Terms & Conditions

By registering and paying the deposit for the Program (as described in the tour brochure, updated itinerary, or final itinerary) herein “Program”, you, and each registered participant covered by your deposit, agrees to the following Terms & Conditions in order to participate in the Program.


To reserve your space on the Program, a $1,000 deposit is required per participant. Final payment by cash, check, wire transfer, ACH, debit card, or American Express credit card, is due no later than 120 days prior to the date of departure. If full payment is not received by Arrangements Abroad Inc. (AA) 120 days prior to the departure date, participant reservations may be canceled without notice. See “Cancellation Policy” for further information.


For the convenience of Program participants, AA has retained the services of an air concierge who is pleased to assist with air travel arrangements, including suggested group flights or individual requests, for a processing fee of $40 per person. Complete details will be provided in your confirmation packet. As noted below, AA nor the sponsor of the Program is liable for any airline cancellation or flight change penalty, incurred by the purchase of a non-refundable air ticket or any other expenses incurred by participants in preparing for, or participating in the Program.


In response to the ongoing worldwide pandemic, and for the safety and security of all Participants, staff, and destination hosts, you are required to be fully vaccinated against COVID-19. Proof of vaccination, as well as testing and masking, may be required in order to enter countries on the itinerary, and/or by airlines, cruise lines, hotels, private hosts, and/or other elements of the Program. In addition, you are required to complete and sign the Health & Safety Supplemental Release. You accept all risks and costs associated with the requirements stated in this paragraph including an inability to join/continue with any element(s) of the Program.


All participants must be in good physical and mental health. All Program excursions require walking (a minimum of one half mile) over uneven surfaces, climbing stairs without handrails, standing during on-site lectures, and touring sites that may not be handicapped accessible. On some Programs, hiking or extensive walking is necessary to participate on excursions. Please consult your Client Services Associate for specific program requirements. In order to provide the best service we can, AA requires that any condition that may need assistance, such as special diets, special medical or physical attention or treatment be reported on the personal information form sent to you in your confirmation packet. If you require special attention during the Program, and do not travel with a companion who will assist you, you may be asked to hire an assistant and/or private conveyance to participate in the Program. AA encourages participants to consult their personal physician for specific advice regarding the activities and destinations of The Program. For general health information visit https://wwwnc.cdc.gov/travel.


Photographs or, in some cases, audio/video recordings of trip ‘participants may be used for educational or promotional purposes by the sponsoring institution and cAA. Please let us know in writing prior to the start of the trip if you do not wish to be included.


AA strongly recommends that every participant purchase medical insurance as well as insurance for emergency medical evacuation, loss of luggage, accident, travel and cancellation insurance to protect against unforeseen events that may impact their participation in the Program. Please see AA's CANCELLATION and RESPONSIBILITY policies below. AA, or the sponsoring institution, will send an insurance application from a provider upon receipt of deposit, but of course, participants may select an alternative insurer of their choice.


Participants who have elected to use Certificates for future travel must use them in accordance with the terms printed on the Certificate, and accept that such Terms & Conditions apply. Any terms printed on a Certificate that are inconsistent with the Terms & Conditions herein control. Certificates are non-transferable, non-refundable, and are not redeemable for cash. Once a reservation has been made using a Certificate, cancellation penalties apply to the Certificate, as stated in these Terms & Conditions, as arrangements are immediately made on behalf of the participant. Unless a reservation using a Certificate is made for a Program taking place in 2021, cancellation of travel using a Certificate within the 120 day final payment period prior to departure for a program is subject to these Terms & Conditions, and will result in losing some or all of the credit associated with the Certificate that has been applied to this program including any supplemental payments for upgrades, preludes, and additional requests made by participant as per the cancellation policy. AA strongly encourages all participants to purchase travel insurance for ALL travel. When reserving travel using a Certificate, contact your insurance company immediately upon making a reservation for travel in order to secure any benefits associated with extending a policy for a postponed or rescheduled reservation.


For the most up-to-date information about the risks involved in traveling to overseas destinations, all potential travelers should visit travel.state.gov and review the travel advisories for each country they will visit.


Travel to Cuba is permitted by the US Department of the Treasury only if the travel falls into one of the 12 categories of licensed activities. The participants on this program will be licensed under a General license for Support For The Cuban People. To comply with the requirements of the license, participants will be asked to certify in writing that they agree to follow a full-time schedule of activities. Also, to enter Cuba, a Cuban visa and Cuban health insurance are required. For more information about the requirements for travel to Cuba, please see: https://home.treasury.gov/policy-issues/office-of-foreign-assets-control-sanctions-programs-and-information#c_trav


All reasonable efforts are made to provide the itinerary as presented in the brochure. However, the itinerary, in whole or in part, including the lecturer(s), dates, timings, ships, hotels, guides, and all other elements of the program are subject to modifications and changes at any time, with or without notice, at the sole discretion of AA. If substitutions are made for ships, accommodations or other elements of the Program, all reasonable efforts will be made to supply an equivalent or superior element. Prices quoted are based on prevailing prices, fuel costs, airfares, and currency exchange rates in effect at the time of brochure printing and are subject to change without notice. Any deviations from the scheduled itinerary are at the expense of the participant.


The participation of the sponsoring institution is limited to educational sponsorship of The Program. AA acts only as an agent for the participant with respect to transportation, accommodations, and all other services relating to The Program. AA, the sponsoring institution and/or their agents assume no responsibility or liability for any act, error, or omission, or for any injury, loss, accident, delay, or irregularity which may be occasioned by reason of any defect in any aircraft, ship, train, bus, or other carrier, or through neglect or default of any subcontractor or other third party, which may be used wholly or in part in the performance of their duty to the participants of The Program. The passage ticket issued by the carrier is the sole contract between the participant and the carrier. Neither AA nor the sponsoring institution and/or their agents, will be responsible for loss, injury, damages, expenses, delays, cancellations, payments, postponements, death or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders or interpositions of any government or agent thereof, or to persons or property, due to illness, from whatever source, infectious disease, epidemic, pandemic, weather, insect bites, fire, flood, strikes, local laws, hostilities, insurrections, wars, acts of terrorism, acts of nature, or other such causes in connection with The Program or anything beyond their control. Neither AA, nor the sponsor, including all representatives, employees and agents, take any responsibility for transportation or other Program delays and changes, nor additional expenses or loss of time that may be incurred or suffered by a participant or a participant’s dependents or traveling companions before, during and after the tour. In the event it becomes necessary or advisable for the comfort, safety or well-being of the participants, or for any reason whatsoever, to alter the itinerary at any time, including changing the dates of the program, without notice to the participants, such alterations will be made without penalty to AA or the sponsoring institution. Additional expenses, if any, shall be borne by the participants. Baggage and personal effects are the sole responsibility of the participant at all times. The sponsoring institution and AA reserve the right to accept or decline any person as a participant at any time, or to require any participant to withdraw from The Program at their own expense and without compensation of any kind, when such an action is determined by AA or the sponsoring institution to be in the best interest of the participant's health and safety, or the general welfare of the other participants.


AA must strictly adhere to its cancellation policy to offset costs incurred prior to the commencement of The Program, which may include but are not limited to: advance payments to land operators; ship/train charters; communication expenses; itinerary development, client services, brochure production and promotional expenses, and the loss of time that might have permitted resale of reserved space. AA acts merely as an agent for the Participant, and does not operate or own any hotels, ships, buses or conveyances of any kind, entertainment, cultural or dining establishments. All cancellations must be made in writing to the offices of AA and are subject to a $500 per traveler administrative fee. No refunds are given for cancellation on or after the day of departure, or for unused portions of the tour, for any reason. Any refunds are limited to amounts actually received by AA and are the sole responsibility of AA; the sponsoring institution shall have no liability for refunds. This policy also applies to any prelude or postlude arrangements and any extra arrangements confirmed on the Participant’s behalf, which are a part of, or extend The Program.

At the time AA receives written notification of cancellation, the following cancellation charges will apply:

119 to 91 days prior to departure: 20% of the Program cost is non-refundable*
90 to 61 days before departure: 50% of the Program cost is non-refundable*
60 days or less before departure: 100% of the Program cost is non-refundable

To reserve your space on The Program, a $1,000 deposit is required per participant. Final payment by cash, check, ACH, wire transfer, or American Express card is due no later than 120 days prior to the date of departure. If full payment is not received by AA 120 days prior to the departure date, participant reservations may be canceled without notice.

*Exceptions: All new reservations made with initial deposits for Programs departing during the 2021 calendar year are fully refundable until 60 days prior to departure. For Programs departing in 2022, all new reservations made with initial deposits are fully refundable, including the administrative fee, until 119 days prior to departure. Certificates for postponed Programs are eligible for the exceptions, depending on departure date, but will be refunded only as a certificate/credit for a future Program (not as cash).

NOTE: Neither AA nor the sponsoring institution shall be liable for any costs, other than for The Program, including airline cancellation penalties incurred by the purchase of a non-refundable ticket. In the case of a cancellation due to a shortage of participants, AA will attempt to notify all participants at least 45 days prior to departure and will refund all payments made for The Program. However, AA has no obligation or duty to cancel any program for any reason whatsoever, including cases of force majeure and/or government action. Neither a postponement nor a withdrawal of sponsorship by a sponsoring organization constitutes a cancellation by AA. Should AA cancel The Program prior to departure for any reason, other than a shortage of participants as described above, reimbursement of refundable costs as determined by AA shall constitute full settlement with the participant.


These Terms & Conditions are accepted in the State of New York. In the unlikely event that any dispute arises between you and AA, including any dispute arising out of or related to the Terms & Conditions as stated in this agreement or the trip itself, you agree that such dispute shall be resolved exclusively by binding arbitration before the Judicial Arbitration and Mediation Services, Inc. (JAMS) Comprehensive Arbitration Rules and Procedures in New York City, New York. The arbitration will be governed by substantive (but not procedural) New York law and will take place in New York, New York. 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. Any arbitration commenced against AA must be on behalf of only the signatory to this Agreement and his or her immediate family members who traveled with the signatory, such as a spouse or child. Under no circumstances can a Program participant be part of a class or other joint action. By agreeing to these Terms & Conditions, both parties are waiving their rights to a trial by jury.

Upon registering for and paying a deposit to AA for The Program, the participant(s) agrees to be legally bound by all of the above Terms & Conditions.

CST 2059789-40

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