The Trip Price Includes
Unless otherwise stated in the registration 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.
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.
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. NationsClassroom starts rendering services for your traveler(s) at the time of registration. Services rendered include but are not limited to convenience fees for payment processing, administrative costs, booking fees, non-refundable deposits and/or final payments. By registering with NationsClassroom, the participant and legal guardian acknowledges and agrees that you give the Tour Leader, School, School Administration or other entity associated with the Tour Leader consent to make itinerary and/or date changes on your behalf. NationsClassroom also reserves the right to decline to accept any person as a member of the trip. Upon NationsClassroom’s determination that a participant threatens their own safety or the safety of others, the participant shall be removed from the tour and returned home at the participant’s expense. Participants agree to reimburse NationsClassroom for all reasonable costs, if any, incurred with effecting the return of a removed participant.
Price is based on 35 full paying participants per motorcoach for the trip unless otherwise stated. Should your group have fewer than 35 full 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. The Tour Leaders responsible for assigning roommates, with males and females being separated based upon their birth assigned gender, and adults separated from students and/or minors. Adult participants are responsible for arranging for their own roommates. 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. Minor participants are not permitted to lodge in a room by themselves and must have at least one roommate, or in most instances, at least three roommates per quad occupancy requirements for the tour and tour pricing. If for any reason, a minor participant cannot be grouped with the required number of roommates for the tour, then that participant(s) may be required to pay an increased occupancy rate, if such vacancy is available, and/or for the costs to have a lodging chaperone accompany the minor to prevent the minor participant from rooming alone.
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. Groups who contract aircraft charter service will be responsible for the following: Aircraft De-icing charges including those incurred on any positioning, de-positioning or ferry leg, use of internet, Wi-Fi or in-flight satellite telephone, fees or charges relating to cleaning or any other damage to the Aircraft, Increased Security charges levied by airport authorities or any other security fees or taxes including passenger taxes, or Air Passenger Duty (APD) or any Fixed Base Operator (FBO) charges, Any war risk and allied perils insurance premium, surcharge or any similar or other insurance premium surcharge required from time to time, Any bespoke items required including but not limited to check-in desks, flight representation, personalized aircraft exterior or interior or other on board services; or Stamp duty if applicable, additional Fuel Surcharges after date of charter contract signature.
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.
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.
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, 10th, 15th or 20th of each month as outlined by your parent registration 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. To opt out of the EZPay program, you must email NationsClassroom at email@example.com
. NationsClassroom accepts MASTERCARD, VISA, DISCOVER, AMERICAN EXPRESS 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. There will be a $35.00 fee accessed on your account per returned item including but not limited to credit card disputes, ACH draft failures, and returned checks. These fees are non-refundable.
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 of a tour by the Tour Leader, entity associated with the Tour Leader, School or School administration is subject to the standard cancellation policy.
Destination(s)/Dates Subject to Change
You are registering for a private and highly customized group tour. In the event the destination and/or the departure dates need to be modified due to the actions of any governmental or civil authority, civil unrest, travel ban, school or school district, or a cancellation is caused for any other reason beyond the control of NationsClassroom, tour participants will be entitled to a refund per the standard cancellation policy.
Travel Confidently Refund Program (TCRP) Benefits
The Travel Confidently Refund Program is offered for your convenience and protection. The program protects your payments and provides a refund less the Travel Confidently Refund Program fee and non-refundable registration fee if you need to cancel at any time prior to 24 hours 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 Tour Leader, school, or school’s administration needs to cancel at any time up to 45 days prior to departure. All participants are given the option to opt-out at registration and can refuse enrollment. This program can be added up until 14 days past the registration date. Registrations within 75 days of the departure date are not eligible for the Travel Confidently Refund Program. 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 Travel Confidently Refund Program is offered as Pre-Departure Payment Protection Only. The Travel Confidently Refund Program is not a travel insurance. Please contact a travel insurance company to purchase a travel insurance plan.
The Travel Confidently Refund Program does not make refunds in the event the trip is canceled as a result of or following acts of force majeure, including, without limitation, acts of God, war (whether declared or not), terrorism, pandemics other than Covid-19, quarantine 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 TCRP must be purchased within 14 days of the registration date. Once purchased, the TCRP may not be removed.
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. The Full Refund Program is discontinued as of August 21, 2020. Registrants that have purchased this program will still be entitled to the benefits of the Full Refund Program.
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.
Whenever possible refunds will be issued back to the original form of payment. A refund check will be issued in the name that appears on the participant’s account. For minor aged participants, refunds will be made payable to the parent / guardian that is listed as the account holder. If there are any disputes as to who the refund should be paid to, NationsClassroom reserves the right to issue the refund in the name of the minor aged participant. All refund checks are mailed 4-6 weeks after the request has been processed. This time period will begin once the account holder receives the electronic confirmation of cancellation.There will be a non-refundable $35 stop-payment fee for lost refund checks. Please note that E-Checks and Money orders will be refunded by check. When getting a refund, cashing a check or accepting a credit to your bank or charge account is final and parties agree to pursue no further compensation. No refunds will be issued to families with active credit card or EFT disputes. Merchandise costs, installment fees, late fees, and returned item/payment charges are non-refundable.
Authority on Tour
By registering with NationsClassroom, the participant and/or Guardian agrees that the participant 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.
There will be no discounts or monies refunded for missed or unused services, including the participant’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 money will not be returned to individual families, nor will merchandise costs, installment fees, late fees, and returned payment charges.
Any photographic, film, video likeness or audio recordings of participants while on tour may be edited and used by NationsClassroom in future marketing campaigns without any notification or compensation to the participant.
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 firstname.lastname@example.org
, 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.
NationsClassroom and its employees, shareholders, agents, and representatives use third party suppliers to arrange tours, transportation, sightseeing, lodging, and all other services related to this tour. NationsClassroom is an independent contractor and is not an employee, agent, or representative of any of these suppliers. NationsClassroom does not own, manage, operate, supervise, or control any transportation, vehicle, airplane, hotel or restaurant, or any other entity that supplies services related to your tour. NationsClassroom is not affiliated with any other tour operator. All suppliers are independent contractors, and are not agents or employees or representatives of NationsClassroom. All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all customers agree that neither NationsClassroom, nor its employees, agents, or representatives are or may be liable for any loss, injury, or damage to any tour participant or their belongings, or otherwise, in connection with any service supplied or not supplied resulting directly or indirectly from any occurrence beyond the control of NationsClassroom. NationsClassroom assumes no responsibility or liability for any delay, change in schedule, loss, injury or damage or loss of any participant that may result from any act or omission on the part of others; and NationsClassroom shall be relieved of any obligations under these terms and conditions in the event of any strike, labor dispute, act of God, or of government, fire, war (whether declared or not) , terrorism, insurrection, riot, theft, pilferage, epidemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation. NationsClassroom accepts no responsibility for lost or stolen items. NationsClassroom reserves the right to refuse any registrant or potential registrant at its sole discretion.
Additional risks and dangers may arise including, but not limited to, hazards of traveling in undeveloped areas, hazards of travel by boat, train, automobile, aircraft and other means of conveyance, animal interactions, forces of nature, political unrest, other unrest, hazardous local customs and practices, differing levels of sanitation, differing standards of safety, risks associated with water, food, plants, insects and differing animal regulation, accident or illness in areas lacking means of rapid evacuation or medical facilities, and acts of national and local governments and unrest and acts of others against governments. These risks are not an exhaustive list but are examples of many kinds of risks. You are voluntarily participating in these activities with the knowledge that there are significant dangers involved, and you hereby agree to accept any and all risks. As lawful consideration for the agreement with NationsClassroom to participate in such trips and activities you agree you will not make a claim against NationsClassroom, its related companies or its personnel or sue for bodily injury, emotional trauma, death, property loss or damage or other loss, cost or expense, however caused, as a result of or related to your contracting for, traveling to or from, or in any and every other way participating in the trip. You release NationsClassroom, its related companies and its personnel from any and all claims, known or unknown, arising from contracting for, traveling to or from, and in any and every way participating in a trip. This release of liability and assumption of risk agreement is entered into on behalf of you and all members of your family and party, also including minors accompanying you. This agreement also binds your heirs, legal representatives and assigns. Security is a major concern to all of us and the situation globally is constantly changing. Events around the world, coupled with the “Travel Advisories” put out by various governments, may at times necessitate changes to the accommodations and itinerary or even trip cancellation. You must accept these risks involved in travel to any country that may experience security difficulties and accept responsibility for your own travel decisions. Where the guest occupies a motor coach seat fitted with a safety belt, neither NationsClassroom nor the Operator nor its agents or co-operating organizations or service providers will be liable for any injury, illness, or death or for any loss or damages or claims whatsoever arising from any accident or incident, if the safety belt is not being worn at the time of such an accident or incident. This exclusion and limitation of liability shall not be used to imply that the Operator or its agents or affiliated entities are liable in other circumstances.
COVID-19: An inherent risk of exposure to COVID-19 exists in any public place where people are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death. NationsClassroom and/or Local State/Government may require proof of vaccination or negative COVID tests. Please visit https://www.cdc.gov/coronavirus/2019-ncov/travelers/travel-planner/index.html to view current restrictions.
COVID-19 requirements vary from country to country and region to region and you may be required to be fully vaccinated and provide evidence of vaccination. Evidence of a negative COVID test may also be required. Airlines and other transport providers may also have separate requirements. It is your responsibility to ensure that you comply at all times with these requirements. No refunds will be given if you are unable to undertake some or all of your trips due to your failure to comply with these requirements. You will be responsible for any resulting additional costs including travel and accommodation. We ask that you please take personal responsibility for your and your traveler’s wellbeing. This begins with packing any personal protective equipment and sanitizers you require. Please adopt physical distancing and hygiene practices throughout your pre-trip travel arrangements and follow all health instructions whether physical signage or requests from our professional staff once you are on tour with us. To travel with NationsClassroom and its operating brands, you and your travelers voluntarily assume all risks related to exposure to COVID-19. Full details of hygiene protocols can be found here.
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