The information available on the website merops.eu is intended to inform client universities of the context (information about the company, its team and its philosophy), the environment (location, accommodation structure, meals and possible excursions) and educational activities (scientific equipment and learning materials) that may be offered.

The total price of the services offered can vary considerably according to the size of the group, the duration, the period of the stay and the options chosen (meals, transfers, excursions, etc …). We invite interested universities to contact us to discuss their needs so that we can offer them a quote for the organisation of their field trip.

The terms of payment and the conditions of cancellation and modification of the stay are defined in this document and the client universities are requested to read them before committing to a stay. Merops reserves the right to make changes to the information on its website, in particular on the content of the services.

Participation in a stay offered by Merops involves:

• Adherence to the educational goals and philosophy of the organisation;
• The acceptance of the conditions of stays presented here and the general conditions of sale.

The confirmation of a stay is subject to the payment of a deposit equal to 30% of the total amount of the stay including all of the options requested by the client university. Any reservation is validated by the receipt of a confirmation email accompanied by an invoice specifying the booking itinerary, including the price and any selected options.

The balance of 70% of the total amount of the booking must be paid no later than 30 days before the beginning of the stay.

The price of the stay cannot be contested by the client university after confirmation of the stay and payment of the deposit. It is up to the client university to consider at the time of registration if the proposed price suits them by accepting that it is a fixed price for their bespoke itinerary and options. Prices are calculated and must be paid in Euros. Payment of the deposit and balance will be made by bank transfer. VAT will be levied on the deposit and on the balance according to the rules of the country where the services take place (France).

Our base price includes :

• Accommodation
• Pedagogical supervision
• The use of the scientific equipment and infrastructure made available (library and laboratory)

Depending on the program and the wishes of the client university, the following options may be offered at an additional cost:

• Transfer from the nearest airport or SNCF/TGV station (or the most convenient)
• Meals (half board or full board)
• Day trips
• Visits to sites or museums

Travel from the country and/or the site of the client university to the nearest (or most convenient) airport or SNCF/TGV station is the responsibility of the client university. The formalities and conditions of entry into France and possible costs related to obtaining a visa are the responsibility of the client university.

Unforeseen costs

In the case of unforeseen expenses during the course of the stay (e.g. additional excursions) or in case of damage or loss of equipment, additional costs will be charged to the client university after validation by the accompanying person representing the client university.

Modification of the stay due to the client university

Any request to modify the stay (e.g. dates, number of participants and chosen options) must always be made in writing by e-mail. This request will be reviewed by Merops and if the change is feasible, we will amend the original booking for the client university. The modification in costs incurred by this change will be invoiced back to the client university.

Withdrawal or modification during the stay by the client university

Any interruption of stay, for any reason, and/or any renunciation of services included in the stay cannot be refunded by Merops.

Cancellation of a stay by the client university

In the event of withdrawal before the stay, Merops will refund the sums paid after deduction of the sums withheld as termination indemnities in accordance with the following schedule and scale:

• More than 30 days before the start of the field trip: 20% of the price of the stay;
• Between 30 and 8 days before the start of the field trip: 75% of the price of the stay;
• Less than 8 days before the start of the field trip: 100% of the price of the stay;
• Any stay started is fully due, irrespective of the reasons given for cancellation.

Modification of the stay due to Merops

Merops may be required, on its own initiative or for reasons beyond its control, to make changes to the information on its website. Merops undertakes to communicate in writing to its client universities any changes likely to substantially affect a fundamental element of the stay.

Merops may be obliged, in the event of exceptional and unavoidable circumstances or a major impediment, to modify a place of stay, a program or its services. In this event, we will offer replacement services of equivalent or superior quality, at no extra cost, or, failing that, the reimbursement of services not provided.

The administrative and health formalities to be completed to enter French territory are the responsibility of the client university and at its own expense. Merops advises you to consult the France-Visas website (https://france-visas.gouv.fr/) for any information on entering France.

Failure to comply with entrance requirements or the failure of a participant to present valid administrative documents, for any reason, resulting in a delay, denial of boarding or prohibition to enter French territory, remain the responsibility of the client university, at its financial expense, without Merops reimbursing or replacing its services.

In order to be able to fully enjoy their stay, each participant must be autonomous and their state of health compatible with travel, the included activities and reception facilities. The partner accommodation sites as well as the proposed visits are equipped to receive people with reduced mobility. At the accommodation site, all common areas (classroom, dining area, library, laboratory) are also accessible.

Merops must be informed in advance of any cases of disability, medical conditions, serious allergies and/or special dietary requirements among the participants in order to adapt and prepare the stay accordingly. The costs related to any repatriation or medical expenses are the responsibility of the client university and/or its insurance company. Merops advises that each participant should have a European Health Insurance Card (EHIC), which may allow participants to receive consultation and treatment in France without having to pay up-front medical fees.

Because of its educational vocation, the success of a stay necessarily implies the acceptance of strict and unavoidable rules: respect for everyone, schedules, safety requirements, equipment. The participant is invited to adopt good conduct towards the management team and the other participants, as well as during all of the activities scheduled during the stay.

The code of conduct and the consequences in case of non-compliance with these rules are defined and discussed with the client university, which is then in charge of communicating them to the participating students and ensuring that these rules are adhered to during the stay.

Merops reserves the right to use the photos, videos and other recorded media taken during a stay to promote its activity on its website or on social media. In the event that a participant does not wish to appear on these images, the client university must inform Merops in writing no later than 8 days before the start of the stay.

The data collected and recorded by Merops on its computer system are intended to allow the management of the registration of each student and accompanying person participating in a stay and the execution of the various related services.

For these purposes, this information may be stored, processed and transferred by Merops to third parties (such as incoming service providers). These third parties will only be able to access the personal data of the participants for the needs related to the execution of their stay and the related services in strict compliance with the applicable legislation, in particular with regard to data security.

These data are kept for the duration necessary for the purpose of their processing. The participant’s opposition to the collection, registration or transfer to third parties of their personal data, which is necessary for the sale or execution of a stay and its related services, would de facto make it impossible for Merops to provide all or part of the requested service.

In accordance with Law No. 78-17 of 6 January 1978, relating to data processing, files and freedoms and the European General Data Protection Regulation, each participant has a right to access, modify and delete their personal data, which they can exercise with Merops.

The stay ends on the date and place agreed with the client university (after a possible transfer to the airport, or the nearest or most convenient SNCF/TGV station).

At the end of the stay, in the case of unforeseen costs (additional excursions, damage to or loss of equipment), an additional invoice will be sent to the client university after validation by the accompanying person representing the client university for payment within 30 days.

We encourage student participants and accompanying university staff to send their comments/complaints during the stay to the team representing Merops.

At the end of the stay, each participant receives an optional questionnaire allowing them to give a qualitative evaluation of the services of their stay.

Any complaint, of a commercial nature or relating to the quality of the services, must be sent to us in writing (post or email), within 30 days after the end of the stay at Merops (info@merops.eu).

We are committed to responding as soon as possible.

In the absence of a satisfactory response within 60 days, you can refer the matter free of charge to the Tourism and Travel Mediator, whose contact details and referral procedures are available on the site: www.mtv.travel