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.
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.
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.