Student Group Terms & Conditions

Cancellations and Refunds

Cancellation fees apply to the entire booking, including tour fare, air add-ons, ground transfers, pre- and post- hotel and tour packages. If any components are canceled, you will be responsible for any cancellation fees imposed by the airlines, other transportation carriers, other tour and ground operators, and other hotel properties. You are not entitled to any refund, payment, compensation, or credit except as otherwise provided in this Section. Any refunds will be made directly to the method of payment you used at the time of booking or your travel agent and you must receive your refund directly from these sources. Guests who cancel in writing as set forth below within the dates shown below for any reason, including medical or family reasons, are subject to the following per-person cancellation fees, as applicable.

You hereby agree that losses sustained by Prime Tours in the event of your cancellation would be very difficult or impossible to quantify and that the fees set forth in the below cancellation schedule represent a fair and reasonable assessment as liquidated damages. Since a cancellation likely means a diminished opportunity to sell the same space on other cruises or trips, the cancellation fees below apply regardless of a name change or stateroom resale.

All requests for cancellation must be received in writing. Cancellations cannot be made online. Cancellations received 180 days or more prior to departure, or as stated in your trip flier, are refundable less an administrative fee of a minimum US $50 per person, or as stated in your trip flier. If cancellation occurs less than 120 days prior to departure, all payments are forfeited, unless otherwise stated in your trip flier. If full payment has not yet been received, the full penalty will still apply and any unpaid balance is due immediately. To protect your investment, Prime Tours highly recommends that you obtain adequate trip cancellation insurance.

Liability Statement

Prime Tours of Dublin, Ohio serves as an independent agent for tour passengers, arranging transportation, hotels, meals and sightseeing for the benefit of its customers. Prime Tours, nor the organizing party, is responsible for any loss or damages of property or for injuries or illness incurred by passengers, nor for delays caused by situations beyond our control, including natural disasters, pandemics, riots, strikes, non-participation or other events that could affect the tour. The exact scheduling and scope of events, hotels, meals, etc. during any tour is subject to change due to circumstances beyond our control, and additional personal expenses could be incurred, such as added hotel nights, added meals, transportation costs, etc. Persons registering for the tour agree to these terms. Travel insurance might cover some or all of additional incurred expenses depending on the circumstances. Prime Tours highly recommends travel insurance.

Itinerary Changes

Tours are usually planned months or even a year or more in advance. Between planning time and operation, we constantly strive to improve each itinerary and add to your convenience and enjoyment. However, should improvements be made and/or unforeseen conditions beyond our control deem change necessary; we reserve the right to do so. This may result in varying itineraries and substitute facilities or attractions of equivalent or better value. In the event of national or local holidays, certain listed features i.e. museums, attractions, etc., may be affected or unavailable. If the cancellation of a scheduled activity is encountered, we will endeavor to provide a suitable substitute if at all possible.

Disabilities and Special Needs

Prime Tours is committed to following the Federal Laws regarding accessibility for the rights of those with disabilities and for that reason contracts with providers of transportation which fully comply with the Americans with Disabilities Act. If you have special travel or accommodation needs, you, the client,  must notify us in writing as to the nature of any special accommodations or needs you may require. Prime Tours nor any of the providers of transportation, lodging, or entertainment can ensure special accommodations without advance notice. Passengers requiring special assistance, including without limitation those who permanently or periodically use a wheelchair, must be accompanied by someone who is fit and able to assist them, and who will be completely responsible for providing all required assistance. The right is reserved to decline to accept or retain any person as a member of this trip who, in the opinion of Prime Tours, is unfit for travel or whose physical or mental condition may constitute a danger to themselves or to others on the trip.

Changes Due to External Events Beyond Prime Tours Control

For this reservation, I/we requested that Prime Tours, an independently owned and operated travel business, book travel arrangements on my/our behalf. I acknowledge and fully understand that these travel arrangements may be interrupted or canceled by the associated travel supplier, a government entity, or another third party outside of Prime Tours control for reasons that are unforeseeable at this time. I/we also understand and acknowledge that travel involves the risk of a variety of hazards to health and/or safety, including but not limited to, injury, illness, disease, epidemics, and/or pandemics. I/we expressly understand and agree that I/we assume all such risks and financial costs, and quarantines associated with travel whether or not specified herein. I/we further understand and acknowledge that Prime Tours has no control over the associated supplier’s policies which, in addition to applicable law, will solely govern any cancellation, re-booking, and refund related to these travel arrangements.

Travel Insurance

Prime Tours highly recommends purchasing travel insurance to protect your financial investment. If you wish to purchase a Cancel for Any Reason (CFAR) insurance rider, or the traveler has a pre-existing condition, you must complete the insurance purchase within 14 days after you make the first payment to Prime Tours. After that, you can still purchase the Student Travel Policy without CFAR. Prime Tours is not the insurance company. All terms and conditions of the insurance policy are stated within the policy paperwork which is sent to you electronically upon purchase. Prime Tours recommends that you review the policy completely. In most cases you have 14 days to change your mind on the policy. After that, if you or Prime Tours cancels the trip, your insurance premium will be non-refundable.  

School/Organization Discipline Policy

Should the sponsoring school/organization decide a member of the trip has broken school rules before the trip but after the non-refundable date, an insurance claim can be made on a CFAR policy. No refund will be given by Prime Tours.

Should the sponsoring school/organization decide a member of the trip has broken school rules and needs to be suspended from the trip, it will be the responsibility of that student’s parent/guardian to pay the cost of immediately sending the participant home.

Property Damage

Property damage to hotel rooms or to buses is solely the financial responsibility of the parent/guardian. Payment for said damage must be made within 14 days after the damage is reported and invoiced.

If you notice any damage upon arrival at a hotel, notify the Tour Director immediately.