Individual Participant Cancelation. Deposits made by participants  directly to the Company are nonrefundable in the event of an individual participant’s decision to cancel their participation. In the event the participant cancels 100 days or more before departure, the Company will hold the deposit as a future travel credit to be used within one (1) calendar year from the trip date.

Company cancellation of tour. Study Abroad Association may cancel any tour for events beyond its control, including but not limited to instability in a destination country, acts of God, war (whether declared or undeclared), terrorist activities, incidents of violence, public health issues or quarantine, substantial currency fluctuations, strikes, governmental restrictions, fire or severe weather conditions which make it impossible or commercially unreasonable, in the opinion of SAA, to conduct the tour. SAA regularly monitors global and governmental resources such as the World Health Organization (WHO), Center for Disease Control (CDC) and the US Department of State (DOS), as well as consultation with in-country managers, and advice from local authorities in evaluating the health, safety, and risk status of every trip destination. Although the wellbeing of participants is SAA’s top priority, SAA cannot guarantee or ensure the health, safety, or security of participants. When possible, SAA will notify Client 60 days prior to program departure if a tour is to be canceled.  Travel plans will remain the same unless the destination reaches a Level 3 or 4 by the CDC or the US Department of State, in which case the Company and Client will determine jointly the viability of running the Program. In the case the program needs to be canceled or rescheduled due to a Level 3 or 4 travel advisory, the Company will make reasonable effort to return recoverable costs to Client.  Any refunds or future travel credits will be determined by the airline, hotel, transportation, and on-ground providers. In the case of a force majeure event, such as but not limited to: government actions, pandemic, war, Acts of God, earthquake, etc. participants and/or Client will receive no refund, unless SAA can recover paid costs. 

Client cancellation of tour – NON-COVID-Related. Cancellations arising from Client due to a CDC or DOS travel advisory or as a result of a COVID-19-specific reason are considered an exception to SAA’s standard cancellation policies, and are also determined based on the inclusion of SAA-organized airfare, as follows:

Trips WITH group airfare booked by SAA. 

1. 1. Cancellation 150-100 days before departure – SAA shall retain the  deposit per person and apply it as a travel credit toward a future trip valid for a period of one (1) calendar year from the trip date. If the deposit was paid by the Client on behalf of the participants, the travel credit will be provided to the Client directly and not the individual participant. 
   2. Cancellation 99-61 days before departure – SAA will return any recoverable costs available. 
   3. Cancellations 60 days before departure to the arrival day – No refund shall be provided.

Trips WITHOUT group airfare booked by SAA. 

1. 1. 1. Cancellation 150-61 days before departure – SAA will return any recoverable costs available. 
      2. Cancellations 60 days before departure to the arrival day – No refund shall be provided.

Client cancellation of tour – COVID-Specific. Cancellations arising from Client due to a CDC or DOS travel advisory or as a result of a COVID-19-specific reason are considered an exception to SAA’s standard cancellation policies, and are also determined based on the inclusion of SAA-organized airfare, as follows:

Trips WITH group airfare booked by SAA. 

1. Cancellation 150-100 days before departure – SAA will refund the $500 deposit per person to the institution. 
2. Cancellation 99-61 days before departure to the arrival day – SAA will retain the airfare deposit of $100 per person and will refund all payments made by Client.
3. Cancellations 60 days before departure to the arrival day – SAA will return any recoverable costs available. 

Trips WITHOUT group airfare booked by SAA. 

1. 1. Cancellation 150-60 days before departure – SAA will refund all payments made by Client.
   2. Cancellations 60 days before departure to the arrival day – SAA will return any recoverable costs available. 

Other Cancellation Replacements.  If the initial applicant is not able to attend their program or cancels for any reason other than those stated above, they may be provided with a replacement by Client.  Additional fees may apply for such a change.

This Agreement may be terminated by either party immediately upon written notice if the other party commits a material breach under this Agreement, which breach is not cured within thirty (30) days following written notice to such party. The non-breaching party shall be entitled to a refund of out-of-pocket costs incurred as a result of the breach and termination.

The group must reach a minimum of 10 travelers 100 days prior to departure.
If the group doesn’t reach 10 travelers the program will need to be cancelled.

If the initial applicant is not able to attend their program or cancels for other reasons, they can provide a replacement. There may be additional costs for name changes, etc.

SAA will provide a complementary program for the designated group leader/professor chaperone based on the agreed minimum amount of participants and agreed student/professor chaperone ratio. This includes private rooming, on-ground program equal to the student’s program, and airfare if SAA is arranging airfare.

In the case that there are additional chaperones and the group does not reach the agreed ratio to cover the additional chaperones, the institution will be responsible for covering the chaperone’s expenses for the missing students, or traveling with fewer chaperones. The institution will receive credit for the additional travelers over the agreed ratio which can be prorated towards the additional chaperone’s program.

1. Making sure all travelers enroll through www.studyabroadassociation.com
2. Completing and submitting a ticketing name sheet 100 Days prior to travel.
3. Ensuring all group members have read and understood the Orientation Packet with all the relevant information about the trip, group leader, emergency contact, etc.

A group leader must accompany participants on every tour. If a group leader cancels for any reason, he or she will be asked to assign a new group leader. The new group leader is responsible for any increases in his or her own airfare costs. Any participants who cancel at this point and choose not to travel with their replacement group leader will be treated as standard cancellations.

If improvements can be made to the itinerary or unforeseen circumstances require a change, Study Abroad Association reserves the right to amend the itinerary. Study Abroad Association will do their best to inform participants as soon as possible if any changes arise. These changes could involve a change in the order of cities visited, the amount of time spent in each city, or completely removing a city.

Prices are based on foreign exchange rates current as of program pricing and are subject to change as exchange rates fluctuate. SAA will notify the assigned trip chaperone in the case of a price change due to fluctuations in exchange rates.

Each traveler must obtain a passport and any applicable visas for his or her trip prior to departure. If a traveler is unable to obtain these travel documents, they will not be allowed to travel. Passports must be valid for at least six months after the tour ends. Non-U.S. citizens will need to contact the embassy or consulate of their destination countries to ensure they meet specific entry requirements. This pertains to all countries that will be visited or passed through, including transfers between airports in foreign countries and re-entry into the United States. More information is available through the U.S. Department of State at travel.state.gov. The college or university is responsible for ensuring the students have passports and visas prior to travel.

The professor chaperone is responsible for providing complete ticketing information for the travel participants 100 days prior to departure. We will book airfare based on the agreed ratio.

• If the group grows above the ratio, the airfare price may be higher.
• If the group grows above the ratio, we cannot guarantee that the additional travelers will be on the same flight as the original group booking.

All airfare quotes stand as an estimate until final ticketing. Airfare price might increase if Airfare utilization date is not respected.  In the case Study Abroad Association is not arranging airfare, a copy of the ticket will be required. This allows SAA to observe flight times and provide assistance to clients.

• In the case SAA is not arranging airfare, a copy of the ticket will be required to be emailed to SAA prior to travel.  In the case that travelers do not travel on the group flight, they are solely responsible for arranging their own transportation (including airport transfers and on-ground transportation) as well as booking their own accommodation at their own expense. The program will begin at the designated location and time listed on the itinerary. Travelers are responsible for meeting the tour director at the 1st place of accommodation on the trips regular itinerary.

We will fly from the agreed international airport. Flights may contain multiple layovers. If the trip does not meet the minimum number of participants, the airfare contract will be canceled and the price is subject to change due to individual ticketing.

What happens if my flight is delayed? Study Abroad Association is not responsible for airline schedule changes or mechanical, weather, or capacity-related flight delays. The tour will resume as soon as possible. All travelers are responsible for necessary expenses incurred during these delays.

Students on an SAA program will have roommates in their room the entire duration of the trip. All places of accommodation are clean, safe, and up to Study Abroad Association standards. Study Abroad Association can accommodate specific rooming requirements. However, these requirements must be agreed and communicated prior to program pricing. Rooming requests are subject to price increase. Places of accommodation may change depending on availability and group size. Towels and toiletries are provided at the discretion of the chosen accommodation and are not guaranteed.

A group leader must accompany participants on every tour. If a group leader cancels for any reason, he or she will be asked to assign a new group leader. The new group leader is responsible for any increases in his or her own airline costs. Any participants who cancel at this point and choose not to travel with their replacement group leader will be treated as standard cancellations. If no replacement group leader is found, the affected participants will need to cancel to be eligible for the Study Abroad Association Standard Cancellation Policy.

SAA may cancel any tour for events beyond its control, including but not limited to instability in a destination country, acts of God, war (whether declared or undeclared), terrorist activities, incidents of violence, public health issues or quarantine, substantial currency fluctuations, strikes, governmental restrictions, fire or severe weather conditions which make it impossible or commercially unreasonable, in the opinion of SAA, to conduct the tour. SAA regularly monitors the CDC and the US Department of State ensuring our destinations are safe to travel to. Our traveler’s safety is our number one priority. Travel plans will remain the same unless the destination reaches a Level 3 by the CDC and the US Department of State. In the case the program needs to be cancelled or rescheduled due to a Level 3 travel advisory, refunds / credits will be determined by the airline, hotel, transportation and on-ground providers. SAA will do everything in our power to recoup as much as possible in terms of refund, or future travel credit.

For the benefit of the participant, SAA requires that all travelers have a form of travelers insurance for the duration of the program. A policy with trip cancellation is recommended. SAA can recommend affordable policies for the affiliate institution.

Preferred payment methods: Bank Transfer or Official Check.

Bank Details: 

Bank Name: Bank of America
Account Name: Study Abroad Association, LLC
Account Number: 229056226020
Routing Number: 026009593
SWIFT Code/BIC: BOFAUS6S

Alternative payment methods for instance through PayPal will have to be agreed with a representative of Study Abroad Association and will incur an additional fee up to 3% of the total amount.

The terms and provisions stated on these Booking Conditions supersede any other warranties, representations, terms, or conditions, unless they are expressly stated within a Booking Conditions Addendum or in a letter signed by a Study Abroad Association officer. Prices are subject to change.

During the term of this Agreement and for a period of five (5) years thereafter, University may not:

1. Canvas or solicit the business of (or procure or assist in canvassing or soliciting of) any client, customer, providers, local supplier, vendor or employee of the Study Abroad Association who is known to the University because of his association with Study Abroad Association during the Agreement period.
2. Accept (or procure the acceptance of) business from a client, provider, local suppliers, customer, vendor or employee of the Study Abroad Association known to the University because of his association with the Study Abroad Association during the Agreement period for purposes of competing with the Study Abroad Association;
3. Otherwise contact, approach, or solicit (or procure the contacting, approaching, or soliciting of) an entity known to the University because of his association with Study Abroad Association in a way that could be detrimental to Study Abroad Association.

Payment of the program deposit constitutes consent to all the provisions of the conditions and general information contained herein. Study Abroad Association will occasionally document programs by photo or video. All parties consent to the use of the photos by Study Abroad Association unless they specifically request otherwise in written form. All programs begin at the meeting time and location listed in the program itinerary and end at the leaving time and location listed in the program itinerary. Any issues that may arise during the program pertaining to the program should be addressed by the program director. Study Abroad Association reserves the right to immediately remove any member of the program for failure to abide by regulations or directions of the tour director. Students who are removed from a program will not have the right to a refund of any amount and will not continue with the group. Study Abroad Association programs are not for resale and can only be enrolled in with Study Abroad Association. Study Abroad Association reserves the right to change any part of the program at any time without notice. Study Abroad Association reserves the right to decline, or to accept or retain a person as a member of a program without notice. Study Abroad Association cannot be held responsible for events beyond its control, such as, (without limitation) acts of God, war (whether declared or undeclared), terrorist activities, public health matters, government restrictions or strikes: nor of its own negligence, for personal injury, property damage, or loss of earnings, from any event whatsoever caused from persons not involved with Study Abroad Association, such as without limitation, airlines, cruise lines, railways, bus companies, all forms of transportation, places of accommodation, their employees and agents. Study Abroad Association makes every effort to ensure the accuracy of its publications, it cannot be held responsible for typographical or printing errors (including prices).