Language Immersion Cancellation Policy

Updated March 20, 2020

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.

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 free of charge to all participating students to protect participating students against significant financial loss in case of unforeseeable world events. Students will receive a full refund** (less a $500 administration fee) if all the following events occur: the organizing teacher chooses to cancel the program, and the cancellation request is received by Xperitas within two weeks of these events:

  • 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 region on your Xperitas itinerary;

  • The U.S. Department of State issues a level 4 Travel Advisory for travel to any region listed on your Xperitas itinerary;

  • The official Travel Advisory is issued or in effect within 90 days of your departure. For any cancellation up to 91 days prior to departure, the Language Program Standard Cancellation Fees apply. 

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

** Residents of California and Iowa: State law requires certain sellers of travel to have a trust account or bond.  Xperitas has a bond issued by The Hartford in the amount of $10,000.  Xperitas does not participate in the California Travel Consumer Restitution Fund.

 

2021 Cancellation Schedule*

Spring Programs: March and April, 2021

Date of Cancellation

Refund Amount

Cancellations received through September 30, 2020

Full refund – No administrative fee charged

October 1 - November 14, 2020

Refund of all money paid MINUS a $250 administrative fee

November 15, 2020 or later

Refund of all money paid MINUS a $500 administrative fee AND any air/land expenses incurred by Xperitas

(Varies by program and cancellation date)

30 days prior to departure

No refund possible

 *This policy is in effect for 2021 programs only

 

2021 Cancellation Schedule*

Summer Programs: May, June, July, August, 2021

Date of Cancellation 

Refund Amount

Cancellations received through October 14, 2020

Full refund – No administrative fee charged

October 15 - November 30, 2020

Refund of all money paid MINUS a $250 administrative fee

 

December 1, 2020 or later

Refund of all money paid MINUS a $500 administrative fee

AND any air/land expenses incurred by Xperitas

(Varies by program and cancellation date)

30 days prior to departure

No refund possible

 *This policy is in effect for 2021 programs only

Please contact us for September through February departures.