Terms and Conditions
RESERVATION & CONFIRMATIONS
All reservations are subject to availability. After a reservation has been made, Academic Tours will normally provide a confirmation within 24-72 hours. If the desired service is not available, Academic Tours will attempt to provide a suitable alternative for the passenger. The passenger then has seven days to meet the deposit requirement. Failure to meet the requirement will result in the release of the reservation space. Reconfirmation of space released will be subject to a check of new availability and no guarantee may be made that the previous space will be available and at the same price.
DEPOSIT & FINAL PAYMENT
A deposit is required at the time of booking and a reservation is not confirmed until a deposit is received. A deposit of 30% of total trip value per person must be received within two business days of a confirmation in order to hold a reservation. Final payment is due 60 days prior to tour commencement. We reserve the right to cancel reservation(s) not fully paid on time. For reservations made within 60 days of tour commencement full payment is required at time of booking.
Your final documents, including hotel/car vouchers and airline tickets (if you purchased an air/land package) and general information will be forwarded approximately 3 weeks prior to departure provided final payment has been received.
PASSPORT, VISA & HEALTH REQUIREMENTS
All citizens traveling overseas require valid passports, valid for the duration of their trip. In addition, some countries may require a visa. The consulate office for the country can assist you with visa and passport requirements. All passengers are responsible for obtaining all necessary visas and other travel documents. Please also remember to check your visas, since some visas are issued with specific travel dates. Some countries may also require certain inoculations for entry. Please check with your physician or local health department.
Our prices are based on foreign exchange rates at the time of printing/publishing. Prices may be subject to change without notice. Prices are not guaranteed until booked and a final payment has been received by us. The current price will be confirmed at the time of booking. Once your final payment is received your package price is guaranteed, so book early!
We regret we are unable to make refunds for unused hotel nights of packages. Hotel vouchers cannot be replaced if lost or stolen and may not be redeemed for cash at the participating suppliers.
Cancellations must be done in writing. All cancellations are subject to the following administrative fees plus any applicable hotel and airline charges, depending on when notice is received:
- if canceled more than 60 prior to travel, there is a $10 penalty per passenger, or 10% of total value of the trip, whichever is less;
- if canceled between 30 and 60 days prior to travel, there is a $50 penalty per passenger, or 10% of total value of trip, whichever is less;
- If canceled between 21 and 30 days prior to travel, there is a 25% penalty per passenger, with a minimum of $100;
- If canceled between 14 and 21 days prior to travel, there is a 50% penalty per passenger, with a minimum of $100;
- If canceled between 7 and 14 days prior to travel, there is a 75% penalty per passenger, with a minimum of $200;
- If canceled between 0 and 7 days prior to travel, there is a 100% penalty per passenger, with a minimum of $200;
Cancellations will be refunded by agency check.
We recommend all passenger to take travel insurance as a precautionary measure. As a complimentary service to our clients, we can process travel insurance through Access America.
We reserve the right to apply certain specific fees and charges above the current published prices in the following conditions: Last-minute (15 days or less) bookings of bookings less than $1000 - extra $25 per person charge Itineraries which are 3 days or less - extra $15 per passenger.
For specialized / custom itineraries that are not published on our website, we reserve to ask the client a $50 non-refundable deposit per passenger. This deposit will be applied to the final bill.
ONCE A PROGRAM IS PAID FOR FAILURE TO OBTAIN A PASSPORT OR A VISA IS NOT A VALID GROUNDS FOR WITHDRAWAL / CANCELLATION
Academic Tours is hereinafter refereed to as the Tour Operator. Its responsibilities and/or its agents is limited. The Tour Operator acts solely as an agent for the tour participants in matters connected with tour transportation, hotel and dinner services, sightseeing tours, and other services, including all transportation whether by air, motor-coach, rail, car, boat, or by any other means. The Tour Operator does not own, manage, control or operate any transportation vehicle, any hotel, restaurant or any other services related to any tour program. The Tour Operator is not an agent or representative of hotels, airlines, cruise lines, bus companies and/or owners or contractors (all hereinafter call contractors) providing services in connection with these tours and all tickets, receipts, coupons and vouchers are issued subject to the terms and conditions specified by these contractors. As an agent of the tour participants, the Tour Operator holds itself free of responsibility for any damage, injury or loss resulting from any cause. By accepting the coupons and tickets, or utilizing the services, tour participants agree that neither the Tour Operator nor its representatives and/or agents shall be liable for any loss, or additional expenses, injury or damage to the tour participants or their belongings or otherwise in any connection including breakdowns in equipment, strikes, acts of God, fire, acts of governments or any other authorities, wars, whether declared or not, riots, theft, pilferage, epidemics, quarantines, medical or customs regulations, cancellations , or changes in itinerary or schedules, etc. The Tour Operator reserves the right to withdraw and cancel a tour or to make changes in the itinerary. If the Tour Operator cancels the tour, it shall have no responsibility beyond the refund of monies paid to the Tour Operator by the tour participant.