Terms and Conditions

accoun[email protected]omaccoun[email protected]omACIS USA & Canada Registration Terms & Conditions and ReleaseACIS USA & Canada Registration Terms & Conditions and Release

These Terms and Conditions are valid for all ACIS Program registrations after December 4,

2020 and are subject to change with or without notice. However, the applicable Terms and

Conditions for your program are those set forth on the ACIS website at www.acis.com/

student-resources at the time you register for a program.

WHAT IS INCLUDED IN THE PROGRAM FEE?

Basic Protection Plan coverage. Round-trip air or ground transportation from the designated

U.S. departure city. Accommodation in quadruple rooms. Service of an ACIS Tour Manager

(except on "Your Way" programs) and an overnight hotel security guard. And, all charges for

departure taxes, airport, airline and federal security fees and fuel surcharges.

WHAT IS NOT INCLUDED IN THE PROGRAM FEE?

Non-refundable passport fees. Non-refundable Ultimate-Plus Protection Plan fees. Beverages

with meals. Lunches. Laundry. Checked bag fees on tours involving a ﬂight. Optional

excursions. Extensions. Dinners and tour manager on “Your Way” programs. Tips to tour

manager, long distance bus driver and cruise ship sta. Expenses incurred during free time

periods. Overnight lodging and meals prior to departure or upon return. Non-refundable visa

and visa processing costs for destinations which have visa requirements (note: visas and visa

processing costs for non-U.S. citizens may be higher). Transportation from participant’s home

to the airport or site of the group’s departure and back. Weekend surcharge of $40 (prior to

May 16) or $50 (May 16 onwards) in each direction if the departure or return dates fall on a

Friday, Saturday or Sunday for all tours with ﬂights. All applicable adult surcharges. Airport

taxes that are collected on the spot in foreign airports.

CUSTOMIZED PROGRAMS

Due to advance reservation fees related to speciﬁc group requests, ACIS reserves the right

to change the non-refundable portions of the program fees. Penalties will depend purely

on the refund policy of the local operators. Higher initial deposits may also be required in

order to hold reservations, which may be non-refundable in the event of a cancellation,

notwithstanding and in excess of the standard refund policy contained herein. Your group

leader will be responsible for communicating if such a booking pertains

to your group.

ENROLLMENT DEADLINES/WAITING LIST

Registrations are processed in the ACIS Boston oce only upon receipt of a completed and

signed registration form together with the appropriate payments. ACIS reserves the right

to refuse any registration at its sole discretion including but not limited to when ACIS air or

land space is full or after ticketing deadlines. New enrollments are not generally accepted

within 60 days of departure. In the unusual circumstance that a new application is accepted

within 60 days of departure, full payment plus the appropriate late fee must be paid in the

form of a cashier’s check, money order or by credit card upon an application for registration,

and the participant may be subject to additional air or land surcharges. If an application

for registration is not accepted by ACIS, a full refund will be made within 45 days of ACIS’s

decision not to accept the application for registration. Participants who are placed on a

waiting list will receive notiﬁcation at least 45 days prior to departure whether they have

been accepted o the waiting list and, if not accepted, will receive a full refund.

PAYMENT PROCESSING

When you provide a check as payment, you authorize us either to use information from

the check to make a one-time electronic fund transfer from your account or to process the

payment as a check, image or draft transaction. For inquiries, please contact us by any of the

methods listed on page 2.

RETURNED CHECKS

ACIS will assess a $50 Return Check Fee for each returned check.

LATE FEES

Participants who fail to make the appropriate payments or meet payment deadlines will be

charged the late fees outlined on page 3. These fees are non-refundable.

CAN I CHANGE MY PASSPORT NAME?

ACIS will assess a $250 Name Change Fee plus any additional airline charges to all registered

participants who request a passport name change within 90 days of departure.

DEPARTING FROM A DIFFERENT U.S. CITY

Participants not originating from the same U.S. departure city as the main group on a

ﬂight-based itinerary will be required to pay a $175 Alternate Gateway Fee and will not be

guaranteed air routings with the main group. Depending upon their airport arrival time,

these participants may not be met at their arrival airport and may have to make their own

way to their ﬁrst hotel. In these cases, ACIS will provide a standard transportation allowance.

Participants wishing to ﬂy internationally with the main group must arrange their own

transportation to and from the main group’s airport.

EXTENDING YOUR STAY

Please conﬁrm the departure date and gateways of your program with your group leader

before making your own bookings, as these may be subject to change. In order to return

independently from the group on a ﬂight-based itinerary, participants must complete an

Alternate Return Request Form, indicating a speciﬁc alternate return date and city. ACIS will

invoice participants a $175 Alternate Return Fee, weekend surcharge (if applicable) and any

additional airline charges if this option is selected. Each subsequent change will be $130

plus applicable fees. Full ﬂight and date details along with the Alternate Return Request

Form must be received by ACIS at least 90 days prior to departure. No additional changes

can be made within 65 days of departure. Otherwise, if participants wish to alter ﬂight

arrangements from scheduled program dates, they must plan to make their own domestic

and international ﬂight arrangements. All participants ﬂying independently from the group

must make their own ground transportation arrangements to and/or from their departure city

and/or arrival airport. Neither ACIS nor the group leader supervising the group is responsible

for the participant in any way (including but not limited to safety, travel protection and

arrangements and accommodations) when the participant is not part of the program for the

main group as scheduled by ACIS. All individual changes proposed by a participant must

be submitted to ACIS in writing. The particular airline used shall be determined by ACIS.

Conﬁrmation of special ﬂight arrangements is also subject to availability and will normally be

made within 45 days of departure. No extensions to your stay may be made at the beginning

of your program. Please note: ACIS travel protection begins on the ﬁrst day of your ACIS

program and ends on the last day of your ACIS program.

BUYING YOUR OWN AIRLINE TICKET

Please conﬁrm with your group leader the correct departure date and gateways of your group

before making your own bookings on a ﬂight-based itinerary, as these may be subject to

change. Travelers may choose to purchase only the land portion of programs; contact ACIS

for more details. Should you choose to purchase only the land portion of program, you must

make your own round-trip travel arrangements and join the group in your program at the ﬁrst

hotel accommodation. Neither ACIS nor the group leader is responsible for the participant in

any way when the participant is not part of the main group in your program. Participants who

change from an ACIS ﬂight to their own transportation (No Airfare, or NAF) or vice versa less

than 90 days prior to the scheduled departure date will be charged $175 plus any additional

airline fees for each change. ACIS provides internal ﬂights for NAF participants if included on

the itinerary. Notiﬁcation of such change must be in writing. No change can be made within

65 days of departure.

OPTIONAL EXCURSIONS, EXTRA DAYS, EXTENSIONS, AND SPECIAL REQUESTS

Optionals, extra days, extensions, homestay/language courses or special requests are

only available when all group members participate. The deadline to enroll and pay for all

optional excursions, extra days and extensions is 90 days prior to departure. Cancellation or

unavailability of optional excursions, extra days or extensions shall not entitle participants to

cancel basic programs. Once paid for by the participant, optional excursions, extra days and

extensions are not refundable.

CHANGES IN ITINERARIES AND PROGRAM ASSIGNMENT

ACIS reserves the right to make changes in departure dates, departure cities, itinerary

sequence, trip direction, airlines, hotels, restaurants, optional excursions, activities, ship

assignment or cruise ports-of-call. Additional fees may apply if your group agrees to

change to a dierent itinerary proposed by ACIS. On certain dates, especially holidays, some

attractions or activities may be closed. ACIS reserves the right to substitute attractions or

activities with others of generally similar interest, appeal or value. Such changes are not

grounds for withdrawal from the program except as noted under our Cancellation Coverage.

ACIS may permanently cancel a speciﬁc program up to the day the program is scheduled to

begin due to insucient enrollment, unforeseen operational diculties, lack of projected

availability of itinerary speciﬁcs, governmental travel restrictions or warnings, health concerns

(including but not limited to pandemics) or any other reason in its sole discretion. If ACIS

cancels a program without oering an alternative program and/or alternative dates for the

original program, a full refund will be made within 45 days of the cancellation. However, if

ACIS oers an alternative program and/or alternative dates for the original program, any

cancellation by a participant is subject to our standard cancellation refund policies. In the

event of a cancellation or rescheduling of a program for any other reason, participants are

limited to our standard refund policies. By registering for a program, you agree that ACIS shall

have no obligation to refund any amounts to you beyond what is required under the Terms

and Conditions under any circumstances and upon registration for a program you agree to

waive any and all claims for additional refunds or compensation no matter the reason beyond

what is stated in the Terms and Conditions.

FINALIZING DEPARTURE DATES

ACIS reserves the right in its sole discretion to reassign participants to another departure date

and/or itinerary. ACIS will notify group leaders of their group’s exact day of departure, and

the group leader, in turn, will be responsible for informing participants.

DEPARTURE INFORMATION

At ACIS’s discretion, one of JFK, LaGuardia and Newark airports will typically be used for

New York ﬂight-based departures and Dulles and National airports will typically be used for

Washington D.C. ﬂight-based departures. However, ACIS reserves the right to use alternate

airports in a city at its discretion. Participants who change departure cities between 90 and

65 days of departure will be charged a minimum of $175. Notiﬁcation of such change must be

in writing. Changes cannot be made within 65 days of departure. No stopovers in the U.S. or

Canada are allowed.

FLIGHTS

ACIS primarily utilizes regularly scheduled ﬂights. However, equipment, routing and itinerary

for particular ﬂights may be modiﬁed by the direct air carrier or by ACIS. Single plane service

is not guaranteed; alternative aircraft of any carrier may be substituted at any time, and

aircraft may make additional stops. Such changes will not create a right to cancellation or

refund. ACIS is not responsible for ﬂight delays, missed connecting ﬂights, long layovers or

any expenses related to any delays. ACIS books regular economy class seats and is unable to

accommodate requests for any type of upgrade due to the terms and limitations of our airline

group travel contracts. Participants interested in a seating upgrade will be charged a $150

Upgrade Fee, plus additional airline charges. These charges may also be subject to dierent

cancellation policies as upgraded tickets are handled outside our group contract and may be

non-refundable under airline policies upon purchase.

TICKETS AND FINAL DETAILS

The speciﬁc ﬂight itinerary will be made available at least 45 days prior to departure.

Airline eticket information will be sent only if full payment and the signed release from all

participants has been received by ACIS. Please note that ACIS only sends travel documents

directly to the group leader, to individuals who are traveling from dierent cities than the rest

of the group and to participants registering without a group leader.

LUGGAGE

Due to bus restrictions, the limit is 44 lbs. per person, which includes one suitcase and one

small carry-on item. For groups traveling by ﬂights, only a carry-on bag is included in your

ticket. Any airline baggage fees are the responsibility of the traveler. Luggage travels at the

risk of the participant, and ACIS is not responsible for any delay, loss or damage of or to

luggage or its contents. Most airlines strictly adhere to a policy of one carry-on bag. Please

check with the speciﬁc air carrier involved in your program directly for their speciﬁc baggage

liability limitation. Participants are responsible for any and all airline luggage fees. Airlines

are generally not responsible for any act or event occurring when the participants are not

on board their planes or conveyances. The airline regulations and the participant’s contract

with the airline, when issued, shall constitute the sole contract between the airline and the

participant. Any and/or all transportation companies mentioned herein or arranged by ACIS

in connection with your program shall have no liability to any traveler aside from their liability

as common carriers.

TOUR MANAGERS

ACIS groups are generally accompanied by an ACIS Tour Manager or local representative.

ACIS Tour Managers do not normally accompany groups on “Your Way” programs. Tour

managers are specialists in the city you are touring, so on multi-city tours you may have more

than one assigned.

GROUP SIZE

ACIS reserves the right to oer small groups the choice of moving to an alternate itinerary

and/or departure date, or in some cases paying a small group surcharge. For custom designed

itineraries, ACIS reserves the right to charge a small group surcharge in the event the original

projected participant numbers which were provided by the group leader and upon which the

itinerary’s costing was based are not attained. It is at the group’s discretion whether to accept

the small group surcharge, modify the itinerary or transfer to a program suggested by ACIS.

ADULT TRAVELERS

In exceptional cases when a double room is not available for those who paid the double room

surcharge, a refund of $50 per night (or $95 per night for a single, depending on rooming

type) will be made by ACIS.

RESTRICTIONS ON ACIS LIABILITY

Notwithstanding any other provision of these Terms & Conditions, you acknowledge and

agree that ACIS, its owners, parent entities, subsidiaries, aliates, directors, ocers, agents,

employees, the group leader, and host schools, including any person or entity employed or

utilized by ACIS or host schools in any foreign country, shall not be liable for any injury, loss,

damage, accident, delay or expense experienced by you for any reason in connection with

ACIS’ failure or delay in performing any of its obligations hereunder occurring as a result of

events beyond its control, including, without limitation, acts of God, war, terrorism, strikes,

lockouts, incidents of politically-motivated violence or sanctions, sickness or quarantine,

partner bankruptcies or discontinuance of services, government restrictions or regulations,

pandemics, or health concerns. Although ACIS may endeavor to work with customers to

minimize any losses, delays or expenses resulting from any such event, ACIS does not

guarantee any right to a refund, travel credit, or postponement of travel, except to the extent

provided under the Terms and Conditions that apply to your program or the Protection Plan

in which you participate. This limitation of liability also pertains to ACIS, absent its own gross

negligence, in its use of any vehicle or other method of transport or from ACIS’ selection of,

or from any act or omission by, any host family, bus or car rental agency, steamship, airline,

railroad, taxi or tour service, hotel, restaurant, school, university, or other ﬁrm, vendor,

agency, company or individual.

ADDITIONAL INFORMATION

Eective date of protection plan coverage is the day you depart for the ACIS program for

which you are registered. Coverage terminates the day you have returned to your place

of residence in the United States or at the end of the ACIS program for which you have

registered. Please note that the descriptions in the promotional brochure or web site are

sample program descriptions only. Your actual itinerary may be reversed or may vary from

the original description. The ﬁnal itinerary which your group leader receives shortly before

departure constitutes the program which will be provided by ACIS. No warranties apply to

any program except as expressly stated by ACIS in the Terms and Conditions.

FINANCIAL SECURITY

ACIS shares the coverage available under the USTOA $1 Million Travelers Assistance Program

with aliates of the American Council for International Studies who, as an active member of

the USTOA, is required to post $1 Million with USTOA to be used to reimburse, in accordance

with the terms and conditions of the USTOA $1 Million Travelers Assistance Program, the

advance payments of ACIS customers in the unlikely event of ACIS bankruptcy, insolvency or

cessation of business. Further, you should understand that the $1 Million posted by ACIS and

shared among its aliates may be sucient to provide only a partial recovery of the advance

payments received by ACIS. More details of the USTOA Travelers Assistance Program and a

list of aliates may be obtained by writing to USTOA at 345 Seventh Avenue, Suite 1801, New

York, NY, 10001, or by email to information@ustoa.com or by visiting their website at www.

USTOA.com.

SPECIAL PROVISION/MEALS

Traveling with ACIS will require the ability to walk certain distances, navigate stairs and

transport luggage. Travelers should anticipate encountering natural and architectural barriers

outside the United States which ACIS cannot and does not control and for which ACIS cannot

provide alternative accommodations. Special meals and/or medical supervision will not be

provided by ACIS. Porterage is not included on ACIS programs. ACIS oers and provides

services on a fair, equitable and nondiscriminatory basis, without consideration of any

factor or characteristic prohibited by law and with equal opportunity for all applicants and

participants. ACIS complies with all laws prohibiting discrimination.

ALLERGY INFORMATION

We take the risk of allergic reactions seriously. Please inform ACIS and your group leader

immediately with any serious allergy concerns. It is important to note, that while we will

communicate all allergies that we are expressly told about by a participant to our suppliers,

it is not possible to guarantee 100% allergen-free food. So, if your allergies are severe please

consider the danger, and traveling on tour will be at your own risk. In all instances the

participant shall be responsible for taking precautions against potential allergic reactions,

and in no event shall ACIS be liable for any adverse allergic reaction caused suered by any

participant.

reproduced without prior written permission. American Council for International Studies®, ACIS®, the ACIS® logo and Travel

Changes Lives are trademarks and/or service marks of ACIS. All other trademarks are the property of their respective owners.

IMPORTANT LEGAL NOTICE: ACIS believes all information to be accurate at the time of publication. However, we reserve the

right to make corrections.

accoun[email protected]omaccoun[email protected]om

Terms and Conditions

ACIS USA & Canada Registration Terms & Conditions and ReleaseACIS USA & Canada Registration Terms & Conditions and Release

accoun[email protected]omaccoun[email protected]om

1. I, the undersigned, whose name and signature appear on the reverse side of this

form (and my parent or guardian if I am a minor), a registrant for a program with

the American Council for International Studies, Inc. (“ACIS”), the Educational Travel

Subsidiary of AIFS, Inc., hereby acknowledge that I have read and agree to the ACIS

Terms and Conditions and my itinerary description, as well as those provisions contained

in the Release below, and acknowledge that they form part of my agreement with ACIS

including sections concerning responsibility, refunds and changes in dates, cities, hotels

and prices.

2. I/my guardian voluntarily consent(s) to participate in all activities provided and/or

organized by ACIS (including the possibility of biking, snow sports, horseback riding,

water-based activities and homestays), and I hereby assume all risks of loss and injury

that may be incurred, directly or indirectly as a result of my participation in all activities

provided and/or organized by ACIS. I/my guardian also authorize(s) ACIS to arrange

for professional care and treatment for myself in case of a medical emergency. I/my

guardian agree(s) that if I become ill or incapacitated, ACIS may, without incurring any

liability, take such actions as it considers necessary under the circumstances, including

securing medical treatment for me and transporting me home all at my own expense. I

agree to release ACIS from any liability for the quality and timeliness of any such medical

care received or for any expenses incurred. I understand I must adhere to ACIS' Behavior

Guidelines (available through my ACIS online account) while traveling and I acknowledge

I have read and agree to follow such rules and regulations speciﬁed therein. I understand

that ACIS will accept responsibility for travelers not following these rules and regulations,

and that I may be sent home at my own expense without beneﬁt of any refund if I

do not adhere to ACIS behavior guidelines and standards and the instructions of my

group leader. I understand that if I am expelled from school or otherwise disciplined by

school or civic authorities, I may be declared ineligible for the trip and my participation

cancelled, subject to ACIS' stated refund policies.

3. I will indemnify ACIS, its owners, parent entities, subsidiaries, aliates, directors, ocers,

agents, employees, the group leader, school, school ocials, host schools, including any

person or entity employed or utilized by ACIS or host schools in any foreign country and

hold them harmless for any liability, damages or obligation which I personally incur or

sustain, or which I cause or contribute to causing to others, while participating on an

ACIS program.

4. I understand it is my/my guardians’ responsibility to meet the group leader

accompanying me on a program with ACIS and satisfy myself/themselves as to the

appropriateness of the group leader to meet my needs and I/my guardian will discuss

with the group leader any special requirements for me that are requested.

5. I understand that ACIS reserves the right to reassign participants to a replacement group

leader should the original group leader fail or be unable to participate in the program for

any reason.

6. I understand that the air carriers’ liability for loss or damage to baggage, or for death or

injury to person or property, is limited by their taris and/or the Warsaw Convention and

related agreements. Further, I understand that the air carriers assume no responsibility

during such time that I am not on board their aircraft.

7. I understand that future ACIS/AIFS advertising and publicity material may include

statements made by participants, or their photographs/video footage (including social

media content). I hereby consent to such use of my content, comments or photographic/

video likenesses without the need for additional prior approval or consent.

8. I understand that I am responsible for exercising caution and common sense at all times

to avoid injuries. I understand that ACIS is providing, as part of the program fee, basic

protection coverage (see page 4) for my beneﬁt, including limited health, accident and

life insurance in the event of injury or illness while on an ACIS program, as well as limited

program cancellation or interruption insurance if I fail to participate or am delayed

in connection with an ACIS program as a result of certain speciﬁed actions or events.

I acknowledge that I accept the full description and limitation of this coverage that

appears in the protection brochure, a copy of which is available upon request.

9. I hereby waive and release ACIS, its owners, parent entities, subsidiaries, aliates,

directors, ocers, agents, employees, the group leader, and the host schools, including

any person or entity employed or utilized by ACIS or host schools in any foreign country,

from all claims of or for liability, injury, loss, damage, accident, or expense in connection

with a delay or failure of ACIS to perform its obligations hereunder arising or occurring

as a result of events beyond its control, including, without limitation, acts of God, war,

terrorism, strikes, lockouts, incidents of politically-motivated violence or sanctions,

sickness or quarantine, partner bankruptcies or discontinuance of services, government

restrictions or regulations, pandemics, or health concerns. ACIS will not provide any

refund, travel credit, or postponement of travel, except to the extent provided under

the Terms and Conditions that apply to your program or the Protection Plan in which

you participate. This limitation of liability also pertains to ACIS, absent its own gross

negligence, in its use of any vehicle other method of transport or from ACIS’ selection

of, or from any act or omission by, any host family, bus or car rental agency, steamship,

airline, railroad, taxi or tour service, hotel, restaurant, school, university, or other ﬁrm,

vendor, agency, company or individual.

10. If my local municipality, school, school board, school administration or similar group is

ocially sponsoring this program, I will receive written notiﬁcation of that fact from my

local municipality, school, school board, school administration or similar group, together

with a statement of any responsibility for the program assumed by that organization. In

the absence of such a written notiﬁcation, I understand that the program is not ocially

sponsored or supported by my municipality or my school system, although they may,

as a courtesy to the teacher involved, allow school or municipal premises or services

to be used in connection with planning for the program. Therefore, my local school,

school board, school administration, school ocials, municipality and municipal ocials

have no liability or responsibility whatsoever with respect to the programs unless they

expressly inform me otherwise in writing, and by going on an ACIS program I expressly

release and waive all claims of any type against any or all of the foregoing in any way

related to, or arising out of,

the program.

11. I understand that ACIS reserves the right to make changes to the program/or program

fee as described in the ACIS Terms and Conditions, without liability for refund or

otherwise.

12. I understand it is my responsibility to have an acceptable form of ID to comply with the

Real ID Act for any trip involving a domestic ﬂight. I also understand that obtaining a

passport, birth certiﬁcate (original or certiﬁed copy) is my responsibility. If I am not a

U.S. citizen, I understand it is my sole responsibility to obtain, in advance, any visas and

other documents which may be required to enter or connect through all the countries on

my itinerary and to re-enter the United States. If I have a passport from a country other

than the United States, I must contact the local consular oces of the countries I will be

visiting to obtain the necessary visas. I acknowledge that such visas are not obtainable

on the spot overseas. Whether I am a U.S. citizen or not, ACIS will not be liable and I

will hold ACIS harmless in the event I am unable to obtain the necessary documents for

participation in the program. I understand that inability to obtain these visas and other

documents does not constitute grounds for withdrawal with full refund; if this were to

occur, I understand and acknowledge the standard refund policy will apply.

13. I understand that ACIS provides without charge a re-routed or rescheduled itinerary ifthe

U.S. Department of State issues a Level 4 Travel Advisory that Americans should not

travel to any country scheduled on the itinerary and the ocial Level 4 Travel Advisory is

in eect within 90 days prior to departure. In all cases ACIS reserves the right to cancel,

alter, relocate or postpone programs as it determines necessary without liability.

14. I acknowledge, agree to and fully accept the terms of the refund policy as outlined on

page 4 of the registration booklet. I understand that all refund requests must be in

writing to the ACIS oce or via email from an email address associated with the account

of an adult traveler or guardian of the student traveler.

15. I understand that teachers who travel with their students will receive complimentary

beneﬁts from ACIS or its aliates as compensation for chaperoning, preparation and

organization of the educational travel program.

16. I agree that any and all disputes with ACIS will be submitted to binding arbitration, to

be conducted substantially in accordance with the rules of the American Arbitration

Association. Unless ACIS agrees to a dierent location, the arbitration shall be conducted

in Suolk County, Massachusetts. I agree that if I do not substantially prevail in the

arbitration, I will be responsible for ACIS’ expenses, including lawyers’ fees, incurred by

ACIS in participating in the arbitration. The decision of the arbitrator shall be ﬁnal and

non-appealable. I understand that by signing this agreement, I am giving up my right to

have any claim against ACIS decided in a municipal, state or federal court before a judge

or jury.

17. This agreement shall become eective when my application is accepted by ACIS and

shall be governed by the laws of the Commonwealth of Massachusetts. This agreement

cannot be modiﬁed except in writing by ACIS.

ACIS Release

ACIS USA & Canada Registration Terms & Conditions and ReleaseACIS USA & Canada Registration Terms & Conditions and Release