1. Withdrawal Penalties
First Deposits are not refundable, but can be transferred to a student not already signed up to travel without penalty (unless airline / Amtrak tickets have been written.
If traveler withdraws between 8 weeks and 35 days before departures, all payments will be refunded less the first deposit (along with such charges levied by airlines, cruise lines, hotels, motorcoach companies, etc.)
Less than 35 days prior to departure all payments made are non-refundable. All refund requests must be submitted to E.T.C. in writing by e-mail or USPS.
Failure to follow specific refund guidelines may result in refusal of the request.
2. Do you send out payment reminders?
Yes. If your group has been set up for individual payment accounts with Educational Travel Consultants, you will receive an invoice via your email address. Email payment reminders will be sent out 2 weeks prior to each payment date.
3. What is the best way to carry money?
Students carrying money should be advised to keep cash in a safe place such as a money belt or wallet in a secure pocket. Where possible, it is best for travelers to carry only what they may need for the day, and to secure the rest of their cash in their luggage.
4. How do I register for a tour?
Your Group Tour Sponsor will provide you instructions on how to register and make a deposit. In order for your registration to be complete, each participant must make an initial deposit and complete the Participation Application. You can upload this form once you have signed into the online payment system.
5. How do I make payment for my child's trip?
Your Group Tour Sponsor will inform you of your payment options. If your group is set up for individual payments, you can make your payment by credit card through our payment website. Alternatively, you can mail a check, cashier's check or money order to our mailing address. Educational Travel Consultants will not accept credit cards over the phone. In some cases you may need to send your payments to your school/organization made payable to your school/organization.
6. When will I receive our final itinerary?
Your Group's final itinerary will be distributed by your Group Sponsor. Please note that all itineraries are subject to change prior to or during your child's tour.
7. How much luggage can students bring?
On most programs, students will carry their own luggage, so it is always recommended to pack light! For short programs, one small suitcase is recommended. For longer programs, we recommend no more than one checked bag and one carry-on. The cost for checking baggage is not included in Educational Travel Consultants program price and travelers should be prepared to pay these fees upon check-in for both departing and returning flights. Please also check your airline's website prior to travel for up-to-date information regarding weight and size limits set by the airline. Additionally, all travelers should be aware of the Transportation Security Administration's guidelines for air travel. For more information, please visit the TSA website.
8. What should students pack?
Comfortable clothes and walking shoes are a must. Since the weather can be unpredictable, be sure to bring rain gear and to dress in layers in case the temperature changes throughout the day. You should check the weather forecast for your destination during the time you'll be traveling and pack accordingly.
9. What if the weather is inclement?
All tours will operate as scheduled unless it is determined that the weather is too dangerous to proceed. We recommend that you check the weather forecast of your destination and pack accordingly. Umbrellas are not permitted on tour. We recommend that your child packs a rain poncho or other waterproof clothing should the forecast call for rain or snow.
10. What type of documents are required for air travel?
In accordance with TSA regulations, minor children are not required to carry ID. However, we strongly encourage students to carry a school ID or ID card. All participants must provide their full legal name (first, middle, and last name matching information on a government-issued ID) matching information on a government-issued ID regarding date of birth and gender prior to ticketing.
11. What is the itinerary for our travel program?
The specific itinerary will be chosen by your child's Program Sponsor and is based on the educational goals for the trip. The itinerary for your program can be found on the back of your trip information letter. Please realize that the itinerary found on this letter is subject to change. Once all the details are finalized, your child's teacher will distribute the final itinerary to you.
12. What happens if my child has a medical emergency while on tour?
The chaperones on tour will immediately seek medical attention and will contact the parents. If your child needs to be transferred to a medical facility, a chaperone will accommodate your child. Your child will remain chaperoned until discharged from the facility.
13. What if I have an emergency and need to reach my child?
You may try to contact your child directly if cell phones are permitted on tour or you may contact Educational Travel Consultants at 800-247-7969 at any time and we can contact the Group Sponsor on your behalf.
14. What if my child has medications, allergies or is on a special diet?
Please inform your Group Sponsor ahead of time in regards to medications and allergies. All prescription medication should be placed in bags, labeled, and given to the Group Sponsor for safekeeping. Even Tylenol or aspirin should be given to the tour sponsor. During the registration process you will be required to fill out a Permission for Medical Treatment form that will ask for details in regards to your allergies. Each Group Sponsor will have a copy of the form that will be readily available in the event of an emergency. If your child is on a special diet, please inform your Tour Sponsor. Most restaurants we visit on tour can accommodate dietary requests. Educational Travel Consultants will make every possible attempt to accommodate your child.