Community Partnership Program Cancellations

Community Partnership Program Cancellations

Voluntary cancellations must be submitted in writing (email is acceptable) by the participant or participant’s parent/guardian directly to Xperitas, clearly indicating the participant's name, school (if applicable) and destination. Xperitas cannot accept voluntary cancellations made by phone or requested by a teacher for a student. Cancellations can be emailed to cancel@xperitas.org.

Medical cancellations: When a participant cancels due to health reasons prior to departure, Xperitas' regular cancellation policy applies. The cancellation insurance included in the program price is for medically related causes only affecting the participant or a member of the participant's immediate family. The maximum coverage amount ($1,000) is applied against the incurred loss calculated as of the date Xperitas receives the written cancellation. A physician's statement and signature will be required for any medical claim; Xperitas will provide insurance forms to the participant.

Involuntary cancellations: Xperitas reserves the right to cancel a participant for lack of payment or for failure to abide by the standards set by the teacher, leader and/or school (if applicable). In both cases the normal cancellation fees will be assessed.

Change of Group Leader: Xperitas reserves the right to select a qualified replacement for any group leader unable or unwilling to travel. Such changes do not constitute grounds for cancellation without penalty. The published cancellation policy applies.

Community Partnership Program Cancellation: If Xperitas determines it is necessary to cancel a Community Partnership Program due to insufficient participation or for other reasons, participants will receive a full refund. The decision to cancel a program will be made no later than 30 days from the program's start.

Refunds: Please allow 4-6 weeks for processing cancellations if payments have been made by check. If payments were made with credit card, refunds will be processed 60 days after the last charge was made. Xperitas issues refunds in the form of a check. Insurance claims may take longer.

Cancellation Protection Plan: This policy is provided by Xperitas to protect participating students against significant financial loss in case of unforeseeable world events.

Registered participants will receive a full refund* (less a $500 administration fee) if all of the following events occur, the organizing group leader chooses to cancel the program, and the cancellation request is received by Xperitas within two weeks of these events:

  1. The U.S. Department of State confirms that there has been a terrorist act against U.S. interests in the U.S., in international airspace or in any country on your Xperitas itinerary;
  2. The U.S. Department of State issues an official Travel Warning advising against travel to any region listed on your Xperitas itinerary;
  3. The official Travel Warning is issued or in effect within 90 days of your departure.

For any cancellation up to 91 days prior to departure, the standard cancellation policy applies.

* If the cancellation occurs after airline ticketing, the ticket (issued in the name of the participant) may constitute a portion of the refund.

Community Partnership Program Cancellation Fees

Postmark of Cancellation

Charge

More than 30 days prior to program date and before program confirmation† 

$100 non-refundable deposit

Between program confirmationand 30 days prior to start date

$300

Between 1 and 30 days prior to the start date

To be determined*

On or after start date

No refund possible

Xperitas will confirm each publicly offered Community Partnership Program upon reaching the required minimum number of participants and no later than 30 days before the program. If minimum participation is not met and Xperitas cancels the program, registrants will receive a full refund.

* The fee charged for cancellation within the phase “to be determined” will be calculated on an individual basis at the time of cancellation.