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THIS INFORMATION IS IMPORTANT. PLEASE READ IT CAREFULLY.
Responsibility Clause: WorldStrides Excel Programs, a division of Lakeland Tours, LLC, d/b/a WorldStrides, its employees, shareholders, subsidiaries, affiliates, officers, directors, successors, agents, and assigns (collectively, “WorldStrides”) does not own, operate or control any person or entity which is to or does provide goods or services for your trip including, for example, lodging facilities, airline, vessel or other transportation companies, guides or guide services, local ground operators, entertainment or sightseeing operators, providers or organizers of optional excursions, food service providers, etc. All such persons and entities are independent contractors. As a result, WorldStrides is not liable for any negligent or willful act or failure to act of any such person or entity, or of any third party.
Without limitation, WorldStrides is not responsible for any injury, loss, or damage to person or property, death, delay, or inconvenience in connection with the provision of any goods or services whether occasioned by or resulting from, but not limited to, acts of force majeure, war, civil unrest, insurrection, strikes or other labor activities, criminal or terrorist activities of any kind, lost or stolen belongings, overbooking or downgrading of accommodations, mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely, dangers associated with animals, sanitation problems, food poisoning, lack of or quality of medical care, illness or disease, difficulty in evacuation in case of a medical or other emergency, actual, perceived or threatened epidemics, or for any other cause beyond the direct control of WorldStrides.
For further information regarding travel to your specific destination(s), please visit the Centers for Disease Control and Prevention’s Travelers’ Health website (http://wwwnc.cdc.gov/travel/) as well as the State Department’s International Travel website (http://travel.state.gov/travel/). I hereby acknowledge and understand the risks associated while traveling and voluntarily assume these risks in order to participate in the event sponsored by WorldStrides.
Program: WorldStrides Excel Programs has taken all reasonable steps to ensure that the suppliers contracted for services during your trip are efficient and reliable and that they maintain high standards and conform to the laws and regulations of the country in which they operate. Every booking is accepted subject to the conditions imposed by the companies concerned. WorldStrides Excel Programs accepts reasonable responsibility for ensuring the trip which you book with us is supplied as described in the itinerary or on the brochure. If for whatever reason alternative arrangements or accommodation are offered, WorldStrides Excel Programs will ensure that they are of a similar standard. The availability of some facilities advertised or communicated cannot be guaranteed. Some facilities may require special equipment. Facilities may also close without prior notice due to public holiday, festivals and routine maintenance. In these instances no refunds can be given. Occasionally accommodation photographs used are general photos and may not be specific to the group’s booking.
WorldStrides reserves the right to adjust the number of games played with no financial compensation to the group, if an arranged friendly opponent cancels.
Changes or substitutions in hotels, itinerary, inclusions, or airports may be made depending on your travel dates, arrival and departure times, national holidays, and events beyond WorldStrides’ control at the discretion of WorldStrides as it deems necessary or desirable. On certain dates some attractions or activities may be closed. WorldStrides at its sole discretion may cancel a program due to insufficient enrollment, unforeseen operational difficulties, lack of projected availability, or any other reasons at any time. If a trip is cancelled by WorldStrides, the sole obligation of WorldStrides is to refund all funds collected from any registrant minus merchandise fees.
WorldStrides reserves the right to make audio and visual records of any of its trips and participant agrees that WorldStrides may use any such records for promotional and/or commercial purposes, as well as approves of such uses by third parties whom WorldStrides may engage without any remuneration to participant. Participant assigns to WorldStrides all rights, titles, and interest in or to any and all media related to a WorldStrides trip without any remuneration to participant, including photographs provided directly to WorldStrides or through websites in which his or her name or likeness may or may not appear.
WorldStrides reserves the right to decline to accept or retain any person as a member of any trip. In the event a member is expelled from a trip, no refund of any kind will be made. These terms and conditions can be changed only by a writing signed by an officer of WorldStrides.
Participants understand that they are solely responsible for their pre-program, program, and post-program medical care in all respects, including, but not limited to, obtaining and taking necessary medication(s), vaccinations and any other medical care and treatment.
Schools, colleges, and universities hold varying policies regarding a student’s eligibility to earn or redeem course credit from other accredited institutions. Students should consult their school guidance counselors and/or school policy handbooks to determine their eligibility.
Medical Release: If participant becomes ill or incapacitated, their coach/tour director, or WorldStrides may take such actions as they consider necessary, including securing medical treatment. Participant (or participant’s Parent/ Guardian if participant is a minor) hereby releases WorldStrides and participant’s coach/tour director leader from any and all liability for the quality or timeliness of any such medical care and agree to indemnify WorldStrides for any expenses it incurs. Participant and participant’s Parent/Guardian consents to the release of my medical or other personal information to health care providers or any other persons WorldStrides, in its sole discretion, deems appropriate to release such information to in the event participant becomes ill or incapacitated.
Arbitration: Any dispute concerning this contract, the Terms & Conditions and/or rules and regulations concerning the trip, the literature arising out of or relating to the trip and/or arising out of or relating to the trip itself including, but not limited to, any events and circumstances occurring during the trip, shall be resolved solely and exclusively by binding arbitration in Charlottesville, Virginia pursuant to the then existent commercial rules of the American Arbitration Association. In any such arbitration, the substantive (but not procedural) law of the Commonwealth of Virginia shall apply. 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. In any such arbitration, the arbitrator may, but is not required to, award attorney’s fees to the prevailing party. Each party irrevocably and unconditionally expressly submits to the foregoing binding arbitration agreed for the purposes of dispute resolution hereunder and further irrevocably and unconditionally waives any and all jurisdictional, venue and convenience objections or defenses to such arbitration or to any related action, suit or proceeding in the courts of Virginia to enforce this Agreement to arbitrate or any award rendered therefrom.
PRICE AND PAYMENT INFORMATION
Price Adjustments: The price quoted is based upon a minimum number of travelers, the content of the program as outlined in your trip proposal and the date of your registration. The price quoted is also subject to adjustment if the minimum enrollment is not met, if the program content changes, or in the event of circumstances beyond WorldStrides’ direct control. These include, but are not limited to, increases in travel security charges, government-imposed fees and taxes (e.g., European V.A.T. increases), increases in airport fees and taxes, airline fees and taxes, and airline, vendor, or group-imposed schedule changes or delays. Unless a price guarantee has been provided in writing: (a) fuel surcharges and other airline ticket related fees and taxes will fluctuate until group ticketing has occurred, and (b) any exchange rate guarantees applicable to your account will be shown on your invoices. In all instances, an additional fee may be added to your price if your Program Leader makes a substantive change to your itinerary or program content after your registration has been accepted.
Program Fees Not Included: Unless specifically stated in your registration letter, WorldStrides’ program prices do not include optional additional college credit fees , passport fees, visa fees, lunches, beverages with meals, excess baggage charges, expenses incurred during free time periods, porterage at airports and hotels, transportation from your home to the origination point of the WorldStrides program and back, tips to guides and long-distance bus drivers, overnight lodging and meals in the United States prior to departure or upon return of an international flight, any mandatory new or increased taxes or inspection fees levied on airline tickets, hotels, transportation, land services, or at ports of entry/exit.
Payment Plan: If you register directly with WorldStrides, you will have three payment options: (1) pay in full (2) make regularly scheduled installment payments under an installment plan established by WorldStrides or (3) establish automatic monthly (EZ Pay) payment to be charged to your checking account at a US banking institution, via WorldStrides EZ Pay program. You can sign up for EZ Pay during registration. If you choose to follow an installment payment plan other than the EZ Pay Plan, WorldStrides charges a $15 non-refundable handling fee on each installment payment following your registration, except the initial deposit. There are NO HANDLING FEES associated with payments made through the EZ Pay program.
Note: If your tour is departing within 120 days of registration, there will be a total of two payments: the initial deposit (non-refundable, non-transferable) will be $1,500 and final payment will be due no later than 75 days prior to departure.
Reservations are not transferable at any time. Frequent flyer miles are not available to participants. All programs must be paid in full by the final payment deadline as stated on your registration letter or your account will be subject to cancellation. Your program space is not guaranteed if you do not adhere to the terms of the required payment plan(s).
Late Registration, Late Payment, and Fees: WorldStrides charges a late registration charge, equal to the greater of 10% of the base trip price or $250, for registrations received after the final payment deadline. All such late registrations must clear waiting list procedures and may involve additional airline and other charges and your program space is not guaranteed until your account has been paid in full and you have been advised in writing that all conditions for your being able to travel have been satisfied. If you register prior to 110 days prior to the scheduled departure of your program but your account is not paid in full by that date, WorldStrides charges a $150 late payment fee. The fee for any late payments made after any scheduled installment date is $15. No personal checks or business checks will be accepted after the final payment deadline. All fees are denominated in US dollars.
Program Information Letter: Approximately two to three weeks prior to departure, your program leader will be sent details regarding flight and hotel information, departure and return times, packing tips, drop off/pick-up locations, etc.
Travel/Medical Insurance: All participants are provided accident, illness, and accident-related dental insurance coverage up to $7,500 with no deductible for medical expense and up to $50,000 for medical evacuation and repatriation. Pre-existing conditions are not covered. Any charges not covered are the responsibility of the participant Please refer to the policy for a full description of coverage and limitations. In addition, Worldstrides strongly recommends the purchase of supplementary travel insurance (TripMate), which can be purchased through your online account anytime up to final payment. The travel insurance contract is between TripMate and the participant and any claims/refunds are determined by the travel insurance company exclusively.
Supervision/Behavior: WorldStrides, the Program Leader, and chaperones establish behavior rules and directions for all student participants. Failure to abide by the rules or directions may result in the student being sent home at the parents’ expense without any right to a refund. Consumption or possession of alcoholic beverages or drugs of any kind for which you do not have a valid prescription, behavior infringing upon the ability of others to enjoy the Program, or compromising your own or others’ safety, or is otherwise inappropriate, or violates the law as well as violation of certain other rules, constitute grounds for immediate expulsion. All program participants will be responsible for their own actions at all times and Program Leaders and chaperones are responsible for the actions of all participants in their group. On occasion, program participants may be allowed by the Program Leader and with the consent of WorldStrides to leave the group and to explore on their own.
Harassment: WorldStrides Excel Programs is committed in all areas to providing an environment that is free from harassment. Harassment based upon an individual’s sex, race, ethnicity, national origin, age, religion or any other legally protected characteristics will not be tolerated. All employees, subcontractors, vendors, service providers, are expected and required to abide by this policy. No person will be adversely affected in employment with the employer as a result of bringing complaints of unlawful harassment.
WorldStrides has no responsibility for those participants when they are on their own, and it is the sole responsibility of those participants to take whatever actions are necessary rejoin the group, if that is their intent, at their own cost. You also acknowledge that if you are late in appearing for a scheduled departure, WorldStrides has no duty to delay the Program to wait for you. Damage or injury caused deliberately or by carelessness to WorldStrides property, or to any property or individual without limitation must be paid for by the person responsible for such damage.
All program participants are responsible for their own food intake while overseas and understand that language differences may impede their understanding of certain ingredients contained in various recipes and that neither my WorldStrides Tour Director nor other staff can provide reliable translation, or make any special arrangements for me. I understand that neither WorldStrides nor my Institution will be liable for any incident that arises as a result of my allergy. I also understand that I will not be compensated for any uneaten meals.
I agree that I am fully responsible for any costs arising from the damage, loss or theft of any of my personal property during the Program, including my airline ticket. I understand that each airline has its own procedures for dealing with lost tickets and that if I lose my airline ticket, I may be required to purchase from the airline a full fare replacement ticket. I accept that in these circumstances it is entirely my own responsibility to pursue any refund directly from the airline.
Name Changes: Name changes may not be available or allowed within 110 days of departure. Should changes be allowed, WorldStrides will assess a $250 fee to any individual who requires a name change on his/her ticket within 110 days of departure. Any request for a name change within this period may be denied by the air carrier and will be subject to additional fees.
Young Travelers: Parent/guardian agrees that WorldStrides can use participant email and/or cell phone contact information in the context of this program. Registration for children under the age of 11 is subject to individual review by WorldStrides. The decision to allow participation in a trip is at the sole discretion of WorldStrides Excel Programs.
Travel Documentation: Every participant must have the required documentation necessary to participate in the trip prior to the date of departure, including needed identification that fully matches the name provided to WorldStrides for inclusion on travel documentation and airline tickets, and must meet any other applicable compliance requirements issued by the Transportation Security Administration or related agencies.
WorldStrides provides online and customer service means for keeping the program participant’s information current and it is the participant’s sole responsibility to assure that this information is fully up to date no later than 110 days prior to the group’s departure date. If changes occur after that date, the participant must contact customer service and additional change fees might apply. Visit the Transportation Security Administration website at www.tsa. gov for more information.
In the case of international travel, including Canada, Costa Rica, and Mexico programs, the participant is additionally and solely responsible for obtaining a passport or visa in order to travel. Passports must be valid for at least six months after your return date. It is the responsibility of the participant to check and fully comply with the requirements for travel between the United States and the countries that you will be traveling to or through. Visit the Department of State at www.travel.state.gov for more information.
WorldStrides Excel Programs is not responsible for any fees incurred if your passport or documentation does not meet TSA requirements. This includes, but is not limited to, expedited passport services, increases in airfare, or any other fees associated with documentation.
If a participant is unable to travel due to the lack of a proper identification, passport or visa, or necessary inoculations, the standard cancellation policy will apply.
Privacy: Because the nature of our business requires coordination with various providers who deliver the travel services you request, it is necessary to share some personal information that you have provided.
Stay-behind Options: You may wish to spend time at your destinations after the scheduled tour. Where possible, WorldStrides will provide altered flight arrangements according to your request. You are responsible for making all your arrangements to and from the hotel or airport as well as all land arrangements pertaining to your individual itinerary. Because we will arrange your airline tickets separately from your groups, we cannot guarantee that you will share any of the same flights. WorldStrides charges a $150 non-refundable fee for this service plus any additional costs incurred. This option is not available if your group has less than 10 traveling participants. All requests must be made within two weeks of registration and no later than 150 days from departure, whichever occurs first. Due to Group Booking restrictions, all deviations must return from same gateway as the group.
Adults: WorldStrides tours involve a great deal of walking, and are unsuitable for participants who have difficulty walking or carrying baggage, or who require special assistance. Adults are welcome, but should consider carefully whether this active, learning-centered itinerary, suits their travel needs.
Rooming: Players will be in shared rooms of twin, triple or, on occasion, quad size, and all will have their own bed. Parents/family will be in shared twin rooms. Families may have the option for Family Rooms based on availability. Participants can upgrade to a single room for an additional fee of $50 per person per hotel night.
Changes to your Program: Group travel requires a certain amount of flexibility in order to offer quality programs at the lowest rates possible. For operational reasons, and to meet the numbers required to qualify for group rates, WorldStrides reserves the right to make the following changes, which will not constitute grounds for a refund: Change in departure date, but not to exceed 3 days. WorldStrides is not responsible for individual arrangements that conflict with a date reassignment. Changes in itinerary, including reversing the itinerary, and changes to the order in which cities or countries are visited, the duration of the stay in each city, addition and omission of cities or countries. Participants will be charged the Program Fee applicable to the revised itinerary. WorldStrides reserves the right to fill in matches when tournament games or complete tournaments are canceled.
Omission, alteration, and/or substitution of services may be necessary due to scheduled or unscheduled closures, holidays, strikes, disease, civil unrest, war (declared or otherwise), government order or advice, or for any reason whatsoever beyond WorldStrides’ control. Whenever possible, suitable alternatives will be provided.
Cancellations: All cancellations must be made in writing by or on behalf of the person listed on the registration form to WorldStrides Tours and must be postmarked or emailed prior to the group’s departure, and must include account number, registrant’s name, and complete address. If there is an applicable refund, it will only be issued to the person listed on the account. All refunds are issued in the original payment form that was made to the account; the refund process takes approximately four weeks. There will be no refunds for unused services or program features. Upon cancellation, there is no credit/refund for airline tickets. Injury of participants prior to departure does not constitute grounds for refund. If supplementary travel insurance was purchased, it may be considered for refund by TripMate. The travel insurance contract is between TripMate and the participant and any claims/refunds are determined by the travel insurance company exclusively.
Standard Cancellation Policy: Within seven calendar days following receipt of your written confirmation or initial payment invoice (whichever is received first), you may cancel your WorldStrides program and receive a full refund. Beyond the seven day grace period, if you, or the Program Leader cancel:
181 days prior to the departure, $300 penalty
111 to 180 days prior to departure, $500 penalty
91 to 110 days prior to departure, 50% of the base price penalty
61 to 90 days prior to departure, 75% of the base price penalty
60 or less days prior to departure, 100% of the base price penalty
The standard cancellation policy is based on the originally scheduled trip dates. This policy does not apply in the event of WorldStrides’ bankruptcy, insolvency, or cessation of business.
Roster Size: Trips will not be canceled due to roster size. There will be no refund to participants who cancel due to roster size. WorldStrides reserves the right to include, at our discretion, guest players to fill out a group roster.
The travel insurance premium, handling charges, merchandise fees, fees for returned checks, fees for declined credit cards or electronic drafts, or late payments are not refundable (collectively, “Non-refundable Fees”).
Cancellation by a Supplier: (For California residents only) Upon cancellation of the transportation or travel services, where you, the customer, are not at fault and have not canceled in violation of the terms and conditions, if any, of the contract for transportation or travel services, all sums paid to WorldStrides for services not received by you will be promptly refunded by WorldStrides to you unless you otherwise advise WorldStrides in writing. Registration as a seller of travel does not constitute approval by the state of California. WorldStrides’ s principal office is located in Charlottesville, VA. This transaction is not covered by the California Travel Consumer Restitution Fund.
You are not eligible to file a claim against that Fund in the event of WorldStrides’ default. (For Washington State residents only) If transportation or other services are canceled by WorldStrides, all sums paid to WorldStrides for services not performed in accordance with the contract between WorldStrides and the consumer will be refunded within 30 days of receiving funds from the supplier with whom the services were arranged, or if the funds were not sent to the supplier, the funds shall be returned within 14 days after cancellation by WorldStrides to the consumer unless the consumer requests WorldStrides apply the money to another travel product and/or date.
USTOA Membership Means You’re Protected: WorldStrides as an Active Member of USTOA, is required to post $1 million with USTOA to be used to reimburse, in accordance with the terms and conditions of the USTOA Travelers Assistance Program, the advance payments of WorldStrides’ customers in the unlikely event of WorldStrides’ bankruptcy, insolvency, or cessation of business. Further, you should understand that the $1 million posted by WorldStrides may be sufficient to provide only a partial recovery of the advance payments received by WorldStrides. Complete details of the USTOA Travelers Assistance Program may be obtained by writing to USTOA at 275 Madison Avenue, Suite 2014, New York, New York 10016, or by e-mail to information@ ustoa.com or by visiting their website at www.ustoa.com.
Liability Waiver and Parental Consent: By agreeing to this document, I hereby give my approval for my son’s/daughter’s participation in any activities of WorldStrides Excel Programs during the organized tour. I acknowledge that participation in sports competitions carries with it a potential hazard. I understand and assume all risks and hazards incidental to the conduct of activities and to the transportation to and from any and all activities. I do further hereby release, absolve, indemnify and hold harmless WorldStrides Excel Programs and its organizers, suppliers, officials, and sponsors, any and all of them. In case of injury to my son/daughter either during any activity or transportation to or from such activity, I hereby waive all claims against WorldStrides Excel Programs and its organizers, suppliers, officials, sponsors, or any of the supervisors appointed by them. I likewise release from responsibility any person transporting my son/daughter to or from WorldStrides Excel Programs activities. I also release WorldStrides Excel Programs and its organizers, suppliers, employee, officials, sponsors and contractors from any liability in the case of injury or death during the tour for myself, and/or my spouse/partner/significant other and/or my son and/or daughter. I also certify the address on page three is the legal and permanent address of my son/daughter.
Seller of Travel Numbers:
California Seller of Travel Registration No: 2041618-20
Lakeland Tours, LLC DBA: WorldStrides is registered with the state of Florida as a Seller of Travel – Registration No: ST24541
Hawaii TARS-5388; IA 568; and WA 601 887 646, 602 011 744.