Booking Procedures and Payments
Travelers must be 18 years of age or older at the time of departure. If the traveler is under 18, their legal guardian will need to complete the Travel for Minors Form and submit it to Study Abroad Association 100 days prior to travel.
Registration must be made through our website www.studyabroadassociation.com
Names should be provided as they appear on the participant’s passport. This information will be used for hotel and transportation bookings. All payments will be collected by the university or college, which will proceed to pay Study Abroad Association directly, through check or bank transfer.
It’s the institution’s responsibility to regularly notify Study Abroad Association of enrollment numbers and cancellations if students are enrolling directly at the institution.
- 150 days prior to departure $500 deposit payment is due.
- 100 Days prior to departure, the group must reach the minimum amount of travelers 10.
- 90 Days prior to departure second payment in the amount of $__ is due.
- 60 Days prior to departure is the third and final payment in the amount of $__ is due.
If the final payment is late a 1 x $1,000 fee may occur (per program, not traveler
Refunds, Cancellations and Conditions
Individual deposits made by students, or travelers are non-refundable in the case of individual cancellation.
In the case the program is cancelled 100 days prior to departure, due to low enrollment (not reaching the agreed minimum of participants), all participants will be provided a full refund including deposit.
No refunds will be provided if cancellations are made after the 100 day deadline.
No modifications in group size within 60 days prior to departure
In the case the trip doesn’t reach the agreed Student / Chaperone ratio the program price will be repriced to match the current enrollment
*Often more affordable bookings with Hotels and Transportation are possible when non-refundable deposits are made. SAA will ask the institution if they’re interested in these options, in case these reservations are made upon request of the institution, the institution is responsible for covering the cancellation fee with these bookings, if the program is cancelled by the institution.
Notice of cancellation will only be accepted from the lead chaperone. The date of cancellation will be determined by the date upon which Study Abroad Association receives notification.
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
Group Travel and Professor Chaperone
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.
Group Chaperone Responsibilities
- Making sure all travelers enroll through www.studyabroadassociation.com
- Completing and submitting a ticketing name sheet 100 Days prior to travel.
- 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.
Passports and Visas
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.
Ticketing and Airfare
The professor chaperone is responsible for providing complete ticketing information for the travel participants 100 days prior to departure. (Ticketing information must be provided in the attached spreadsheet: ticketingnamelist.xls
- 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.
Group Leader Cancellation
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.
What happens if Study Abroad Association has to cancel a tour?
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 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.
Terms and Provisions
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:
- 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.
- 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;
- 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).