Terms and Conditions

The trip price includes: Unless otherwise stated in the parent letter, the trip price includes round trip transportation, hotel accommodations, motor coach or vans, three meals per day while on tour, sightseeing, trip leader, admissions, taxes and gratuities, accident-related medical and dental insurance, customer service, and accounting. We are an all-inclusive tour agency and do not offer ground packages. All prices quoted are student price. Adult price is higher and if not quoted in your letter, please call for the adult price of your trip. Trip prices are based on having a minimum number of participants per transportation vehicle. If these minimum numbers are not met, additional charges, itinerary changes, or the combination of your group with other groups may result. 


Not included: Any fuel, security or baggage surcharges imposed by the airlines or bus companies, installment fees for accounting, Full Refund Program, small group increases, processing fees, or merchandise.


Registrations: Please register early, as all registrations are processed on a first come, first served basis. The registration fee stated in your letter is non-refundable. All late registrations will be accepted based on the availability of space on the bus and/or the airlines. Any increase in airfare will be passed on to late registrants. Participants with disabilities are welcomed on the tour, but must be accompanied by a companion capable of providing all assistance required, and not require special assistance from NationsClassroom or its suppliers. Registrants with disabilities must notify NationsClassroom in writing by the registration deadline of their status and of the identity of the traveling companion. By registering with NationsClassroom and reserving a spot on the trip, the participant and legal guardian acknowledges and agrees to all of NationsClassroom's terms and conditions found on the NationsClassroom website.


Group Combinations: Price is based on 35 paying participants for the trip unless otherwise stated. Should your group have fewer than 35 payees, an increase in cost may be incurred. The company may combine small groups to help lessen the cost. Flexibility is required as dates, format and itinerary may need to be changed at the sole discretion of NationsClassroom to make these changes. NationsClassroom reserves the right to cancel any trip due to the group minimum not being met. If NationsClassroom cancels a trip for this reason, all registrants will receive a full refund of all monies paid. 


Hotel accommodations: NationsClassroom is not responsible for assigning roommates. Your tour Leader is responsible for selecting roommates. Students will be placed four to a room with students of the same gender, and in some cases five to a room with a roll-away. Adults will be placed two to a room also according to gender, except in the case of married adults. Double and single room charges are additional. If a parent wishes to room with his or her student, the parent will pay the adult price for both participants. If, for any reason, an adult participant cannot find a roommate or one is not available, then they will be required to pay the single occupancy rate. 


Flights: We reserve flights on major carriers. We cannot guarantee non-stop flights, and in some cases, the group may have to be split for flights. We cannot guarantee a specific airport or airline. While we attempt to secure preferred airports for departure, this can not be guaranteed and groups must be prepared to depart from airports that may be a significant distance from home. Seating assignments will be made by the airlines and upgrades, stopovers, changes and use of frequent flyer mileage are not possible. NationsClassroom is not responsible for schedule changes, mechanical or weather delays that may occur. In the event of airline cancellations of a scheduled flight, NationsClassroom will attempt to obtain alternate flight plans. Due to group air travel restrictions, individual flight deviations are not available. Flight departure times and actual travel times are not guaranteed and may affect the length of time spent in destinations. Any flight information provided prior to departure is subject to change. Please allow three days of flexibility on each side of your participant’s travel dates for contingencies. Any baggage fees charged by the airline are the responsibility of the individual traveler at time of check-in.


Sponsorship: Unless otherwise noted, this tour is not sponsored by any school, school district or public entity, and is organized by a private company, NationsClassroom. NationsClassroom and the trip leader reserves the right to refuse or cancel a registration at their discretion.


Behavior: While traveling, the participant will be expected to abide by local laws, including those concerning drugs or alcohol. They will also be responsible for any personal calls or incidental personal expenses, or any damage done to the buses or hotels while on tour. All participants will be required to sign a behavior contract prior to traveling. Breaking these laws, rules, and guidelines may be grounds for being sent home early from the trip at the participant/guardian's expense.


Payments: You will be enrolled in the NationsClassroom EZPAY program automatically. The EZPay Program allows for equal installments to be billed to the payment source which you used to register. These installments will take place on the 5th or 15th of each month as outlined by your parent letter. You will be sent a detailed statement upon registration and at the conclusion of each transaction. We will also provide you with a payment reminder on the first of each month. NationsClassroom accepts MASTERCARD, VISA, DISCOVER and Personal Checks. All checks should be written out to NationsClassroom. Please call customer service at 877-270-1776 with any additional questions. If your account is unpaid at the final deadline you will be assessed a $49 late fee. The unpaid spot will be subject to cancellation based on flight availability on this date. If your account is still unpaid 35 days before departure, your registration will be cancelled and the cancellation policy applies as outlined below. The plans of a great number of trip leaders, parents and students depend on the final group numbers and we ask for your diligence in keeping accounts current.


Standard cancellation policy: The cancellation policy is as follows. The company incurs booking costs as soon as a registration begins. All cancellations must be made in writing. Please include the date, participant’s name, and trip ID number. Cancellations are determined solely by the date they arrive in the NationsClassroom office regardless of the reason. The policy applies to each individual registration as follows:

  • 70 days or more prior to departure: NationsClassroom will retain 25% of the trip cost.
  • 69-36 days prior to departure: NationsClassroom will retain 50% of the trip cost.
  • 35 days or less: We regret that no refund will be issued.

Cancellation or rescheduling by Tour Leader or other: In the event the Tour Leader or other entity associated with the Tour Leader chooses to change the departure date, the standard cancellation charges remain effective for the original departure date. Cancellation of a tour without NationsClassroom's consent is subject to the standard cancellation policy. 


Cancellation due to rescheduling: In the event the departure date needs to be rescheduled for any reason, the standard cancellation charges remain effective. Trip funds are not transferable to other participants.

Full Refund Program (FRP) Benefits: The Full Refund Program is offered for your convenience and protection. The program protects your payments and provides a refund minus the FRP fee and non-refundable deposit if you need to cancel at any time prior to departure. Valid reasons for cancellation include illness, death in the family, accidents, behavior violations, academic failure, financial difficulties, injury, or employment relocation. The program also protects your payments if the Program Leader, school, or school’s administration needs to cancel at any time up to 46 days prior to departure. All participants are given the option to opt-out at registration and can refuse enrollment. This program cannot be added after registration. If you do not pay in-full at the time of registration, the program will be added into your installments and appear on each statement. The Full Refund Program is offered as  Pre-Departure Payment Protection Only. The Full Refund Program is not a travel insurance. Please contact a travel insurance company to purchase a travel insurance plan.


Exclusions: The Full Refund Program does not make refunds in the event the trip is canceled as a result of or following an act of God , war (whether declared or not), terrorism, or civil unrest.  All decisions are final and participants cannot enroll later. Fees for returned payments, late fees, installment charges, merchandise purchases, and fundraising monies are not refundable, nor are specialized plane tickets purchased for individuals. To be eligible for a refund, participants must have paid all monies due on time. Failure to pay on time will cancel the eligibility for refund. The FRP must be purchased at the time of registration. Once purchased, the FRP may not be removed.


Refunds: All refunds will be returned to the party or parties that made the payment(s). There are no exceptions. Please allow three to five business days for credit card and debit card refunds. Please allow seven to 14 business days for check, money order, and e-check refunds.  This time period will begin once the account holder receives the electronic confirmation. Please note that E-Checks and Money orders will be refunded by check. 


Authority on Tour: By registering with NationsClassroom, the participant and/or Guardian agrees that the particpant will abide by the authority of the Tour leader or NationsClassroom representative. The participant must at all times strictly comply with local laws. If the participant is affected by any condition, medical or otherwise, that might affect other participant’s enjoyment of the tour, the participant must advise NationsClassroom at the time of booking. Should the participant fail to comply with the above or commit any illegal act when on the tour or, if in the opinion of the Tour Leader, the participant's behavior is causing or is likely to cause danger, distress or annoyance to others, NationsClassroom may terminate that participant’s travel arrangements without any liability on NationsClassroom’s part and the participant and/or Guardian will not be entitled to any refund for unused or missed services or costs incurred resulting from the termination of the travel arrangements.


Unused Services: There will be no discounts or monies refunded for missed or unused services, including the particpant’s voluntary or involuntary termination/departure from the tour,  which includes but is not limited to sickness, death of a family member etc, late arrival on the tour, or premature departure either voluntarily or involuntarily.


Fundraising: Fundraising money will not be returned to individual families, nor will merchandise costs, installment fees, late fees, and returned payment charges. 


Claims and Complaints: If a participant and/or Guardian has a complaint against NationsClassroom, the participant and/or Guardian, must first inform the Tour Leader at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, the participant and/or Guardian, must contact a NationsClassroom representative while on tour in order to ensure that NationsClassroom is provided the opportunity to rectify the matter. Failure to indicate dissatisfaction while on tour may bar or reduce the participant and/or Guardian ability to claim compensation from NationsClassroom. If satisfaction is still not reached through these means on the tour, then any further complaint must be put in writing to NationsClassroom via email at inspire@nationsclassroom.com, no later than three days after the final day of the participant's tour. NationsClassroom will not accept any liability for claims received after this period. It is the responsibility of the participant, and/or Guardian, to be familiar with and follow NationsClassroom's claims and complaints process.


Errors and Omissions: Although NationsClassroom has made a concerted attempt to verify the accuracy of statements made herein, NationsClassroom cannot be held responsible for any error, omission or unintentional misrepresentation that may appear in their brochure, travel documents, or on the website.


Privacy: Arrangements require coordination with various providers who deliver requested services making it necessary to share some personal information provided. Please click here to learn more about the NationsClassoom Privacy Policy. 


Additional Provisions: NationsClassroom cannot be held responsible for events beyond its control, such as acts of God, war (whether declared or not), terrorism, civil or military violence, incidents of politically motivated violence, illness, quarantine, embargoes, strikes , labor disputes, fire, government restrictions, insurrection, riot, or theft. We reserve the right to cancel any tour for any reason, in which case you will receive a refund. All photographic images and video taken by NationsClassroom while on tour are the property of NationsClassroom and may be used by NationsClassroom without compensation or notification of individuals therein. NationsClassroom cannot be held responsible for loss of personal property including money, and the company is not responsible for locating lost property. The suppliers providing travel services and accommodations are independent contractors and not agents. NationsClassroom cannot be held responsible for personal injury, property damage, or loss of earnings from any event whatsoever caused by hotels, railways, airlines, and all sub-contracted services. The participants shall indemnify, defend, and hold harmless NationsClassroom and its officers, directors, partners, agents, members, and employees from and against and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney’s fees, except to the extent and percentage attributable to NationsClassroom negligence or wrongful action. All parties agree that in the event of legal action concerning this agreement, all litigation shall be brought only in Henrico County Virginia and that such litigation shall be decided pursuant to the laws of Virginia. You agree to the all of the terms and conditions by your registration for the trip. NationsClassroom may amend the terms and conditions from time to time without notice to you, other than posting the amended terms and conditions to the NationsClassroom website: www.nationsclassroomtours.com.