This Booking Terms & Participation Agreement (“Agreement”) governs all intelli.tours Academic tours (Journey/Journeys) operated by intelli.tours LLC, doing business as intelli.tours Academic (We, Us, Our) and is valid for all Journeys departing after March 01, 2020.
By booking a Journey for Yourself or another Traveler — including Minor Travelers under 18 years of age (You, Your, Yours, Yourself, Traveler, Travelers) on Our Website or by any other method and paying in full for Your Journey or paying the initial deposit with the Standard Payment Plan (see Payment Plans), You are entering into this Agreement with Us.
This Agreement is subject to change with or without notice. We will make every effort to notify all registered Travelers by email of any changes in this Agreement, and You are expected to regularly check for updates to this Agreement.
This Agreement also refers to and applies to the following:
This Agreement may be supplemented by additional terms and conditions specific to Your Journey (Supplement). In the event of a conflict between this Agreement and the Itinerary and/or the Supplement, the Supplement will apply.
The majority of this Agreement is explained in the FAQs for Your Journey.
Your purchase — even by deposit — of any Journey, service, or product with Us indicates Your complete agreement with this Agreement.
* The intelli.tours Academic Travel Card of $150 is $75 each way on each travel day in the form of a debit card for travelers to use for any expenses — including baggage fees — while traveling to and from Oaxaca.
** To facilitate flight transfers and layovers, and to avoid forgotten or lost baggage during layover and flight changes: All Travelers are required to check any bag that will not fit under the seat in front of them on their flights. Gate checks are NOT allowed: Bags must be checked with the airline at the ticket counter when checking in for flights. The cost of this requirement — currently $30 — is covered by the intelli.tours Academic Travel Card — the value of which will increase to reflect any increase in the cost of checked baggage for 2020 and will always leave each traveler a minimum of $45 each way on travel days for food and other expenses after the cost of a checked bag.
* A valid Travel Protection Plan that meets Our minimum coverage requirements is required of all Travelers on all intelli.tours Academic Journeys. Please see Section 9 of this Agreement for further details.
We are pleased to offer You the following payment methods and payment terms for Your Journey:
PAYMENT TYPES ACCEPTED
PAYMENT OPTIONS AND PLANS
Please be aware of the following conditions:
All registrations, payments, and communications between Us and You — unless required by law or to provide any required printed travel documentation — will be by email from Us or through www.academic.intelli.tours or services used by Us.
Please be aware of the following specifics regarding Our Paperless Billing and Communication Policy:
We incur many non-refundable costs such as payments for hotel accommodations, dining, airline tickets, deposits to confirm ground transportation, and other Journey costs, and must make such payments to vendors far in advance of Your Journey’s departure date.
Please note the Cancellation procedures that apply to all Journeys:
A cancellation notice will be accepted only by email to: firstname.lastname@example.org
Here are the specific details of Our Cancellation Policies:
Initial Booking Cancellation Policy
You may cancel Your Initial Booking — paid either by deposit or paid-in-full, within 72 hours of booking as indicated by Our records and Your Invoice from Us.
Standard Cancellation Policy
Refunds under the Standard Cancellation Policy will be issued within 30 business days of the receipt of the approved Cancellation Notice.
Cancellation with Substitution Policy
Cancellation with Substitution allows You to cancel Your booking and substitute another approved Traveler to replace You for the same Journey.
The Substitute Traveler must have registered and paid the Initial Deposit, and the Substitute Traveler’s name, address, phone number, and reservation booking number must be included in Your Cancellation Notice to email@example.com.
Refunds under the Cancellation with Substitution Policy are as follows:
Refunds for Cancellation with Substitution will be issued only if and when the Substitute Traveler has paid for the Journey in full and will be issued by check within 30 business days of full payment by the Substitute Traveler.
In the event that Your Journey is canceled as a result of or following acts of force majeure — including, without limitation, acts of God, war (declared or not), terrorism, or civil unrest, or in the event of Our bankruptcy, insolvency, or cessation of business — Our Standard Cancellation Policy will apply.
We reserve the right to cancel any Journey because of inadequate enrollment that makes the Journey economically infeasible to operate or because of Our concerns with respect to the safety, health, or welfare of Our Travelers or staff or for any other reason that in Our sole discretion, necessitates cancellation.
Should We cancel Your Journey for any reason, We shall have no liability beyond the prompt refund of all Your payments received by Us, and We shall not be liable for any other costs, damages, or refunds of any kind for any loss, delay, inconvenience, disappointment, or expense whatsoever.
This clause does not authorize You to cancel Your enrollment with the expectation of a refund based on Your concerns with respect to Your safety, health, or welfare, or for any other reason that in Your opinion necessitates cancellation.
In the event that Your Journey is canceled as a result of or following acts of force majeure — including, without limitation, acts of God, war (declared or not), terrorism, or civil unrest, or in the event of Our bankruptcy, insolvency, or cessation of business — Our Standard Cancellation Policy will apply.
We will make commercially reasonable efforts to honor the Itinerary as shown for Your Journey; however, the final Itinerary may vary due to availability and other factors beyond Our control.
All schedules, Itinerary destinations, hours of arrival and departure, hotel accommodations, ground transportation, restaurants, shopping, activities, tours, and all other aspects of Your Journey are subject to change without prior notice by Us or Our Suppliers.
The Itinerary for Your Journey is a representation of each day, and We cannot be held to any specifics of such details as represented on Our Website or in any documents that We may provide.
We may, in Our sole discretion, substitute services such as hotels, restaurants, tours, or other services of similar quality (based on Our determination) for any service or goods stated in the Itinerary for Your Journey.
Neither We nor any Supplier, affiliated party, employee, or any other person, party, or entity involved in Your Journey shall be required to refund any charges, in whole or in part, for any such changes, modifications, substitutions, or changes that We or they deem necessary to make before or during Your Journey.
In the case of any refund that We may issue, it is under the express conditions and Your understanding and agreement that the issuance of any refund by Us releases Us from all further liability to You, and You thereby waive all additional rights and remedies under this Agreement or any applicable state, federal, or foreign law.
Furthermore, Our issuance of any refund for any reason is not in any way an admission of liability, responsibility, culpability, error, or malfeasance by Us or any entity with which We contract services.
Refunds for overpayments
Refunds for overpayments require a written request from You to firstname.lastname@example.org and will be issued only after the most recent payment has been in Your account for 21 days.
Refund requests after the completion of Journey
After Journey, Refund Requests, for any reason, must be submitted to email@example.com with appropriate documentation and explanation within 30 days of the final day of the Journey.
We offer NO refunds for unused Journey features, whether because of Your choice to not partake of any Journey features, operational reasons, bad weather, or any other reason beyond Our direct control, or Our inability to offer alternative options for features we may be unable to provide. In addition, Our choice or need to substitute any feature, activity, or service on the Journey does not qualify You for a refund for the alternative service or activity provided.
All approved refunds are issued by check, within 30 days of Our approval of the refund, and in the name of the person who booked and paid for the Journey.
There will be a non-refundable $75 stop-payment fee for lost refund checks.
The safety and well-being of all Travelers on Our Journeys is Our primary concern.
Our extensive travel experience leading international student journeys and traveling on Our own has taught Us that preparation for all potential unforeseen events in advance of international travel is the most prudent and wise course of action and ensures the safety and security of the Traveler.
Therefore, as a central component of the Our Safety and Security Plan and condition of participation in all Our Journeys, all Travelers are required to have a valid Travel Protection Plan (Plan) with specific minimum coverages and coverage amounts:
We suggest that You begin Your search as soon as possible after Your initial deposit for Your Journey given that should You wish to “Cancel For Any Reason” most such coverage requires that one purchase the coverage with the “Cancel For Any Reason” upgrade at the time of initial plan purchase and within anywhere from 10-21 days from the initial trip deposit.
We do not require Cancel for Any Reason coverage as a part of the required coverage for Your Journey.
You will be required to provide the following details no later than 45 days prior to Your Journey departure date so that We may review the Plan and confirm that it meets Our minimum requirements:
You will be required to sign an assignment of claim proceeds to Us to ensure the direct reimbursement to Us of any claimable proceeds We may have to pay on Your behalf during Your Journey.
If Your preferred travel insurance provider does not offer the option to assign claimable proceeds to Us, You will be required to sign a supplemental agreement with Us that You will either, in the case of expenses We must pay for You during Your Journey, provide Us immediate payment via credit card or bank transfer — per Our request — or otherwise reimburse Us immediately upon receipt of Our invoice and irrespective of any proceeds You may claim or for which You may be awaiting payment.
You also agree to provide Us immediate payment via credit card or bank transfer — per Our request — or reimburse Us immediately upon receipt of Our invoice for any costs that we may pay on Your behalf to resolve or otherwise attend to Your needs in the event of any potential unforeseen events while on Your Journey. This irrespective of any benefit amount You may claim or for which You may be awaiting payment.
Failure to provide Plan documentation no less than 45 days prior to the journey departure date may result in the immediate cancellation of Your Journey booking per Our Standard Cancellation Policy.
The subsequent reinstatement of Your booking if canceled will require proof of the purchase of a Plan as outlined above, will be based on availability, and will require the immediate payment of a $250 reinstatement fee and possibly payment for any additional costs to reinstate You on the Journey, including flights or other services.
If You do not agree to the additional costs to the reinstatement of You on the Journey, We will refund the $250 reinstatement fee — if paid — per Our Refund Policy, and Your canceled Journey booking will revert to Our Standard Cancellation Policy.
(A land-only option — meaning You organize and pay for Your air transport to and from Oaxaca — is always a possibility for such a reinstatement, but We will not be able to reimburse any costs relative to airfare already included in Your journey fee as such payments that We will have already made to the airline are not reimbursable to Us.)
You may review information about travel protection, the details of the Plans that We offer, and your option to purchase a travel protection plan of your own choice at: www.academic.intelli.tours/travel-protection.
All Travelers must be fourteen (14) years of age or older as of the Journey Departure Date to participate in any Journey.
Bookings for any Traveler under 18 years of age at the time of booking must be made by a Parent or Legal Guardian 21 years of age or older.
By booking for a Minor Traveler (defined as any Traveler under 18 years of age) on a Journey, You confirm that You are the Parent or Legal Guardian of the Minor Traveler and that You have custody rights to approve international travel for the Minor Traveler.
When booking a Minor Traveler on a Journey, You are considered by Us to be the designated contact person for the Minor Traveler, and the responsible party for making all payments for the booking, keeping the Minor Traveler informed, and complying with the details of this Agreement.
It is Your responsibility to verify that all information You provide on behalf of the Minor Traveler is complete and accurate, and You understand that We will, under no circumstances, be held responsible or liable for any errors or omissions in the information You provide to complete any booking or for Your inaction to keep the Minor Traveler informed of all information regarding the Journey and to comply with this Agreement.
We reserve the right to request documentation from You confirming Your Legal Parentage, Legal Guardianship and/or Custody for the Minor Traveler, and it is Your responsibility to provide Us this documentation immediately upon Our request so that it may be reviewed and approved by Our legal associates. If for any reason We do not receive the requested documentation in time or should We be advised that such documentation is not sufficient to establish the necessary custodial proof for travel, Your booking may be subject to Our Standard Cancellation policy.
In all cases relative to the details in this Section of the Agreement, You understand that per the terms of this Agreement You will forfeit any monies paid to participate in the Journey or any unused part or portion of the Journey, and We shall have no liability, financial or otherwise, to You and that You will indemnify and hold Us harmless from and against any costs, damages, losses, or liabilities of any kind arising from any incorrect information You may provide, requested documents or documentation that We do not receive from You by the dates indicated, the refusal of Mexican immigration to permit the Minor Traveler You registered to enter Mexico, or any other event or occurrence relative to the information outlined in this Section.
At present, Mexican law stipulates that Minor Travelers who hold a foreign (NOT Mexican or dual Mexican) citizenship need only present a valid foreign (non-Mexican) passport to enter Mexico as a tourist for 180 days or less.
For any other Minor Traveler with Mexican citizenship, dual Mexican citizenship or non-US citizenship we advise that You contact Your local Mexican Consulate for information on entering Mexico for Your Journey.
We reserve the right — if we deem that it may be in Your best interests and that of Our Safety and Security Plan — to require that You provide a Letter of Authorization and Consent to Travel (Letter). Should we deem such a Letter to be necessary, we will provide You the Letter for You to complete and return to Us in advance of the Journey Departure Date.
Any Traveler 18-22 years of age who is no longer a registered high school Student or who — for Summer Journeys — did not recently graduate from high school in the Spring or Summer just prior to the Journey — will be considered an Adult Traveler and will be required to pay the Adult Supplement equal to $150 and will be provided accommodations with another Adult Traveler.
Room Share Waiver Form
Any Traveler 18-22 years of age who is no longer a registered high school Student or who — for Summer Journeys — did not recently graduate from high school in the Spring or Summer just prior to the Journey — who wishes to share a room with any Minor Travelers 18 or under will be required to complete a Room Share Waiver Form that must be signed by the Traveler 18-22 years of age and the Parents or Legal Guardians of the reserved and paid Minor Travelers 18 or under with whom the Traveler 18-22 years of age wishes to share a room. This requirement also applies to family members 18-22 who wish to share a room with a Minor Traveler, and we reserve the right to request documentation of such familial or legal relationship.
It is at Our sole discretion that We approve or deny any such request.
We reserve the right to conduct a criminal background check (CBC) as a pre-condition for any Traveler 18-22 years of age to participate on a Journey. Refusal to consent to the CBC will be deemed a cancellation and Our standard cancellation policy will apply.
If We choose to not accept Your Booking or otherwise refuse You for travel and You have provided truthful and accurate information and passed, if conducted, the CBC, We will refund to You any and all monies paid toward Your Journey.
Conversely, if any information provided by You in the process of booking Your Journey, in completing information for a CBC, by anyone or any entity We contact to verify Your details or otherwise provided to Us by You or others is deemed to be inaccurate in any way, even if unintentionally, We reserve the right to cancel Your booking under the terms of Our Standard Cancellation policy and You agree to hold Us harmless for any and all consequences financial or otherwise.
In addition to these conditions as outlined in the paragraph above, once on the Journey, should We discover any misrepresentations in the information provided to approve Your participation on the Journey, should We become aware of additional information that would have otherwise disqualified You from participation in the Journey, We reserve the right to end Your participation on the Journey, require Your departure from the Journey at Your own expense, and You agree to hold Us harmless from any and all consequences financial and otherwise.
A Traveler 18-22 on a Journey is obliged to follow and adhere to the same rules, regulations, and expectations of all Travelers, staff, and chaperones on the Journey.
We define an Adult as anyone 23 years of age or older.
A $150 Adult Supplement is required for any Adult/Parent or Legal Guardian (Adult) to participate on a Journey.
Any Adult wishing to share a room with a Minor Traveler (18 years or under) will be required to complete a Room Share Waiver Form that must be signed by the Adult and the Parents or Legal Guardians of the reserved and paid Minor Travelers 18 or under with whom the Adult wishes to share a room. In the case of Parents or Legal Guardians, we may request proof of parentage, legal guardianship, or such familial or legal relationship.
Adults on a Journey are obliged to follow and adhere to the same rules, regulations, and expectations of all Travelers, Staff, and Chaperones on the Journey.
We do not grant any Adult on any Journey any additional authority to make decisions on the implementation, management, or organization of the Journey; to circumvent any rules or procedures; to organize supplementary events or excursions; to question or refuse to comply with instructions from Us or any Chaperone; nor to absolve Their Child/Children or Dependent(s) from the obligation to comply with all rules and instructions from Us, any Chaperones, any Officials, Tour Guides, Transportation Providers, or any Other Person or Entity involved in the delivery of services to the Journey.
In addition, under no circumstances may any Adult on a Journey take any Traveler or Travelers — even their own Children or Dependents or any other Traveler, irrespective of age — to any off-Itinerary event or on any excursion or otherwise engage in any deviation from the Itinerary unless such an event, excursion, or deviation has been approved in advance by Us and the Parents or Legal Guardians of all Travelers involved.
We reserve the right to deny or otherwise not approve any such request and You agree to indemnify and hold Us harmless from and against any costs, damages, losses, liabilities and any or all other consequences that may result from Our decision.
Should any Adult traveling on the Journey to fail to comply with these provisions and all Journey Rules and Guideline, and/or fail to respect the authority and primacy of Our role as the responsible and authority figure for the Journey, We reserve the right to remove from the Journey such Adult and any Travelers traveling with the Adult and We shall have no liability, financial or otherwise, and You agree to indemnify and hold Us harmless from and against any costs, damages, losses, or liabilities for Our decisions and actions including but not limited to the loss of additional participation on the Journey.
The pacing and physical requirements of Your Journey, while not strenuous, do require extended periods of standing and walking, and many historic sites are accessible only on foot and involve stairs or inclines, roads that may be narrow and winding, buildings and tourist sites that may be in excess of 500 years old, and facilities that may lack any accommodation for physical differences.
The Americans with Disabilities Act (ADA) does not apply abroad, and Suppliers, establishments, tourist venues, and other locations on Your Journey may have neither the infrastructure nor the personnel to make special provisions to accommodate special requirements.
You must disclose to Us when You book Your Journey (or at such later time when You become aware of such a condition) of any existing physical or mental illness, disability, pregnancy, or any other condition that may create a health or safety hazard or complication for You or others during Your Journey or for which You may require medical attention or special accommodation during Your Journey.
We will make all reasonable efforts, in consultation with Our destination Suppliers, to accommodate Your needs; however, We regret that neither We nor any Supplier on Your Journey can provide individual assistance to You or anyone traveling with You for walking, general movement, dining, getting on and off motor coaches and other transportation vehicles, or other personal needs on the Journey, including on flights, in the hotel, and on tours and excursions.
Ground transportation at the destination is not equipped for wheelchairs. Travelers who need such assistance must be accompanied by a qualified companion at Your expense and may require additional services and transportation arrangements at Your expense.
In all cases, should we be able to accommodate Your special requirements and are able to accept You for participation on a Journey, We will require that You and anyone traveling with You sign a supplemental waiver of liability.
We reserve the right to decline Your booking or cancel Your booking if We conclude, or determine based on the advice of any Supplier for the Journey, that We or they cannot effectively or consistently meet Your needs or protect Your health and safety, or guarantee Your safe experience on the Journey. No such refusal on Our part will be considered a violation of Our Non-discrimination and Harassment Policy nor any accommodation laws of Your State of Residence, the State of Iowa, the United States, nor of the ADA.
If We are unable to approve Your participation on the Journey, based on Our determination of Our inability and that of Our Suppliers to accommodate Your special physical, emotional, or other such needs or requirements and provided that such information was included honestly and completely when booking or expeditiously provided to Us at Our request during the initial confirmation phase of Your Journey, We will offer a full refund, including the initial deposit less any non-refundable costs that we may have already paid for Your participation on the Journey, and You agree that You will have no claim against Us for such a cancellation on Our part or Yours of Your Journey booking.
For any cancellation based on information provided after booking or otherwise not disclosed at any point after booking Your Journey and for any other reason and including conditions that manifest themselves or become relative after booking, Our Standard Cancellation Policy will be in effect.
If We approve You for participation on a Journey and should We need to acquire any additional or special service to accommodate You on Journey, should We in Our sole determination choose to limit Your access to any activity due to Our safety concerns or those of any Supplier, or should We determine that We or any Supplier or venue is unable to accommodate You, any refund offered will be based on Our ability to recover Our costs for the services reserved.
You agree to reimburse Us immediately on receipt of the invoice for any additional services determined as a requirement for Your participation on the Journey — even those determined necessary during the Journey — and You understand that Your failure to promptly affect payment for such required additional services may result in the cancellation of Your Journey booking under the terms of Our Standard Cancellation Policy.
Emotional support animals are not permitted on Our Journeys due to Our inability to provide You access to the majority of the Itinerary relative to restrictions on access with animals to many locations and activities on the Itinerary and a general lack of understanding and acceptance of such animals in the destination.
In all cases outlined above, including but not limited to, Our refusal to approve You for participation on a Journey due to Your physical or emotional needs, cancellation by You or Us due to Your physical or emotional needs, requirements for supplemental services, any service or activity in which You cannot participate in or are restricted from participating by Us or any Supplier due to Your physical or emotional needs, or any other consequence of Our inability to meet Your physical or emotional needs before or on the Journey, You agree that You will have no claim against Us for any such cancellation, restriction of Your participation in any service or activity, decisions, inability or decision to decline Your participation in a Journey, or to provide a refund for any services or activities in which You are unable to enjoy or participate on Your Journey.
Any Traveler who enrolls 109 days or fewer prior to departure date of any Journey will be considered a late enrollment.
Full payment will be required at the time of enrollment, including an additional non-refundable $200 late enrollment fee and You will be placed on a waiting list while We confirm hotel, airline, and ground transportation availability.
There may be additional charges, especially for flights, and we will inform You of such charges as soon as We have such details.
If seats on Our group flights are unavailable, We may provide You the option for Us to arrange alternative flights for You or for You to arrange Your own flights and buy the land-only portion of the Journey.
If We are unable to place You on the group flights for Journey or if You otherwise choose not to participate, You may cancel Your booking and will receive a full refund or choose to organize Your own flights and purchase the Journey as land-only. (Please Section 16 for details.)
You may opt to arrange Your own airline tickets and join Your Journey in Oaxaca.
For the Land-Only option You are responsible for organizing and purchasing Your airline tickets. We advise that You wait for Our confirmation of Your Journey and Journey Departure Date before acquiring Your airline tickets as there is always the remote possibility that Your Journey Departure Date could change.
If You arrive or depart before or after the Journey arrival or departure day and time, We can organize for You to be met at and returned to the airport in Oaxaca for an additional fee.
If You arrive before the official start day of the Journey or stay past the end day of the Journey, We can assist You with accommodation at the Journey hotel based on availability and may or may not be able to offer You Our negotiated rate for those additional days based on hotel availability and the hotel’s choice to offer You Our group negotiated rate.
In the event that Your Journey is canceled for any reason — Ours or Yours — You agree to hold Us harmless from any and all consequences financial and otherwise.
To register for Land-Only travel, You should register and pay the Journey deposit then email firstname.lastname@example.org with Your confirmation email and requesting LAND ONLY and we will adjust Your balance due to reflect the removal of the airfare costs. We also advise that You wait to purchase the required Travel Protection Plan until such time as You have Our confirmation and approval of Your Land-Only booking.
You are solely responsible for complying with all passport and visa requirements for the Journey.
US citizens traveling to Mexico are ONLY required to have a valid US passport; NO visa is required of US citizens to enter Mexico as tourists.
We assume no financial responsibility for any cancellations or delays resulting from invalid passports, visas, or other travel document requirements, or for tickets or other travel documents that do not reflect Your name exactly as it appears on Your passport; and We are not responsible to offer any refund or other compensation in such situations even if Your Journey is canceled by Us or by You for any reason at any point prior to Your Journey Departure Date.
We recommend that Your passport be valid for six (6) months beyond Your Journey Return Date.
We are not responsible for the loss of passports or airline tickets or any other required documentation for Your Journey. You are solely responsible for all costs for the replacement of such documents and for meeting the airline’s requirements (both logistical and financial) for ticket replacement and the costs for any delays that such loss may cause. If We have to pay any of these charges for You, You agree to immediately reimburse us for such costs — even if by bank transfer as We may require — and in advance of payment from Your Travel Protection Plan that You may be expecting. Please see Section 9 — Travel Protection Plan — for additional details.
When registering, You are to provide the Traveler’s full name and date of birth as it appears on the passport or if no passport has been acquired use the full name and date of birth on the birth certificate that will be used to acquire the passport.
Any corrections to match passport names made 110 days or less prior to the Departure Date of Your Journey that require that We change Your name as originally used to book Your Journey may result in a minimum additional fee of $200 and, based on airline policy, the cost of a new ticket.
Any such additional charges will be due and payable immediately upon Your receipt of Our invoice. Nonpayment of these charges per the payment timeframe provided on Your invoice may result in the cancellation of Your Journey booking per the terms of Our Standard Cancellation Policy or additional fees to reinstate You on the Journey.
Published and quoted Journey Fees are per person and based on double or triple occupancy. (Generally speaking, adults are placed in double occupancy accommodations and Student Travelers are place in triple occupancy accommodations.)
All prices are based on the current rates of exchange, tariffs, and taxes as of September 01, 2019.
We reserve the right to increase Journey fees to cover increased costs, tariffs, taxes, and other price increases and variances received after prices are published and to reflect fluctuations in foreign exchange markets. Please see Sections 20, 21, and 22 for additional details.
We will not provide a breakdown in the price of a Journey.
The final number of Travelers on a Journey will not affect the published price unless otherwise indicated by Us in writing for a specific Journey.
While Your Journey is guaranteed when You pay Your initial deposit, there are some costs that can change and that are beyond Our control and for which You will be responsible to pay should there be an increase or additional cost levied.
You are responsible for any increases in the following:
We will invoice You these costs and indicate to You the timeframe for payment. In general, any such increases are considered due and payable immediately upon Your receipt of Our invoice.
Should such additional taxes or official surcharges be due and payable to any airline, hotel, or other entity be levied while on the Journey, You agree to pay Us the invoiced amount immediately upon receipt of Our invoice or by Bank Transfer per Our request.
Please be advised that nonpayment of any such charges per the payment timeframe provided may result in the cancellation of Your Journey per the terms of Our Standard Cancellation Policy.
We endeavor to keep land costs set as published. However, the reality is that land costs are quoted to Us in foreign currency and we calculate the exchange rate from the foreign currency to US Dollars up to a year or more in advance of Your Journey.
Please be advised that should there be a change between the foreign exchange rate used to calculate the cost of Your Journey (September 01, 2019) and the exchange rate at the time that we make payments to foreign Suppliers before the departure date of Your Journey that requires Us to increase land costs for Your Journey, We reserve the right to invoice You for this increase and You agree to pay the invoice immediately upon receipt.
Please be advised that nonpayment may result in the cancellation of Your Journey per the terms of Our Standard Cancellation Policy.
At times it may be necessary for Us to pay for additional expenses for You on a Journey such as, but not limited to, airline delays that necessitate additional food, beverage, and lodging due to delays in flights or other such travel arrangements, emergency situations, medical emergencies or other such unexpected events unforeseen events; supplemental transportation costs due to emergencies or other unexpected events; additional services due to unexpected events or delays; or additional taxes, fees, or surcharges, etc.
You agree to immediately reimburse Us for such expenses per the invoice We provide or bank transfer —as we may request — in advance of any benefit claim You may file with Your Your Travel Protection Plan from any Travel Protection Plan You may have purchased.
Please see Section 9 — Travel Protection Plan — for additional details.
Baggage On Flights
In order to facilitate and make easier layovers and transfers in Dallas or Houston, to reduce the risk of Travelers forgetting or losing luggage during layovers and transfers, to expedite arrival to Immigration and Customs in Dallas and Houston on return connecting flights from Oaxaca, and as a part of Our Safety and Security Plan, all Travelers are required to check at the airline counter when checking in for their flights to and from Oaxaca any bag that will not fit under the seat in front of them on their flights.
This is an absolute requirement of all Travelers.
We provide You with $75 in travel funds each way for travel to and from Oaxaca that will cover Your checked baggage charge and leave You a minimum of $45 each way for food, beverages, or other expenses.
We assume no liability for loss or damage to Your baggage in transit to and from Your Journey or while on Your Journey or for any personal belongings or effects that You bring with You.
Your required Travel Protection Plan may include coverage for Your baggage if lost, damaged or delayed, and possibly for personal items lost or damaged on the journey.
Please see Section 9 — Travel Protection Plan — for additional details.
Personal Belongings On Your Journey
Your guest room in the Holiday Inn Express Oaxaca has an in-room safe. All Travelers are advised to store Their valuables and travel documents in the in-room safe.
If for any reason You are concerned about the safety of Your valuables or travel documents in Your room or in Your in-room safe, please speak with the intelli.tours Intelligence Officer for Your Journey who will be happy to assist You with resolving Your concerns.
While we take the utmost care in making sure the information on Your Itinerary and Travel Documents (collectively, “Final Documents”) is complete and accurate, it is ultimately Your responsibility to carefully read and review the final documents for accuracy upon receipt.
Failure to contact Us within 110 days of Your Journey Departure Dates for the correction and re-sending of the final documents could result in the loss or cancellation of Your reservation, airline tickets, or services listed on the documents for which We will not be responsible and for which Your booking will be subject to Our standard cancellation policy and for which we assume no liability and for which You agree to hold us harmless for any costs or consequences.
Each Traveler and their respective Parent or Legal Guardian will be required to sign a Behavior Code and Rules and Guidelines Document (Conduct Document) prior to departure and will be expected to comply with all terms of that Conduct Document throughout the Journey.
You may find the details of these documents on Our site here:
You also agree to follow and adhere to any additions or modifications to Our current Behavior Code and Rules and Guidelines that may be necessary to make in advance of or during Your Journey or such adjustments that may be necessary during Your Journey to ensure the safety, security, and well-being of all Travelers.
You understand and agree that certain rules and guidelines on the Conduct Document that are marked as zero tolerance may result in Your immediate dismissal from Your Journey and Your return home at Your or Your Parents’ or Legal Guardians’ expense and that should this occur You (or Your Parents or Legal Guardians) will immediately provide a means for payment or make an immediate bank transfer — at Our request — to cover or to reimburse us for such paid or anticipated expenses.
In the unlikely event that We must exercise Our right to return You home from the Journey, You agree to immediately pay the invoice — even if by bank transfer at Our request — to cover Your return home, including, but not limited to the cost of acquiring and changing Your airline ticket or any other costs associating with Your return home.
You also understand that We may exclude You from participating in all or any parts of the Journey if, in Our sole discretion, You are not in compliance with the Conduct Document or if Your behavior renders You unfit for the Journey or unfit for continuation once the Journey has begun.
Unfitness may include, without limitation, any behavior that in Our sole determination, and regardless of its cause, is inappropriate, illegal, immoral, or offensive, or interferes with the delivery of Journey services or may constitute a hazard or embarrassment in any way to Us, fellow Travelers, or any Supplier on the Journey.
In the unlikely event that We deem it necessary to exclude You from the Journey or any parts of the Journey, or to return You home during the Journey, You understand that per the terms of this Agreement You will forfeit any monies paid to participate in the Journey or any unused part or portion of the Journey, and We shall have no liability, financial or otherwise, to You and that You will indemnify and hold Us harmless from and against any costs, damages, losses, or liabilities of any kind arising from Our decisions and actions relative to Your behavior on the Journey.
We believe that everyone deserves a safe and respectful opportunity to discover and explore the world on Your Journey with the knowledge, belief, and assurance that their dignity and emotional and physical safety and well-being will be respected and protected.
Please read below for details about Our Non-Discrimination and Sexual Harassment Policy (Policy) and Our and Your commitment to maintaining an environment — on Your Journey, including all activities and events on Your Journey — that fully complies with this Policy.
All Journeys are free of all bigotry, prejudice, racism, intolerance, and aggression in words and actions.
This Policy specifically bans discrimination, harassment or any other action — verbal or physical — against or toward any Traveler, Supplier, or any other person or entity affiliated with Your Journey on the basis of race, color, national origin, ethnicity, ancestry, religion, age, disability, genetic information, veteran status, marital status, gender/sex, sexual orientation, perceived sexual orientation, gender identity, perceived gender identity, pregnancy, or pregnancy-related conditions. Furthermore, any form of intimidation, threats, bias, prejudice, coercion and/or harassment that insults the dignity of others and interferes with their sense of safety and security and freedom to enjoy a Journey, activities, and events or other any engagement with anyone leading, representing, or participating in a Journey is unacceptable and will not be tolerated.
We will strictly enforce a prohibition against harassment and discrimination, sexual or otherwise, toward or by You, Our employees, all adult and Student Travelers, Parents/Legal Guardians/Caregivers or family members or anyone else affiliated with or participating in — directly or indirectly — any Journey, activity, or event as such conduct is contrary to the values of intelli.tours Academic and Our commitment to equal opportunity and non-discrimination on all of Our Journeys and in all of Our offering and services.
You are expected to adhere to the following code of conduct relative to this Policy:
All infractions will be addressed immediately ranging from a simple discussion to resolve and alleviate tensions and promote understanding, to a call home to Parents or Legal Guardians, to — in the case of serious or multiple infractions — the immediate dismissal from the Journey and return home at Your or Your Parents’ or Legal Guardians’ expense.
In the case of a complaint by a Traveler against another Traveler for any violation of this non-discrimination and sexual harassment policy — provided that the complainant has not engaged in any infraction of this policy — the complainant will certainly be defended by Us.
* Please be advised that the laws and cultural norms of other countries may not be in line with those of this non-discrimination and sexual harassment policy, and We may have no control over such actions that are in conflict with this policy and cannot be held accountable for such actions by others. In such cases — should You feel that You are experiencing discrimination or sexual harassment — You should not engage and immediately contact Your Group Leader or intelli.tours Academic Intelligence Officer who will advocate on Your behalf and provide You the most equitable solution in respect of Your concerns and experience.
While We go to great efforts to ensure food safety and to respect Your food allergies and dietary restrictions in all of Our food and dining choices on Your Journey, You agree to and understand the following:
Relative to all the provisions above and any other issues related to Your food allergies or dietary restrictions of which You are aware prior to departure on Your Journey or that may manifest themselves during Your Journey, You accept sole responsibility for and hold Us harmless for all risks and consequences — medical, financial, and otherwise — including, but not limited to, food poisoning, intoxication, sickness, allergic reaction, inability to participate in an activity on the Journey, or death associated with any food or beverage that You may consume on the Journey — whether offered or included in the Itinerary or recommended by Us or any Supplier, Adult Chaperone, Tour Guide, Driver, or any other person affiliated with Your Journey or providing services to Your Journey, directly or indirectly.
Planning for and being prepared for medical emergencies and other unforeseen events is a central component of Our Safety and Security Plan.
The most important part of Our Safety and Security Plan is Our requirement that all Travelers have a Travel Protection Plan that meets Our minimum requirements and that provides the necessary coverage for any medical emergency or unforeseen event.
In addition, We engage in many other preparations prior to and during Your Journey to ensure that We are prepared to efficiently and expeditiously handle any such events to ensure a successful, safe, secure, and enjoyable Journey for all Travelers.
Therefore, in addition to all provisions in this Agreement that may be relative to a medical emergency, emergency services, or other unforeseen events during Your Journey, You understand and agree to the following:
In case of any printing, typographical, computer, verbal, or human billing or functionality errors on Our Website, via emails from Us, in telephone communications with Us or on any website We may use for any purpose or that may promote Your Journey, We reserve the right to invoice or re-invoice You with corrected billing or price, and You agree to pay the adjusted prices with no claim against Us for any error. Failure to make such payments per the terms of the invoice will result in the cancellation of Your Journey booking per Our Standard Cancellation Policy.
We organize, arrange, contract, and pay for the travel services detailed in Your Itinerary, including but not limited to air transportation, ground transportation, lodging, tours, guides, dining, food, and myriad other elements of Your Journey.
While We do all in Our power to assure that all Suppliers are compliant with local legal and business requirements, You understand and agree to the following:
It is Your responsibility to become informed about the most current travel advisories and warnings.
We recommend contacting the Travel Warnings Section of the US State Department at 202.647.5225, or www.travel.state.gov, and clicking on “Travel Advisories.”
For medical information, We recommend contacting the Centers for Disease Control at 877.FYI.TRIP, or www.cdc.gov/travel.
Your decision to not participate in the Journey due to State Department warnings will be deemed a cancellation and handled per Our Standard Cancellation Policy.
We reserve the right to correct any errors or omissions in Our published materials and to the Agreement at any time as the result of any material changes to legislation, regulation, or necessity.
All amended Terms and Conditions shall automatically be effective upon being posted to Our Website.
We advise You to check Our Website prior to travel in order to ensure that You are aware of any such changes.
You hereby consent to Our use of pictures or videos of You in Our marketing materials without compensation or Your advance or specific approval.
International travel involves risk and Your participation on Your Journey is at Your own risk.
For Your safety and well-being and in the event of an emergency, We require the purchase of a Travel Protection Plan that meets Our minimum requirements as outlined in Section 9 of this Agreement as a condition of participation on Your Journey.
We assume no responsibility for any personal injury, death, sickness, property damage, losses, or expenses or other loss, accident, delay, inconvenience, or irregularity that may be occasioned by reason of any matter beyond Our exclusive and direct control, including but not limited to any act by any of Our Suppliers; a delay or cancellation that causes You to miss all or any portion of the Journey; mechanical or other failure of airplanes or other means of transportation; the failure of any transportation mechanism to arrive or depart on time; accidents; unstable areas or other unsafe conditions; sanitary conditions; food-related illness or consequences; dangers of local law enforcement activity; different building, safety, health, and maintenance standards; acts of God; acts of government; acts of war (declared or undeclared); quarantines; embargoes; blockades; criminal activities; consequences of behavior by other Travelers on Your journey; kidnapping; terrorist acts; riots; disaster; weather extremes; strikes or any other acts; force majeure; or any event beyond Our direct and complete control.
You understand that We have no special knowledge regarding unsafe conditions, health hazards, weather hazards, political realities, climate extremes, or any other such potential events at locations to which You may travel or that You may visit.
You understand that health care standards, facilities, and services abroad may be different or even inadequate for treating health conditions.
You understand that building codes, safety standards, regulatory enforcement, and laws are not those of the United States and may provide for less safe and secure facilities and general conditions.
You assume all of these risks and dangers, including injury and death, and You agree to forever release, discharge, and hold Us, and Our agents, employees, officers, directors, Suppliers, Adult Chaperones, and heirs of the same harmless against any and all liability, actions, causes of actions, suits, claims, and demands of any and every kind and nature whatsoever, which You now have or which may hereafter arise out of or in connection with Your Journey or participation in any activities on Journey.
In no event will We be liable for any injury, loss, claim, damage, or any special, punitive, exemplary, direct, indirect, incidental, or consequential damages of any kind, whether based in contract, tort, strict liability, or otherwise, that arise out of or are in any way connected with the Journey.
You also agree that in the event of a claim by You relative to the services, arrangements, or any other liability whatsoever for which We may be responsible, Our liability shall not exceed the total amount You paid to Us for Your Journey.
This LIMITATION OF LIABILITY & DAMAGES AND ASSUMPTION OF RISK section is in addition to, and not a limitation of, any other terms and conditions detailed in this Agreement.
You agree to present any claims against Us in writing by certified mail within thirty (30) days after the last official day of Your Journey — the day that You return to Your originating city in the United States.
If We are unable to mutually resolve Your claim, in lieu of litigation or jury trials and any judicial forum — each of which is expressly waived by Your acceptance of this Agreement as a condition of participation on the Journey — any dispute concerning, relating, or referring to this Agreement or Supplement, any brochure or any other literature concerning Your Journey, any information on Our Website or on social media, or any and all events on the Journey itself, shall be resolved exclusively by binding arbitration in the State of Iowa, United States, according to the then-existing rules of practice and procedure of the Iowa Arbitration Association LLC.
The decision by the arbitrator(s) shall be the final and binding resolution of the dispute.
Such proceeding will be governed by the substantive law of the State of Iowa.
The arbitrator(s) 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 Agreement, including, but not limited to, any claim that all or any part of this Agreement is void or voidable.
(Effective date: 01 September 2019)