By registering and paying the deposit for The Program (as described in the tour brochure or final itinerary), you agree to the following Terms and Conditions to participate in The Program.

To reserve your space on The Program, a $1,000 deposit is required per participant, of which $350 is non-refundable to cover administrative fees.  For Cuba Programs, the non-refundable fee is $500. For 2018, the non-refundable fee is $500 for all programs. Final payment by check, credit card, or wire transfer is due no later than 120 days prior to the date of departure. If full payment is not received by Arrangements Abroad, Inc. (AA) 120 days prior to the departure date, participant reservations may be canceled without notice.

AA has retained the services of an air concierge who is pleased to assist with air travel arrangements, including suggested group flights or individual requests, for a processing fee of $40 per person. Complete details will be provided in your confirmation mailing.

All participants must be in good physical and mental health. Program excursions involve walking (a minimum of one half mile) over uneven surfaces, climbing stairs without handrails, and touring sites that are not handicapped accessible.  On some Programs, hiking, biking, or extensive walking is required during excursions.  In order to provide the best service we can, AA requires that any condition that may need assistance, special diets, or special medical attention or treatment be reported on the personal information form sent to you in your confirmation packet.  AAencourages participants to consult their personal physician for specific advice regarding the activities and destinations of The Program.  For health information visit

Photographs or, in some cases, video recordings of trip participants may be used for educational and promotional purposes by the sponsoring institution.

AA strongly recommends that every participant purchase travel and cancellation insurance to protect against unforeseen events that may impact their participation in The Program. In addition, we recommend purchasing a policy that also covers emergency medical evacuation, loss of luggage, accident, and sickness. AA's cancellation policy is strictly enforced. An insurance application will be sent upon receipt of deposit, but of course, participants may select an alternative insurer of their choice. For up-to-date information regarding U.S. Department of State foreign travel information, please visit:

Travel to Cuba is permitted by the US Department of the Treasury only if the travel falls into one of the 12 categories of licensed activities. The participants on this program will be licensed under a General license for people-to-people activities. To comply with the requirements of the people-to-people license, participants will be asked to certify in writing, that they agree to participate. Also, to enter Cuba, a Cuban visa and Cuban health insurance are required. For more information about the requirements for travel to Cuba, please click here.

All reasonable efforts are made to provide the itinerary as presented in the brochure, however, the itinerary, in whole or in part, as well as the lecturer(s) are subject to modifications and changes at any time, without notice at the discretion of the sponsoring institution and AA. Prices quoted are based on prevailing fuel prices, airfares, and currency exchange rates in effect at the time of brochure printing and are subject to change without notice.  Deviations from the scheduled itinerary are at the expense of the participant.

The participation of the sponsoring institution is limited to educational sponsorship of The Program. AA acts only as an agent for the participant with respect to transportation, accommodations, and all other services relating to The Program. AA, the sponsoring institution and/or their agents assume no responsibility or liability for any act, error, or omission, or for any injury, loss, accident, delay, or irregularity which may be occasioned by reason of any defect in any aircraft, ship, train, bus, or other carrier, or through neglect or default of any subcontractor or other third party, which may be used wholly or in part in the performance of their duty to the participants of The Program. The passage ticket issued by the carrier is the sole contract between the participant and the carrier.  Nor will AA or the sponsoring institution and/or their agents be responsible for loss, injury, damages, expenses, delays, cancellations, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders or interpositions of any government or agent thereof, or to persons or property, due to illness, epidemic, weather, fire, flood, strikes, local laws, hostilities, insurrections, wars, acts of terrorism, acts of nature, or other such causes in connection with The Program or anything beyond their reasonable control. AA is not responsible for transportation or other Program delays and changes, nor additional expenses or loss of time that may be incurred.  In the event it becomes necessary or advisable for the comfort, safety or well-being of the participants, or for any reason whatsoever, to alter the itinerary at any time, without notice to the participants, such alterations will be made without penalty to AA or the sponsoring institution. Additional expenses, if any, shall be borne by the participants. Baggage and personal effects are the sole responsibility of the participant at all times. The sponsoring institution and AA reserve the right to accept or decline any person as a participant at any time, or to require any participant to withdraw from The Program at their own expense when such an action is determined by AA or the sponsoring institution to be in the best interest of the participant's health and safety, or the general welfare of the other participants.

AA must strictly adhere to its cancellation policy to offset costs incurred prior to the commencement of The Program, which may include but are not limited to: advance payments to land operators; ship charters; communication expenses; development/ promotional expenses, and the loss of time that might have permitted resale of reserved space. All cancellations must be made in writing to the offices of AA and are subject to a $350 non-refundable administrative fee. For Cuba Programs, the non-refundable fee is $500.

For 2018, the non-refundable fee is $500 for all programs. All refunds are limited to amounts actually received by AA and are the sole responsibility of AA; the sponsoring institution shall have no liability for refunds. 

At the time AA receives written notification of cancellation, the following cancellation charges will apply:

  • 120 to 91 days prior to departure:20% of The Program cost is non-refundable
  • 90 to 61 days before departure:50% of The Program cost is non-refundable
  • 60 days or less before departure:100% of The Program cost is non-refundable
  • No refunds are given for cancellation on or after the day of departure, or for unused portions of the tour, for any reason.

Air cancellation charges, if any, will be assessed in accordance with airline regulations. All group fare tickets must be issued no less than 30 days prior to departure.  NOTE: Neither AA nor the sponsoring institution shall be liable for any airline cancellation penalties incurred by the purchase of a non-refundable ticket. In the case of a cancellation due to shortage of participants, AA will attempt to notify all participants at least 45 days prior to departure.  However, AA reserves the right to cancel The Program prior to departure for any reason and, in such case, reimbursement of refundable costs of the trip by AA shall constitute full settlement with the participant.

In the unlikely event that a dispute arises between a participant and AA or the sponsoring institution, the following conditions will apply: (a) the dispute will be settled by binding arbitration administered by the American Arbitration Association in New York, NY; (b) the dispute will be governed by New York Law; (c) the maximum amount of recovery to which a participant shall be entitled under any and all circumstances will be the sum of all monies actually received from the participant by AA. The participant agrees that this is a fair and reasonable limitation on the damages, of any sort whatsoever, that a participant may suffer. Upon payment of the deposit to AA, the participant agrees to be bound by the above Terms and Conditions. 

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