Deposit fees, along with any optional insurance selections, 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.


Academic Expeditions offers a company sponsored cancellation policy and affiliated refund policy directly determined by the number of days prior to trip departure that our finance office receives written notice of cancellation. Over 120 days we retain $100, 119-61 days we retain 25% of trip price, 60-31 days we retain 50% of trip price, and 30 days or less we retain 100% of trip price. This policy is found under our terms and conditions in your Registration and Group Travel Agreement.

Ticketing fees are non-refundable 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 Standard TripMate Insurance is included in your trip price, it offers coverage based upon specific occurrences of medical, legal, financial and travel events and refunds 100% of monies paid to date less premiums.

If Cancel for Any Reason (CFAR) benefit is either purchased separately or also included in the trip price,  then this additional policy allows travelers to cancel, no questions asked, up to 48 hours prior to departure date and receive 75% of any remaining trip costs that were not refunded based on our cancellation terms. The CFAR benefit was an optional selection at the time of your initial registration. Note, the CFAR option is not currently available for residents of New York.

For full details about the travel protection we offer, visit our Insurance page.

Land Changes

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 air booking that will incur a cost will be the responsibility of the contracting organization and / or participant.

Baggage Fee Policy

Unless otherwise stated in your trip’s inclusions and terms, baggage fees imposed by airlines are not included in the trip price.

Bus & Transportation

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.

Fuel Surcharges

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.

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.


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.


Guest Responsibility

Trip members have the responsibility to select a trip appropriate to their abilities and interests. Trip members are held responsible for being in sufficient good health to undertake the trip. Trip members are responsible for preparing for the trip by studying the itinerary and pre-departure information packets sent by Academic Expeditions, Inc. (AE) and for bringing the appropriate clothing and equipment as advised therein. Academic Expeditions reserves the right to accept, refuse, or decline service to any guest before or during a trip.

Changes to the Itinerary

Academic Expeditions reserves the right to alter the itinerary and make route, lodging and activity modifications before or during a trip. Itineraries are planned up to a year in advance and unforeseen conditions may necessitate changes.


These paragraphs (together with the Release of Liability below) define our responsibility with respect to all our trips.
PLEASE READ THIS CAREFULLY. Payment of your deposit represents your acceptance of the following terms and conditions:

  • Academic Expeditions, Inc. (AE) gives notice that services provided in connection with its itineraries, including transportation, hotel accommodations, restaurants, and other services are purchased from various independent suppliers who are not affiliated with AE in any way. Although it endeavors to choose the best suppliers available, AE has no right to control their operations and therefore makes these travel arrangements upon the express condition that AE and it 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 the service is provided.
  • AE shall not be liable for: (a) expenses such as additional hotel nights and meals not specified in the 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 AE’s 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.AE reserves the right to take photographic or film records of any of our trips and may use any such records for promotional and/or commercial purposes.
  • AE reserves the right to decline to accept or to retain from further participation any person it judges to be incapable of meeting the rigors and requirements of participating in the activities, or any person who actions or deportment impede trip operation or the rights, welfare or enjoyment of other trip members. A refund based on cost of unused land services is the limit of AE responsibility in such a case.
  • Trip Members Responsibility: Trip members are held responsible for being in sufficient good health to undertake the trip. Trip members are responsible for preparing for the trip by studying the itinerary and pre-departure information packets sent by Academic Expeditions and for bringing the appropriate clothing and equipment as advised therein.
    Limitation of Liability & Assumption of Risk
    These Paragraphs (together with the release of liability section of the application form) define our responsibility with respect to all of our trips.

Payment of your deposit represents your acceptance of the following terms and conditions:
By accepting the “Terms and Conditions”, I acknowledge that I or my traveling dependents have voluntarily applied to participate on the AE trip (or to a trip which I may subsequently transfer to). Trip members voluntarily participating on the tour or expedition with knowledge that travel to the 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 AE, or others; or (11) the wild animals I may be exposed to. I 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 my voluntary participation.



I acknowledge that the cost of AE trips have been based upon trip participants executing this Release of Liability and Assumption of All Risks. Therefore, as lawful consideration for being permitted to participate on such trip(s), I hereby RELEASE AND DISCHARGE AE AND ITS AGENTS AND EMPLOYEES FROM AND AGAINST ANY AND ALL LIABILITY ARISING FROM MY PARTICIPATION IN THE TOUR OR EXPEDITION.

I agree this release shall be legally binding upon myself and/or all minors under the age of 21 either traveling with me or to whom I am giving permission to travel in my absence, my heirs, successors, assigns, and legal representatives; it being my intention to fully assume all the risk of travel and to release AE from any and all liabilities to the maximum extent permitted by law.

I understand that all applications are subject to acceptance by AE and upon acceptance shall be deemed to have been entered into and to be performed at New York, New York. 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, 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 AE.


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”. I understand this is a legally binding and enforceable contract and agree to it of my own free will.

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