Trip Participant Terms & Conditions
Standard Cancellation Policy: This policy is for every participant who travels with Student Adventures and chooses not to purchase the Cancellation Super Protector (CSP). You may (in writing) cancel your reservation and receive a full refund within five days following your initial payment. Beyond the five-day grace period, if you, the school, trip sponsor, or school administration cancels your reservation for any reason, Student Adventures will base your refund from the schedule below:
|CANCELLATION: DAYS PRIOR TO DEPARTURE||TOUR COST RETURNED WITH STANDARD CANCELLATION POLICY||TOUR COST RETURNED IF YOU PURCHASE CSP*|
|121+||75% of the base Tour Cost||100%|
|120-91||65% of the base Tour Cost||100%|
|90-61||50% of the base Tour Cost||100%|
|60-0||0% of the base Tour Cost||100%|
|*Coverage includes EVERYTHING except for the cost of the CSP and any non-refundable fees|
Student Adventures Recommends:
Cancelation Super Protection(CSP): With the purchase of CSP, participants may cancel for any reason, any time prior to departure, and receive a full refund less the cost of the protection and any non-refundable fees listed below. In order to receive a refund under the CSP program, the cancellation request must be submitted in writing PRIOR to trip departure.
Non-Refundable Fees: The non-refundable fees include the cost of the CSP, bank NSF fees, late payment fees, phoned-in payments, fees for auto-pay declined credit card or electronic checks, and trip add-ons (shirts, photos, sweatshirts)
This protection excludes non-refundable airfare, park admission tickets, theater tickets, dinner cruises, or dinner theaters if purchased on your behalf.
Cancellations: All cancellations must be in writing PRIOR to departure by or on behalf of the participant registered for the trip. You can email firstname.lastname@example.org or via mail to 2430 E. Hill Rd., Suite A, Grand Blanc, MI 48439
Refunds: Student Adventures will refund monies directly to the trip participant in the event that they are eligible for a refund as outlined in the cancellation sections above. All refunds are only issued to the primary contact and issued using the original form of payment on the account. Refunds will be issued within 30 days of receiving the request.
Trip Price/Fixed Costs: Fixed costs are trip expenses that remain unchanged regardless of the number of trip participants. Fixed Costs may include non-refundable tickets such as theater tickets and airfare, motor coach, nighttime security guards, and guide services. If the trip count falls below the originally budgeted counts set by the trip leader, the trip price may be altered to cover the transportation expenses or other fixed expenses.
Fuel Surcharge: The Tour price includes all known surcharges (fuel, taxes, and other fees) known at the time the group contracted with Student Adventures. However, given the volatile nature of fuel prices, suppliers (for example, airlines and motorcoach carriers) at times must assess a fuel surcharge which is not known by any party at the time of contracting service. Participants will be informed of any fuel surcharge prior to your final payment due date. No surcharge will ever be assessed after the final payment due date.
It is important to know that Student Adventures works closely with all its suppliers to eliminate or minimize any surcharges related to fuel, taxes, or fees. In recent years, we have been able to absorb many small price increases and not pass them back to our travelers once the package price is advertised. Given the rising price of fuel, it is important to know a fuel surcharge could be assessed if the price of oil continues to increase
General Liability, Accident & Illness Insurance: Student Adventures has purchased Accident and Illness insurance for all trip participants through American Income Life Insurance Company. Complete benefits, terms and conditions are available from Student Adventures. Student Adventures is also covered by a general liability policy.
General Provisions: Student Adventures, Inc is a tour provider that contracts for services on behalf of your group, including transportation, lodging, meals, and attractions. Student Adventures reserves the right to change activities, attractions, meals, or hotels at their sole discretion due to availability, vendor issues, or safety reasons. Student Adventures will inform the trip leader, if changes are made, with as much advance notice as possible. Student Adventures does not own or operate vehicles, hotels, restaurants, or attractions included in the tour and therefore cannot guarantee performance or levels of services provided by these vendors or be held responsible for acts or omissions of their organizations, employees or agents. Student Adventures cannot provide refunds in the event of delays, cancellations, overbooking, weather, strike, an act of God, war (whether declared or not), terrorism, civil unrest, or circumstances out of its control. Student Adventures has excellent relationships with destination vendors and will work on behalf of your group to request partial refunds if warranted.
Student Adventures requires that the Trip Leader or school collect a Parental Release form from each participant and maintain such form for a period of five (5) years, from the trip return date. The Trip Leader or school will also collect and maintain for a period of five (5) years, from the trip return date, a Medical Form with Proxy for each trip participant, and a signed Code of Conduct from each trip participant.
Dietary Requirements: Student Adventures collects all food allergies as a service to our customers and will forward the group’s allergy list to all restaurants. We are not responsible for accommodating any food allergies, dietary requirements, or restrictions. All issues regarding food and drink, including all allergies, or dietary requirements are the sole responsibility of the traveling participant. Many trips use food courts; it will be the responsibility of participants to choose their food selection. Sit down restaurants; the participant is responsible for informing staff of their allergy requirements.
Limitation of Liability/Responsibility: Student Adventures Inc., its employees, shareholders, officers, and directors do not own or operate any entity which provides goods or services for your trip, including but not limited to lodging facilities, transportation companies, sightseeing companies, entertainment or food, and drink providers. As a result, Student Adventures is not responsible for any negligent or willful act or failure to act of any other person or entity it does not own or control. Without limitations, Student Adventures is not liable for any direct, indirect, consequential or incidental damage, injury, death, loss, accident, delay, inconvenience or irregularity of any kind which may be occasioned by any reason of any act or omission beyond its control, including, without limitation any willful or negligent act, failure to act, breach of contract or violation of local law or regulation of any third party such as airline, train, hotel, bus, taxi, local ground handler or guide. Student Adventures is not liable for the financial default or insolvency of any supplier which is to or does supply any goods or services for this trip.
Similarly, Student Adventures is not responsible for any loss, injury, death, or inconvenience due to delay or changes in schedule, overbooking of accommodations, a default of third party, attacks or bites by animals, insects or pests, injury or death while on activities sponsored by other third parties, sickness, the lack of appropriate medical care, evacuation to same. Student Adventures is not responsible for any loss, injury, death, or inconvenience due to delay or change in schedule resulting from weather, strikes, acts of God or government, acts of terrorism or the threat thereof, force majeure, war, quarantine, epidemics, or the threat thereof, criminal activity, or any other cause out of Student Adventures control. Prices are based on a minimum number of seats filled per motorcoach and are subject to change. Price subject to change.
Arbitration: Any controversy or claim arising out of or relating in any way to these Terms and Conditions or any other information relating in any way to this trip, or to the trip itself, shall be settled solely and exclusively by binding arbitration in Grand Blanc MI, in accordance with the commercial rules or the American Arbitration Association then existent. Substantive (but not procedural) Michigan Law shall apply in any such arbitration. The arbitrator and not any federal, state or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract. Including but not limited to any claim that all or any part of this contract is void or voidable. Please retain a copy of this for your personal records, Terms and conditions are readily available on the Student Adventures Website. When registering for any trip all participants are directed to read and accept the terms and conditions prior to submitting a registration.
Eligibility/Drops: Student Adventures may drop participants from the trip for lack of payment. To be reinstated after being dropped, you will be charged a $50 reinstatement fee, trip payments must be current and space on the trip must be available. Space is filled on a first come first serve basis.
The trip leader and the school administration will determine the eligibility of students. Student Eligibility will be determined based on a number of factors including but not limited to:
- Attending school regularly
- Maintaining an acceptable academic record
- Behavior in accordance with school standards
Trip Conduct: All students are expected to follow the rules and policies of their school in addition to following the trip rules and instructions provided by the tour director, trip leader, and adult chaperones on the tour. Parents/Guardians give permission for their child(ren) to participate on this tour and agree to follow the rules and policies of the trip. Parents/Guardians understand and agree that in a rare case where a student needs to be removed from a trip due to not following rules, disrupting the tour, or becoming a safety risk to other participants, that they will incur the expense and responsibilities for transporting the student home.
Group Cancellation Protector™ (Included at no charge): A trip leader may cancel their tour up to 30 days after the initial deposit date, for any reason. Your group will receive a full refund less any non-refundable deposits to vendors to secure tickets and reservations.
In the event the entire group needs to cancel after 31 days or after the initial deposit date, cancellation penalties will be assessed at the following rates:
- 31 days from the initial payment due date to 121 days prior to departure, 25% of the Tour cost
- 120-91 days prior to departure, 35% of the Tour cost
- 90-61 days prior to departure, 50% of Tour cost
- 60-0 Days Prior to departure 100% of Tour cost
Additional penalties may result from nonrefundable deposits and binding contracts that have been entered into by Student Adventures and other third parties, on your behalf. Should an entire trip have to cancel and become subject to the above penalties, please be aware that Student Adventures has excellent relationships with their vendors and will make every effort to work with vendors to reduce these penalties.
Additional Charges: Student Adventures reserve the rights to add on additional charges for reasons listed below
- $35 late fee if the balance is not paid in full by the final payment due date
- $35 NSF charge on all returned checks
- $35 auto-pay declined credit card or ACH payments
- $10 phoned in payments to the office
- $50 reinstatement fee for participants who got dropped from the trip and got reinstated on the trip
- $50 name change fee for a participant who exchanges a spot on the trip with another participant
- 2.5% credit card processing fee
- Some trips will add-on trip gear, Capitol photos, Etc. for purchase. You have the right to decline purchasing add-ons
Waitlist: Your spot on the trip is not guaranteed until your account has been paid in full. If you are placed on a waitlist due to not making a deposit payment, outstanding account balance after the final payment deadline, and for any other reason, you must clear the waitlist procedures. You may incur additional charges by the airlines and other charges.