Terms, Conditions, and Agreement
- The initial deposit, as stated on tour brochure, is non-refundable.
- Visa, Mastercard, Amex and other major credit can be used for ALL tour payments.
- PLEASE NOTE: Upon our receipt of your application, you will be invoiced by EA Tours and payment may be made online by check or credit card with the invoice. Following your initial deposit payment, credit cards can be accepted either by phone OR by completing the credit card information area.
Thank you for planning to travel with EA Tours. An EA Tours representative will be contacting you for payment of your initial deposit. Payment must be received within 72 hours for your application to remain valid.
INTERNATIONAL TOUR DEPOSIT/ADMINISTRATIVE PAYMENT POLICY: For international tours, the price includes a non-refundable, for any reason, deposit/administrative fee, which is listed on your tour brochure. In order to participate in a tour offering, an official tour application must be submitted along with the deposit. The deposit/administrative fee is considered your initial payment. A subsequent payment will be due within 2-4 weeks of receipt by EA Tours.
DOMESTIC TOUR DEPOSIT/ADMINISTRATIVE PAYMENT POLICY: For tours operated by EA Tours, the price includes a non-refundable (FOR ANY REASON), deposit / administrative fee, which is listed on your tour brochure. In order to participate in a tour offering, an official participant tour application must be submitted along with the deposit. The deposit/administrative fee is considered your initial payment and is non-refundable for any reason. A subsequent deposit/administrative fee / payment will be due within 2-4 weeks by EA Tours. To learn more about what applies to your specific groups terms and conditions, please consult with your group’s coordinator or call our offices.
TOUR PRICE/TOUR PAYMENT: All prices are based on tariffs, rates (if applicable) and governmental regulations in effect at the time of tour pricing and with notification may be subject to change. The tour price is based on multi-bedded rooms (generally, triples for international tours and quads for domestic tours) unless specifically stated otherwise in the brochure. For tours utilizing multi-bedded rooms, a guaranteed single or double room may be available upon request and will be charged as a supplemental fee. Entrance fees and other tour related items associated with certain venues may have age-sensitive pricing. Thus, occasional “adult” supplements may apply. Tour prices and arrangements offered are only valid with a scheduled group departure. Any balance due of final payment must be received by EA TOURS no later than seventy days (in some cases 90 days) prior to departure. All final payments must be paid within 48 hours after the listed due date on the applicable tour invoice or the participant will be charged a $95.00 late fee. Non-payment within the designated timelines may cause a participant to be subject to cancellation without refund benefits, whatsoever. Discover, Diner’s Club, VISA, MasterCard and American Express are accepted for payment. If you think you will have a problem with your final payment, please contact us. EA TOURS wants to work with you. PLEASE MAKE ALL CHECKS PAYABLE TO EA TOURS. Any payment made TO EA TOURS is subject to the CANCELLATION/REFUND policies explained in both online and printed materials. The following policy applies if reservations for a tour are made 60 days or less (considered a late reservation) prior to departure: Any late reservation will be considered only after receiving the participant’s application and tour payment in full (less airline and governmental taxes or excess fees which will be billed at a later time). After the application and payment are received, the individual tour price and arrangements (if different from that of the group) will be determined. All fees due (including taxes, governmental surcharges, excess fees, etc.) must be paid in full before an airline ticket will be issued. Should an individual who applied 60 days or less determine that either the price or arrangements are unacceptable to the participant, they have the right to decline the offer and receive a full refund. Due to limited space, file your application/administration fee as soon as possible.
TOUR CANCELLATION AND REFUND: Any cancellation/refund request must be submitted in writing and the effective date of cancellation will be the day that EA TOURS receives the written notice. For a cancellation/refund request received within 150 days, but not later than 100 days prior to departure, a refund minus 40% of the total tour price will be issued. For a cancellation/refund request received from 99 days, but not later than 60 days prior to departure, a refund minus 75% of the total tour price will be issued. For a cancellation/refund request received from 59 days, but not later than 31 days prior to departure, a refund minus 85% of the total tour price will be issued. A cancellation/refund request received 30 days or less prior to departure, or any tour participant who is a no-show for whatever reason, will not receive a refund of any kind.
By making payments for the associated tour and signing below, I understand, accept and acknowledge that I have engaged EA TOURS and its partner(s) to work on my behalf. And as such, and because the tasks and work associated with making my related tour arrangements require payments (overhead) to be made to company employees, general company related overhead, consultants, tour related suppliers (hotels, airlines, reservation fees, transportation costs, restaurant reservation fees, etc.) as well as other yet to be determined resources, I accept the stipulated refund policies as totally acceptable, fair and reasonable and I will offer no dispute(s), whatsoever, to the stipulated refund policies.
Cancellation by a tour participant due to concerns of terrorist activity will be considered as a subjective opinion of the tour participant and shall not be the basis of either a partial or full refund of monies paid, even if based on terrorist activity in the region of proposed travel. In the event a tour is scheduled to visit a country in which travel by U.S. citizens has been officially forbidden or outlawed by the United States government, for any reason, EA TOURS reserves the right to alter or change the dates and/or itinerary to avoid such areas that are potentially dangerous, or for which the U.S. government has issued travel warnings of any level, or which has been officially forbidden for travel by U.S. citizens without incurring a liability for refunds. State Department advisories and/or warnings do not constitute or imply that travel to the countries mentioned has been officially forbidden or outlawed. Additional fees may be applied in the event EA TOURS is instructed to make changes to the itinerary. In the event an institution elects not to offer a program or withdraws affiliation, for any reason, regardless of when that decision is made, EA TOURS is not liable for refunds of fees, except as outlined in the cancellation and refund section of this application. Furthermore, if a student withdraws, is suspended or expelled from a school (with whom travel is scheduled) and either the school or the student requests that they not participate in the tour, refunds will be issued in accordance with the terms outlined in the cancellation and refund section of the tour conditions. Tour participation is non-transferable. Please Note: Optional Tour Cancellation Insurance and Cancel For Any Reason Insurance is available and could help you avoid costly forfeitures. It is the responsibility of the participant to request information about optional travel insurance/coverage.
TRANSPORTATION: Included in the tour price of each program, unless stated otherwise or not applicable, is airfare and/or other required ground transportation (city to city transport, some city sightseeing, inter-tour transportation, etc.). Based on past group size and/or information supplied by group leader / leaders, EA TOURS may reserve a specific number of airline seats at the beginning of the tour offering. In the unforeseen event that the number of tour participants exceeds the number of seats reserved, EA TOURS will request additional seats at the applicable group fare. However, in the unfortunate event that seats are not available, at the applicable group fare, the excess tour participants may be offered one of the following options: pay the difference in the airfare, receive a refund of all monies paid, or travel on a flight schedule different from the group’s. Even though EA TOURS strives to supply flights with as few flight changes as possible, no guarantee is made that either non-stop or direct flights will be used. Additionally, because EA TOURS does not control airline inventory, seating assignments, EA TOURS will request, but cannot guarantee, specific seating for any individual or group. Flight deviations are considered on a per case basis (requests for persons not traveling with the group either one way or round trip) and may be allowed by requests in writing and when allowed, will incur additional fees and be subject to any increase in the airfare which may be charged by the airline. Other fees / charges may apply. In the unforeseen event that an airline, train company or any supplier of transportation, alters/changes schedules, dates or type of equipment and additional costs are incurred, the participant agrees to pay any cost difference related to the changes. Furthermore, the participant understands and accepts that any additional costs to replace the pertinent/required transportation will be billed as a separate item and are not the responsibility of EA Tours.
SIGHTSEEING: Most fees for items specified in the itinerary are included in the tour price. EA TOURS may offer and if offered, make information available concerning optional excursions in which the tour participant may wish to participate during their free time. In order to gain the maximum benefit of your tour, some of the sightseeing may include walking.
GROUP SIZE: Most tour prices are based on a minimum of 15 paying tour participants traveling together. EA TOURS reserves the exclusive right to operate a program with ANY NUMBER of participants. Additionally, EA TOURS reserves the exclusive right to cancel a tour at its discretion. In the event a tour is canceled, the only responsibility of EA TOURS is to adhere to the terms stated in the “Cancellation and Refund” section of the tour conditions.
HOTELS/MEALS: Hotel accommodations are based on multi-bedded rooms unless tour prices are based on specific guidelines as outlined on applicable tour brochure. Generally, the range is two, three, or four persons to a room. All hotels used will be good, middle class hotels and frequently the meals will be taken in the hotel. EA TOURS reserves the right to request either individually, or on a group basis, a refundable hotel damage deposit. In the event a hotel deposit is requested, EA TOURS will give the tour participant(s) as much written notice, as possible, of intent to collect a deposit. Damage deposits are usually no more than $100.00 per person, but may be more, and are fully refundable (pending hotel and bus inspections) following completion of the tour. In the event a damage deposit is required of tour participant(s), they will be given instructions as to the method of payment with written notice of intent. In the unforeseen event that due to male and female ratios being disproportionate for rooming purposes, and it becomes necessary for a single room to be utilized, the tour participant who will occupy the single room is responsible to pay a single supplement equal to approximately 25% of the total tour cost. Unless stated otherwise, most meals are included in each program. Occasionally a packed dinner/lunch will be provided as a main meal. Also, the participant will be given ample time and notice as to the meals which are deleted so that he/she will be able to plan accordingly. In the event a tour participant and/or entire group chooses to use a hotel, restaurant or any other services other than that selected by EA TOURS, additional expenditures are at the sole expense of the participant or group.
NOT INCLUDED: Passport fees, port charges, any visas needed, drinks with meals, a la carte choice of menu, porterage, excess baggage, tourist cards, valet and room service, telephone calls, additional excursions, tour director and long-haul coach driver tips, governmental/ international airline taxes, credit card usage fees, Covid testing or any other illness related testing and any item not specifically mentioned in the itinerary is not included.
BAGGAGE: Baggage limits are controlled by the airlines and usually limit passengers to 1 medium sized piece of checked luggage and one “under seat baggage.” Strict fees are applied on too many or overweight bags and are the sole responsibility of the participant. It is the responsibility of the participant to check with their respective airline to understand the exact size and weight restrictions imposed by that airline. EA TOURS allocates space for only one medium/large sized piece of luggage and one “under seat baggage.” In the event that group luggage exceeds the allocated space (either in weight or dimensions) on the provided group transportation and EA TOURS must hire or charter additional transportation to carry luggage, any excess fees may be shared by all members of the group. Please adhere to these luggage limits.
CURFEW/RULES: All tour participants will conduct themselves in a mature and responsible manner. It is understood that after dark, or any time otherwise determined and advised by tour leadership, any participant (12th grade or younger) must be with an advisor for evening activities. Chaperones will enforce the EA TOURS 12 o’clock midnight curfew for any participants that have not been high school graduates for longer than a year. Curfew for adult and college level participants is to be determined and advised by their respective chaperone/teacher. Consumption of alcoholic beverages by minors is expressly forbidden as subject to the laws governing the United States of America. Additional specific rules regarding curfew and other rules of behavior and conduct may apply.
INTERNATIONAL TRAVEL DOCUMENTS: If traveling on a EA TOURS international journey, all US citizens will require a passport for travel outside of the country. Generally, passports must be valid for a minimum of 90 days after returning to the USA. Many countries require validity extending longer than 90 days. It is the responsibility of the participant to have a valid passport. It is the sole responsibility of the tour participant to be aware of pertinent guidelines of the countries they will be visiting. Most participants will be required to submit their passport number, expiration date and name AS APPEARS ON PASSPORT before departure. Any visa requirements for entrance into any country, or countries of a particular program as listed in the itinerary, is the sole responsibility of the tour participant. It is recommended that any necessary visa requirements be filed as early as possible prior to departure.
TEACHER/CHAPERONE RESPONSIBILITY: According to the official rules and guidelines as prescribed by EA TOURS, accompanying teachers and chaperones are expected to assist in maintaining and setting an example of appropriate standards of discipline. Also, teachers and chaperones are not to be considered professional tour directors nor are they to act as such, thus freeing them of the responsibilities and liabilities involved with handling tour arrangements. Schools, teachers and/or chaperones and any other involved organization are not to be held responsible or liable for any occurrence or action taken, whatsoever, in conjunction with a tour offering or with the implementation of a tour. Parents participating in the tour are not to be considered chaperones and have no duties or responsibilities in tour leadership.
INSURANCE AND MEDICAL CARE: Optional travel related insurance is recommended and available through EA TOURS. Tour cancellation insurance and Cancel for Any Reason Travel Insurance is valuable and could help you avoid costly forfeitures. For additional information concerning optional insurance, please contact EA TOURS. In the event that a tour participant becomes ill, loses important documents or for some other reason is unable to proceed with the group on the scheduled itinerary, it may be deemed necessary for another person (teacher, group leader or tour coordinator), for the purpose of assistance and security, to remain with the tour participant. If circumstances dictate that a person remain with the tour participant, then the tour participant must be prepared to pay any and all expenses (travel costs, meals, hotels, etc.) related to the incident for themselves and the person offering assistance. These expenses might include transportation costs to rejoin the group, meal costs, taxi fares and hotel costs. Naturally, when possible, every effort will be made to immediately notify parents and/or guardians.
RESPONSIBILITY AND LIABILITY: EA Tours is responsible to the participants in making arrangements for accommodations and services furnished only as listed on the applicable tour brochure. Furthermore, schools, teachers and/or advisors, and any other sponsoring organization are not to be held responsible or liable for any occurrence or action taken, whatsoever, in conjunction with a tour offering. EA TOURS and its partner(s) shall be responsible to the tour participants as set forth in the brochure except to the extent that such services furnished in connection with the tour cannot be provided due to delays, acts of war, terrorism, pandemics / global disasters and illness or causes beyond the control of EA TOURS and its partner(s). In the event that services and accommodations set forth in the brochure cannot be supplied due to delays or causes beyond the control of EA TOURS and its partner(s), EA TOURS and its partner(s) will do all that is possible to supply compatible services and accommodations. In the event that EA TOURS, in its absolute discretion, determines that it is in the best interest of the tour participant to amend the services, accommodations or itinerary after the tour has commenced or in the event the accommodations or services are not used by the participant due to his voluntary omission, EA TOURS shall not give any tour participant a refund of the journey price. The tour participant and if applicable, his parents or guardians, hereby waives and releases any claim or cause action against EA TOURS, its officers, directors or partner(s) for any damages to or loss of property or injury to or death of the tour participant by any reason of any act of negligence whatsoever of any hotel, agency or person rendering any of the services and accommodations included in the tour, for any reason whatsoever beyond the control of EA TOURS and its partner(s). In the unlikely event that legal action is taken against EA TOURS and its partner(s) and/or its officers or directors, the tour participant and/or representative agrees to pursue such action in the state of Florida and the home county where the fore mentioned parties are headquartered. The right is reserved to decline, accept or retain any person as a member of the tour at any time should such person’s health or general deportment impede the operation of the tour to the detriment of other participants. If the tour participant becomes ill or incapacitated, EA TOURS and its partner(s) may take such action, as it considers necessary, upon parental notification, to secure medical treatment and/or transport the tour participant to the United States, at the expense of the tour participant and/or parents and legal guardians. If at any time the tour participant does not adhere to the rules, standards and instructions of EA TOURS and/or its representative(s) the tour participant may be sent to their point of origin with their participation terminated, without a refund of fees, and at the expense of the tour participant and/or parents and legal guardians. In the event that tour participant leaves a tour for any reason, the sole responsibility of EA TOURS and/or its representatives is to attempt to make arrangements to escort the tour participant, at the participants expense, to the nearest airport/ bus depot/ train station/ or other exit gateway and aid, if applicable, with check-in and departure procedures. All prices are subject to Governmental, IATAN and ARC regulations if in effect at the actual time of departure. Non-refundable airline tickets must be paid 30 days prior to departure (subject to change).
The above stated tour conditions are subject to revision and/or alteration without notice. The tour conditions listed on the tour participant application supersede and override those listed on the tour brochure.
I understand that during an EA TOURS "tour", of which I will be a participant, photographs may be taken of tour participants individually or in group activities and at a later date may be using these photographs for advertising and promotional purposes. I do hereby give my permission to use such photographs, which may include photographs of me, as stated above.
I agree that, in the unlikely event that a sponsoring organization, group, or school instructs EA TOURS to alter, change, delay, postpone or cancel my tour (in any way), I am subject to these changes and the tour conditions stated in this agreement. Additionally, I understand that as EA TOURS is responsible to oversee and organize the tour on which I wish to participate, that I will not take any action to interfere with, alter, change, or circumvent the rules, policies or procedures of EA TOURS management and leadership.
I have read the terms and conditions set forth in EA Tours brochure and the application/participation agreement and I understand they constitute my agreement with EA Tours. By signing below and making payments for the associated tour, I understand, accept and acknowledge that I have engaged EA TOURS to work on my behalf. And as such, due to the tasks / work, (performed by EA TOURS) associated with making my related tour arrangements, require payments be made to company employees, general company related overhead, consultants, tour related suppliers (hotels, airlines, reservation fees, transportation costs, restaurant reservation fees, etc.) as well as other yet to be determined resources, I accept the stipulated refund policies as acceptable, fair and reasonable.
In the event that proof of a vaccination (of any type) is required to travel by airlines, public transportation, hotels, restaurants or touring sites, by governmental entities or any tour other related entity, it is understood that it is the sole responsibility of the traveler to facilitate the acquisition of the vaccination(s) and to carry proof of vaccination. Costs for vaccination(s) or other related logistics are totally at the additional expense and responsibility of the traveler. If, after a traveler has made payments for a tour but subsequently elects not to receive a vaccination(s), or for any reason is unable to receive a vaccination in a time-frame that allows them to travel on the scheduled departure dates, regardless of the reason, the tour conditions and refund policies stated above apply and are not altered. It is further understood that, if in the event a participant contracts COVID-19, or any other illness, prior to departure and are unable to travel on the prescribed trip, they are still subject to the tour conditions and refund policy as stated in the online Application and Participation Agreement.
I understand that in order to protect the investment I am and will be making, I should purchase "Cancel for Any Reason Trip Insurance." I also understand that, as there are very specific guidelines and policies dictated by individual Travel Insurers and Insurance Companies as to the timelines of when insurance may be purchased in relation to the timing of my filing my Application and Tour Participation Agreement, that travel insurance coverage should be purchased as soon as I file my Application and Tour Participation Agreement. I acknowledge that EA TOURS has requested that I thoroughly read and understand my policy.
I further acknowledge that I am aware of the risks and dangers associated with international travel, including travel to where the tour I have joined is going. I have knowingly chosen to accept and assume all such associated risks and dangers due to Novel Coronavirus (COVID-19) and / or any other virus, illness, sickness - known or unknown at this time. I hereby release, waive, covenant not to sue, hold harmless and forever discharge EA Tours and associated sponsoring or non-sponsoring organizations, any officials, employees, agents, and representatives from any and all liabilities, claims, damages, losses, expenses, injuries, or other harms, whether known or unknown, resulting from or related to my participation in the Tour, its activities, or the associated travel.
I agree to indemnify and hold EA Tours, Inc., its Board of Directors, Advisory Board Members, Managers, and associated sponsoring, or non-sponsoring, affiliated organizations and its officials, employees, agents, and representatives harmless from and against any and all any and all liabilities, claims, damages, losses, expenses (including but not limited to reasonable attorneys' fees and other litigation costs and expenses), injuries, or other harms incurred by EA Tours and associated sponsoring, non-sponsoring and / or affiliated organizations or any of its officials, employees, agents, and representatives as a result of any claims or suits that I (or anyone claiming by, under, or through me) may bring to recover any liabilities, claims, damages, losses, expenses, injuries, or other harms that arise during or as a result of my participation in the Tour, its activities, or the associated travel.
I expressly agree that this Voluntary Release and Waiver of Liability is intended to be as broad and inclusive as permitted by the laws of the State of Florida.
I acknowledge that I have carefully read this Voluntary Release and Waiver of Liability and fully understand that it is a release of all liability and that I am knowingly and voluntarily executing this agreement. By signing below, I express my understanding of the scope of this Voluntary Release and Waiver of Liability and acknowledge my knowing and voluntary intent to enter into the agreement.
PARENT PARTICIPANTS: Specifically, I will not undertake to encourage tour participants to leave group activities, not attend group activities, or depart from the group’s scheduled itinerary at any time unless specifically approved by tour leadership. I understand that, unless informed of my role as a chaperone and briefed on EA TOURS official rules and guidelines, I have no duties or responsibilities in tour leadership.
By signing below, I acknowledge that I have chosen to participate in the tour offered by EA Tours, a Florida Corporation and, that I do so of my own choosing and my own free will.
The stated Tour Conditions contain references to a broad range of items and options which may not apply to your specific tour offering. If applicable, please refer to the Special Tour Conditions section of your brochure for pertinent details.
I agree to the terms and agreement:
Required if under 21 years of age:
Under the Electronic Signatures in Global and National Commerce Act (ESIGN), entering your name into the electronic signature field makes this electronic contract as legally binding as a paper-based contract.