Education Access Fund Terms and Conditions

• Available to UK state-funded primary, secondary, or SEND schools/units.
• Priority will be given to schools with ≥ 25% Free School Meals (FSM) pupils and/or ≥ 15% Special Educational Needs (SEN) pupils.
• SEND-only schools are automatically eligible.
• All visits must take place during term time and be educational.
• Schools can apply for one bursary per school per year, up to a maximum of £500 total.

• Eligible schools can apply for up to £500 travel subsidy per school per year.  
• Covers reasonable third party travel costs: coach, minibus or public transport
• Reimbursement is capped at the approved maximum of £500 and requires receipts or invoices.

• Visits must include an educational facilitated session at the Arboretum
• Schools have the opportunity to complete a Pre-visit for risk assessment and planning
• Adult-student ratios should follow standard guidelines
• Late arrivals may reduce the session length or cancel parts of the programme.
• Timetables will be issued prior to arrival

• Schools must complete a short feedback form after the visit
• Some schools may be contacted and invited to contribute to a wider evaluation project

3.1 Eligibility of Reimbursement

• Bursaries are awarded on the basis of confirmed attendance.
• If a participant cancels their visit, bursary support may be withdrawn.

 

3.2 Cancellations by the Participant

• More than 30 days before the visit – If you notify us in writing at least 30 days in advance, the bursary will be cancelled without penalty.
• Between 7–14 days before the visit – We reserve the right to reduce or withdraw the bursary, particularly if non-refundable costs have been incurred.
• Less than 7 days before the visit or non-attendance (“no show”) – The bursary will be forfeited. You will be asked to repay the bursary.

 

3.3 Cancellations by National Memorial Arboretum

• In the event that the Arboretum cancel the visit (e.g. for security, operational, or unforeseen reasons), any non-refundable travel costs already incurred under the bursary will still be honoured.
• We will aim to reschedule visits where possible.

 

3.4 Exceptional Circumstances

We recognise that illness, bereavement, or other serious circumstances may prevent attendance. In such cases, please contact us as soon as possible. Decisions on whether to retain or withdraw bursary support will be made on a case-by-case basis.

 

3.5 Process for Cancelling

• All cancellations must be made in writing (email is acceptable).
• Confirmation of cancellation will be sent within 3 working days.

 

3.6 Repayment of Funds

• If travel costs were paid in advance and the bursary is forfeited, the participant will be required to repay these funds within 30 days.
• Failure to repay may affect eligibility for future bursaries.

4.1 Each participant is responsible for his/her/their actions whilst attending or participating in the Visit.

We accept no responsibility for:

(a) the actions of a participant nor the consequences of such actions. 
(b) any injury or accident-causing loss or damage to a participant where this is sustained as a result of a participant taking part in the Visit, save where this is a direct result of the actions or negligence of us, our agents or contractors. 
(c)  any loss or damage sustained by a participant as a result of: making the application, the cancellation of a Visit for any reason; any changes made to the Visit for health and safety, changes to the terms, withdrawal of the bursary or any other circumstances beyond our control. 

4.2 Participants shall be responsible for arranging their own suitable and adequate insurance protection to cover their participation in the Visit, including, without limitation, cover for material loss/damage, including any loss or damage they may cause to a third party, medical expenses, death, injury, cancellation and curtailment or negligence of any party. 

We reserve the right to withdraw the bursary or alter the terms and conditions at any time.  If we make any changes we shall update and notify all participants affected as soon as reasonably practicable. No refund in full or part shall be made in respect of any change to the participation.

Each participant agrees that information provided to the National Memorial Arboretum in connection with the application may be used by the Arboretum in accordance with prevailing data protection legislation and our privacy policy.

These terms and conditions are governed by the laws of England and Wales and the jurisdiction of the English and Welsh courts applies.