Terms & Conditions
Deposit fees must be submitted at time of registration. Tour participation is not guaranteed unless full payment has been received 60 days prior to departure date and is subject to forfeiture of all monies paid to date if these obligations are not met. Please make checks payable to Academic Expeditions, Inc.
Any cancellations must be submitted in writing or by phone to this office. For cancellations received more than 120 days prior to departure date, a fee of $100 per person will be retained. Between 119 and 61 days prior to departure date, a fee of 25% of trip cost will be retained. Between 60 and 31 days prior to departure, a fee of 50% of the trip cost will be retained. Within 30 days of departure, all monies paid may be forfeited. This policy applies 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.
Ticketing fees are nonrefundable once individual tickets have been issued through Academic Expeditions. Any cancellations will be subject to the cancellation fees above plus any extra fees associated with the costs of airfare and hotel contractual obligations levied upon Academic Expeditions. 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 stated in the registration. Further, AEI reserves the right to cancel any tour if this increased payment is not received by departure date. Refunds are subject to AEI’s discretion based upon monies paid to date and time of cancellation.
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 policy. Trip participants or payees will receive reimbursement per this cancellation policy and may file a claim for reimbursement under the applicable insurance coverage.
The standard insurance is included in all tour packages and covers specific conditions for protection, cancellation or interruption recognized by Tripmate and refunds 100% of total payments to date retained less insurance premium paid if all existing conditions are met.
Cancel for any Reason insurance (CFAR) is also included in all tour packages for any reasons or conditions not covered by the standard policy. CFAR insurance allows travelers to cancel up to 48 hours prior to departure date for any reason and receive 75% of any payments not otherwise refunded by our cancellation terms, less the insurance premium paid.
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 not affiliated with Academic Expeditions in any way. Those vendors hired by Academic Expeditions for services are required to provide Academic Expeditions 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 enroute/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.
Assumption of Risk:
By contracting with Academic Expeditions and participants and or student guardians signing their Release of Liability Waver in the Registration Form they, acknowledge that they have voluntarily applied to contract with and participate on an Academic Expeditions trip. By voluntarily participating on tour or expedition with knowledge that travel to foreign countries and/or remote areas visited by this trip involves numerous risk 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 I am 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.
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 group airfare has been ticketed through Academic Expeditions, tickets are nonrefundable. 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 that will incur a cost 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 hotel/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.
Buses used for transfer, sightseeing and touring have a maximum capacity of 56 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 date.
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 (917) 608.4177 M-F from 9:00am to 5:00pm Eastern with any inquiries or send any payments, contracts, and registration forms to us at:
Academic Expeditions, Inc.
PO Box 7661
Charlottesville, Virginia 22906
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 sign it of my own free will.