Terms & Conditions
Deposit fees must be submitted at time of registration. Tour participation is not guaranteed unless full payment has been received 60 days prior to departure date and is subject to forfeiture of all monies paid to date if these obligations are not met. Please make checks payable to Discovery Expeditions, Inc.
Any cancellations must be submitted in writing or by phone to this office. For cancellations received more than 120 days prior to departure date, a fee of $100 per person will be retained. Between 119 and 61 days prior to departure date, a fee of 25% of trip cost will be retained. Between 60 and 31 days prior to departure, a fee of 50% of the trip cost will be retained. Within 30 days of departure, all monies paid may be forfeited. This policy applies to all reasons for cancellation, including behavioral & academic issues (e.g. suspension, low grade average, etc.) or leaving the school after registering for the trip.
Ticketing fees are nonrefundable once individual tickets have been issued through Discovery Expeditions. Any cancellations will be subject to the cancellation fees above plus any extra fees associated with the costs of airfare and hotel contractual obligations levied upon Discovery Expeditions. Contracted price is based on a quoted minimum of paying participants per motor coach. Please note that the contracted price may increase if numbers fall below the minimum stated in the registration. Further, AEI reserves the right to cancel any tour if this increased payment is not received by departure date. Refunds are subject to AEI’s discretion based upon monies paid to date and time of cancellation.
The included standard insurance will cover certain instances of cancellation. If cancel for any reason insurance (CFAR) is also purchased separately, this additional coverage supersedes the above cancellation agreement and travelers with CFAR insurance may cancel up to 48 hours prior to departure date and receive 75% of total payment to date refunded.
Any amendments to itinerary and services after signing agreement must be made in writing and any additional costs may be incurred by the contracting organization.
Once group airfare has been ticketed through Discovery Expeditions, tickets are nonrefundable. Any cancellations will be subject to the cancellation fees stated above plus any extra costs associated with the cost of airfare. Any deviations, extensions or requests different from the air booking that will incur a cost will be the responsibility of the contracting organization and / or participant.
Hotel & Services
All hotel and services included in our offer are subject to availability when the reservations are made. Should we be unable to confirm hotel/hotels listed in our offer, we will attempt to secure space at a similar hotel of equal standard and budget. In the event that a similar hotel is not available, a supplement may be charged if a higher category hotel is available. All services will be requested with the receipt of final payment.
Bus & Transportation
Buses used for transfer, sightseeing and touring have a maximum capacity of 56 passengers unless otherwise stated. For larger groups or groups with an excess of baggage, two or more busses may be required. Participants will only be allowed 1 piece of luggage within airline specifications with a max of 50lbs. All extra costs associated with luggage overage or airline fees will be the responsibility of the participant.
Discovery Expeditions reserves the right to pass on any future airline and/or motor coach fuel surcharges that are added on to our contractual pricing from our vendors at any time up until trip departure date.
A letter of cancellation and substitution must be submitted in writing to this office. All substitutions are subject to an administrative fee of $50. All other monies are refundable. Please note this excludes certain airfare restrictions in which there are no substitutions once individuals have been ticketed or costs involved with ticket changes exist.
Baggage Fee Policy
Trip price includes all baggage fees imposed by airlines.
You are welcome to call our Central Office at (917) 608.4177 M-F from 9:00am to 5:00pm Eastern with any inquiries or send any payments, contracts, and registration forms to us at:
Discovery Expeditions, Inc.
PO Box 7661
Charlottesville, Virginia 22906
KNOWING AND VOLUNTARY EXECUTION
I have carefully read and fully understand the contents and legal ramifications of this agreement as well as the conditions as stated under the heading "Terms and Conditions". I understand this is a legally binding and enforceable contract and agree to it of my own free will.