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COAP Wings Ltd (inc "Exotic Wings", "Heritage Wings", "Platinum Wings", COAP Media & Ian Allan Aviation Tours/IAAT branding) - all referred to here as “COAP” herewith - operates specialist aviation photography tours and events worldwide.
All travel bookings are contracted and financially protected through our appointed partner H-C Travel Ltd (also trading as Orange & Black), a Travel Trust Association (TTA) member T7861 and ATOL protected tour operator and travel agency.
Important Clarification of Roles:
• H-C Travel Ltd is the contracting travel organiser responsible for all financial travel transactions & bookings, financial protection and regulatory compliance.
• COAP Wings / IAAT / COAP Media are responsible solely for the aviation photography programme, specialist photo shoots, on-tour programme and operational arrangements.
• All travel bookings are administered solely by H-C Travel; your place is confirmed only once H-C Travel issues written confirmation and invoice.
• Deposits are payable at the time of booking:
o £400 per person for tours up to £1,500.
o £750 per person for tours over £1,500.
• The balance is due 10 weeks before departure. No reminders are issued.
• Bookings made within 10 weeks of departure must be paid in full at the time of confirmation.
• All deposits, balance payments, deadlines and payment methods are governed by H-C Travel’s Terms & Conditions (LINK to follow).
• Late or non-payment may result in cancellation and forfeiture under H-C Travel’s terms.
• COAP does not accept direct payments for travel services.
• Each event description will detail inclusions (e.g. accommodation, transfers, photography access, entry tickets, COAP-led guidance).
• Exclusions include: international flights (unless specified, available through H-C Travel and providing ATOL protection), meals not listed, personal expenses, optional activities, visas, inoculations, and travel insurance.
• Breakfast is included where it forms part of the hotel’s room rate; other meals are not normally included. Please note that often breakfast is unable to be taken due to the timings of the itinerary (ie early airshow access) but cannot be refunded.
• Traveller cancellations must be made in writing to H-C Travel. Cancellation charges are applied in accordance with H-C Travel’s Terms & Conditions. (ADD LINK)
• If COAP cancels due to low numbers or COAP’s own operational reasons, refunds of travel payments are handled by HC Travel, and may be subject to an administration fee.
• Substitution of participants is possible subject to supplier approval and H-C Travel’s agreement. This may incur an administration fee.
• Itineraries may change due to unforeseen circumstances such as military base access restrictions, world events, increased security requirements or host organisation withdrawal of access. COAP & H-C Travel cannot be held responsible where events are outside our control.
• Refunds for photography access (e.g. base visits, museum visits, airshows, air-to-air flights) are not provided where access is withdrawn, unavailable or cancelled by the host organisation.
• Comprehensive travel insurance is mandatory from the time of booking. This is available through H-C Travel if required.
• Insurance must include, at minimum: medical treatment, repatriation, cancellation/curtailment, baggage/equipment and personal liability.
• Pleasure or sightseeing flights undertaken independently are entirely at the traveller’s own risk and are not covered by COAP/H-C Travel.
• Passports must be valid for at least six months beyond return.
• Travellers are responsible for obtaining visas or electronic authorisations (e.g. ESTA for US travel and the new EES System for EU travel).
• If ESTA/EES or visa is not in place, travellers may be refused boarding with no refund.
• Pre-departure documents, including the US “first night address” if applicable, will be supplied with final itineraries. Please note you may also be required to prove your travel insurance in some countries.
• Travellers should consult the FCDO website for up-to-date travel advice.
• Flight timings are subject to change; travellers should not book non-refundable connecting transport without allowing flexibility.
• COAP/H-C Travel are not liable for missed connections due to airline schedule changes.
• Baggage allowances follow airline rules and may change; travellers should check directly with the airline before departure.
• All electrical items must be fully charged at security; failure to comply may result in denied boarding at the traveller’s cost.
• If you are booking flights with H-C Travel, then requests for wheelchair or mobility assistance at airports must be made at the time of booking so COAP/H-C Travel can notify the airline. Last-minute requests may not be accommodated. If you are booking your own flights, this is your own responsibility.
• A “land-only” option may be offered where travellers arrange their own flights.
• Land-only prices exclude all flights, though internal flights are often mandatory and fall as part of the group itinerary. Travellers must ensure their arrival/departure flights align with the group’s itinerary and join at the designated meeting point.
• Transfers at the start/end are included if travellers meet the group at the agreed time/place.
• Travellers must respect local laws, customs, group timings, and instructions from COAP leaders.
• Disruptive or unsafe behaviour may result in exclusion without refund.
• You may not utilise a COAP trip to build your own network.
• Travellers are liable for any personal or public damage caused by their actions.
• Flexibility: during multi-day stays, travellers may pursue their own interests before or after a trip, and it is appreciated to keep the Tour Manager informed so joining/leaving the group can be co-ordinated.
• Travellers should consult their GP/health centre for vaccination or health advice relevant to destinations.
• Travellers should research destination climate and weather expectations and prepare appropriate clothing. Guidance can be given if required.
• Tours are often physically demanding. Travellers must be able to walk unaided, sometimes quickly, for several hundred yards/metres in all weather conditions and over long days. Wheelchairs, crutches and walking aids are not suitable in most operational environments.
• By booking, you confirm that you are medically fit to participate and have disclosed any condition that may affect your participation. COAP reserves the right to decline participation where safety could be compromised.
• A travel WhatsApp group is usually established before the trip departs and allows you to communicate with COAP staff and your Tour Manager with any questions you may have.
• Tours require a minimum number of participants. If not reached, COAP may cancel or amend services. Refunds of travel payments are processed by H-C Travel.
• Tour Transport: COAP/IAAT tours do not usually use large coaches. Instead, we provide 9-seat vans (or 15-seat vans in the USA) for group movements between the hotel and scheduled activities. These vehicles are hired solely for group logistics and are driven by the appointed, experienced Tour Manager (TM) as a COAP/IAAT representative.
• Not Hire & Reward: This activity does not constitute “carriage of passengers for hire or reward.” Transport is not a separate paid service; it forms part of the overall aviation photography package.
• Insurance & Liability:
o Vans are hired with full local comprehensive insurance in the country of operation.
o Tour Managers do not drive under hire/reward and are recognised as representatives of COAP/IAAT under the company’s Public Liability and Professional Indemnity Insurance.
o This ensures both drivers and passengers are fully insured and protected under COAP/IAAT’s policy framework.
• Passenger Safety: All participants must comply with the TM’s instructions, use seatbelts at all times, and conduct themselves responsibly in vehicles.
• All vans are hired in COAP/IAAT’s name, with full local comprehensive insurance. They are classed as business use, not hire & reward. Tour Managers drive as official company representatives, and are covered under COAP/IAAT’s Liability & Indemnity Insurance. This means both the drivers and all passengers are properly insured at all times.
• COAP is responsible for delivering the aviation photography programme and managing operational logistics.
• H-C Travel is responsible for contracted travel arrangements, payments and financial protection.
• Neither COAP nor H-C Travel are liable for force majeure events (including political unrest, natural disasters, pandemics, government restrictions, strikes, terrorism, cancellation & date change of events or access).
• Issues should be raised immediately with the COAP tour leader so we can resolve them during the trip.
• If unresolved, travellers must write to COAP within 31 days of return.
• Travel contract complaints are handled by H-C Travel; COAP handles operational complaints.
• If you are still dissatisfied after contacting H-C Travel, you may refer your complaint to the Travel Trust Association dispute resolution scheme.
• COAP collects and processes personal data solely to administer participation and coordinate with H-C Travel, suppliers & Tour Managers.
• Data will be securely stored and not used for marketing unless consent is given.
• These policies are governed by the law of England and Wales.
• Disputes are subject to the exclusive jurisdiction of the courts of England and Wales, subject to mandatory consumer protections in the traveller’s country of residence.
Special Notice – Aviation Operations
Aviation is by its very nature unpredictable. All itineraries, visits, assignments and flying elements are subject to change or cancellation due to operational, security, technical or weather issues. This includes, but is not limited to, military base visits, flying displays, aerial photography flights and access to establishments and operational facilities.
• Operational Caveats: Every element of a tour may be delayed, amended or cancelled at short notice. Neither COAP /H-C Travel nor any host organisation (e.g. military units, airlines, owners, companies or base authorities, etc.) can be held liable for such changes, reductions or cancellations.
• No Guarantee of Flying: Flying activity, including air-to-air photography, may not take place even if published in the itinerary. Substitutions, partial refunds or compensation are not provided where flying does not occur for operational, technical or weather reasons outside our control.
• Health & Fitness: Travellers must ensure they are physically fit for participation (see Section 11). Aviation environments are predominantly in an outdoor environment, not suitable for wheelchairs, crutches or mobility aids. If you are unsure about your fitness or health, you must carefully consider participation.
• Insurance: As outlined in Section 5, safety and insurance are entirely the traveller’s responsibility.
• Acceptance of Risk: By booking, you acknowledge and accept these inherent risks, and agree to hold COAP, IAAT, COAP Media and their partners harmless for outcomes arising from operational, weather or technical issues outside our control.
This Hold Harmless Agreement applies to all operational access, aviation environments, and in particular to participation in air-to-air photography flights.
1. Assumption of Risk
The Participant acknowledges that the entire experience and any flight involves inherent risks, including but not limited to the risk of bodily injury, death, and property damage. The Participant voluntarily assumes all risks associated with participation in the event, tour, or flight, including pre-flight, in-flight and post-flight activities.
2. Release and Indemnification
The Participant, in consideration of being allowed to participate, does hereby release, waive, discharge and covenant not to sue COAP Wings, IAAT, COAP Media, their directors, officers, employees, agents, contractors, representatives, host organisations (including but not limited to military forces, airlines, base authorities, museums, and other aviation partners), successors or assigns, from any and all liability, claims, demands, actions or causes of action arising out of or related to any loss, damage, or injury, including death, that may be sustained by the Participant, or to property belonging to the Participant, while participating in such activities, whether caused by negligence or otherwise.
3. Aerial Photography Flights
For the avoidance of doubt, the Participant specifically acknowledges and accepts the risks associated with flying in civilian or military aircraft for the purposes of aerial photography. These include risks associated with flight operations, aircraft performance, weather, emergency procedures, and exposure to aviation environments. The Participant agrees that no claim or cause of action shall be brought against COAP or its partners in relation to incident, injury, or cancellation or ‘quality of results’ of such flights.
4. Scope of Agreement
This release applies to all claims, including those resulting from negligence, save for those arising from gross negligence or wilful misconduct. The Participant further agrees to indemnify and hold harmless COAP and its partners against any loss, liability, damage, or cost incurred as a result of participation.
5. Binding Effect
This Agreement shall be binding upon the Participant, their heirs, executors, administrators, personal representatives, successors and assigns, and shall be governed by the law of England and Wales. The obligations herein shall survive completion of the event.
By booking and participating, the Participant affirms that they have read, understood, and voluntarily accepted the terms of this Hold Harmless Agreement.
Airlines may alter, delay, or cancel flights for reasons beyond the control of both HC Travel and COAP. In such cases:
• Traveller Responsibility: It is the traveller’s responsibility to liaise directly with the airline to seek rebooking, rerouting, refund, or compensation in line with the airline’s own Terms & Conditions and applicable regulations (e.g. EU261/UK261). The Tour Manager will assist in this wherever possible as a single liaison with H-C Travel.
• Financial Protection: Where flights have been booked as part of an ATOL-protected package through H-C Travel, H-C Travel will assist in accordance with ATOL obligations. Where flights have been booked independently, travellers must resolve directly with their airline or travel provider.
• No Liability: Neither COAP Wings / IAAT / COAP Media nor H-C Travel accept liability for missed services, additional accommodation costs, or loss of participation resulting from airline cancellations, strikes, or schedule changes beyond our control.
• Insurance: Comprehensive travel insurance (see Section 5) should include cover for travel disruption, cancellation, or missed departure.
COAP tours often coincide with, or are structured around, major military exercises, airshows, or aviation events (e.g. Exercise Iniochos in Greece, Exercise Anatolian Eagle in Turkey, NATO Tiger Meet, or other public/operational aviation events). Participation is subject to the following:
• Organiser Control: These events are entirely under the control of the host air arm, air force, or event organiser. Dates, timings, flying programmes, and access arrangements may be changed, curtailed, or cancelled at any time without notice. Neither COAP nor H-C Travel has any influence over such decisions.
• Booking Travel Early: Travellers may choose to book flights or travel well in advance to secure lower prices. While often financially sensible, this carries a risk: if the exercise or show dates change, or the event is cancelled, airlines or rail providers may not refund or rebook non-refundable tickets.
• Tour Continuation: COAP’s tour price does not include charges for the exercise, airshow, or its participants. The event is a planned feature of the programme but not a paid inclusion. Therefore, if an exercise, airshow, or aviation event is cancelled or substantially altered, the trip will still go ahead as planned. No refunds, reductions, or credits will be offered on the basis of event cancellation.
• Operational Flexibility: In the event of major programme changes, COAP will make every reasonable effort to substitute with alternative aviation or cultural content, but this cannot be guaranteed.
• Acceptance of Risk: By booking, travellers accept the inherent risk of changes to military exercises and airshows and acknowledge that COAP and H-C Travel cannot be held liable for losses arising from such changes.
Every COAP / IAAT tour is accompanied by a Tour Manager (TM), acting on behalf of COAP/IAAT as a primary company representative. Tour Managers are experienced aviation photographers and organisers who are part of COAP/IAAT and volunteer their time to ensure your trip runs smoothly and that the high standards of service associated with COAP and IAAT are maintained.
The Tour Manager’s key responsibilities include:
• Leadership & Itinerary Management: Overseeing the daily schedule, ensuring departures and visits run to time, and communicating any changes promptly.
• Operational Liaison: Coordinating with COAP Ops, H-C Travel and host organisations to keep the published itinerary running as closely as possible & arranging suitable substitutions if planned visits are cancelled.
• Group Support: Welcoming participants, providing clear daily briefings, and ensuring the group remains together, informed, and safe in aviation and operational environments.
• Assistance in Emergencies: Offering reasonable assistance if a participant becomes unwell or has an accident, including accompanying them to medical facilities and liaising with COAP Ops / H-C Travel. The TM’s first duty, however, is to keep the main tour operating for the group as a whole.
• Professional Standards: Representing COAP/IAAT with professionalism, fairness, and approachability, ensuring every participant feels included.
What a Tour Manager is not:
• TMs are not paid employees, guides, or couriers. They do not provide cultural or sightseeing commentary.
• They are not medically trained beyond offering reasonable assistance, and they are not a replacement for comprehensive travel insurance (see Section 5).
• They are not responsible for individual travel arrangements outside the published itinerary (e.g. missed flights, personal extensions, or independent side trips).
In short: The Tour Manager is the representative of COAP and your main point of contact on tour, ensuring communication, leadership, and continuity of service (and a great time!), while COAP Ops and H-C Travel provide back-up support.
Questions & communication: events@centreofaviationphotography.com (quote the event type/name). Operational questions near the event date: use the contact details in your joining instructions.
These terms are governed by and construed in accordance with the laws of England & Wales, and the courts of England & Wales shall have exclusive jurisdiction.
By booking or purchasing a place and/or attending the event, you confirm you have read, understood and agree to be bound by this policy.
COAP Wings Ltd (inc "Heritage Wings", "Exotic Wings", "Platinum Wings", COAP Media & Ian Allan Aviation Tours/IAAT branding) organises specialist, single- or short-day/night photography events at museums, collections, airfields and, at times, active military locations. These specialist photo shoots are not travel packages - therefore H-C Travel is not involved.
• Direct purchase: You purchase your place via the COAP website (or via our partner TimeLine Events where applicable). No physical “ticket” is issued. You’ll receive an automatic order confirmation email immediately and joining instructions ahead of the event (usually 1-2 weeks prior).
• Administration: Stewart (COAP Admin Ops, events@centreofaviationphotography.com) collates attendee details and submits a final list to the event leaders. For security-controlled venues, additional data (e.g., full name, vehicle reg, ID type/number, camera serials) and cut-off dates will apply; if you miss the data deadline, access may be refused without refund.
• On-site briefing: You must attend the event safety/operations briefing and comply with all instructions.
• Included: Access to the venue/areas from a specific time specified in your joining instructions; event management; an operational safety briefing; arranged subjects/positions as available.
• Not included: Travel, meals, accommodation, insurance, personal protective equipment (unless stated), or any model/property/brand releases.
• No releases: COAP does not provide model, property or brand releases. You are responsible for ensuring your specific intended use (commercial/editorial) is permitted by the venue/owners/operators.
Aviation and operational sites are inherently changeable. All timings, subjects and access are subject to security, operational, technical, staffing and weather constraints. Aircraft/vehicle/serviceability or last-minute operational tasking may alter what appears, where it parks, lighting conditions, and run/tow availability.
• Minimum numbers: Some events require a minimum number of bookings to run. If not met, we may cancel or reschedule (we’ll aim to notify at least 7 days prior where feasible).
• Subject changes: Replacement subjects or adjusted access may be substituted without notice. This is not grounds for refund if the event still runs.
• Lighting/weather: Night shoots depend on darkness, practical lighting and weather. Adverse weather/light alone rarely cancels an event; the format may be adapted.
• If COAP cancels and cannot reschedule: We will refund the face value of your booking (excluding any platform/processing fees AND any unavoidable expense such as aircraft relocation/airfield/venue costs). We are not liable for consequential costs (travel, hotels, etc.).
• If COAP reschedules: Your place automatically moves to the new date. If you cannot attend, notify us within 14 days of the reschedule notice for a face-value refund (excluding platform/processing fees).
• If you can’t attend/no-shows: Bookings are non-refundable.
◦ Name change/transfer may be requested; approval is subject to security cut-offs and venue policy. For security-run venues, no transfers after the data submission deadline.
• ID/security: Bring the same government photo ID you supplied (if requested). Name on our list must match your ID.
• PPE/attire: Where required by the venue, you must bring and wear your own high-visibility garment and any specified PPE (e.g., closed-toe footwear and ear defenders). Hi-Viz requirements will be specified in the Joining Instructions, but generally only apply to live airfield environments.
• Prohibited items: Alcohol, illegal drugs, pyrotechnics, weapons, drones/UAS (unless permission is received - please contact Stweart on events@centreofaviationphotography.com), lasers, megaphones, placards or any item the venue deems unsafe.
• Smoking/vaping: Only where explicitly permitted, and never near aircraft or fuel.
• Supervision: You are responsible for your conduct, your equipment, and any minors you accompany (if permitted - age rules are available on request, per event).
• Removal/refusal: We may refuse entry or remove anyone for safety, abuse, intoxication, non-compliance, or behaviour likely to cause damage, nuisance or injury - without refund.
• Your copyright: You own the imagery you create.
• Usage limits: Your use may be restricted by venue/operator policy, especially at military or privately-owned sites. It is your responsibility to check what’s allowed (personal portfolio vs. social media vs. editorial vs. commercial licensing) and to secure any necessary permissions/releases.
• No commercial exploitation of the event itself: You must not sell or license recordings that commercially exploit the event experience (e.g., behind-the-scenes access, briefings) without written consent from COAP and the venue.
• COAP filming: By attending, you consent to COAP (or our partners) filming/photographing the event for security/operational record and marketing. We may use crowd/at-event imagery in any media without further notice or payment. (This does not claim your image rights in your own photographs.)
• Assumed competence: You must be capable of operating your equipment safely in dark/low-light environments, around vehicles/aircraft, cables, rigging, trip hazards and in variable weather.
• Health & fitness: You must be medically fit for prolonged standing, walking on uneven surfaces, and exposure to weather/night-time cold. If in doubt, do not participate.
• Follow instructions: Obey team members’ instructions, event marshals, cordons, stand-off distances and all safety briefings. Never cross live lines, touch aircraft/vehicles or equipment, or move cones/lighting without permission.
• Insurance: You are solely responsible for your own personal, equipment and liability insurance adequate for your participation and intended image use. COAP does not insure you, your property, or your usage.
Read carefully - this applies to all COAP Night Shoots & Photo Shoots.
1. Assumption of Risk. You acknowledge that attending an operational or semi-operational site (including museums with active movements, live ramps, or visiting aircraft/vehicles) carries inherent risks, including - but not limited to - trip/slip hazards, low light, cables, vehicles, rotating beacons/props/rotors, jet efflux, FOD, fuel, noise, weather exposure and crowd movement (and trip hazards, shapr objects in any museum environment - operational or not). You voluntarily assume all risks associated with attendance and participation.
2. Compliance & Safety. You will follow all written/oral instructions, safety briefings, signage and venue rules. You accept that access may be withdrawn or restricted at any time for safety/operational reasons without refund.
3. Release & Indemnity. To the maximum extent permitted by law, you release, waive, and agree to hold harmless and indemnify COAP, its directors, employees, agents, contractors and venue partners from and against any claims, liabilities, losses, damages, costs or expenses arising from your attendance or actions, except to the extent caused by COAP’s negligence resulting in death or personal injury or other liability that cannot be excluded by law.
4. Your Responsibility. You are responsible for your own health, decisions and insurance; you accept full responsibility for your equipment and any damage or loss to it.
5. Air-to-Air Exclusion. This policy does not cover air-to-air photography flights. Any such flights require a separate, dedicated agreement and safety regime which is outlined on the Events T&Cs on this page.
Nothing in this section limits liability that cannot be limited or excluded by law.
• What we collect: Name, email, phone, and - where required - vehicle registration, ID details, camera serials and any additional data the venue/security requires.
• Why: To administer your booking and to meet security/operational obligations (contract & legitimate interests).
• Sharing: We share necessary details with venues/hosts (including military/airport authorities) solely for security/access control.
• Retention: We keep only what we need, for as long as needed for the event, regulatory, insurance or legal purposes, then securely delete.
• Marketing: We may email you about similar COAP events/resources; you can opt out at any time.
• Prices are stated on the event page; any booking/platform fee is non-refundable.
• We may limit the number of places per person/household and cancel bookings reasonably suspected to be fraudulent or exceeding limits.
• Many sites are working environments with restricted surfaces, distances and lighting. If you have accessibility needs, contact us before booking so we can assess feasibility with the venue. We’ll make reasonable adjustments where practicable and safe; some areas may remain inaccessible due to operational constraints.
We may cancel, postpone or vary the event for reasons beyond our reasonable control, including (without limitation) venue withdrawal, security directives, operational tasking, illness, strike, civil commotion, national/Royal mourning, terrorism or threat, war, epidemic/pandemic, or extreme weather affecting safety. Our liability is limited to the face value (ie after admin, processing and unavoidable costs) of your booking where the event is cancelled and not rescheduled.
Questions about your purchase or event communications: events@centreofaviationphotography.com (quote the event type/name).
Operational questions near the event date: use the contact details in your joining instructions.
These terms are governed by and construed in accordance with the laws of England & Wales, and the courts of England & Wales shall have exclusive jurisdiction.
By purchasing a place and/or attending the event, you confirm you have read, understood and agree to be bound by this policy.
It has been a real pleasure learning from Rich and Steve. The friendly, helpful ethos, amazing access to aircraft and mentorship from the COAP team have been excellent. Through COAP I have met and shared tips and photoshoots with some of the most talented aviation photographers in the world and seen the standard of my own photography improve massively. I always look forward to future events with them, they are well organised, well managed and great fun and I would highly recommend them to any level of Photographer.
