When you enroll in a Chautauqua Institution trip, you are asked to sign our Terms & Conditions. We require all travelers to sign this document before traveling with us. You may review this document in its entirety below.
For a quick reference, we’ve pulled out two sections of our Terms & Conditions and placed them up top. Here are easy-to-read explanations of our policy on cancellation, and our process for handling single room requests:
What happens if you need to withdraw from the trip
- When you enroll in a program, you pay a minimum deposit of $500
- 60 days before departure, the remaining balance is due.
If you need to withdraw from the trip, we need to receive your cancellation request in writing. The date on which we receive your cancellation request determines how we handle your withdrawal.
- Your deposit is fully refundable up until 61 days prior to departure.
- Final payment is due at 60 days prior to departure, at which point it is fully non-refundable.
Finally, please know that Chautauqua Institution and Academic Travel Abroad do not accept liability for any airline or train cancellation penalty incurred by the purchase of a nonrefundable airline or train ticket to or from the departure city. Please make your reservations carefully!
What happens when you request a single room?
Prefer a single room? Please understand that in some hotels, single rooms are very small. The premium you pay is for privacy, not spaciousness. While we try very hard to accommodate everyone’s first choice, we simply cannot guarantee single room availability. We typically have a limited number of single rooms available, and we offer them at extra cost on a first-come, first-served basis.
TERMS & CONDITIONS
When you enroll in a trip, you are asked to sign our Terms & Conditions. We require all travelers to sign this document before traveling with us. Please review this document in its entirety below, and submit your signature at the end.
Prices are listed in U.S. dollars and are based on a person sharing a room with another. While we do our best to maintain the listed price, because our prices are set over a year in advance, we reserve the right to change costs due to extraordinary circumstances beyond our control. The land cost is based on a minimum number of guests.
- Accommodations and meals with drinks as outlined in the itinerary (1B, 2L, 2D, 2R); non-alcoholic beverages provided at all meals and wine and beer included with dinners and receptions.
- Ground transportation within the itinerary unless otherwise indicated
- Sightseeing as specified in the itinerary
- Comprehensive educational program by professional on-site guides
- Entrance fees
- Gratuities to porters, guides, drivers, wait staff in restaurants during group meals, housekeeping at group hotels
- The assistance of an ATA tour manager
- Quietvox listening devices to facilitate audibility and social distancing while touring
- The assistance of an ATA professional travel team to assist with pre-trip questions, travel arrangements, including flights, extra hotel nights and other services
- Comprehensive pre-departure mailings and materials with information about the destination and what to expect on tour, including a suggested reading list.
- Emergency evacuation insurance
- Fully vetted program that meets COVID-19 health and safety protocols
- Domestic airfare
- Airport Transfers
- Travel and trip cancellation insurance
- Passport, visa, airport departure and excess baggage fees
- Meals not specified in the itinerary; food and beverages not part of the included meals
- Personal items such as telephone, fax and internet charges, laundry, room service, alcoholic or other beverages not specified as included
- Gratuities for non-group services
- Expenses incurred in making individual travel arrangements in conjunction with the tour
- Expenses you may incur resulting from delays due to bad weather, road conditions, sickness, government action, and flight delays
- Any pre- or post-night stays before or after the group tour program
A limited number of single rooms or cabins are available at extra cost on a first-come, first-served basis, but availability cannot be guaranteed.
$500 per person deposit upon application. Balance due upon receipt of invoice, 60 days before departure. Acceptable forms of payment for the deposit are personal check, wire transfer, Visa, MasterCard, or American Express. Final payment may be made by credit card, check or wire transfer. If final payment is not received by 60 days prior to departure, your space is subject to cancellation. If you are making a reservation within 60 days of the trip’s departure, full payment will be required upon confirmation.
CANCELLATION AND REFUNDS
All cancellations must be submitted in writing (email or fax) to Academic Travel Abroad, Inc. (ATA). Per person cancellation fees are based on the date of the cancellation notice reaching ATA. More than 60 days prior to departure, full refund of deposit. Cancellation within 60 days of departure, no refund. Cancellation on day of departure or after tour departs: no refund. No refund for unused portions of tour, including, but not limited to, missed meals, hotel nights and sightseeing. Cancellation of program by Chautauqua Institution and ATA: full refund. Reservations are not transferable without the explicit approval of Chautauqua Institution and ATA. NOTE: Neither Chautauqua Institution nor ATA accepts liability for any airline or train cancellation penalty incurred by the purchase of a nonrefundable airline or train ticket to the tour departure city or return.
We strongly recommend the purchase of trip cancellation insurance, which is available for coverage of expenses in conjunction with cancellation due to illness or accident. Baggage insurance is also recommended. In the event that you must cancel your participation in a travel program, trip cancellation insurance may be the only source of reimbursement. We will send you information from Travel Insurance Services, or you may obtain coverage through a company of your choice. All ATA trips include Emergency Evacuation Insurance as part of the trip price.
A NOTE ABOUT THE ITINERARY
While every effort will be made to carry out the program as planned, the nature of travel is unpredictable and we must be prepared for changes. The itinerary as described is subject to modification by ATA. Rest assured that, should any changes be needed, ATA commits to deliver an experience as outstanding as the one originally planned.
FITNESS TO TRAVEL, ACTIVE ELEMENTS
To enjoy your travels to the fullest, you should be in good physical and mental health. Any physical or mental condition requiring special attention, diets, or treatment must be reported in writing when the reservation is made (or at such later time when you become aware of such a condition). We reserve the right to decline to accept or retain any person as a participant should such a person’s health, mental condition, physical infirmity, or attitude jeopardize the operation of the travel program or the enjoyment of other participants. All health information is protected and treated as confidential.
Some of our trips incorporate active elements such as hiking, climbing, biking or canoeing. You are responsible for familiarizing yourself with the level of activity that will be involved in your trip and assessing your ability and willingness to participate. Any such activity is entirely optional. In some cases, on-site providers may require you to sign an additional waiver/release to participate in an activity that involves additional risks or a certain fitness level. In these cases, we do our best to share these waivers with you in advance of the trip. By registering for this trip, you are representing that that you are physically and mentally able to understand the risks, foreseeable and unforeseeable; to safely participate in the selected activities and services; and of sufficient intelligence and maturity to understand and follow safety protocols.
PHOTOGRAPHY AND VIDEO
Participant agrees that Chautauqua Institution and ATA (and/or their respective affiliates) may record Participant by any means including, without limitation, electronic recording, film, videotape, audio tape, live-stream and photography and Participant hereby grants to Chautauqua Institution and ATA (and their respective affiliates) the gratis right to use, publish, display and broadcast Participant’s name, likeness, voice, quotes, and images in whole or in part, by any and all formats now known or hereinafter developed throughout the world including, without limitation, in advertising materials, promotional materials, social media, commercial tie-ups and live-streaming productions. Participant also releases Chautauqua Institution and ATA (and their respective affiliates) from any and all claims and causes of action Participant may have now or in the future based upon defamation, misappropriation, invasion of privacy, right of publicity or similar claims, and Participant agrees not to institute any legal action based on any of the grounds specified herein.
This trip is sponsored by Chautauqua Institution (Chautauqua Institution) and is managed by Academic Travel Abroad, Inc. (ATA), a professional travel company, hired as an independent contractor. ATA acts only as agents for the passenger with respect to all transportation, hotels, and all matters of reservations and trip operation. ATA and their agents and Chautauqua Institution accept no responsibility for loss, damage, injury, accident, delay or irregularity, expense or liability caused by the defect of any vehicle or negligence or default of any independent contractors, their employees, agents, or representatives. Nor does ATA and Chautauqua Institution accept responsibility for losses or delays arising from but not limited to sickness, pilferage, acts of terrorism, weather conditions or acts of God. All such losses or expenses shall be borne by the program participant. ATA reserves the right to cancel any trip prior to departure in which case the entire payment will be refunded without further obligation on their part. ATA reserves the right to decline to accept or retain any trip participant at any time without being under any obligation to assign any reason therefore. In the event of the exercise of this right, ATA shall be under no liability to such person(s) except to refund such amount as their absolute discretion deems reasonable to attribute to the uncompleted portion of the trip. Baggage is carried at the owner’s risk entirely. It is understood that air, ship or train tickets when issued shall constitute the sole contract between the passenger and carrier concerned. The airlines and all other transportation companies involved in this trip are not to be held responsible for any act, omission, or event during the time the passengers are not on board their plane or conveyances. All services are subject to the laws of the country in which they are rendered. The participant agrees on behalf of herself/himself, her/his dependents, heirs, executors, administrators and assigns to abide by the above conditions and to release and hold harmless, Chautauqua and Academic Travel Abroad, Inc., and any of their representatives from any and all liability for any delays, damage, loss, injury or death occurring in relation to this tour.
CALIFORNIA SELLER OF TRAVEL PROGRAM
ATA is a participant in the California Seller of Travel program. California law requires that certain sellers of travel have a trust account or bond. ATA has a trust account. ATA is not a participant in the California Travel Consumer Restitution Corporation.
AS A CONDITION OF ACCEPTANCE OF ANY APPLICATION, EACH APPLICANT MUST AGREE TO THE STATEMENT SET FORTH BELOW:
The undersigned has read carefully the Responsibility Statement and Liability Disclaimer set forth above, the schedule of activities for this trip, as well as the terms and conditions of application and participation as set forth in the trip brochure(s) and on the web, and recognizes and accepts any risk associated with the trip and the conditions, including the refund policy, set forth in the trip brochure(s) and on the web. The undersigned further acknowledges that there are many risks and uncertainties inherent in any travel trip, including but not limited to the hazards of various modes of transportation, forces of nature, acts or omissions of foreign governments, terrorism, war or insurrection, theft, illness, and damage to person or property due to the negligent acts or omissions of suppliers , trip staff or others. In consideration of, and as part payment for, the right to participate in the trip, the undersigned, on behalf of himself, his dependents, heirs, executors, administrators and assigns, hereby waives, releases, and discharges Chautauqua Institution, its directors, shareholders, officers, employees, representatives or agents, and ATA and its officers, directors, shareholders, employees, and agents, (Releasees) from liability, claims, demands, injuries, damages, consequential or indirect damages, actions or causes of action for personal injury, death, property damage or loss suffered by any person in connection with this trip, even if caused by the active and passive negligence or omission of trip staff, suppliers, or other related persons or entities, and, further indemnifies, holds harmless and promises not to sue the Releasees from any and all liabilities or claims made as a result of participation in this activity, whether caused by the negligence of a Releasee or otherwise . In addition, by registering for this trip, the applicant certifies that he or she is mentally and physically capable of full participation in this trip.
By registering for this ATA program, sponsored by Chautauqua Institution, a Chautauqua program, the participant agrees to the Responsibility Statement and Liability Disclaimer and the Terms and Conditions herein and that the participant acknowledges that he/she has carefully read this paragraph and fully understands that this is a waiver and release of liability.