Group Leader Enrollment Form
Please complete the application below completely.
Group Leader Terms and Conditions
By submitting a signed Group Leader Application, the applicant agrees to the Passports 2025-2026 published Terms and Conditions and Release and Agreement as they appear in the Passports 2025-2026 Enrollment Guide and elsewhere, as well as the following Group Leader Terms and Conditions which apply to all group organizers and chaperones traveling at free or pro-rated discount rates as per the stipend chart published by Passports. Passports will not grant exceptions to these Terms and Conditions, or to the Agreements signed by tour participants. These Agreements cannot be modified or extended except in writing by an officer of Passports.
Group organizer responsibilities: Group Leaders are responsible for supervision, discipline and the well-being of the group members entrusted to their care. Group organizers and chaperones must maintain a harmonious and professional attitude both prior to and during the tour, particularly when unforeseen pre-departure or on-trip situations may arise. The Group Leader is responsible for having a positive attitude, and behaving pro-actively, rather than reactively, in order to set an example for the participants under their supervision. Passports and its employees (including the group’s Tour Director) are not responsible for discipline or supervision of group members. The group’s Tour Director will assist in emergency situations. All Group Leaders agree to the following elements of discipline: Curfew enforcement, enforcement of the Passports Code of Conduct, knowing the whereabouts of all participants at all times, keeping group members together, enforcement of behavior in hotels, restaurants and other locations throughout the tour, enforcement of schedules and punctuality, enforcement of attentiveness, monitoring of hotel rooms, checking hotel rooms at check-in and again at checkout, looking for items left behind or damages to rooms caused by group members.
All Group Leaders agree to the Passports Code of Conduct, including the sections on alcohol consumption and acceptable behavior while on tour. In the rare event that a group organizer neglects his or her duties, Passports reserves the right to do whatever it deems appropriate to rectify the situation, including temporary suspension of the group organizer from participation in the tour, or removing the group organizer from the tour altogether and returning him/her to the U.S. at his/her expense, and with no refund or compensation. Another Group Leader, if available, would take over supervision and discipline of the traveling group. If no Group Leader is available, Passports will select an appropriate replacement.
The main Group Leader may send home, at his/her own discretion, any group member (student or adult) who does not adhere to Passports’ Code of Conduct. See 2025-2026 Release and Agreement, for additional information.
Enrollment: Group Leaders and Chaperones must be enrolled 100 days prior to departure, and must submit a signed application.
Group Size: Published catalog itineraries are based on a minimum combined number of participants enrolled. Customized itineraries are based on specific enrollment numbers as determined by the group leader and/or Passports. If any tour cannot operate due to low enrollment, Passports may offer the group leader a choice of the following alternatives: 1) An alternate, comparable tour as determined by Passports (utilizing public rail, bus, subway transportation, etc., when use of a private motorcoach is not justified). Participants are responsible for all costs associated with the program change; 2) Operating the original tour, provided all group members pay a “Small Group Supplement” which shall apply to all group members; 3) Deferring travel to a later date, with no provision either for interim refunds, or penalties; 4) Cancellation with special refund (withdrawal must be made in writing to Passports within seven (7) days of tour change notification. A refund of all payments minus the Travel Protection Plan cost (if any) and a $225 administrative processing fee per traveler, will be paid to the individual traveler.) The $225 administrative fee will be waived for groups smaller than six paying participants. I understand that these changes are not grounds for cancellation without penalty, or for refunds after the tour.
Group Leader Payment Deadlines: Group Leaders are required to pay any negative stipend and/or additional charges such as field trips, obligatory rooming fees, travel extensions, or other administrative fees no later than 95 days prior to departure. Fees may be paid by credit card. Group Leaders may not necessarily receive an invoice prior to their individual deadline dates. Contact Passports’ Accounting Department for details.
Cash Stipends: Any applicable cash stipends will be paid by Passports to the individual Group Leader in the form of a check no later than one week prior to departure, provided that all participant balances are paid in full and that the Group Leader’s social security number is on file at Passports U.S. headquarters. All stipend payments are mailed directly to the individual traveling Group Leader via U.S. postal mail. Stipends and bonuses equaling $600 or higher paid to any individual will result in that individual receiving a 1099-Misc tax form at the end of the calendar year of travel, as per Internal Revenue Service regulations.
Group Leader Cancellation/withdrawal: Group Leaders cancelling from the tour for any reason must notify Passports individually in writing no later than 95 days prior to departure. Notification by telephone is not sufficient. The main Group Leader is permitted to cancel a chaperone’s position on the tour. Group Leaders canceling within 95 days of departure will be subject to administrative fees relating to the non-refundability of airline deposits or tickets or other travel arrangements purchased on their behalf. Passports will notify Group Leaders of non-refundable administrative fees upon acknowledgment of the cancellation. NOTE: Tour services (air and ground arrangements) are made early on Group Leaders’ behalf, and are non-refundable and non-exchangeable. Paying participants assigned to canceled Group Leaders will not be reassigned to another Group Leader in the group if the cancellation is postmarked within 95 days of departure, and will therefore not count toward any extra positive stipend or free travel of another Group Leader.
Substitutions: A cancelled Group Leader may substitute another Group Leader up to 95 days prior to departure. The substitute must submit a signed Group Leader Application, along with written instructions from the main Group Leader regarding reassignment of participants. Substitution requests cannot be guaranteed, and fees may apply.
Payee Cancellations: If one paying participant cancels within 30 days of departure, and this results in any Group Leader owing a negative stipend, the company will absorb the cost of the negative stipend. If two or more payees cancel within 30 days of departure, a modified negative stipend will be calculated and billable to the individual Group Leader. Contact the Passports Accounting Department for details.
Land-Only Group Leaders: Group Leaders wishing to purchase their own airline ticket and travel on a “land only” basis will receive a check representing the amount of their unused airline ticket approximately 30 days prior to departure of the group. All other terms of “land only” participation apply as outlined in the 2025-2026 Terms and Conditions.
Rooming: Main Group Leaders are entitled to a single room at no charge, except on cruises and trains. Chaperones are guaranteed one-half of a double room at no charge. Paying participants must pay the double room supplement if sharing a double room with a chaperone.
Family and Faculty discount: Family members of the main Group Leader, and faculty colleagues not already traveling as co-counselors (i.e. full-paying travelers) may travel at a discount of 15% off the Program Tuition if requested by the main Group Leader. Group Leaders are not eligible to receive participant credit for persons taking advantage of the Family/Faculty Discount, and are strongly urged to limit the number of Family/Faculty discount spaces for this reason. Travelers who receive the discount count towards the total group size.
Rewards Program: Group organizers will earn Rewards Points for each application received with at least $495 (or $95 on E-Z Pay). Group organizers receive 50 Rewards Points per traveler enrolled by May 15 of the year prior to travel; 25 Rewards Points per traveler by October 15; and 10 Rewards Points per traveler by the Final Payment Deadline. Points can be redeemed for convention spots. Co-group organizers do not qualify for Rewards Points. Rewards Points have no cash value, are non-transferable, and cannot be applied to tour features or negative stipends in lieu of payment. Rewards Points expire three years after they are earned. Veteran Passports group organizers, as well as first-time organizers, qualify for the same point schedule and r wards redemption, regardless of their level of experience with Passports. All Rewards, as outlined at https://www.passports.com/teachers/rewards, are subject to availability.
Review and Return of Monthly Status Reports: Passports provides monthly Group Status Reports electronically to main Group Leaders. These reports must be reviewed and returned to the company upon receipt. The main Group Leader acknowledges that these status reports, dealing as they do with the details and integrity of group travel arrangements, payment status of travelers, possible participant cancellations, last-minute additions to the group, and the possible withdrawal of co-counselors on whose behalf Passports might otherwise purchase non-refundable land arrangements and air tickets, delineate areas of main-counselor responsibility which are of utmost importance.
Travel Date Changes: Passports begins securing airline space for groups immediately upon the group’s enrollment. Any travel date changes must be finalized by September 15, 2024 for 2025 tours (September 15, 2025 for 2026 tours). After September 15, date changes may not be possible, and/or an airline-imposed date-change fee may apply.
Airline ticketing and flight schedules: The group’s airline e-ticket receipts and other travel documents are available online. Tentative flight routings and schedules are generally available from Passports approximately 60 days prior to departure, and are subject to change at the airlines’ discretion, at any time. Passports has no control over flight schedules and routings, and must abide by strict regulations set forth by the airline industry. Therefore, Passports cannot guarantee specific airline seating requests. Kennedy, Newark and La Guardia airports are used interchangeably for “New York” departures; as are Dulles and Reagan National Airport for “Washington, DC” departures.
Ticket Exchange or Name Change: Due to the nature of Passports’ contractual agreements with the airlines, ticket exchanges and name changes are sometimes not possible. If available, a fee will apply.
Special Ticketing Arrangements: Group Leaders may extend their return ticket in accordance with the standard 2025-2026 Terms and Conditions paragraph entitled “Delayed Return Flights and Travel Extensions” up until 110 days prior to departure. The initial processing fee is free for the main Group Leader only. Chaperones are required to pay the fees as outlined on the Special Travel Arrangements Form sent to them by Passports. Extra airfare and subsequent change fees will apply to all Group Leaders. Main Group Leaders taking advantage of separate flight arrangements must appoint another adult group member to escort any minor students traveling on the group flight routing. Passports and/or the airlines are not responsible for providing assistance or escorts for students if Group Leaders choose to travel separately from the group.
Overbooking, flight delays, cancellations: Airlines frequently “overbook” flights and ask for volunteers to give up their seats in exchange for compensation. Traveling student groups may be particularly vulnerable to a well-meaning airline agent who needs to free up some seats. Under no circumstances should any Passports group ever allow themselves to be “bumped” or volunteer to give up their seats. If the group’s outbound flight from the U.S. is delayed or cancelled due to weather, schedule or other delays, please note that Passports is not automatically notified of this fact by the airlines. If a group’s outbound flight is delayed by more than one hour, or cancelled altogether, Group Leaders must contact Passports at (508) 885-4600 to provide notification to the company. Group Leaders are responsible for keeping the group together and must not leave the airport until alternate arrangements have been officially secured by the airline. Group Leaders must work with airline representatives directly in order to rebook flight(s) (please note that Passports does not normally have the ability to amend reservations when the group is already en route and at the airport). Once the group’s flights have been successfully rebooked, Group Leaders must contact Passports so the company can notify its overseas offices of the new arrival time. If a return flight delay results in a missed connection, Group Leaders must consult with the ticketing agents at the international airport to rebook the group on another connecting flight. Passports should only be contacted if the group requires the company to initiate the telephone chain for the group. In either of these cases, if the cause of delay or cancellation is due to a strike, mechanical reason, or other airline-imposed reasons (i.e. not weather) and the group is required to stay overnight, the airline is responsible for paying for a hotel and meals for the group.
Combined groups: In the event that a group is combined with other groups, it is necessary that all Group Leaders work harmoniously and cooperate fully with one another, and with the Passports Tour Director, to create a positive atmosphere for the entire bus group. People from diverse backgrounds and age groups may be combined together, and must respect each other at all times. Group Leaders and Tour Directors are urged to meet upon arrival overseas and reach an understanding as to how the group will conduct itself at the start of the tour.
The Passports Tour Director: The Passports Tour Director is a professional, experienced tour manager and a crucial element of any traveling group. Passports cannot guarantee the services of a specific Tour Director, although the company will do its best to accommodate such requests based on a Tour Director’s availability. Group Leaders agree to speak to their Tour Director in private if any sensitive matters requiring consultation must occur while on tour. If a group is dissatisfied at any time with the Tour Director assigned to them, the main Group Leader(s) should contact Passports’ offices to request a remedy. Replacement of a Tour Director with another cannot be guaranteed, particularly during peak travel seasons, but Passports will make every reasonable effort to accommodate a request for Tour Director replacement. It is customary to tip the Tour Director at the conclusion of the tour, to signify satisfaction with their services. Tour Directors rely on tips as encouragement to continue to perform well for Passports’ groups. Contact Passports for suggested tipping amounts. Passports strongly recommends including the Tour Director tip in the price of the itinerary. Contact your Tour Advisor for more information.
Emergencies: Group Leaders and the Tour Director share primary responsibility for handling emergencies involving any tour participants. Group Leaders may be required to stay behind with a participant in an emergency situation while the remainder of the group continues with the tour. Minors must not be left without adult supervision under any circumstances. In the event of an emergency, the Group Leaders and the Passports Tour Director should meet and determine the best course of action. The Passports Tour Director can contact Passports European and U.S. offices round-the-clock.
Participant Release & Agreement
I am an applicant for a tour with Passports, Inc., d/b/a Passports, and acknowledge and agree to the following conditions binding upon myself, and upon my parents or guardians if I am a minor, and upon Passports, Inc. (“Passports”).
1. Responsibility. Passports is responsible only for the acts or omissions of its employees. Each tour begins with the takeoff of the first flight and ends upon completion of the return flight (with the exception of land-only arrangements, which start at the first hotel and end with completion of services at the last hotel).
2. Passports cannot be responsible for events beyond its control, including, without limitation, acts of God, war, strikes or government restrictions, or for any other circumstances of force majeure; nor, in the absence of its own negligence, for personal injury, accidents, illness, death, property damage or loss, delay or inconvenience caused by persons not controlled by Passports, including, without limitation, airlines, bus companies, railways, hotels, restaurants, taxis, group leaders, or any other agency, company or individual.
3. Passports is not responsible for loss of a government-issued passport, travel documents or tickets, loss or damage to luggage or any other personal belongings, or for consequential damages in any event.
4. Passports reserves the right to cancel any participant at any time for reasons which appear to be valid in its sole judgment. Passports shall have the right, without refund, to send home (on notice to parent or guardian for minors) at his/her own expense, and without escort, any student or adult who does not adhere to Passports’ Code of Conduct, or who infringes upon others’ enjoyment of the tour. I agree to release Passports, its agents and employees, my local school and school district, and the group leader from all claims arising out of such events, acts, or omissions.
5. I understand that if I am expelled from school, or if I am under other disciplinary measures instituted by my teacher, school or other authorities, or if I fail to meet the requirements for this tour as set forth by my teacher, school, school administrators or others, I could be declared ineligible to participate in the tour. My application may be cancelled, and I will be subject to the cancellation/refund policy published in the Terms & Conditions. I agree to comply with all instructions of my group leader.
6. Passports is not responsible for me when I am absent from Passports scheduled activities. I understand I will be required to pay for any damage or injury, whether accidental or willful, caused by me while on a Passports tour. If by my acts or omissions I cause or threaten to cause damage of any kind whatsoever to third parties, I accept full responsibility. Further, in the event of such damage or loss, I agree to indemnify and hold Passports harmless from any and all actions taken by third parties for said damages and loss.
7. If I become ill, injured or incapacitated during my tour, Passports will do whatever it deems necessary to preserve my health and safety including, without limitation, obtaining medical treatment for me at my expense, and/or transporting me at my own or my parents’ expense back to my home for medical reasons. I agree to pay or reimburse any extra expenses incurred on my behalf by my group leader, or other group members, for medical or other reasons.
8. Any photographs or video taken of me while participating in a Passports tour and/or any of my comments or statements may be freely used in Passports’ published materials, without compensation and without liability.
9. If I wish to withdraw from a Passports tour, I must do so individually in writing. Any refund to which I may be entitled is given by the “2025-2026 Terms & Conditions” appearing in the Passports catalog, and elsewhere. No exceptions to the Terms & Conditions will be made.
10. Passports reserves the right to discontinue a tour due to low enrollment or other reasons, and/or make certain changes in departure dates, cities, the order of an itinerary, activities, hotels, group leader assignments, airlines, determination of flight routings, services, fees or other itinerary modifications as may be required, in its sole discretion. Such changes are not grounds for withdrawal with a full refund, or for refunds after the tour. If tour features are unavailable for any reason, substitutions will be made whenever possible.
11. Published catalog itineraries are based on a minimum combined number of participants enrolled. Customized itineraries are based on specific enrollment numbers as determined by the group leader and/or Passports. If any tour cannot operate due to low enrollment, Passports may offer the group leader a choice of the following alternatives: 1) An alternate, comparable tour as determined by Passports (utilizing public rail, bus, subway transportation, etc., when use of a private motorcoach is not justified). Participants are responsible for all costs associated with the program change; 2) Operating the original tour, provided all group members pay a “Small Group Supplement” which shall apply to all group members; 3) Deferring travel to a later date, with no provision either for interim refunds, or penalties; 4) Cancellation with special refund (withdrawal must be made in writing to Passports within seven (7) days of tour change notification. A refund of all payments minus a $225 administrative processing fee per traveler, will be paid to the individual traveler.) I understand that these changes are not grounds for cancellation without penalty, or for refunds after the tour. I understand that my group leader is authorized to choose alternatives on behalf of the entire group.
12. Passports reserves the right to change departure dates within the same weekend (or the nearest weekend for winter and spring departures); and within 10 days for summer departures. If such a change results in a tuition change, all group members must pay the Program Tuition fee for the new date. Custom tour members agree in advance to travel on an alternate tour chosen by their group organizer, or to pay a higher price bracket as previously agreed upon by the group organizer, if there is insufficient enrollment. I understand that these changes are not grounds for cancellation without penalty, or for refunds after the tour.
13. Passports and the airlines reserve the right to substitute airlines, to make changes in equipment, the itinerary, departure and arrival dates, times or cities, or to alter the itinerary, and I agree to accept any such changes. No refunds will be made under these circumstances, and Passports will attempt to provide comparable services or accommodations. Non-stop flights, specific airlines and/or schedules are not guaranteed. Airlines liability for loss or damage to baggage is limited. Due to airline, train and coach restrictions, luggage is limited to one suitcase, and one small carry-on bag per person. Airlines accept no liability for fragile or perishable articles. Higher limits of liability may be obtained from the airlines by paying the charge contained in the carriers’ tariffs, or optional baggage protection insurance can be purchased. Passports is not responsible for airline-imposed checked baggage fees. I understand that the airlines liability for death/injury is limited by their tariffs and/or the Warsaw Convention.
14. Holidays, special sporting, religious, political or other conditions beyond Passports’ control may produce the unavailability of centrally-located hotel accommodations or scheduled services. In such cases, Passports reserves the right to provide alternate accommodations and/or services, or to charge a supplement. Specific hotel properties or locations may be requested but are not guaranteed.
15. The published itineraries are sample descriptions only. Actual program itineraries may vary in certain respects. Flight information, hotel assignments and day-by-day itineraries will be available approximately 30 days prior to departure.
16. If my tour is being sponsored by my school, school board, school district, individual school administrator, or local municipality, I will be notified of this fact in writing. Otherwise, I understand that my tour is not officially sponsored, contracted, paid for, or regulated by any of these groups or individuals, even though my school may, as a convenience, allow the use of school premises for planning the tour. I hereby and expressly waive all claims against any such groups or individuals which might arise out of the tour, or relate to it in any manner, including changes in school/school board administrative policies concerning “school” travel trips.
17. I understand that Passports and my group leader reserve the right to select a qualified replacement for my group leader if he or she is unwilling or unable to accompany the group, for any reason. Such changes do not constitute grounds for cancellation without penalty. The standard refund policy applies.
18. I am responsible for obtaining and carrying a current passport with an expiration date not less than six months after my return date, and any necessary visas and vaccination requirements for the countries I am to visit. My inability to obtain such documents and vaccinations shall not constitute grounds for cancellation without penalty. The standard refund policy applies. Passports will not be held responsible if I am unable to obtain the necessary travel documents, vaccinations or any other entry requirement for participation in the program. I understand that I must allow Passports a minimum of 30 days notice for any documents from the company that may be required to obtain a visa.
19. Participants are subject in all other respects to the “2025-2026 Terms & Conditions”. In signing this Release & Agreement, I acknowledge and agree to these Terms & Conditions, and understand that they may supersede those in previous Passports publications in certain respects. All program applications are subject to acceptance by Passports headquarters in Worcester, Massachusetts.
20. I understand that this Agreement is expressly between me and Passports, and that it cannot be modified by a third party, including my group organizer, school, or school board. I understand that Passports is not responsible for third party errors, and that Passports strictly adheres to published policies, including those published in the Terms & Conditions. No exceptions will be made to this Agreement or to the Terms & Conditions. Any modification or extension of this Agreement by Passports must be made in writing by an officer of Passports.
21. In the event any part of this contract is found to be legally void or unenforceable, then such part will be stricken but the rest of this document will be given full force and effect.
22. Arbitration: I agree that any dispute concerning, relating, or referring to this contract, the brochure, or any other literature concerning my trip, or the trip itself shall be resolved exclusively by binding arbitration in Worcester, Massachusetts, according to the then existing commercial rules of the American Arbitration Association. Such proceedings will be governed by substantive (but not procedural) Massachusetts law.
Participant Terms & Conditions
By submitting a signed application and deposit, the applicant agrees to the following terms and conditions.
“How do I sign up?”
Reservations, Deposits and Payments: To reserve a space on a tour, ask your group organizer for your group’s Tour ID. Sign on to passports.com/enroll and enter your Tour ID.
There are two deposit/payment options:
E-Z Pay Automatic Payment Plan: Automatic withdrawals from your checking account or credit card. Note: a $10 fee will be charged for any E-Z payment that is returned by your bank for any reason.
Convenience Billing: Pay manually via check or credit card. Make check payable to passports Student Depository Account. Be sure to include your signed, paper application. Enrollment must be accompanied by a $495 deposit. Note: a $10 fee will be charged for any check returned by your bank for any reason.
All credit card payments are subject to a 4% credit card fee.
Please do not send cash at any time. Allow 7 business days for processing of your application.
Late enrollment: Travelers enrolling within 110 days of departure must apply with full payment. Additional airfare supplements may apply to late applicants. Late applicants may be placed on a waitlist pending space availability, and, if not accepted onto the tour, will receive a full, 100% refund.
“When must I be paid in full?”
Payment in full must be postmarked 110 days prior to departure. E-Z- Pay users must be paid in full 30 days prior to departure. Participants are solely responsible for qualifying for deadlines, and will not necessarily receive an invoice prior to their individual deadline dates. For non-E-Z- Pay participants, if full payment is not received 95 days before departure, the traveler will be cancelled from the tour with resulting cancellation penalties. (See right.) Also, see reinstatement policy.
“How do I know my money’s safe?”
passports Student Depository Account: Client payments will be escrowed in the passports Student Depository Account. The account is maintained at the Cornerstone Bank, and bears the bank I.D. #4762390345. Withdrawals from this account prior to the return of the tour will be limited to direct costs on behalf of the traveling group, such as airfares and land deposits, client refunds, service fees, and administrative expenses; provided, however, that the total of such administrative expenses attributable to any one client or client group shall not exceed (a) aggregate client revenue(s) minus sums required to operate the tour(s), or (b) the total of cancellation penalties which would be withheld by passports in the event of Elective Cancellation/Withdrawal of the client or client group, whichever is less.
passports’ CST# is 2067919-40.
“I don’t want to, but I’m cancelling!”
Elective Cancellation/Withdrawal: Individuals may withdraw from the tour at any time, but must do so in writing. Telephone cancellations will not be accepted. Notification by postal mail, fax and/or email is acceptable, and must bear a clear date of submission or a postal service postmark. The main group leader may cancel any participant’s position on the tour, in writing, for any reason.
Refunds: Refunds are based on the date of withdrawal, as determined by the date of the withdrawal letter as described above. Persons cancelling will receive a refund less the cancellation fees listed below, and the non-refundable items described in the section below. Allow a minimum of 30 days for processing. No exceptions will be made.
Standard Refund policy: Cancelation…
90 days or more before departure: refund less $620
89-30 days before departure: 75% refund
29 days or less before departure: no refund
With Peace of Mind Plan ($199): 29-2 days before departure: 75% refund*
Ultimate Peace of Mind Plan: Cancel at any time and receive a full refund minus the cost of the plan ($449)*.
*Airline tickets, if purchased, would be refunded as a voucher issued by the airline, if available. If a voucher is not available, the cost of the airline ticket is non-refundable. For example, if you are due a refund of $3000 and airline tickets were purchased, you would receive the value of the voucher as a part of your $3000 refund. Meaning, it could be a $2000 cash refund plus a $1000 airline voucher. If vouchers are not available, the cost of your airline ticket will be deducted from your refund.
In addition, Peace of Mind Plan fee, service fees and credit card fees are non-refundable.
Reinstatement: Cancelled participants may reinstate, if space is available, by sending the full payment due plus a $225 Reinstatement Fee. Additional airfare supplements may apply. Reinstatements are not accepted within 90 days of departure.
“I can’t go, but he/she can!”
Substitutions: Persons wishing to withdraw may substitute another person at least 110 days before departure. Notification of cancellation with substitution must be made in writing to passports. The withdrawn participant will receive a refund of all sums paid less service fee and any airline penalties. Substitutes are not eligible for any price guarantees given to the cancellee, and are therefore subject to prices in effect at the time of substitution. If passports cannot accept a substitute, for any reason, the original participant must abide by the standard refund policy.
“I think I’ll stay on after the group comes back...”
Delayed Return Flights and Travel Extensions: If an individual desires to travel on different dates from those of the main group, a $425 change fee will apply (subject to availability). If additional costs are required, passports will contact the traveler with details. Such changes may only be made 110 days or more before departure.
Individuals departing from alternate U.S. cities cannot be guaranteed specific flights, airlines, air routings or connections with the main group. Participants who depart from an alternate departure city will be required to pay the program tuition from that departure city and to provide their own airport transfers. Participants who wish to fly with the main group must arrange their own transportation to and from the main group’s airport. Requests for alternate U.S. departure cities will not be accepted less than 110 days before departure.
“Land Only” participants who wish to purchase their own airline tickets must contact passports. Internal flights while overseas, if included in itinerary, will be provided. Land only participants must provide their own airport transfers.
Participants switching from the group flight routing to their own transportation or vice-versa must submit a request in writing, and cannot be honored if received within 110 days of departure. Additional airfare costs may apply, and the individual traveler is responsible for payment of additional airfare costs.
“I’d like to know about rooming fees.”
Program Tuition prices listed in the catalog are based on triple student rates, with roommates assigned at the discretion of passports. Group organizers, adults or students may be subject to obligatory double or single rooms. passports will provide one obligatory double/single room, per gender, per group, for participants under 24 who must be roomed in double accommodations due to odd rooming configurations. Adults 24 years of age or older will be billed for obligatory room accommodations.
Adults who request single accommodations are required to pay for that service, and will be billed accordingly. Individuals will be notified by passports and are obliged to pay the cost of any rooming fees as shown below. Final rooming configurations are determined approximately 90 days prior to departure.
Rooming configurations may vary from hotel to hotel.
Double rooms: Adults 24 years of age or older who are not leading a group are subject to a mandatory $40 per-person per-night charge, for European tours, in addition to the basic published tour cost. For non-European tours, contact passports for double room fees. This additional mandatory charge guarantees double room accommodations at hotels. Travelers sharing a double room with the group organizer must pay their portion of the double room supplement. The double room guarantee is not refundable in the unlikely event that all group members receive complimentary double room accommodations by default during the tour.
Shipboard double room accommodations are available at $40 per person, per night (inside cabin) for European cruises (for outside cabin double room fees, contact passports). Shipboard double room fees for non-European cruises are available upon request, subject to availability.
Single rooms: Single room accommodations at hotels, if available, are at a charge of $100 per night. For non-European tours, contact passports. Single rooms on trains and ferries are often not available.
“Let’s have the fine print: what’s included?”
Program Tuition Includes: Round-trip air transportation on major scheduled airlines. (The airlines involved are not responsible for any acts, omissions or events while you are on board the aircraft.) Triple rooms in Three Star or Four Star hotels. Private baths guaranteed. Ground transportation by private motorcoach, second-class rail service, steamship or ferry. (Air-conditioned hotels and motorcoach provided where available.) Continental breakfasts and dinners daily except as noted in itinerary. (Dinners not included on “Destination”, “Twin Cities” and “Triple Cities” programs.) Lunches included only where noted specifically in itinerary. Sightseeing as indicated in itineraries, subject to restrictions beyond passports’ control such as seasonality, closing times, holidays, special events, strikes, traffic conditions or inclement weather. Services of a specially-trained passports Tour Director/representative unless otherwise noted. Port taxes and European coach driver and local guide tips. Tour Director tips as noted on your itinerary. passports provides and pays for a post-departure travel protection plan which provides coverage for trip interruption, emergency medical expenses, baggage loss or delay, trip delay and more. ]
“What’s not included?”
Program Tuition Does Not Include: U.S. passport fees, visa fees, virus testing fees, border fees, foreign airport arrival/departure taxes (foreign arrival/departure taxes will be pre-billed to clients whenever possible, as a convenience), late payment fees, porterage, non-European guide and coach driver tips, cruise personnel tips, baggage fees, overnight lodging, unplanned transportation or other expenses related to airline rescheduling or delays or redefinition of travel seasons, personal expenses, gifts, laundry, valet service and unscheduled activities.
Tour Director tips, entrance fees, beverages, lunches, optional excursions or field trips, guided shore excursions on cruises, theater performances and tours are included only when specified in the itinerary.
Peace of Mind Plan is optional.
“What else do I need to know?”
passports programs are designed with teenage students in mind. Most tours involve a lot of walking. Porterage is not included. Traveling with passports is not recommended for individuals who have difficulty walking, climbing stairs, carrying baggage, or otherwise requiring special assistance. passports programs are educational in nature. Groups consisting mainly of adults may wish to consider paying a supplement to guarantee a modified, “all-adult” program.
The traveler’s name must match his/her passport for correct issuance of airline tickets. If a name must be changed or corrected after the published final payment deadline for the tour, an airline-imposed name change fee may apply along with a $225 service fee.
For additional information, please see the Release & Agreement. Your Agreement and the above Terms cannot be modified except in writing by an officer of passports. No verbal modification shall have any validity.