TERMS & CONDITIONS
Deposit fees must be submitted at time of registration. Please refer to your registration portal for the specific payment due dates. Tour participation is not guaranteed unless full payment has been received 60 days prior to departure and is subject to up to full forfeiture of total monies paid to date if these obligations are not met. For Cancellations and Refunds, review the terms & conditions below.
Any cancellations must be submitted in writing or by phone to this office.
For Flight Groups cancellations received more than 91 days prior to departure, a fee of 20% of the trip cost will be retained; between 90 and 45 days prior to departure, a fee of 40% of the trip cost will be retained; between 44 and 7 days prior to departure, a fee of 60% of the trip cost will be retained; between 6 and 2 days prior to departure, a fee of 80% of the trip cost will be retained; less than 48 hours prior to departure, 100% of the trip cost will be retained.
For Bus Groups cancellations received more than 31 days prior to departure, a fee of 30% of the trip cost will be retained; between 30 and 7 days prior to departure, a fee of 60% of the trip cost will be retained; between 6 and 2 days prior to departure, a fee of 80% of the trip cost will be retained; less than 48 hours prior to departure, 100% of the trip cost will be retained.
Contracted price is based on a quoted minimum of paying participants per motor coach. Please note that the contracted price may increase if numbers fall below the minimum price tier published at the time of registration. Academic Expeditions also reserves the right to cancel any tour if this increased payment is not received by departure. Refunds are subject to Academic Expeditions’ discretion based upon monies paid to date and time of cancellation.
These terms apply to all reasons for cancellation, including behavioral & academic issues (e.g. suspension, low grade average, etc.) or leaving the school after registering for the trip. If the school or contracting organization cancels the trip, then Academic Expeditions will not proceed with the trip. In this situation, the traveler and his/her parent, guardian or family are subject to the above cancellation terms. Trip participants or payees will receive reimbursement per these cancellation terms combined with refunds under the applicable insurance coverage below.
Insurance & Refunds:
All Academic Expeditions travelers with US and Canadian citizenship are automatically enrolled with travel insurance through Trip Mate, which is purchased on their behalf upon payment of the initial deposit. The Travel Protection Plan provides coverage for Cancellation, Interruption, Missed Connection, Travel Delay, Accident & Sickness Medical Expense, Evacuation, and Baggage Loss/Delay as specified in the plan. Additionally, travelers also have the option to enroll in our Guaranteed Refund Program through purchase of the Cancel for Any Reason (CFAR) benefit at a nominal fee. The CFAR premium is nonrefundable and allows travelers to cancel up to 2 days prior to departure for any reason and receive reimbursement in the amount of 75% of nonrefundable payments or deposits paid to Academic Expeditions, less any refunds provided. CFAR is not currently available for residents of New York.
GUARANTEED REFUND PROGRAM:
Travelers who opted to purchase CFAR at the time of registration are automatically enrolled in our Guaranteed Refund Program. In the event that an individual or group needs to cancel the trip, the amount retained (AE’s terms combined with the CFAR benefit) is based on the total trip cost excluding the nonrefundable CFAR premium, and all remaining payments will be refunded to the payee following the timetables below.
For Flight Groups cancellations received more than 91 days prior to departure, a fee of 5% of the trip cost will be retained; between 90 and 45 days prior to departure, a fee of 10% of the trip cost will be retained; between 44 and 7 days prior to departure, a fee of 15% of the trip cost will be retained; between 6 and 2 days prior to departure, a fee of 20% of the trip cost will be retained; less than 48 hours prior to departure, 100% will be retained.
For Bus Groups cancellations received more than 31 days prior to departure, a fee of 7.5% of the trip cost will be retained; between 30 and 7 days prior to departure, a fee of 15% of the trip cost will be retained; between 6 and 2 days prior to departure, a fee of 20% of the trip cost will be retained; less than 48 hours prior to departure, 100% will be retained.
The above program (GRP) relates to cancellations for any reason, or no reason at all, as long as cancellation is made 2 days prior to departure. Note: The Guaranteed Refund Program is not currently available to residents of New York.
For cancellation or trip interruption due to a listed covered reason under the Travel Protection Plan, such as a documented medical issue or an unexpected emergency, there is no utilization deadline and the plan reimburses 100% of any non-refunded payments.
Academic Expeditions has the right to delay or cancel any trip due to extenuating circumstances such as acts of God, acts of government, war, terrorist acts, riots, disaster, weather extremes, and strikes. In accordance with the CDC and WHO recommendations, Academic Expeditions has the right to delay or cancel any trip due to health concerns including but not limited to epidemics and global pandemics.
Academic Expeditions gives notice that services provided in connection with its itineraries, including transportation, hotel accommodations, restaurants, and other services purchased from various independent suppliers are not affiliated with Academic Expeditions in any way. Those vendors hired by Academic Expeditions for services are required to provide Academic Expeditions with Certificates of Insurance guaranteeing they maintain coverage and limits equal to the standards required by law. Although we endeavor to choose the best suppliers available, Academic Expeditions has no right to control their operations and therefore makes these travel arrangements upon the express condition that Academic Expeditions and its own agents and employees, shall not be liable for any delay, mishap, inconvenience, expense, irregularity, bodily injury or death to person, or damage to property occasioned through the conduct or default of any company or individual engaged in providing these services. Each of these passengers’ conveyance companies, tour companies, hotels, restaurants, etc., is subject to the laws of the state or country where service is provided.
Academic Expeditions shall not be liable for: (a) expenses such as additional hotel nights and meals not specified in individual trip itineraries which may be required either en route/prior to/or following a trip, when caused by individual clients' travel arrangements, by airline scheduling or airline schedule changes, canceled flights, missed flight connections, or by other factors not under Academic Expeditions control; (b) expenses incurred in recovering luggage lost by airlines, belongings left behind on a trip, or in shipping purchases or other goods home from abroad; and (c) bodily injury or property damage, for any reason including but not limited to acts of God, weather, quarantines, regulations, terrorism, war, or failure of conveyance to arrive or depart as scheduled, etc. over which it has no control.
COVID-19 Waiver of Liability: The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is reported to be contagious. The state of medical knowledge is evolving, but the virus is believed to spread from person-to-person contact and possibly by contact with contaminated surfaces and objects or in the air. People reportedly can be infected and show no symptoms and therefore spread the disease. The exact methods of spread and contraction are unknown, and there is no known treatment, cure, or vaccine for COVID-19. Evidence has shown that COVID-19 can cause serious and potentially life-threatening illness and even death. Academic Expeditions cannot prevent you [or your child(ren)] from becoming exposed to, contracting, or spreading COVID-19 while utilizing Academic Expeditions services or premises. It is not possible to prevent against the presence of the disease. Therefore, if you choose to utilize Academic Expeditions services and/or enter onto Academic Expeditions premises you may be exposing yourself to and/or increasing your risk of contracting or spreading COVID-19.
Assumption of Risk:
By contracting with Academic Expeditions, participants and/or student guardians signing this Release of Liability Waiver in the Registration Form acknowledge voluntarily applying to contract with and participate on an Academic Expeditions tour or expedition with understanding that travel to foreign countries and/or remote areas visited by this trip may involve numerous risks and dangers including, but not limited to: (1) the forces of nature; (2) civil unrest; (3) terrorism; (4) roads, trails, hotels, vehicles, boats, or other means of conveyance which are not operated nor maintained to standards common in the United States; (5) high altitude; (6) accident or illness without access to means of rapid evacuation or availability of medical supplies; (7) the adequacy of medical attention once provided; (8) physical exertion for which they are not prepared; (9) consumption of alcoholic beverages; (10) negligence (but not the willful or fraudulent conduct) on the part of Academic Expeditions, or others; or (11) the wild animals they may be exposed to. They acknowledge that the enjoyment and excitement of adventure travel is derived in part from the inherent risks incurred by travel and activity beyond the accepted safety of life at home or work and that these inherent risks contribute to such enjoyment and excitement, being a reason for their voluntary participation.
I understand that all applications are subject to acceptance by Academic Expeditions. In the unlikely event a legal dispute should arise involving any subject matter whatsoever, I agree that the following conditions will apply: (a) the dispute shall be settled by binding arbitration through the American Arbitration Association at New York, (b) the dispute will be governed by New York law, and (c) the maximum amount of recovery to which I will be entitled under any and all circumstances will be the land cost of my trip with Academic Expeditions.
COVID-19 Assumption of Risk: I have read and understood the above warning concerning COVID-19. I hereby choose to accept the risk of contracting COVID-19 for myself and/or my children in order to utilize Academic Expeditions services and enter Academic Expeditions premises. These services are of such value to me and/or to my children, that I accept the risk of being exposed to, contracting, and/or spreading COVID-19 in order to utilize Academic Expeditions services and premises in person.
COVID-19 Waiver of Lawsuit/Liability: I hereby forever release and waive my right to bring suit against Academic Expeditions and its owners, officers, directors, managers, officials, trustees, agents, employees, or other representatives in connection with exposure, infection, and/or spread of COVID-19 related to utilizing Academic Expeditions services and premises. I understand that this waiver means I give up my right to bring any claims including for personal injuries, death, disease or property losses, or any other loss, including but not limited to claims of negligence, and give up any claim I may have to seek damages, whether known or unknown, foreseen or unforeseen.
Any amendments to itinerary and services after signing agreement must be made in writing and any additional costs may be incurred by the contracting organization.
Once airfare has been ticketed through Academic Expeditions, tickets are nonrefundable and forfeited in the event of cancellation. Any cancellations will be subject to the cancellation fees stated above plus any extra costs associated with the cost of airfare. Any deviations, extensions, or requests different from the group incurring additional costs will be the responsibility of the contracting organization and/or participant.
Hotel & Services:
All hotel and services included in our offer are subject to availability when the reservations are made. Should we be unable to confirm the hotels listed in our offer, we will attempt to secure space at a similar hotel of equal standard and budget. In the event that a similar hotel is not available, a supplement may be charged if a higher category hotel is available. All services will be requested with the receipt of final payment. Any cancellations will be subject to the cancellation fees stated above plus any extra costs associated with hotel contractual obligations.
Buses used for transfer, sightseeing, and touring have a maximum capacity of 55 passengers unless otherwise stated. For larger groups or groups with an excess of baggage, two or more busses may be required. Participants will only be allowed 1 piece of luggage within airline specifications with a max of 50lbs. All extra costs associated with luggage overage or airline fees will be the responsibility of the participant.
Academic Expeditions reserves the right to pass on any future airline and/or motor coach fuel surcharges that are added on to our contractual pricing from our vendors at any time up until trip departure.
A letter of cancellation and substitution must be submitted in writing to this office. All substitutions are subject to an administrative fee of $50. All other monies are refundable. Please note this excludes certain airfare restrictions in which there are no substitutions once individuals have been ticketed or costs involved with ticket changes exist.
Bag Fee Policy:
Unless otherwise stated, trip price does not include checked baggage fees imposed by airlines.
You are welcome to call our central office at +1 917.608.4177 M-F from 9:00am to 5:00pm Eastern Time with any inquiries. Payments, contracts, and registration forms can be mailed to us at:
Academic Expeditions, Inc.
PO Box 7661
Charlottesville, Virginia 22906 USA
KNOWING AND VOLUNTARY EXECUTION
I have carefully read and fully understand the contents and legal ramifications of this agreement as well as the conditions as stated under the heading "Terms and Conditions", especially noting those regarding cancellation and refund policies, limitation of liability, and responsibility borne by trip participants. I understand this is a legally binding and enforceable contract and agree to it of my own free will.