Emory University Argentina and Chile for Emory University, Buenos Aires and Santiago, 8.15.13 Page 1...

Emory University

Argentina and Chile

February 25 - March 7, 2014

Proposal for Emory University, Buenos Aires and Santiago, 8.15.13

Page 1

Proposal for Services

Emory University

Buenos Aires and Santiago

Argentina and Chile


Proposal Submitted August 15, 2013

This proposal for services is based on the inclusions and conditions listed on the following pages and on

the attached itineraries. A summary of these inclusions follows:

Per Person Ground Costs

$4,110 Twin occupancy throughout the program based on 20 full paying passengers + 2 free leaders in

single rooms; intra-program flight and reciprocity fee included $919 Supplement for single accommodations throughout program

$3,798 Twin occupancy throughout the program based on 25 full paying passengers + 2 free leaders in single rooms; intra-program flight and reciprocity fee included

$919 Supplement for single accommodations throughout program

Per Person International Air Cost

$1,584 Economy class seating - 20 seats fare (taxes/fees subject to change) – quote only, no seats held

Departure Flight(s)

Flight Number Date Departure / Arrival Airports Departure / Arrival Times

DL101 2/25/2014 Atlanta / Buenos Aires 7:51 p.m. / 7:55 a.m. (+1)

Please note: Intra-program transfers are included in the ground package, unless otherwise noted.

Return Flight(s)

Flight Number Date Departure / Arrival Airports Departure / Arrival Times

DL 146 3/7/2014 Santiago / Atlanta 10:10 p.m. / 5:55 a.m. (+1)

International Air Transportation

Group air is based on 10 or more passengers traveling on the same itinerary. If this number falls below 10, group air is no longer applicable and tickets will be subject to the current market price.

U.S. and foreign departure, customs and security taxes, and fuel surcharges as printed on the ticket (current as of 8.15.13 at a total of $664), are included and are subject to change until time of ticketing.

Note: Fuel surcharges are subject to change until time of ticketing. Early ticketing can be made, though, once ticketed, any future changes will incur a change/cancellation penalty.


Page 2

Proposal for Services (cont.)

Emory University


Argentina and Chile



Hotel Services

9 nights hotel accommodations in shared rooms Buenos Aires : 4 nights in Pestana Hotel – internet included Santiago: 5 nights in Hotel Marina Las Condes internet included

Daily buffet breakfasts at the hotel, hotel taxes, service charges, and applicable meal gratuities

Itinerary Inclusions

Airport transfers for students on the group international flight (one coach based on most common flight time) One-way economy class ticket from Buenos Aires to Santiago with airport taxes and transfers

Private coach and English-speaking guide as listed in your itinerary o Full day coach and guide are based on 8 hours o Half day coach and guide are based on 4 hours

Sightseeing, meals, and drinks as listed in your itinerary

Visa Services

WorldStrides’ Visa Coordinator is dedicated to assisting faculty, staff, and students with visa procedures and

requests. A customized visa assessment and toolkit (including application(s) and instructions) is emailed to every

participant with U.S. residency status following their registration.

WorldStrides’ Visa Coordinator also communicates specific visa requirements and provides guidance to non-U.S. residents following their registration.

Argentina: o U.S. citizens do not have to apply in advance for a tourist visa to enter Argentina as long as the stay is

less than 90 days. A valid passport with at least six months remaining validity at the end of the trip is required for U.S. citizens to enter Argentina.

o However, U.S. nationals to Argentina must pay the required $160 reciprocity fee online prior to departure. WorldStrides will provide instructions for this process through online registration.

Chile: o U.S. citizens do not have to apply in advance for a tourist visa to enter Chile as long as the stay is less

than 90 days. A valid passport with at least six months remaining validity at the end of the trip is required

for U.S. citizens to enter Chile. o U.S. citizen tourist travelers arriving in Chile via the Santiago International Airport must pay a $160

reciprocity fee upon arrival. A Tourist Card will be issued for a stay of up to 90 days upon payment of the reciprocity fee. Currently, this entry fee is only charged at Santiago airport. It can be paid in U.S. dollars, or by credit card.

The reciprocity fees for both Argentina and Chile are INCLUDED in pricing

http://www.pestana.com/en/pestana-buenos-aires-hotel/pages/home.aspx

http://www.marinalascondes.cl/


Page 3

Proposal for Services (cont.)

Emory University


Argentina and Chile



Meeting Planning and Course Development

Planning of up to ten (10) meetings appropriate to your program – other meetings planned by university o Please note, particularly for groups with proposals signed less than 100 days from departure, final

confirmation of some meetings may not be provided until the week before travel. Pre-program conference calls and discussion with faculty leadership

Business Meeting Agendas with company descriptions for all course participants When contracted for meetings (at an additional fee), WorldStrides provides the following services:

o Pre-program conference calls and discussion with faculty leadership o Briefing packets for all course participants.

Insurance: Medical and Evacuation

Embedded $7,500 primary medical insurance $50,000 emergency medical evacuation and repatriation insurance


Page 4

Proposal Conditions and Signature Page

Emory University


Argentina and Chile



This proposal is based on the following conditions:

1. This proposal is valid until September 14, 2013. 2. In case of any conflicting terms between the WorldStrides Terms and Conditions and the executed version of

the WorldStrides client proposal, the terms of the client proposal shall control.

3. Hotel accommodations are confirmed at time of booking – if the represented property is not available, a comparable property may be substituted with advance notice to the client.

4. Pricing is based on a minimum of 20 full-paying passengers. If the actual number falls below this figure, WorldStrides reserves the right to re-price the program.

5. Includes all current local government taxes where applicable for all included services – these are subject to change by the respective government/locality.

6. Long Haul Air: taxes and fuel surcharges as printed on the ticket, as of 8.15.13 at a total of $664 are included

and subject to change until ticketing. 7. Two free leaders in single rooms earned with minimum passengers. Visa costs and intra air included. 8. Gratuities are not included per person for guides and drivers. 9. Foreign Exchange (FX) Rate: The current rate of exchange is $1 USD= 551 ARS (Argentine Peso) and $1 USD

= 510 CLP (Chilean Pesos). Exchange rates are subject to fluctuation. Given historic inflation in Latin American, WorldStrides is unable to buy forward contracts to protect the program price in USD.

Please sign below and return one copy of this letter to our office at your earliest convenience

(fax 434-951-5939). We will begin operating your program with your authorization.

By signing below, I accept this proposal for services, acknowledge WorldStrides’ Terms and Conditions

(enclosed), and authorize WorldStrides to begin operations for the proposed travel program.

WorldStrides Representative Emory University Representative

Todd Kersey

Director of Sales

Date Name:

Title:

Date


Page 5

Working Itinerary

The following itinerary is a working document and is subject to change:

Feb 25, 2014 Depart USA / Travel Day Tuesday Depart en-route to Buenos Aires

Meals Included:

Per airline

Feb 26, 2014 Arrive Buenos Aires, Cultural Tour, and Welcome Dinner Wednesday Early morning: arrive in Buenos Aires

Upon arrival, group is met by private coach and English speaking guide for transfer to hotel with en-route half day sightseeing tour(bottled water provided on coach)

Cultural Tour: Overview of Buenos Aires including stops at the Obelisk, Plaza de Mayo, Plaza del Congreso, La Boca district, Puerto Madero, San Telmo, and Palermo Chico (no entrance fees required)

Lunch at local restaurant (one non-alcoholic drink per person included)

After tour, continue transfer to hotel Check into hotel Evening:

Roundtrip transportation to Group Welcome Dinner with guide Welcome Dinner at local restaurant (one non-alcoholic drink per person and tips

included) Overnight: Buenos Aires (1)- Pestana Hotel

Meals Included:

Per airline Lunch Dinner

Feb 27, 2014 Buenos Aires: Business Visits Thursday Breakfast at hotel

Full day private coach and English speaking guide for business visits within city limits (bottled water provided on coach)

Business Visits #1 and #2: TBD Lunch on own, stop provided After visits, return transfer to hotel

Dinner on own and evening free Overnight: Buenos Aires (2)- Pestana Hotel

Meals Included:

Breakfast

Feb 28, 2014 Buenos Aires: Business Visits Friday

Breakfast at hotel

Full day private coach and English speaking guide for business visits within city limits (bottled water provided on coach)

Business Visits #3 and #4: TBD

Lunch on own, stop provided After visits, return transfer to hotel Dinner on own and evening free Overnight: Buenos Aires (3)- Pestana Hotel

Meals Included: Breakfast


Page 6

March 1, 2014 Buenos Aires: Cultural Tour Saturday

Breakfast at hotel

Full day private coach & English speaking guide for cultural visit (bottled water provided on coach)

El Tigre River Delta: Drive along Liberatador Avenue and visit the northern riverside suburbs of Buenos Aires, such as Vicente Lopez, Olivos (President’s residence), San Isidro, with its neo-Gothic cathedral, and San Fernando before proceeding to Tigre. Departing from the Tigre pier, board a riverboat to explore the maze of the channels and streams, riverside villas, English gardens, and traditional rowing clubs along the

Parana River Delta. Lujan, Sarimento, Tigre, and San Antonio rivers are all part of the tour. Return to port, for coach transfer to downtown (all entrances included)

Lunch included during tour (one non-alcoholic drink per person and tips included) After tour, return transfer to hotel Dinner on own and evening free

Overnight: Buenos Aires (4)- Pestana Hotel


Lunch

March 2, 2014 Buenos Aires to Santiago: Cultural Tour Sunday

Breakfast at hotel

Check out of hotel Transfer via private coach and English speaking guide to airport for flight to Santiago

(bottled water provided on coach) Intra-Program Flight: Buenos Aires to Santiago (economy class ticket; taxes and

fees subject to change) (approximately 2 hours flight time) – quote only, no seats held Flight Information: Depart 6:45 am Buenos Aires-Arrive 9am Santiago

Upon arrival, group is met by private coach and English speaking guide for transfer to hotel with half day sightseeing tour (bottled water provided on coach)

Half Day Cultural Tour of Santiago: Including historic Santiago, Government Palace, Parque Metropolitan, Plaza de Armas, Santiago Centro Ralli Museum, ending with a Funicular climb up San Cristobel Hill (entrances included for Funicular ride and Ralli Musuem)

Lunch on own, stop provided

After tour, continue transfer to hotel Check into hotel Dinner on own and evening free Overnight: Santiago (1)- Hotel Marina Las Condes


March 3, 2014 Santiago: Business Visits Monday

Breakfast at hotel

Full day private coach and English speaking guide for business visits within city limits

(bottled water provided on coach) Business Visits #5 and #6: TBD Lunch included at a local restaurant (one non-alcoholic drink per person and tips

included) After visits, return transfer to hotel Dinner on own and evening free

Overnight: Santiago (2)- Hotel Marina Las Condes


Lunch


Page 7

March 4, 2014 Santiago: Business Visits

Tuesday

Breakfast at hotel Full day private coach and English speaking guide for business visits within city limits

(bottled water provided on coach) Business Visits #7 and #8: TBD

Lunch on own, stop provided After visits, return transfer to hotel Dinner on own and evening free Overnight: Santiago (3)- Hotel Marina Las Condes


March 5, 2014 Santiago: Cultural Visit Wednesday

Breakfast at hotel

Full day private coach and English speaking guide for cultural visits (bottled water provided on coach)

Vina del Mar and Valparaiso Tour: Travel to valley of Casablanca, wine tasting and tour at a local vineyard, stopping at the town of Vina del Mar, Valparaiso (World Heritage Site), Funicular ride at Valparaiso, and the Pablo Neruda Museum and House (Entrances included for Vineyard, Funicular ride, and Neruda Museum)

Lunch on own, stop provided After tour, return transfer to hotel

Dinner on own and evening free Overnight: Santiago (4)- Hotel Marina Las Condes

Meals Included:

Breakfast

March 6, 2014 Santiago: Business Visits and Farewell Dinner Thursday

Meals Included:

Breakfast

Dinner

Breakfast at hotel Full day private coach and English speaking guide for business visits within city limits

(bottled water provided on coach) Business visits #9 and #10: TBD

Lunch on own, stop provided

After visits, return transfer to hotel Evening:

Roundtrip transportation to Group Farewell Dinner with guide Farewell Dinner and Chilean Folk Show at local restaurant (one non-alcoholic drink

per person and tips included) Overnight: Santiago Hotel (5)- Marina Las Condes

March 7, 2014 Santiago: Free Day and Depart for USA Friday

Meals Included:

Breakfast Per airline

Breakfast at hotel Check out of hotel (group can store luggage at hotel) Free day Lunch on own Afternoon, group met by private coach and English speaking guide for transfer to

airport (bottled water provided on coach) Return flights to USA

March 8, 2014 Arrive USA Saturday

Meals Included:

Per airline

Morning: arrive home


Page 8

Business Meetings

Included in your program cost is the planning of up to ten (10) meetings appropriate to your program. Once

contracted to manage the university study program, a member of WorldStrides’ Global Business Meetings Practice will

plan meetings in conjunction with the university liaison (professor or director of program). All meetings are subject to

availability and approval prior to final confirmation. Particularly for travel programs with signed proposals 100

days or less from departure, please note that final confirmations for some meetings may be not provided

until the week of travel. The Global Meetings Practice Team will provide their best efforts to confirm

meetings as soon as possible.

Please note that the meetings listed herein are representative. Actual meetings may vary from those listed here

pending company availability and speaker schedules.

Sample Buenos Aires Meetings

Anheuser-Busch International; Industry: Food and Beverage Arcor; Industry: Food and Beverage

Baker & McKenzie; Industry: Law and Professional Services Ball Company; Industry: Packaging Bank of Galicia; Industry: Banking and Finance Buenos Aires Stock Exchange; Industry: Banking and Finance C&D Technologies; Industry: Energy and Infrastructure CB Richard Ellis; Industry: Real Estate and Professional Services Central Bank of Argentina; Industry: Banking and Finance

Cognizant; Industry: IT Services and Consulting Dynamic Energy Services International; Industry: Construction and Engineering Ernst & Young; Industry: Professional Services Estudio Beccar Varela; Industry: Law Greenpeace; Industry: Non-Profit

Hill & Knowlton; Industry: Consulting and Professional Services International Organization for Standardization; Industry: Government-International

JP Morgan Chase; Industry: Banking and Finance, Consulting, Professional Services Kodak; Industry: Digital Imaging and Photography MERVAL; Industry: Banking and Finance Nokia; Industry: Telecommunications Equipment Ogilvy & Mather; Industry: PR and Marketing, Professional Services Pan American Energy; Industry: Energy

Siemens; Industry: Conglomerate Telecom Argentina; Industry: Telecommunications U.S. Commercial Service; Industry: Government-U.S. VW; Industry: Automotive Walmart; Industry: Retail


Page 9

Business Meetings (cont.)

Sample Santiago Meetings

3m Chile; Industry: Conglomerate Abbott Laboratories; Industry: Pharmaceuticals Bain & Co; Industry: Professional Services

Banco de Chile; Industry: Banking and Finance Eaton Chile; Industry: Industrial Equipment FedEx; Industry: Shipping and Logistics GasAtacama; Industry: Energy GM Chile; Industry: Automotive Honda Motors Chile; Industry: Automotive

Honeywell Chile; Industry: Industrial Equipment

Johnson & Johnson; Industry: Medical Equipment and Supplies Oracle; Industry: Information Technology and Services Orchard View Farms; Industry: Agricultural Oster de Chile; Industry: Electronic Products OxyChile; Industry: Chemicals Senexco; Industry: Real Estate

Sensitech; Industry: Engineering and Construction Viña Concha y Toro; Industry: Food and Beverage Wells Fargo; Industry: Banking and Finance Wintec Holdings; Industry: Professional Services


Page 10

Other Included Services and Benefits

Insurance: Liability and Financial Security

$35,000,000 Travel Agent’s Professional Liability insurance coverage. This policy extends to cover certain individuals acting on behalf of WorldStrides as tour directors, program leaders, chaperones, and volunteer

speakers. Universities can be named as additional insured. Consumer protection for advance deposits up to $1,000,000 through USTOA membership.

State Department Registration and Legal Compliance

Prior to departure, each U.S. citizen traveling on the program will be registered with the U.S. State Department. Legal compliance with all U.S. Seller of Travel Laws - Ensure your vendor is compliant with the law by asking for

seller of travel identification numbers. Ours are posted at www.worldstridescapstone.org

Student Registration and Payment Collection

Custom online registration platform to manage student registration and payments. Dietary, health, and meal information collection. Roommate list/pairing for non-placed students. Automated follow-up emails to students who have not provided required information for WorldStrides’ insurance

and risk management services.

Vendor Management, Wiring, and Foreign Currency

Seamless management of all program vendors: coach, hotel, guide, air, and meals. Evaluation of insurance and local regulation and compliance. Currency hedging and currency risk evaluation, where required.

Custom Document Production and Delivery

Program participants receive a travel document holder with all relevant trip information, including: o Destination specific travel letters detailing currency, weather, electricity, etc. o City guide books with business etiquette advice and country customs

Trip leader receives a Faculty Binder with all critical information including photocopies of all student tickets,

visas, emergency contact numbers, airline tickets if booked through WorldStrides, country information, and 24/7 emergency numbers for travel assistance. o Note: shipping charges are included for group shipments to the school.

Individually shipped materials will be charged at the elected shipment method (ground, 2-day, overnight).

Risk Management: Insurance, 24-Hour Assistance, Global Threats

Embedded Insurance – All WorldStrides Capstone program participants are covered by a $15,000 supplemental (secondary) medical and dental insurance and $50,000 emergency medical evacuation insurance.

Worldwide network and support system – We quickly move programs if required due to local terrorism, health, or natural disasters. See www.worldstridescapstone.org for examples.

George Washington University Doctors on Call – Through an exclusive agreement with the George Washington University Department of Emergency Medicine, WorldStrides Capstone program participants have worldwide, 24/7 phone access to medical support (including phone consultations and translation services).

Tour Central – Trained WorldStrides representatives are available 24 hours a day when programs are traveling

to assist with any problems or questions during your time abroad.

Accreditation through AdvancED

WorldStrides is accredited as an educational institution through AdvancED, the world’s largest education

community. We are the only university-level travel organization to have this type of accreditation, which validates the quality, stability, and educational value of our programs.

Program administrators are eligible to receive, at no additional charge, a continuing education certificate from WorldStrides for administering a WorldStrides Capstone program.

http://www.worldstridescapstone.org/

http://www.worldstridescapstone.org/


Page 11

Services Not Included

The following items are additional services/expenses that are not included in your program price:

Guide/Driver Gratuities

Unless otherwise specified in this proposal, gratuities for drivers and guides are not included and are subject to the satisfaction of the group. Specific program guidelines for tipping will be provided. Meal, restaurant, and venue gratuities for any quoted services are included in the costs presented.

Luggage Overage Fees

Increasingly, flights have more restrictive weight limits. Participants should pack according to the lowest allowed weight, typically 1 bag and 44 lbs. Participants with overage fees for baggage will be required to pay fees locally.

Drinks at Meals

Drinks as outlined are included at meals. Additional beverages are the responsibility of the student. We can modify drink inclusions to suit the group budget and preferences.

Individual Transfers

Unless otherwise noted, coach transfers between airports and hotels are included for the group flights listed in the itinerary. Individuals arriving on different flights are responsible for their own transfers, unless prior arrangements are made with us. Luggage handling is generally not included (unless otherwise specified).

Mileage Overage Fees

Mileage for coach usage is quoted based on using coaches within city limits (unless noted for international airport transfers or other specific transfer locations). Mileage fees may apply for use over 8 hours or outside of city limits.

Forced Single Room and Faculty/Staff Single Rooms

Programs should take into account the possibility that one or more forced-single room accommodation (single

supplement) charges could apply in the event that an odd number of students register for the program or gender count is uneven. Similarly, faculty or staff wishing to have a single room should budget for a single-room upgrade. We recommend taking these items into account when creating the per student charge for the program.

Miscellaneous Hotel Charges

The inclusions in the hotel cost are limited to room, room taxes, breakfast, and breakfast taxes. Any additional fees, such as internet access (unless expressly noted as included), mini-bar, laundry, and phone calls, are the responsibility of the student.

Meeting Room Space

Hotel meeting room space has not been included in the program price, unless otherwise noted. Most companies will be able to host a group of fewer than 25 participants in their offices. If the group size is larger, hotel meeting space may be required; however, we will not confirm a visit that requires hotel meeting room space without first discussing with the program leader. Costs vary depending on the hotel. Specific quotes can be furnished on request.


Page 12

Why WorldStrides

Selecting a travel partner and business meeting expert to handle your travel, logistics, and content development is one of the most important decisions you make. Here are the 15 reasons WorldStrides is the leader in university business travel programs.

Program Logistics WorldStrides

1 How many years have you coordinated university-level study programs?

Nearly 50 years

2 Can you process our students’ visas? YES

3 Can you provide U.S.-based banking and accounting references, as well as references from my peer schools?

YES

4 Can you provide customized, online registration and payment options for

my program?

YES

5 Can you hedge currencies to guarantee prices in U.S. dollars? YES

Safety and Security WorldStrides

6 What is your liability insurance coverage level? Can our university be added as an additional insured?

$35MM; YES

7 Do you provide medical and evacuation insurance for all participants?

YES $15k/$50k

8 Do program participants have 24/7 phone access to a U.S.-based physician from anywhere in the world?

YES

9 Do you maintain a 24/7 emergency service line, staffed by trained travel professionals?

x

YES

10 Are our advance trip deposits secured through the company’s USTOA

membership? If so, how much?

YES; $1MM

11 Are you registered under all applicable state Sellers of Travel laws? YES

Academic Content WorldStrides

12 Are you accredited by AdvancED or another internationally recognized

educational accrediting institution?

YES

13 Can you arrange my business meetings, office visits, lectures, and

presentations?

YES

14 Do you have English-speaking guides trained to manage travel programs worldwide?

YES

15 Do you have experience in more than 85 countries worldwide, and can you advise me on the best destination for my academic goals and

objectives?

YES


Page 13

About WorldStrides Capstone Programs

WorldStrides is the nation’s premier organization providing travel and academic services for global university programs. WorldStrides Capstone programs support the curriculum globalization for more than half of the universities designated by the Department of Education as Centers for International Business Education and Research (CIBER), as well as more than 80 percent of the top 30 MBA programs as ranked by BusinessWeek magazine. Headquartered in Charlottesville, VA, with field offices around the U.S. and the U.K., WorldStrides follows a team-based approach in

ensuring the successful execution of global programs. In addition to being the industry leader in educational travel, the company prides itself on providing unmatched levels of financial, legal, and risk management to its client schools.

Focus and Experience

WorldStrides is the oldest and most experienced organization specializing in travel study programs for university students. We work exclusively with universities to create customized programs that meet the academic objectives and

budgetary guidelines of each of our client schools. In more than 35 years, we have supported custom WorldStrides Capstone programs for tens of thousands of students at more than 145 universities.

Flexibility and Worldwide Reach

With operations in over 60 countries on six continents, you can trust that we are making recommendations based on the specific needs of your program. When faced with emergency re-routes due to civil unrest, terrorism, or natural disasters, more of our programs are able to continue with last-minute changes than any single-market operator. This enables students to continue benefiting from a global learning experience, in spite of unforeseen circumstances.

Accreditation and Course Planning

Following a thorough review of all aspects of our business, from our educational offerings to our financial and business plans, we join a support network of 27,000 schools and districts within the United States and across 65 countries who have achieved accreditation through AdvancED. Our participation in the accreditation process demonstrates our

unrivaled commitment to superior global service and provides a number of benefits to the schools that partner with us. Every WorldStrides Capstone program is custom-built to the learning needs of the students and goals of the

faculty, and we welcome the opportunity to deliver exceptional course content through unique business visits and cultural experiences for your students.

Leaders in Legal Compliance, Safety, and Security

WorldStrides treats the physical and financial safety of your group with the utmost importance when you lead a WorldStrides Capstone program. In addition to an unrivaled 45-year record for traveler safety, we are financially strong and maintain a $35 million liability insurance policy, as well as a $1 million Consumer Protection program through USTOA for your advance payments and deposits. We are registered with all state seller of travel offices and offer your group 24/7 emergency support while traveling.

Memberships and Affiliations

WorldStrides is involved with a number of education- and travel-focused organizations. These memberships and affiliations enable us to better serve our clients through access to resources, sharing and codifying industry best practices, and participating fully in the collaborative process which marks the approach of the strongest organizations,

corporate and academic, worldwide. We were a founding corporate member of the Executive MBA Council, and we are

also members of the MBA Roundtable as of 2011. The company is an active member and holds a Board of Director’s seat in the United States Tour Operators Association (USTOA), was a founding member of the Student Youth Travel Association (SYTA), and holds industry memberships in the American Society of Travel Agents (ASTA) and the International Airlines Travel Agents Network (IATAN).

http://lamp.worldstrides.net/capstone/www.ustoa.com

http://lamp.worldstrides.net/capstone/www.syta.com

http://lamp.worldstrides.net/capstone/www.syta.com

http://lamp.worldstrides.net/capstone/www.asta.org

http://www.iatan.org/


Page 14

Terms and Conditions

1. Price: The price quoted is based on the minimum number of full-paying passengers agreed to in the University Contract and the inclusions as listed therein. Quoted prices are subject to adjustment if this minimum is not met, if new inclusions are added, or in the event of circumstances beyond WorldStrides’ direct control. These include, but are not limited to, airline, vendor, or group-imposed schedule changes or delays as well as fuel surcharges or local country taxes and fee adjustments. Quoted airline prices are inclusive of all airfare taxes, fees, fuel, security and other surcharges as of the date prices are quoted, but are subject to increase if additional charges are assessed prior to ticketing. A minimum of 10 people are required for the group airfare. If less than 10 travelers elect the group fare the fare returns to the full published rate and travelers are responsible for the difference between the quoted group fare and the individual published fare.

2. Currency Fluctuations: Rates are quoted in U.S. Dollars based on the date of the quote. Refer to program-specific conditions with regards to pricing and hedging capability for your program. For currencies that may be hedged and hedging is not elected prior to final billing (approximately 90 days before travel), changes in currency that result in a price increase will be the responsibility of the university.

3. Registration: WorldStrides risk management procedures and liability insurance providers require that we collect certain information from all participants. As a result, we require all traveling participants to register online via our secure online registration platform.

4. Visas: Visas are required for U.S. citizens (and citizens of most other countries) for many WorldStrides program destinations, including but not limited to China, Russia, India, Vietnam, and Brazil. Please refer to registration materials to be sure that visa issues are addressed prior to travel. While WorldStrides may assist in the visa(s) procurement process, the attainment of a visa(s) is ultimately the responsibility of the traveler. Inability to travel due to a lack of proper travel documents (Passports & Visas) does not constitute grounds for a refund. The quoted visa processing price is subject to adjustment. In the event that the consular fee changes, the responsible party will be liable for any price increase.

5. Gratuities: Gratuities are subject to the satisfaction of the group. Gratuities are not included for drivers and guides (unless otherwise noted). Specific program guidelines for tipping will be provided. Meal, restaurant, and venue gratuities for any quoted services are included in the costs presented.

6. Changes to Program: WorldStrides reserves the right to make additions or deletions in the program deemed advisable for the well-being of the group or changes in circumstances. WorldStrides will work with key decision makers at the university regarding additions or deletions to the program that are directly related to the well-being of the group or changes in circumstances. WorldStrides will notify the client of any proposed changes or alterations to the program before confirming. Reservations are not

transferable.

7. General Policy: WorldStrides assumes no responsibility for events beyond its control, including, but not limited to, acts of God, war (whether declared or not), terrorist activities, strikes, civil unrest, government restrictions, illness, delay or cancellation. WorldStrides shall not be responsible for personal or bodily injury, loss, or damage from any event caused by persons or companies, not directly or indirectly controlled by WorldStrides, including without limitation air carriers, bus companies, railways, hotels, subcontracted agents, or tour operators, except to the extent of WorldStrides’ negligence or willful misconduct in selecting and contracting with such persons or companies. WorldStrides does not assume responsibility for lost or stolen items.

8. Permission: WorldStrides reserves the right to make audio and visual records of any of its programs and participant agrees that WorldStrides may use any such records for promotional and/or commercial purposes, as well as approves of such uses by third parties whom WorldStrides may engage without any remuneration to participant. Participant assigns to WorldStrides all rights, titles, and interest in or to any and all media related to a WorldStrides program without any remuneration to participant, including photographs provided directly to WorldStrides or through websites in which his or her name or likeness may or may not appear. WorldStrides agrees to only use media images that depict the student in positive manner reflecting the educational nature of its programs.

9. Arbitration: Any dispute concerning this contract, the Terms & Conditions and/or rules and regulations concerning the trip, the literature arising out of or relating to the trip and/or arising out of or relating to the trip itself including, but not limited to, any events and circumstances occurring during the trip, shall be resolved solely and exclusively by binding arbitration in Charlottesville, Virginia pursuant to the then existent commercial rules of the American Arbitration Association. In any such arbitration, the substantive (but not procedural) law of the Commonwealth of Virginia shall apply. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable. In any such arbitration, the arbitrator may, but is not required to, award attorney’s fees to the prevailing party. Each party irrevocably and unconditionally expressly submits to the foregoing binding arbitration agreed for the purposes of dispute resolution hereunder and further irrevocably and unconditionally waives any and all jurisdictional, venue and convenience objections or defenses to such arbitration or to any related action, suit or proceeding in the courts of Virginia to enforce this Agreement to arbitrate or any award rendered therefrom.


Page 15

10. Standard Payment Schedule: The following payment schedule and associated terms and fees apply to WorldStrides Capstone programs:

WorldStrides Standard Payment Schedule

1 Ground services deposit $200 per person

Due upon proposal approval

2 Group air deposit (if applicable) $200 per person Due upon proposal approval

3 First payment due 50% of the total invoice due 120 days prior to departure

4 Final payment due 100% of the total invoice due 60 days prior to departure

5 Post-trip balance due 100% of the post-trip balance due 30 days after the group returns

Any extensions to this payment schedule must be by mutual agreement and confirmed by email. Final travel documents will not be shipped to participants unless full payment has been received or payment arrangements are made with the University Purchasing Office.

11. Standard Fees: The following non-refundable fees apply for WorldStrides Capstone program participants:

Late fees: A late fee of $40 per person will be assessed if payments are not received within seven (7) days of their

respective due dates unless advance arrangements have been made with WorldStrides. These arrangements and requests must be made in writing via email to your assigned WorldStrides Account Manager. Please include your full name, Customer Account Number, and a brief description outlining the circumstances for the requested payment extension.

Convenience fees: Please note that a non-refundable convenience fee representing approximately 2.0% of the transaction amount will be applied to any payments that do not utilize the ECheck payment method.

Other fees: There is a $35 service charge on returned checks, declined credit cards, or a declined ECheck. A fee up to $250 may apply for any correction made to your name within 75 days of the departure date. Those opting to make payment by

wire transfer must absorb all fees associated with that transaction, making sure WorldStrides receives full payment for trip without fees subtracted from wire amount.

12. Cancellations and Associated Penalties: All cancellations must be sent in writing via email to WorldStrides at [email protected]. Cancellations are effective on the date they are received by WorldStrides.

Ground services deposit: Once the program is confirmed and ground services have been secured the $200 per person ground services deposit becomes fully non-refundable.

International air deposit: A $200 per person deposit is required to hold the group international air space and is due immediately. Between 120 and 61 days prior to departure, there is a $200 per seat cancellation penalty.

Cancellation of international air once tickets are issued: Once any international air tickets are processed and ticketed

(usually 45 to 60 days prior to departure), the entire amount of the airline tickets becomes fully non-refundable. In these instances, the issued tickets will be delivered to the canceling participants and it may be possible, subject to the airline’s rules and change fees, to reuse them in the future. Tour conductor tickets have no value for later use.

Cancellations received 31 to 60 days prior to departure: For any cancellations received between 31 and 60 days prior to travel, WorldStrides will retain 50% of the ground services portion of the program fee in addition to any penalties due for international air.

Cancellations within 30 days of departure: Cancellations received within 30 days of departure are subject to a

cancellation fee equal to 100% of both the ground services and international air, although canceling participants will receive any issued airline tickets subject to airline restrictions on future use.

© WorldStrides 11/12

mailto:[email protected]

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