationalprojects.com
www.internationalprojects.com
www.internationalprojects.com/agencies
Link to download our photos: www.internationalprojects.biz
We are available Monday to Friday from 9:00 to 18:00
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Arrivals & Departures
IP center
Bournemouth, Winchester, Chichester, Bognor
Regis (UK)
Exeter, Teignmouth, Exmouth, Bath (UK)
Cork (Ireland)
Biarritz (France)
Barcelona (Spain)
Oberwesel (Germany)
Berlin (Germany)
Augsburg (Germany)
Closest Airports
Bournemouth, Southampton, London
Heathrow/Gatwick; St. Pancras train station
Exeter, Bristol, London Heathrow/Gatwick; St.
Pancras train station
Cork, Dublin
Biarritz, Pau, Bordeaux, San Sebastian, Bilbao
Barcelona El Prat
Frankfurt International
All Berlin Airports
Munich
IP LOW BUDGET TRANSFER – UK only
Arrival
-arrival at London Heathrow before 17:00
mandatory
-meeting: Terminal 5 / Meeting Point at 17:00
latest
-IP member of staff available at Airport from
10:00-17:00
-coach leaves Airport approx. 18:00
Departure
-coach leaves IP centers between 6:00 – 8:00
-arrival at Heathrow approx. 12:00
-flight departures must be after 14:00
Private Transfers (all schools)
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Arrival:
A member of staff or the taxi driver will be waiting for you at the customs exit and ensure a
safe transfer to the centre.
Departure:
Private transfers will leave the centre as required to make sure that each student is able to
complete a timely check-in. Please keep in mind that students may have to wait a length of
time before their flight departs in order for our staff to comply with a 2 hour pre-departure
check-in.
Please mind specific arrival and departure times for some centres (esp. Augsburg, Berlin)!
Check-Service
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If you want your students to be checked-in at departure by staff please book this service in
advance
UM Service
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If you book for your students an unaccompanied minor service at the airline please do not
forget to book this extra service with IP as well. This is mandatory! Otherwise we cannot give
you the name of an IP staff member
FULL FLIGHT details are required 2 weeks before arrival of the student.
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Accommodation
At most centres students may choose between accommodation in a Residence (our facilities include:
boarding schools, universities, college student accommodations, apartments, and youth guesthouses) or
with a hospitable host family.
Residences
The type of accommodation varies from centre to centre, (single, twin, or multi-bedded rooms – mainly for
younger students - with a personal shower/toilet or shared facilities) however they are always safe and
clean. Some residences have a common room. Public payphones and launderettes are either on site or
close by.
Safe Storage for valuables is available in the staff office at the IP Centres where rooms are not lockable.
Students always share a room with a member of the same sex. When possible, students will also share a
room with students of different nationalities (if requested), but this may not always be practical.
bed linen is provided; students must bring their own towels.
Home Stay
To experience as close as possible the authentic life and culture of a country, the home stay is definitively
the best choice. It allows a true and realistic insight in the way of life and daily routine in one of our long time
experienced host families which are as individual as our students, such as single parents or younger and
older couples- with or without children. This offers the unique possibility to our students to discover other
personal living conditions and circumstances maybe different to their own. In any case, it is very lifeenhancing in any human and linguistic aspect. All of our hosts respect our strict home stay guidelines and
are carefully chosen by our local Welfare officer.
Students share twin or triple bedrooms with other students of the same sex. If possible, students will also be
placed with a roommate who is of the same age and of a different nationality, but this is not always practical.
We generally do not place more than 4 students in a family, but during peak season this may be necessary.
A student may also be placed in a host family alone.
Please keep in mind that each home stay accommodation will be different from the student’
s home in his or
her host country, since cultural customs vary from country to country.
The distances between private homes and the schools vary. Some are close, while others can be up to 60
minutes away (this distance includes as walking distances plus public transport). If a transfer needs to be
organised students are not necessarily able to participate in the evening programme, because some local
bus services already stop at 21:00 or 22:00.
Minimum age for home stay is 13 years. If your agency sends a group to one of our junior summer
schools and students stay in residence and home stay we make exceptions. Please note in that case, that
students aged 12 and below will receive a transfer from their home stay provider to the centre and back if the
family lives farther than half a mile walking distance away (pick up in the morning / drop off in time for
dinner).
Meals
Students always have full board. The food provided is “typical”for the destination country. Generally, we are
also able to offer a vegetarian option.
Water is normally served at lunch and dinner. Lunch for students staying in a home stay accommodation is
always a packed lunch from the host family. Details about the menu you can find in the sample menu in our
centre profile ( www.internationalprojects.com/agencies )
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IP Staff / Supervision
Our friendly and helpful International Team with staff members from England, Germany, France, Spain,
Russia and other countries will run a supervised activity programme.
Our supervision ratio depends on the age range of our students:
- for students 12 years and younger, we follow a ratio of 1:10
- for students 13 and older we follow a ratio of 1:15
The members of our team have been carefully selected for their responsible and caring attitudes, as well as
their dedicated and outgoing personalities. They are the people your students can turn to at any time for
assistance.
Students younger than 13 years are not allowed to leave the campus without a member of staff. Students
aged 13-17 years can leave the campus in groups of three without being supervised by a staff member. If
parents don’
t want their children to leave the campus unattended, they have to sign a document which will
be sent with the booking confirmation.
Rules & Regulations for Students
Rules and regulations are different for each destination country (Germany, UK, Ireland, France, and Spain).
In light of this, country specific rules and regulations, as well as the parent permission form for each
destination will be provided with the student’
s booking confirmation.
The IP rules and regulations are designed to ensure students’safety in our centres, and are in accordance
with the laws of the host country. In addition to our rules and regulations, we also have a strong connection
to the local authorities and police. You can find the rules and regulations in each centre profile. We would
like to assure you that we are ready to take measures in case students do not adhere to the rules. The
Centre Manager will talk to them and inform them again about the rules. If the misbehavior happens again, in
a next step the students get an official warning and their parents and the agent will be informed about the
misbehavior. From this point we reserve the right to exclude students from the program in case of any further
abuse of the rules or misbehavior. Please note that parents have to pay for any additional costs that might
arise in that case.
IP Language Courses and Teachers
All our UK summer schools and our Adult language school in Bournemouth are ISI and British Council
accredited.
We provide proficient language learning at different levels, for different age groups based on an innovative
curriculum. We use an integrated communicative approach in our teaching, based on the Common
European Framework of Reference Levels (A1-C1). A placement test upon arrival determines the course
level for each student.
Our language courses, afternoon and evening activities are an integral part of the language learning
experience and are therefore closely connected.
A Certificate of attendance indicating the student’
s language level according to the Common European
Framework of Reference Levels is given to each student at the end of the course.
Our IP teachers are native speakers (or have native speaker level qualifications) and are qualified in
teaching their native language as a foreign language. They are friendly and approachable, with experience
teaching multinational classes (if possible) in addition to deal with learning demands of a diverse classroom.
We offer morning lessons only, so that all students can meet in the afternoons and enjoy the activities.
Trinity Examination
The Trinity Exam programme, conducted by Trinity College London since the 1880’
s is a popular option for
students taking short term courses.
We prepare students for the Oral Examination as a part of the IP Intensive Course in the following centres:
Teignmouth, Exmouth, Exeter and Chichester Dates: 11.07. / 18.07. / 25.07. / 01.08. / 08.08. & 15.08.2014
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IP Activity and Trip Programme
We offer a supervised activity programme seven days a week!
Every afternoon the IP Team will offer several activity options ranging from sports activities to workshops,
and trips. Students are free to choose which ever activity they like best. Please note that the activity
programme is obligatory for students up to 12 years. For students 13-17 years the activity programme is
optional.
Detailed activity descriptions can be found in the respective centre profiles.
The IP Ocean Lounge is our international meeting place and the heart of the IP Centre. Students can meet
friends, listen to music, relax, borrow games and equipment, and make plans for the day.
IP Specials
Our Specials are not included in the price of the programme but can be booked in advance.
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Surf Course in Biarritz and Bournemouth
London Overnight in all UK centres (minimum age: 13 years; NOT offered in Teignmouth!)
Outdoor & Adventure in Exeter and Exmouth
Cheerleading in Chichester
Mini-Olympics in Teignmouth
Street Dance in Augsburg
NEW: Tennis Course in Exeter , Teignmouth and Chichester
NEW: Football coaching in Exeter and Teignmouth
NEW: Horse Riding in Exeter and Exmouth
NEW: Abseiling in Oberwesel
A day at our summer school
To give you an idea of what to expect, here’
s a timetable of a typical day!
08:00
09:00
Breakfast in the dining hall/private home
Students begin morning lessons
10:30
Mid-morning break - 30 minutes
11:00
Back to lessons
11:45
General Course lessons are finished! „The IP Ocean Lounge“is open for drinks,
music, and information.
12:30
Intensive Course Lessons finish!!!
ASSEMBLIES for all students – what’
s new, what’
s happening today? What’
s the
programme for today… .Lunch is served in the dining hall!
14:00
Start of afternoon activities; group leaders and the International Team provide
constant supervision. The bigger our International Team the more activities we have
to offer.
17:00
Afternoon activities finish; time to go to „The IP Ocean Lounge“to write postcards
and relax before dinner.
18:00
Dinner time in the dining hall or in the private home
19:00
Evening programme – Let the fun begin!
22:00
Evening Activities end; students go to their residential accommodation or private
home.
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Useful information
What to bring?
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Passport
Tickets / Vouchers
Health /Insurance Papers
Visa (if required)
Parental Contact Details Form
Parental Permission Form
A photocopy of the above items
Pocket money
Towels (2 towels for the residence and 1 beach towel)
Adapter plug
Sun lotion
Some warm clothes
Sport shoes or trainers (with white soles for the sports halls)
Comfortable shoes for walking
Swimsuit
Sports equipment if desired ( i.e. tennis racket)
We strongly recommend bringing additional copies of all important documents like passports, flight tickets,
visa, etc.
Students should make sure that all their valuables especially money and credit cards are safe at all times!
Small Gift for the Host Family
It is considered nice and thoughtful if students bring a small gift for their hosts as a gesture to say “thank –
you”. It is even more appreciated if the gift is something typical from their home country or family, i.e. photos,
sweets, wine or a characteristic souvenir.
Pocket Money
It is very difficult to estimate how much pocket money students will need. We know from experience that
students generally need £ 60 to £ 80 respective 80 to 100 EUR a week (more or less), although this varies
frequently. Students should remember to bring enough money for medicine or a medical consultation in case
they should they are ill during the course of the trip.
We also advise students to bring sufficient money for the entire stay as money transfers can be complicated.
If students require us to provide pocket money there will be a 10 GBP/10 EUR service fee!
Deposit
Please note that some centres require a deposit on arrival for residential accommodation to cover possible
damages caused during the stay. The deposit is approximately 40 GBP or 50 Euros.
School Holidays
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France: no lessons on 14.07.2013 and 15.08.2014
Spain: no lessons on 15.08.2014
Great Britain: no lessons on 01.01. /18.04. / 21.04. / 05.05. / 26.05. / 25.08.2014
There is no refund for classes not taught on public holidays.
The year round school in Bournemouth is closed for Christmas from 21.12.2013 to 05.01.2014.
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Terms & Conditions 2014
How to Book
Please use the enclosed booking form and send it back by fax to: 0049-421-7925820 or e-mail it to
info@internationalprojects.com. We will then send a booking confirmation and net invoice by fax or e-mail.
How to pay
A 20% deposit is required within the first 2 weeks after booking.
Total course fees must be paid 4 weeks before the course begins.
Short-term bookings:
Please send the total course fees and proof of payment if you book less than 28 days before the course
begins.
Payment is possible by bank transfer or credit card.
GBP amounts please transfer to:
Natwest account (59 High Street, Exeter EX4 3DL, Great Britain) in the
Name of IP International Project GmbH
IBAN: GB 81 NWBK 5600 4925 1009 71 / BIC: NWBKGB2L
Account No. 251 009 71 / Sort Code: 56-00-49
Euro amounts please transfer to:
KSK Syke, Bremer Str. 2, 28816 Stuhr see below in the name of IP International Project GmbH
IBAN: DE48 2915 1700 1130 0046 31 / BIC: BRLADE21SYK
Please Note: Bank charges for money transfers to our bank account cannot be covered by
International Projects.
Commission
Commission is given ON THE PACKAGE (accommodation, tuition, and programme) for junior and family
programmes and on the language course only for Adult courses and Work & Study programmes by the net
invoice method.
Please note that airport transfers, specials, supplements and examinations are not commissionable.
Cancellation conditions
Cancellations must be made in writing
notice is received.
• 60 days or more:
• 30 days or more:
• 29-15 days before arrival:
• 14-8 days before arrival:
• 7-1 days before arrival:
• On the day of arrival:
to International Projects. Fees will be retained according to when the
15% of the total course fees
25% of the total course fees
40% of the total course fees
60% of the total course fees
80% of the total course fees
total course fees
Visa
Please contact the embassy or consulate of the destination country you wish to visit prior to departure for
detailed information. The visa application and approval process can take some time, so it is best to apply for
a visa well in advance. We will send you an invitation letter per request when the full fee amount has been
paid. Should the student require the original invitation letter sent by express courier, the service fee for this
service must be paid by the student. Please note that in the case of visa refusal, we require the document of
rejection from the Embassy!
In this case we will refund the course fee minus the deposit payment (minimum 250 GBP / 250 EUR). In
case a visa invitation letter has been sent via courier express, this fee is also non-refundable.
Different rules might apply with partner schools for the German centres (Augsburg, Berlin)
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Insurance
Students are not automatically insured by IP. International Projects, our staff, and agents cannot accept
liability for loss of private property, money or for personal injury. We therefore advise all of our clients to take
our full medical and personal insurance cover prior to departure. If you would like to sign-up for this
coverage, please fill in the booking form accordingly. Insolvency is covered by “reisegarant”.
Important Information
International Projects reserves the right to ask any student to leave if his/her behavior disturbs other students
during the programme or while staying with a host family.
In this case course fees will not be refunded. Students are financially responsible for any damage they cause
in their residential or host family accommodation. Should there be an insufficient demand for any of our
courses or centres, International Projects reserves the right to offer an alternative course or centre, or as a
last resort, to cancel and refund the course fees.
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Agent Booking Form 2014
IP contact person:
1. Personal details:
Last Name:
First Name:
Date of birth:
Nationality:
Passport details
(please send a copy of
the passport)
Phone number (parents):
Sex:
Private Address:
Phone number (student):
Agency:
Address:
2. Course details:
IP Course Centre
(junior, adult, family):
Arrival:
Accommodation:
Departure:
a)
b)
c)
d)
Residence:
O standard O en-suite
Home stay
Guesthouse (family language programme only)
Apartment (family language programme only)
Course Name:
Number of lessons:
3. Other services (at supplement):
Airport Transfer
(please mark in
detail):
a)
b)
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I don’
t need any transfer
YES (please specify below)
Low budget transfer (UK JUNIORS only) - on arrival and/or departure
Private transfer - on arrival and/or departure
Name of Airport:
a) Arrival:
Full flight details:
Check-In or UM
Service required
(juniors only)?
Insurance required?
b) Departure:
a) Check-In service at departure :
b) UM Service:
a)
b)
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I don’
t need insurances
YES (please specify below):
health insurance
liability and accident insurances
IP Specials (juniors
only)
VISA
a) I don’
t need a visa
b) YES, I need a visa. Please send me the invitation letter
• By e-mail
• By DHL courier express
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4. Additional information
Allergies:
(please specify in detail; e.g. pets,
Medical problems:
(please specify in detail, please add information
about medication)
Diets:
Vegetarian, gluten free, lactose intolerance…
Any other information that is important to know
for our staff on site:
TOTAL PRICE:
GBP (UK)
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EUR (Germany, France, Spain, Ireland) _________________________
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O Student and parents have read and agree to the Terms & Conditions
Signature ___________________________________Date ____________________
Parent signature if the student is under 18 years old.
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NB all students under the age of 18 attending International Projects courses must be fully covered by
health and medical insurance, including personal accident and civil liability insurance. If you will be
using your own coverage, please send a copy of the insurance coverage with this booking form.
Otherwise, please indicate on the booking form that you would like an insurance quote from IP.
Please complete this allocation form and send it to:
By fax: 0049-(0)421-7925820
E-Mail: info@internationalprojects.com
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