Terms & Conditions
01. English is the official language of this trip.
02. It is not allowed, under any circumstance, for any student to separate from the program during the trip.
03. All students must bring their original passport on the trip, however please leave a copy of your passport with your host family.
04. At the beginning and end of the trip, each student must leave from and go directly to their host community, unless the student has written permission from their program and their host family.
05. Edelweiss Tours is not responsible for purchasing transportation to or from a trip's arrival or departure cities. It is the student's responsibility to purchase any bus/airline/train tickets needed
06. Illegal drug use of any kind is prohibited.
07. Stealing of any kind will be severely punished in additional to any possible legal consequences.
08. Purchasing or consuming alcoholic beverages is strictly forbidden.
09. Our schedules and itineraries must be followed by all students. The trip coordinator reserves the right to make changes in the schedule, when necessary, or if it is in the best interest of the group.
10. Lodging does not cover incidental costs, such as phone calls, mini-bar purchases, etc. If the students decide to use these services, they are responsible for paying these costs.
11. Keep luggage to a minimum. All students will carry and be responsible for their own luggage at all times. Remember to keep those items you will need during the day with you on the bus - like iPods, cameras, wallets, etc.
12. All departure/arrival times from/to our activities will be decided by the coordinators, depending on the exact length of each activity.
13. The trip has a limited number of vacancies, which will be filled on a "first come - first serve" basis.
14. Swimming: Even if you know how to swim please BE CAREFUL, because you are unfamiliar with the pool/places and are not aware of all potential hazards.
15. Please bring all cash in US Dollars.
16. Travel expenses from your host city to the trip's departing airport are not included in the tour fee.
17. If you take any regular medication, make sure to bring enough for the trip's duration. Also, please bring a copy of the prescription in case you might need it (just to be safe.)
18. Since we will be out in the sun a lot, please be careful and use lots of sunscreen.
19. If any student's conduct is considered harmful to the rest of the students, or if any student breaks any of the program rules, he
or she can be sent back to their host community immediately, assuming all extra costs. Additionally, any violation of the rules and any students removed from the program will be reported to their program.
20. All other optional activities that may be offered during student's free time are considered extra costs, and are not included in
the overall trip price.
21. Edelweiss Tours is not responsible for the cost of the student's travel expenses from his/her host city to the departure point
and back.
22. Lost & Found: all the students' items found during the trip will be sent to Edelweiss Tours office and kept for 60 days
after the end of the trip. Any student who has lost something must send us an e-mail with the description of the item within 60 days of the end of the trip. Postage to return the item to any student is the student's responsibility.
23. All students who take part in this trip grant image use rights to Edelweiss Tours, as well as use of photos from the trip on our website and program materials.
24. Please make any comments or complaints regarding the trip in writing (via email or standard letter) to Edelweiss Tours within 30 days of the end of the trip to ensure Edelweiss Tours a chance to respond. All contracts with Edelweiss Tours officially end 30 days after the trip and Edelweiss Tours, the tour operator, is therefore relinquished of any responsibility.
Cancellation and Refund Policy:
25. In case we do not achieve the minimum number of participants needed, Edelweiss Tours reserves the right to cancel the trip or to transfer the date and/or to offer other options of tours as well, according to the clients wish. If this occurs, all payments already
made will be returned in full.
26. If the student chooses to leave the program or is sent home for breaking any program rules, he/she will pay a penalty according to the date of his written order to cancel the tour
27. Any student who leaves the trip during the program, for any reason, will not receive any refund.
28. A request for reimbursement due to trip cancellation for any reason, must be made to Edelweiss Tours at least fourteen (14) days in advance of the program trip's departure. If done after the fourteen days the full amount will be retained.
29. Edelweiss Tours is not responsible for any reimbursements or change fees associated with flight or travel arrangements
30. Safety: Please be aware that during your participation in vacations operated by Edelweiss Tours, certain risks and dangers may arise beyond our control, including but not limited to: the hazards of traveling in undeveloped areas; travel by boat, train, automobile, aircraft, or other means of transportation; the forces of nature; political unrest; acts of lawlessness or terrorism; and
accident or illness in remote regions without means of rapid evacuation or medical facilities. We will not have liability regarding provision of medical care or the adequacy of any care that may be rendered. It is understood that we will use our best efforts to ensure that adequate measures are taken. The trip participant agrees that neither the Company nor its affiliates shall be liable for any damage, loss (including personal injury, death, and property loss), or expense occasioned by any act or omission of any supplier providing services, any insurer or insurance administrator under the Travel Protection Plan, or any other person.
01. English is the official language of this trip.
02. It is not allowed, under any circumstance, for any student to separate from the program during the trip.
03. All students must bring their original passport on the trip, however please leave a copy of your passport with your host family.
04. At the beginning and end of the trip, each student must leave from and go directly to their host community, unless the student has written permission from their program and their host family.
05. Edelweiss Tours is not responsible for purchasing transportation to or from a trip's arrival or departure cities. It is the student's responsibility to purchase any bus/airline/train tickets needed
06. Illegal drug use of any kind is prohibited.
07. Stealing of any kind will be severely punished in additional to any possible legal consequences.
08. Purchasing or consuming alcoholic beverages is strictly forbidden.
09. Our schedules and itineraries must be followed by all students. The trip coordinator reserves the right to make changes in the schedule, when necessary, or if it is in the best interest of the group.
10. Lodging does not cover incidental costs, such as phone calls, mini-bar purchases, etc. If the students decide to use these services, they are responsible for paying these costs.
11. Keep luggage to a minimum. All students will carry and be responsible for their own luggage at all times. Remember to keep those items you will need during the day with you on the bus - like iPods, cameras, wallets, etc.
12. All departure/arrival times from/to our activities will be decided by the coordinators, depending on the exact length of each activity.
13. The trip has a limited number of vacancies, which will be filled on a "first come - first serve" basis.
14. Swimming: Even if you know how to swim please BE CAREFUL, because you are unfamiliar with the pool/places and are not aware of all potential hazards.
15. Please bring all cash in US Dollars.
16. Travel expenses from your host city to the trip's departing airport are not included in the tour fee.
17. If you take any regular medication, make sure to bring enough for the trip's duration. Also, please bring a copy of the prescription in case you might need it (just to be safe.)
18. Since we will be out in the sun a lot, please be careful and use lots of sunscreen.
19. If any student's conduct is considered harmful to the rest of the students, or if any student breaks any of the program rules, he
or she can be sent back to their host community immediately, assuming all extra costs. Additionally, any violation of the rules and any students removed from the program will be reported to their program.
20. All other optional activities that may be offered during student's free time are considered extra costs, and are not included in
the overall trip price.
21. Edelweiss Tours is not responsible for the cost of the student's travel expenses from his/her host city to the departure point
and back.
22. Lost & Found: all the students' items found during the trip will be sent to Edelweiss Tours office and kept for 60 days
after the end of the trip. Any student who has lost something must send us an e-mail with the description of the item within 60 days of the end of the trip. Postage to return the item to any student is the student's responsibility.
23. All students who take part in this trip grant image use rights to Edelweiss Tours, as well as use of photos from the trip on our website and program materials.
24. Please make any comments or complaints regarding the trip in writing (via email or standard letter) to Edelweiss Tours within 30 days of the end of the trip to ensure Edelweiss Tours a chance to respond. All contracts with Edelweiss Tours officially end 30 days after the trip and Edelweiss Tours, the tour operator, is therefore relinquished of any responsibility.
Cancellation and Refund Policy:
25. In case we do not achieve the minimum number of participants needed, Edelweiss Tours reserves the right to cancel the trip or to transfer the date and/or to offer other options of tours as well, according to the clients wish. If this occurs, all payments already
made will be returned in full.
26. If the student chooses to leave the program or is sent home for breaking any program rules, he/she will pay a penalty according to the date of his written order to cancel the tour
27. Any student who leaves the trip during the program, for any reason, will not receive any refund.
28. A request for reimbursement due to trip cancellation for any reason, must be made to Edelweiss Tours at least fourteen (14) days in advance of the program trip's departure. If done after the fourteen days the full amount will be retained.
29. Edelweiss Tours is not responsible for any reimbursements or change fees associated with flight or travel arrangements
30. Safety: Please be aware that during your participation in vacations operated by Edelweiss Tours, certain risks and dangers may arise beyond our control, including but not limited to: the hazards of traveling in undeveloped areas; travel by boat, train, automobile, aircraft, or other means of transportation; the forces of nature; political unrest; acts of lawlessness or terrorism; and
accident or illness in remote regions without means of rapid evacuation or medical facilities. We will not have liability regarding provision of medical care or the adequacy of any care that may be rendered. It is understood that we will use our best efforts to ensure that adequate measures are taken. The trip participant agrees that neither the Company nor its affiliates shall be liable for any damage, loss (including personal injury, death, and property loss), or expense occasioned by any act or omission of any supplier providing services, any insurer or insurance administrator under the Travel Protection Plan, or any other person.
Edelweiss Tours BOOKING CONDITIONS
These Booking Conditions are valid for all Edelweiss Tours and are subject to change with or without notice. The most current Booking Conditions at the time of your departure will apply.
WHAT’S INCLUDED IN THE PRICE? –
Program price – Accommodations in hotels with private bathrooms (unless otherwise indicated on the itinerary) – A Tour Director available 24 hours a day from when you arrive until you depart (unless otherwise indicated on your itinerary) – Breakfast and dinner daily. – Sightseeing tours and excursions led by licensed local guides as specified – Airport transfers and transportation between destination cities – Transportation to all included activities – Entrance fees and theater tickets as specified – Cruises, trains or ferries as specified – Licensed Security Guard at hotel. The above apply to all tours unless otherwise noted on the tour itinerary. If we ever fail to provide you with any of the above, we will refund you its value upon your return from the tour.
WHAT’S NOT INCLUDED IN THE PRICE? – Rooming supplement (if applicable) – Optional excursions (except where indicated) – Global Travel Protection plan – Beverages and lunches (except where specified) – Transportation to free-time activities – Customary gratuities (for your Tour Director, bus drivers and local guides) – Porterage – Any applicable baggage-handling fees imposed by the airlines – Expenses caused by airline rescheduling, cancellations or delays caused by the airlines, bad weather or events beyond control – Passport, visa and reciprocity fees PRICE VALIDITY Availability of prices in this brochure is limited, and at the time a traveler enrolls on a tour, prices may be different. GROUP TRAVEL How does group travel work? We believe that all students should have the opportunity to travel, which means we do everything we can to keep our program prices the lowest in the industry without sacrificing quality. One of the ways we do that is by combining groups to fill a tour bus, so that all travelers help cover the costs of the bus, the Tour Director, local guides, etc. Consolidating groups also allows travelers to meet students from other schools, although groups may not be of the same age level. Therefore, in order for everyone to travel for the lowest price possible, group travel requires some flexibility. Each group submits its preferred tour choices and travel dates, and then we book all of the groups with the same requested tours on one specific departure date.
Anything else I need to know about my itinerary? Based on your travel dates, there may be times when it becomes necessary to modify your itinerary. Sometimes this involves changing the order in which cities are visited, altering your length of stay in a city, or using an alternate airport. On certain days, especially holidays, some tour inclusions may be unavailable. In such cases, we will substitute different inclusions or provide a refund after the tour. Tours are designed for students, as reflected in the pacing, accommodations and other aspects of the tour.
PRIVATE GROUPS What if my group wants to travel on our own without being consolidated? If you want the privacy of your own tour bus and a Tour Director just for your group, you can choose to travel as a private group. This option is available for an additional fee, which varies based on the final number of full-paying travelers. If your group fills a standardsize tour bus, the private group option is free. The itinerary may not be modified while on tour (i.e. you do not have the tour bus at your disposal), however you are able to make certain tour modifications prior to the tour departure. Although your base itinerary will include only your group, you may be consolidated with others during optional excursions. Also, due to flight and hotel availability, we require the same departure date flexibility as described above. Please let us know prior to your first enrollment if you would like to be a private group. What if my group is traveling on a customized tour? If your group is traveling on a customized tour you will automatically be traveling as a private group. The tour price for your customized tour can fluctuate based on the group size and will be finalized based on the number of paying travelers at the time of departure.
ENROLLMENT All Enrollment Forms must be received at least 45 days prior to departure. Travelers should provide complete first, middle and last names and dates of birth as they appear (or will appear) on their passports. What is the cost of a name correction? Any corrections to match passport names made after 45 days prior to departure require that we change the reservation. Can a traveler enroll on a waitlist if the tour is full? Upon the discretion of the Group Leader, a waitlist may be offered for full tours. The $95 non-refundable deposit is required for waitlist enrollments. If a spot becomes available on the tour and the applicant chooses to enroll, payment plan and cancellation policy apply. If space is not available by 14 days prior to departure or if the applicant cancels from the waitlist, the $95 deposit will be refunded. Can adults go on tour? Published program prices are based on student rates for transportation, admissions, accommodations, etc. We welcome adults (those age 20 and older, including those who will turn 20 while on tour), but have to charge a per-person flat fee supplement of $125, plus $30 per night of the tour, to cover the difference between student and adult rates. Groups comprised of a majority of adults must select the private group option.
LATE ENROLLMENTS Can a traveler enroll after 45 days prior to departure? If a traveler enrolls 44 days or fewer prior to departure, they are considered a late enrollment. Full payment is needed at time of enrollment. The traveler will be placed on a waiting list while we check bus and availability. If we are unable to place the traveler on a tour or offer an alternate to meet up with the tour, the traveler will receive a full refund.
ROOMING Please ensure that all rooming requests are submitted by 45 days prior to departure. How are students roomed? Students will room in triples or quads with others of the same gender from the entire tour group. This means that students from different schools may room together. Edelweiss Tours uses hotels with rooms that contain two double beds (beds for two people). Two students are expected to share each bed. Can a student request their own bed? The following additional fees will apply: – $40 per hotel night per student – How are adults roomed? Adults are placed in twin accommodations (a hotel room with two single beds) with another adult of the same gender from the entire tour group unless the name of a roommate has been provided. This will mean that adults from different schools/organizations may room together. Can adults request a room with a double bed? Adults can request double-bed accommodations (a room with one bed for two people) by providing the name of their roommate by 45 days prior to departure. Can adults request a single room? Adults can request a single room for an additional $40 per hotel. This fee is in addition to the standard adult supplement fees covered on the previous page.
MISCELLANEOUS When does the tour officially start and end? For those making their own flight arrangements, the tour begins upon arrival at the destination airport and ends upon departure from the last hotel, according to the itinerary. The official length of a tour does not include stay-ahead, stay-behind or any optional periods or activities when travelers are not escorted by a Tour Director. What happens if Edelweiss Tours has to cancel or modify a tour? We retains the right to cancel, modify or delay the tour as a result of unforeseeable events that are beyond our reasonable control, including but not limited to, acts of God, war (whether declared or undeclared), terrorist activities or threats of terrorists activities, instability in a destination country, incidents of violence, public health issues or quarantine or threats of public health issues, substantial currency fluctuations, strikes, government restrictions, fire or severe weather conditions, or any other reason that makes it impossible or commercially unreasonable in the sole opinion of Edelweiss Tours to conduct the tour as originally contracted. Cancellation for causes described in this section shall not be a violation of its obligations to any traveler. Edelweiss Tours is not responsible for loss of passports, airline tickets or other documents, or for loss of or damage to luggage or any other passenger belongings. In the case of a lost paper airline ticket, the traveler is solely responsible for meeting the airline’s requirements (both logistical and financial) for ticket replacement. What about travelers with food allergies? We recognize that some travelers may have severe food allergies. We will do our best to ensure that our suppliers are informed of the situation but we cannot guarantee that all requests will be accommodated. Travelers are responsible for making their own arrangements for all in-flight meals.
RELEASE & AGREEMENT
I (or parent or guardian if enrollee is under 18) am an enrollee for an Edelweiss Tours educational tour. By booking the Educational Tours, I understand and agree to the following: I acknowledge and understand that Edelweiss Tours does not own or operate any entity which is to or does provide goods or services for my program, including, for example, hotels, arrangements for or ownership or control over houses, apartments or other lodging facilities, tour directors, airline, vessel, bus or other transportation companies, local ground operators, visa processing services, providers or organizers of optional excursions, food service or entertainment providers, etc. I acknowledge that all such persons and entities are independent contractors and not employees of or employed by Edelweiss Tours. As a result, Edelweiss Tours 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, Edelweiss Tours, each of their directors, officers, employees, volunteers, sponsors, independent contractors, agents and authorized representatives are 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 occasioned by or resulting from, but not limited to, acts of God, force majeure, acts of government, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal, terrorist or threatened terrorist activities of any kind, overbooking or downgrading of accommodations, structural or other defective conditions in houses, apartments or other lodging facilities (or in any heating, plumbing, electrical or structural problem therein), mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely, dangers associated with or bites from animals, insects or pests, sanitation problems, food poisoning, epidemics or the threat thereof, disease, lack of access to or quality of medical care, difficulty in evacuation in case of a medical or other emergency, or any negligent or willful act or failure to act of any third party, or for any other cause beyond the direct control of EF or MTW. 4. I agree to release Edelweiss Tours and my school, my school district, my school board, MTW, and my Group Leader (the “Released Parties”) from, and agree not to sue the Released Parties for, any and all claims, of any nature related in any manner to my participation in an Edelweiss Tours-sponsored tour, including but not limited to, claims for negligence, breach of contract, breach of express or implied warranties, negligence or wrongful death or any statutorily based claim. I hereby unconditionally and unequivocally waive any and all claims and demands for all damages, losses, costs and expenses of any nature whatsoever (including attorneys’ fees) on account of or arising out of any and all personal injury, death, bodily injury, mental anguish, emotional distress, property or other damage that I may suffer from any cause whatsoever related in any way to my participation in any Edelweiss Tours-sponsored tour. I further agree to release the Released Parties from any and all decisions to cancel, modify or delay the tour as a result of unforeseeable events that are beyond the reasonable control of Edelweiss Tours or which become necessary or advisable so as to increase the quality of the tour. I understand that travel in other nations is not similar to travel within the United States. Programs outside the United States can involve inconvenience and risk, including, but not limited to, forces of nature, geographic and climatic conditions, different hygienic standards, infrastructure problems (including road maintenance, transportation delays and accommodation condition), civil unrest, vandalism, crime, political instability and terrorism. Medical services or facilities may not be readily available or available at all during all or part of a program and, if available, may not be equal to standards in participant’s home country. I assume all risk of bodily injury, death, emotional trauma, property damage, inconvenience and/or loss resulting from negligence or any other acts of any and all persons or entities, however caused, including, but not limited to, those risks mentioned above. It is my intention fully to assume all of the risks of travel and participation in the program and to release the Released Parties from any and all liabilities to the maximum extent permitted by law. If this form is also signed by a parent or legal guardian, that parent or guardian is making a similar release. My tour begins with the landing in the destinations airport and ends upon the boarding return flight back to the origination airport. The air carrier’s liability for loss of or damage to baggage or property, or for death or injury to person, is subject to and limited by the airlines’ contract of carriage, its tariff, the Montreal Convention or Warsaw Convention and their amendments or both. Edelweiss Tours or my Group Leader reserves the right to refuse or cancel my registration at its sole discretion. In such event, standard cancellation policies as outlined in the Booking Conditions apply. I agree to abide by Edelweiss Tours regulations and the directions of my Group Leader, my Tour Director during my tour. Failure to do so may result in my Group Leader or Edelweiss Tours terminating me from the tour immediately. I understand that to disobey such rules or directions is to waive the right to a refund of any part of my program price, and that my Group Leader or Edelweiss Tours may then send me home at my own expense. I agree to abide by all local laws when abroad. I understand that if I abuse or disobey such laws, even unintentionally, I waive my right to a refund of any part of the program price, and my Group Leader or Edelweiss Tours may send me home at my own expense. I also understand that should local authorities be involved, I will be subject to the laws of the country I am visiting. If I become ill or incapacitated, Edelweiss Tours, or my Group Leader, may take any action they deem necessary for my safety and well-being, including notifying parents/guardians and/or securing medical treatment (at my own expense) and transporting me home. Edelweiss Tours retains the right, in its sole discretion, to contact the traveler’s parent(s) and/or guardian with regard to health issues or any matter whatsoever that relates to the traveler’s tour. These rights transcend any and all privacy regulations that may apply. In the event of a medical emergency, Edelweiss Tours will attempt to cause appropriate treatment to be administered, and the traveler authorizes Edelweiss Tours to do so. Edelweiss Tours, however, make no warranty that it will be able to cause effective (or any) emergency treatment to be administered or to be timely administered I have made the choice to travel with the teacher/Group Leader organizing my group. I understand that this choice is not the responsibility of Edelweiss Tours. This Release and Agreement and Edelweiss Tours Booking Conditions constitute the entire agreement between Edelweiss Tours and me with reference to the subject matter herein, and I do not rely upon any promises, inducements or agreements not herein, including but not limited to any oral statements made to me by any agents or employees of Edelweiss Tours, or by my school or Group Leader. This agreement may be amended or modified only in a writing, signed by Edelweiss Tours. This agreement and performance hereunder shall be governed in all respects, by the substantive laws. In the event of any claim, dispute or proceeding arising out of my relationship with Edelweiss Tours, or any claim which arises between the Parties, whether or not related to this agreement, the literature for the trip or the trip itself, it shall be resolved solely in courts of the United States District Court for the District of Oregon. LIMITED POWER OF ATTORNEY For parents/guardians of travelers under the age of 18 I understand and agree, in accordance with the “Enrollment Booklet,” “Release and Agreement” and “Booking Conditions,” that the tour itinerary may include certain activities that may require the Group Leader to sign a release on behalf of the travelers (who are minors and cannot sign for themselves) in order to allow participation. This Limited Power of Attorney allows the Group Leader to execute these documents on your behalf should the need arise. Your execution of this Limited Power of Attorney is voluntary and if you choose not to grant this Limited Power of Attorney your child may still participate in the tour but may not be able to participate in some tour activities. With regard to said activities: 1. I understand and agree that my child with my permission has voluntarily chosen to participate in the activities and we assume all dangers and risks associated with the activities. 2. I do hereby delegate to the Group Leader a “Limited Power of Attorney” and full authority to sign any documents, including but not limited to liability releases, permission slips, waivers and/or any other type of participation agreement required by the operators of any activity for participation. By booking with Edelweiss Tours, I understand and agree to the above. RELEASE & AGREEMENT Edelweiss Tours RULES ALL TRAVELERS MUST ADHERE TO THE FOLLOWING REGULATIONS WHILE ON TOUR All scheduled activities are obligatory. If you are sick or have a physical ailment that might prevent you from participating in an activity, you must tell the Group Leader, who should notify the Tour Director. If you want to visit friends or relatives in a destination country, your Group Leader must be told before the tour begins. You are expected to respect the nightly curfew that your Group Leader may set for your own safety and security. Room checks will be conducted at the Group Leader’s discretion. Visitors or group members of the opposite sex are not permitted in your room. Smoking is not allowed on buses, during meals, in hotel rooms or in any other shared, enclosed space. Hitchhiking and the driving or renting of any motor vehicle is strictly forbidden for all travelers. You are required to pay for any phone calls or incidental personal expenses incurred at hotels. These will be payable the evening before departure at each hotel. Travelers under the age of 18 may not consume alcohol on tour.The consumption of hard liquor is strictly forbidden. Group Leaders and/or parents may prohibit all alcohol consumption at their discretion. Excessive drinking by any traveler will not be tolerated and will result in dismissal from tour at the traveler’s own expense. Illegal activities will not be tolerated and are punishable by immediate dismissal from the tour. If you are involved in any illegal activities, all costs to return home are at your expense. If the local authorities are involved, you will be subject to the laws of the country you are visiting. Payment for damage done to hotel rooms or to buses is your responsibility. If you notice any damage upon arrival at a hotel, you should notify the Tour Director immediately.
These Booking Conditions are valid for all Edelweiss Tours and are subject to change with or without notice. The most current Booking Conditions at the time of your departure will apply.
WHAT’S INCLUDED IN THE PRICE? –
Program price – Accommodations in hotels with private bathrooms (unless otherwise indicated on the itinerary) – A Tour Director available 24 hours a day from when you arrive until you depart (unless otherwise indicated on your itinerary) – Breakfast and dinner daily. – Sightseeing tours and excursions led by licensed local guides as specified – Airport transfers and transportation between destination cities – Transportation to all included activities – Entrance fees and theater tickets as specified – Cruises, trains or ferries as specified – Licensed Security Guard at hotel. The above apply to all tours unless otherwise noted on the tour itinerary. If we ever fail to provide you with any of the above, we will refund you its value upon your return from the tour.
WHAT’S NOT INCLUDED IN THE PRICE? – Rooming supplement (if applicable) – Optional excursions (except where indicated) – Global Travel Protection plan – Beverages and lunches (except where specified) – Transportation to free-time activities – Customary gratuities (for your Tour Director, bus drivers and local guides) – Porterage – Any applicable baggage-handling fees imposed by the airlines – Expenses caused by airline rescheduling, cancellations or delays caused by the airlines, bad weather or events beyond control – Passport, visa and reciprocity fees PRICE VALIDITY Availability of prices in this brochure is limited, and at the time a traveler enrolls on a tour, prices may be different. GROUP TRAVEL How does group travel work? We believe that all students should have the opportunity to travel, which means we do everything we can to keep our program prices the lowest in the industry without sacrificing quality. One of the ways we do that is by combining groups to fill a tour bus, so that all travelers help cover the costs of the bus, the Tour Director, local guides, etc. Consolidating groups also allows travelers to meet students from other schools, although groups may not be of the same age level. Therefore, in order for everyone to travel for the lowest price possible, group travel requires some flexibility. Each group submits its preferred tour choices and travel dates, and then we book all of the groups with the same requested tours on one specific departure date.
Anything else I need to know about my itinerary? Based on your travel dates, there may be times when it becomes necessary to modify your itinerary. Sometimes this involves changing the order in which cities are visited, altering your length of stay in a city, or using an alternate airport. On certain days, especially holidays, some tour inclusions may be unavailable. In such cases, we will substitute different inclusions or provide a refund after the tour. Tours are designed for students, as reflected in the pacing, accommodations and other aspects of the tour.
PRIVATE GROUPS What if my group wants to travel on our own without being consolidated? If you want the privacy of your own tour bus and a Tour Director just for your group, you can choose to travel as a private group. This option is available for an additional fee, which varies based on the final number of full-paying travelers. If your group fills a standardsize tour bus, the private group option is free. The itinerary may not be modified while on tour (i.e. you do not have the tour bus at your disposal), however you are able to make certain tour modifications prior to the tour departure. Although your base itinerary will include only your group, you may be consolidated with others during optional excursions. Also, due to flight and hotel availability, we require the same departure date flexibility as described above. Please let us know prior to your first enrollment if you would like to be a private group. What if my group is traveling on a customized tour? If your group is traveling on a customized tour you will automatically be traveling as a private group. The tour price for your customized tour can fluctuate based on the group size and will be finalized based on the number of paying travelers at the time of departure.
ENROLLMENT All Enrollment Forms must be received at least 45 days prior to departure. Travelers should provide complete first, middle and last names and dates of birth as they appear (or will appear) on their passports. What is the cost of a name correction? Any corrections to match passport names made after 45 days prior to departure require that we change the reservation. Can a traveler enroll on a waitlist if the tour is full? Upon the discretion of the Group Leader, a waitlist may be offered for full tours. The $95 non-refundable deposit is required for waitlist enrollments. If a spot becomes available on the tour and the applicant chooses to enroll, payment plan and cancellation policy apply. If space is not available by 14 days prior to departure or if the applicant cancels from the waitlist, the $95 deposit will be refunded. Can adults go on tour? Published program prices are based on student rates for transportation, admissions, accommodations, etc. We welcome adults (those age 20 and older, including those who will turn 20 while on tour), but have to charge a per-person flat fee supplement of $125, plus $30 per night of the tour, to cover the difference between student and adult rates. Groups comprised of a majority of adults must select the private group option.
LATE ENROLLMENTS Can a traveler enroll after 45 days prior to departure? If a traveler enrolls 44 days or fewer prior to departure, they are considered a late enrollment. Full payment is needed at time of enrollment. The traveler will be placed on a waiting list while we check bus and availability. If we are unable to place the traveler on a tour or offer an alternate to meet up with the tour, the traveler will receive a full refund.
ROOMING Please ensure that all rooming requests are submitted by 45 days prior to departure. How are students roomed? Students will room in triples or quads with others of the same gender from the entire tour group. This means that students from different schools may room together. Edelweiss Tours uses hotels with rooms that contain two double beds (beds for two people). Two students are expected to share each bed. Can a student request their own bed? The following additional fees will apply: – $40 per hotel night per student – How are adults roomed? Adults are placed in twin accommodations (a hotel room with two single beds) with another adult of the same gender from the entire tour group unless the name of a roommate has been provided. This will mean that adults from different schools/organizations may room together. Can adults request a room with a double bed? Adults can request double-bed accommodations (a room with one bed for two people) by providing the name of their roommate by 45 days prior to departure. Can adults request a single room? Adults can request a single room for an additional $40 per hotel. This fee is in addition to the standard adult supplement fees covered on the previous page.
MISCELLANEOUS When does the tour officially start and end? For those making their own flight arrangements, the tour begins upon arrival at the destination airport and ends upon departure from the last hotel, according to the itinerary. The official length of a tour does not include stay-ahead, stay-behind or any optional periods or activities when travelers are not escorted by a Tour Director. What happens if Edelweiss Tours has to cancel or modify a tour? We retains the right to cancel, modify or delay the tour as a result of unforeseeable events that are beyond our reasonable control, including but not limited to, acts of God, war (whether declared or undeclared), terrorist activities or threats of terrorists activities, instability in a destination country, incidents of violence, public health issues or quarantine or threats of public health issues, substantial currency fluctuations, strikes, government restrictions, fire or severe weather conditions, or any other reason that makes it impossible or commercially unreasonable in the sole opinion of Edelweiss Tours to conduct the tour as originally contracted. Cancellation for causes described in this section shall not be a violation of its obligations to any traveler. Edelweiss Tours is not responsible for loss of passports, airline tickets or other documents, or for loss of or damage to luggage or any other passenger belongings. In the case of a lost paper airline ticket, the traveler is solely responsible for meeting the airline’s requirements (both logistical and financial) for ticket replacement. What about travelers with food allergies? We recognize that some travelers may have severe food allergies. We will do our best to ensure that our suppliers are informed of the situation but we cannot guarantee that all requests will be accommodated. Travelers are responsible for making their own arrangements for all in-flight meals.
RELEASE & AGREEMENT
I (or parent or guardian if enrollee is under 18) am an enrollee for an Edelweiss Tours educational tour. By booking the Educational Tours, I understand and agree to the following: I acknowledge and understand that Edelweiss Tours does not own or operate any entity which is to or does provide goods or services for my program, including, for example, hotels, arrangements for or ownership or control over houses, apartments or other lodging facilities, tour directors, airline, vessel, bus or other transportation companies, local ground operators, visa processing services, providers or organizers of optional excursions, food service or entertainment providers, etc. I acknowledge that all such persons and entities are independent contractors and not employees of or employed by Edelweiss Tours. As a result, Edelweiss Tours 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, Edelweiss Tours, each of their directors, officers, employees, volunteers, sponsors, independent contractors, agents and authorized representatives are 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 occasioned by or resulting from, but not limited to, acts of God, force majeure, acts of government, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal, terrorist or threatened terrorist activities of any kind, overbooking or downgrading of accommodations, structural or other defective conditions in houses, apartments or other lodging facilities (or in any heating, plumbing, electrical or structural problem therein), mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely, dangers associated with or bites from animals, insects or pests, sanitation problems, food poisoning, epidemics or the threat thereof, disease, lack of access to or quality of medical care, difficulty in evacuation in case of a medical or other emergency, or any negligent or willful act or failure to act of any third party, or for any other cause beyond the direct control of EF or MTW. 4. I agree to release Edelweiss Tours and my school, my school district, my school board, MTW, and my Group Leader (the “Released Parties”) from, and agree not to sue the Released Parties for, any and all claims, of any nature related in any manner to my participation in an Edelweiss Tours-sponsored tour, including but not limited to, claims for negligence, breach of contract, breach of express or implied warranties, negligence or wrongful death or any statutorily based claim. I hereby unconditionally and unequivocally waive any and all claims and demands for all damages, losses, costs and expenses of any nature whatsoever (including attorneys’ fees) on account of or arising out of any and all personal injury, death, bodily injury, mental anguish, emotional distress, property or other damage that I may suffer from any cause whatsoever related in any way to my participation in any Edelweiss Tours-sponsored tour. I further agree to release the Released Parties from any and all decisions to cancel, modify or delay the tour as a result of unforeseeable events that are beyond the reasonable control of Edelweiss Tours or which become necessary or advisable so as to increase the quality of the tour. I understand that travel in other nations is not similar to travel within the United States. Programs outside the United States can involve inconvenience and risk, including, but not limited to, forces of nature, geographic and climatic conditions, different hygienic standards, infrastructure problems (including road maintenance, transportation delays and accommodation condition), civil unrest, vandalism, crime, political instability and terrorism. Medical services or facilities may not be readily available or available at all during all or part of a program and, if available, may not be equal to standards in participant’s home country. I assume all risk of bodily injury, death, emotional trauma, property damage, inconvenience and/or loss resulting from negligence or any other acts of any and all persons or entities, however caused, including, but not limited to, those risks mentioned above. It is my intention fully to assume all of the risks of travel and participation in the program and to release the Released Parties from any and all liabilities to the maximum extent permitted by law. If this form is also signed by a parent or legal guardian, that parent or guardian is making a similar release. My tour begins with the landing in the destinations airport and ends upon the boarding return flight back to the origination airport. The air carrier’s liability for loss of or damage to baggage or property, or for death or injury to person, is subject to and limited by the airlines’ contract of carriage, its tariff, the Montreal Convention or Warsaw Convention and their amendments or both. Edelweiss Tours or my Group Leader reserves the right to refuse or cancel my registration at its sole discretion. In such event, standard cancellation policies as outlined in the Booking Conditions apply. I agree to abide by Edelweiss Tours regulations and the directions of my Group Leader, my Tour Director during my tour. Failure to do so may result in my Group Leader or Edelweiss Tours terminating me from the tour immediately. I understand that to disobey such rules or directions is to waive the right to a refund of any part of my program price, and that my Group Leader or Edelweiss Tours may then send me home at my own expense. I agree to abide by all local laws when abroad. I understand that if I abuse or disobey such laws, even unintentionally, I waive my right to a refund of any part of the program price, and my Group Leader or Edelweiss Tours may send me home at my own expense. I also understand that should local authorities be involved, I will be subject to the laws of the country I am visiting. If I become ill or incapacitated, Edelweiss Tours, or my Group Leader, may take any action they deem necessary for my safety and well-being, including notifying parents/guardians and/or securing medical treatment (at my own expense) and transporting me home. Edelweiss Tours retains the right, in its sole discretion, to contact the traveler’s parent(s) and/or guardian with regard to health issues or any matter whatsoever that relates to the traveler’s tour. These rights transcend any and all privacy regulations that may apply. In the event of a medical emergency, Edelweiss Tours will attempt to cause appropriate treatment to be administered, and the traveler authorizes Edelweiss Tours to do so. Edelweiss Tours, however, make no warranty that it will be able to cause effective (or any) emergency treatment to be administered or to be timely administered I have made the choice to travel with the teacher/Group Leader organizing my group. I understand that this choice is not the responsibility of Edelweiss Tours. This Release and Agreement and Edelweiss Tours Booking Conditions constitute the entire agreement between Edelweiss Tours and me with reference to the subject matter herein, and I do not rely upon any promises, inducements or agreements not herein, including but not limited to any oral statements made to me by any agents or employees of Edelweiss Tours, or by my school or Group Leader. This agreement may be amended or modified only in a writing, signed by Edelweiss Tours. This agreement and performance hereunder shall be governed in all respects, by the substantive laws. In the event of any claim, dispute or proceeding arising out of my relationship with Edelweiss Tours, or any claim which arises between the Parties, whether or not related to this agreement, the literature for the trip or the trip itself, it shall be resolved solely in courts of the United States District Court for the District of Oregon. LIMITED POWER OF ATTORNEY For parents/guardians of travelers under the age of 18 I understand and agree, in accordance with the “Enrollment Booklet,” “Release and Agreement” and “Booking Conditions,” that the tour itinerary may include certain activities that may require the Group Leader to sign a release on behalf of the travelers (who are minors and cannot sign for themselves) in order to allow participation. This Limited Power of Attorney allows the Group Leader to execute these documents on your behalf should the need arise. Your execution of this Limited Power of Attorney is voluntary and if you choose not to grant this Limited Power of Attorney your child may still participate in the tour but may not be able to participate in some tour activities. With regard to said activities: 1. I understand and agree that my child with my permission has voluntarily chosen to participate in the activities and we assume all dangers and risks associated with the activities. 2. I do hereby delegate to the Group Leader a “Limited Power of Attorney” and full authority to sign any documents, including but not limited to liability releases, permission slips, waivers and/or any other type of participation agreement required by the operators of any activity for participation. By booking with Edelweiss Tours, I understand and agree to the above. RELEASE & AGREEMENT Edelweiss Tours RULES ALL TRAVELERS MUST ADHERE TO THE FOLLOWING REGULATIONS WHILE ON TOUR All scheduled activities are obligatory. If you are sick or have a physical ailment that might prevent you from participating in an activity, you must tell the Group Leader, who should notify the Tour Director. If you want to visit friends or relatives in a destination country, your Group Leader must be told before the tour begins. You are expected to respect the nightly curfew that your Group Leader may set for your own safety and security. Room checks will be conducted at the Group Leader’s discretion. Visitors or group members of the opposite sex are not permitted in your room. Smoking is not allowed on buses, during meals, in hotel rooms or in any other shared, enclosed space. Hitchhiking and the driving or renting of any motor vehicle is strictly forbidden for all travelers. You are required to pay for any phone calls or incidental personal expenses incurred at hotels. These will be payable the evening before departure at each hotel. Travelers under the age of 18 may not consume alcohol on tour.The consumption of hard liquor is strictly forbidden. Group Leaders and/or parents may prohibit all alcohol consumption at their discretion. Excessive drinking by any traveler will not be tolerated and will result in dismissal from tour at the traveler’s own expense. Illegal activities will not be tolerated and are punishable by immediate dismissal from the tour. If you are involved in any illegal activities, all costs to return home are at your expense. If the local authorities are involved, you will be subject to the laws of the country you are visiting. Payment for damage done to hotel rooms or to buses is your responsibility. If you notice any damage upon arrival at a hotel, you should notify the Tour Director immediately.