TRIP TERMS AND CONDITIONS

TRAVEL TERMS AND CONDITIONS

The trip price includes: round trip transportation, hotel accommodations, motor coach or vans, three meals per day while on tour, sightseeing, trip leader, admissions, taxes and gratuities, night security in hotels, accident-related medical and dental insurance, customer service and accounting. We are an all-inclusive tour agency and do not offer ground packages. All prices quoted are student price. Adult price is higher and if not quoted in your letter, please call for the adult price of your trip.

Not included: any fuel and security surcharges imposed by the airlines or bus companies, installment fees for accounting, optional refund program, small group increases.

Registrations: Please register early, as all registrations are processed on a first come, first served basis. The registration fee of $99 is non-refundable, and the company accepts personal checks, money orders, Visa/MasterCard, or Discover. If paying by check, payments should be made to Grand Classroom and sent back in enclosed envelope or to Grand Classroom, P.O. Box 7123, Charlottesville, VA 22906. You can also register online, or fax the registration form to 434-975-0709. Your cancelled check or credit card statement is your receipt. Each registration is considered separately and is subject to the terms and conditions. Please call our customer service line at 434-975-2629 with any questions.

There will be fee of $35 if your check is returned. All registrations received before the deposit deadline will be guaranteed a space on the trip if timely payments are made. All registrations received within 90 days of departure will be place based on the availability of space on the bus and/or the airlines. Any increase in airfare will be passed on to late registrant.

Group combinations: Price is based on 35 paying participants for the trip unless otherwise stated. Should your group have fewer than 35 payees, an increase in cost may be incurred. The company will combine small groups to help lessen the cost. Flexibility is required as dates, format and itinerary may need to be changed and is at the sole discretion of Grand Classroom to make these changes.

Hotel accommodations: Students will be placed four to a room with students of the same gender, and in some cases five to a room with a roll-away. Adults will be placed two to a room also according to gender, except in the case of married adults. Double and Single room charges are additional. If a parent wishes to room with their student, they should pay the adult price for both participants. Most hotels are located outside of the national parks and can require significant driving time for the participants.

Flights: We reserve flights on major carriers. We cannot guarantee non-stop flights, and in some cases, the group will have to be on split flights. We cannot guarantee a specific airport or airline. While we attempt to get groups out of their preferred airport, it can never be guaranteed so you must be prepared to depart from airports that may be a distance from your home. Seating assignments will be made by the airlines, and upgrades, stopovers, changes and use of frequent flyer mileage are not possible. Grand Classroom Inc. is not responsible for schedule changes, mechanical or weather delays that may occur. Please allow two days of flexibility on each side of your student’s travel dates for contingencies.

Sponsorship: Unless otherwise noted, this tour is not sponsored by any school, school district or public entity, and is organized by a private company, Grand Classroom. Grand Classroom and the trip leader reserve the right to refuse or cancel a registration at their discretion.

Behavior: While traveling, your student will be expected to abide by local laws, including those concerning drugs or alcohol. They will also be responsible for any personal calls or incidental personal expenses, or any damage done to the buses or hotels while on tour. All students will be required to sign a behavior contract prior to traveling. Breaking these laws and rules may be grounds for being sent home early from the trip at the student's expense.

Payments: All checks should be written to Grand Classroom. The mailing address is P.O. Box 7123, Charlottesville VA 22906. UPS or FedEx payments should be sent to 631 Berkmar Circle, Charlottesville, VA 22901. Please call our customer service department at 434-975-2629 for accounting questions.

The payment schedule is as follows: register now with a $99 deposit, and choose between one lump payment or monthly installments, with a final payment due 70 days before departure. There is a $5 charge for each individual installment payment. All payments made by credit/debit card will be assessed a 3% processing fee.

If your account is unpaid at the final deadline, you will be notified by telephone and will be assessed a $49 late fee. The unpaid spot will be subject to cancellation. If your account is still unpaid 35 days before departure, your registration will be cancelled and the cancellation policy applies as outlined below. The plans of a great number of trip leaders, parents and students depend on the final group numbers and we ask for your diligence in keeping accounts current.

Cancellation policy: For those who do not participate in the Optional Refund Program, the policy is as follows. The company incurs booking costs as soon as a registration comes in. All cancellations must be made in writing to P.O. Box 7123, Charlottesville, VA, 22906. Please include the date, student name and school number. Cancellations are determined solely by the date they arrive in the Grand Classroom office regardless of the reason. The policy applies to each individual registration as follows:

70 days or more prior to departure: Grand Classroom will retain 25% of the trip cost.

69-36 days prior to departure: Grand Classroom will retain 50% of the trip cost.

35 days or less: We regret that no refund will be issued.

Fundraising money will not be returned to individual families, nor will merchandise costs, installment fees, late fees and returned check charges. Trip funds are not transferable to other participants.

Cancellation due to rescheduling: In the event the departure date needs to be rescheduled for any reason, the standard cancellation charges remain effective.

What is the Optional Refund Program? The Optional Refund Program is offered for your convenience and protection. The program provides a refund of the full tour price. Typically the cost of the program is 10-15% of the tour cost and this is non-refundable. If you find it necessary to cancel for illness, injury, death in the family, financial difficulties or relocation, Grand Classroom must receive your cancellation request in writing at least two days (a minimum of 48 hours) before the trip departure. The program does not apply in the event of an Act of God, war (whether declared or not) terrorism or civil unrest.

The program is an optional item not included in the trip cost. It is offered for a fee as listed on your registration form. All registrants are given the option to enroll at registration and can refuse enrollment. All decisions are final and participants cannot enroll later. Fees for returned checks, late fees, installment charges, merchandise purchases and fundraising monies are not refundable, nor are specialized plane tickets purchased for individuals. To be eligible for a refund, participants must have paid all monies due on time. Failure to pay on time will cancel the eligibility for refund.

Additional Provisions: Grand Classroom Inc. cannot be held responsible for events beyond its control, such as acts of God, war, terrorist activities, and incidents of politically motivated violence, illness or quarantine, strikes or government restrictions. We reserve the right to cancel any tour for any reason, in which case you will receive a refund. All photographic images and video taken by Grand Classroom Inc. while on tour are property of Grand Classroom Inc. and may be used by Grand Classroom without compensation or notification of individuals therein. Grand Classroom Inc. cannot be held responsible for loss of personal property including money, and is not responsible for locating lost property. The suppliers providing travel services and accommodations are independent contractors and not agents. Grand Classroom Inc. cannot be held responsible for personal injury, property damage, or loss of earnings from any event whatsoever caused by hotels, railways, airlines and all sub-contracted services. The participants shall indemnify, defend and hold harmless Grand Classroom Inc. and its officers, directors, partners, agents, members and employees from and against and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney’s fees, except to the extent and percentage attributable to Grand Classroom negligence or wrongful action. All parties agree that in the event of legal action concerning this agreement, all litigation shall be brought only in Albemarle County Virginia and that such litigation shall be decided pursuant to the laws of Virginia. You agree to the all of the terms and conditions by your registration for the trip. Grand Classroom may amend the Terms from time to time without notice to you, other than posting the amended terms to the www.grandclassroom.com website.