By registering and paying your deposit for herein the “Program” (as described in the tour brochure or updated itinerary), you, and each registered participant covered by your deposit, agree to the following Terms & Conditions in order to participate in the Program. This agreement is accepted in New York, NY.
RESERVATIONS & PAYMENTS
To reserve your space on a Program a $2,000 deposit is required per participant. Final payment by cash, check, ACH, wire transfer, or American Express card only, is due no later than 120 days prior to the date of departure. If full payment is not received by Arrangements Abroad® Inc. (AA) 120 days prior to the departure date, participant reservations may be canceled without notice. See “Cancellation Policy” for further information.
AIRFARE
For the convenience of Program participants, AA offers the services of an air concierge who is pleased to assist you with air travel arrangements, including suggested group flights or individual requests, for a processing fee of +$40 per person. Further details will be provided in your program’s information packets. As noted below, neither AA nor the sponsor of the Program is liable for any airline cancellation or flight change fees, incurred by the purchase of a non-refundable air ticket or any other expenses incurred by you in preparing for, or participating in the Program.
SPECIAL HEALTH CONSIDERATIONS
For the safety and security of all Participants, staff, and destination hosts, AA highly recommends being vaccinated and receiving up-to-date boosters against all common respiratory illnesses including COVID-19 and its variants prior to joining the Program. Wearing masks in crowded places is recommended and may be required by the Tour Director at any time during the Program.
HEALTH
All participants must be in good physical and mental health. Program excursions and visits require walking a minimum of one mile continuously, at an average pace, over uneven surfaces, climbing stairs without handrails, standing during on-site lectures, and touring sites that may not be handicapped accessible. On some Programs, hiking or extensive walking is necessary to participate. Program Activity/Pacing Levels are described on the FAQ page on the AA website and these levels are used in brochures, itineraries and “What to Expect” information sent to you upon registration for the Program. Please consult your Guest Services Associate for specific program requirements. In order to provide the best service we can, AA requires that any condition you have that may need assistance, such as special diets, medical treatments or mobility limitations, be reported on the Personal Information Form. If you require special attention during the Program, such as walking assistance, and do not travel with a companion who is willing and able to assist you, you may be asked to hire an assistant and/or private conveyance to participate on the Program. AA encourages you to consult your personal physician for specific advice regarding the activities and destinations of the Program. For general health information visit cdc.gov/travel.
TRAVEL DOCUMENTATION AND VISAS
International travel requires valid passports and, in many cases, visas or other entry documentation for every country visited. Each participant is solely responsible for determining applicable requirements and for the timely application for and receipt of all required documents, including ensuring the accuracy and completeness of all information submitted.
AA does not control or guarantee visa issuance, processing times, or the actions of any embassy, consulate, governmental authority, or third-party visa service. Participants acknowledge that entry requirements may change at any time and without notice.
PHOTOGRAPHY
Photographs or, in some cases, audio/video recordings of trip participants may be used for educational or promotional purposes by the sponsoring institution and AA, and no compensation will be paid thereof. Please let us know in writing prior to the start of the trip if you do not wish to be included.
TRAVEL INSURANCE
AA strongly recommends that you purchase medical insurance as well as insurance for emergency medical evacuation, loss of luggage, accident, travel and cancellation insurance to protect against unforeseen events that may impact your participation in the Program. Please see AA’s CANCELLATION POLICY and RESPONSIBILITY CLAUSE below. AA, or the sponsoring institution, will send an insurance application from a provider upon receipt of deposit, but of course, participants may select an alternative insurer of their choice.
US STATE DEPARTMENT TRAVEL ADVISORIES
For the most up-to-date information about the risks involved in traveling to overseas destinations, visit travel.state.gov and review the travel advisories for each country you will visit.
TRAVEL TO CUBA
Travel to Cuba is permitted by the US Department of the Treasury only if the travel falls into one of the 12 categories of licensed activities. The participants on this program will be licensed under a General License for Support For The Cuban People. To comply with the requirements of the license, you will be asked to certify in writing that you agree to follow a full-time schedule of approved activities. Also, to enter Cuba, a Cuban Visa and Cuban Health Insurance is required. For more information about the requirements for travel to Cuba, please see: ofac.treasury.gov/faqs/topic/1541.
CHANGES IN ITINERARY & COSTS
All reasonable efforts are made to provide the itinerary as presented in the brochure. However, the itinerary, in whole or in part, including the lecturer(s), dates, timings, ships, hotels, guides, and all other elements of the program are subject to modifications and changes at any time, with or without notice, at the sole discretion of AA. Participants acknowledge that such modifications are an inherent part of international and educational travel programs and do not constitute a material breach of this agreement.
If substitutions are made for ships, accommodations or other elements of the Program, reasonable efforts will be made to supply an equivalent or superior element. Prices quoted are based on prevailing prices, fuel costs, airfares, and currency exchange rates in effect at the time of brochure printing and are subject to change without notice. Any participant deviations from the scheduled itinerary are solely at your expense.
RESPONSIBILITY CLAUSE
Arrangements Abroad, its employees, shareholders, officers and directors (collectively “AA”) does not own or operate any entity which is to or does provide goods or services for your trip, including, for example, lodging facilities, transportation companies, local ground or safari operators guides, entertainment, food or drink service providers, equipment suppliers, etc. As a result, AA is not responsible for any negligent or willful act or failure to act of any such person or entity. In addition, AA is not responsible for any negligent or willful act or failure to act of any person or entity it does not own or control, nor for any act or inaction of any third party not under its control.
Without limitation AA is not liable for any direct, indirect, consequential, or incidental damage, injury, death, financial or other loss, accident, delay, inconvenience or irregularity of any kind which may be occasioned by reason of any act or omission beyond its control. including, without limitation any willful or negligent act, failure to act, breach of contract or violation of local law or regulation of any third party such as an airline, train, hotel, bus, taxi, van or safari operator, local ground handler or guide, whether or not it uses the AA name, financial default or insolvency of any supplier which is to, or does supply any goods or services for this trip.
Similarly, AA is not responsible for any loss, injury, death or inconvenience due to delay or changes in schedule, transportation delays or cancellations or the failure of any transportation mechanism to depart or arrive timely or safely, overbooking of accommodation, default of any third party, attacks or bites by animals, pests, or insects, injury or death while on activities sponsored by lodging facilities or by other third parties, sickness, the lack of appropriate medical care, evacuation to same, if necessary, weather, fire, flood, volcanos, strikes, acts of God or acts of or orders of government, acts of terrorism, or the threat thereof, force majeure, war, quarantine, epidemics, or the threat thereof, criminal activity, or any other cause beyond its control. In addition, Participant holds AA harmless from AA’s own negligence and assumes all risk thereof.
Certain camps, resorts and lodges from time to time offer various activities such as rafting, ballooning, horseback riding, ATVs, hiking etc. to Participants. AA does not control or supervise any such activities and is not responsible for any injury, delay, inconvenience or death resulting thereon.
The right is reserved to alter, cancel or postpone the itinerary or trip, at AA’s sole discretion, as it may deem necessary or advisable. AA reserves the right to decline to accept or retain any passenger on any of its tours if, in its sole discretion, it deems accepting or retaining any such Participant as creating a health or safety risk to any person or being detrimental to the tour, or if that person’s continued presence is inconsistent with the best interests of the trip, other guests or staff. In the event any Participant is removed from a trip, AA’s only obligation is to refund to that person that portion of the payment allocable to unused services and for which AA can obtain a refund from the supplier. Participant is responsible for any injury or damages he or she causes to third parties, including other Participants. Baggage and personal effects are the sole responsibility of the participant at all times.
CANCELLATION POLICY
AA strictly adheres to its cancellation policy to offset costs incurred prior to the commencement of the Program, which may include but are not limited to: advance payments to land operators; ship/train charters; communication expenses; itinerary development, guest services, brochure production and promotional expenses, and/or the loss of time that might have permitted resale of reserved space. All cancellations must be made in writing to the offices of AA and are subject to cancellation penalties, outlined below. No refunds are given for cancellation on or after the day of departure, or for unused portions of the Program for any reason. Any refunds which may be issued are limited to amounts actually received by AA. This policy also applies to any prelude, postlude, or pre and/or any extra arrangements confirmed on your behalf, which are a part of the Program or extend your trip. Participants acknowledge that cancellation terms are reasonable in light of the significant advance planning, non-recoverable commitments, and limited resale opportunities associated with the Program.
At the time AA receives written notification of cancellation, the following cancellation charges will apply:
| Up until 120 days before departure: | $1000 per person administrative fee |
| 119 to 91 days prior to departure: | 50% of the Program cost is non-refundable |
| 90 days or less before departure: | 100% of the Program cost is non-refundable |
NOTE: Neither AA nor the sponsoring institution shall be liable for any costs, other than for The Program, including airline cancellation penalties incurred by the purchase of a non-refundable ticket. AA has no obligation or duty to cancel, postpone, or modify any Program for any reason whatsoever, including cases of force majeure and/or government action. A postponement, rescheduling, or modification of a Program does not constitute a cancellation by AA. However, should AA cancel a Program prior to departure by reason of an insufficient number of participants, AA will refund to each participant all amounts paid by that participant to AA for the Program.
Should AA cancel a Program prior to departure for any other reason, AA will use commercially reasonable efforts to recover amounts paid or committed to suppliers on participants’ behalf, and reimbursement to the participant of such participant’s pro rata share of the amounts actually recovered by AA from suppliers shall constitute full and final settlement with the participant. AA’s liability in such an event is limited to the amounts actually recovered from suppliers and will in no event exceed the amounts paid by the participant to AA. Reimbursement will be made within thirty (30) days after AA’s receipt of the recovered amounts from suppliers.
BINDING ARBITRATION IN N.Y., NEW YORK
These Terms & Conditions are accepted in the State of New York. In the unlikely event that any dispute arises between you and AA, including any dispute arising out of or related to the Terms & Conditions as stated in this agreement, the advertising for the trip or the trip itself, you agree that such dispute shall be resolved exclusively by binding arbitration before the Judicial Arbitration and Mediation Services, Inc. (JAMS) Comprehensive Arbitration Rules and Procedures in New York City, New York. The arbitration will be governed by substantive (but not procedural) New York law. 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. Any arbitration commenced against AA must be on behalf of only the signatory to this Agreement and his or her immediate family members who traveled with the signatory, such as a spouse or child. Under no circumstances can a Program participant be part of a class or other joint action. By agreeing to these Terms & Conditions, both parties are waiving their rights to a trial by jury.
Upon registering for and paying a deposit to AA for the Program, the participant(s) agrees to be legally bound by all of the above Terms & Conditions.
Last Updated: September 17, 2026
CST 2059789-40
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