TERMS & TRIP POLICIES

These are the terms on which impACT Tours and Travel, LLC (“ImpACT”) sells student trips. Please read them before you register.

Last updated 8 August 2026.

1. Who books, and who signs

A parent or legal guardian registers the traveler and signs the Trip Participation Agreement. The parent or guardian accepts financial responsibility for the booking and legal responsibility for the traveler. Students do not sign, and a student cannot commit a family to a trip.

You must give accurate information — in particular the traveler’s full legal name exactly as it appears on the government-issued ID they will use to fly. Airlines charge to correct a name, and that cost is passed on.

2. Deposit and payment

Each trip publishes its own deposit and payment schedule; the figures below are the standard structure.

• A deposit is due at the moment you register. It is not a later invoice — registration is not complete until it is paid.
• The deposit may be a fixed sum or a percentage of the traveler’s own price, depending on the trip. Where it is a percentage, a single room pays proportionally more than a quad, because the price is higher.
• The deposit is non-refundable from the moment it is paid. It is what ImpACT uses to hold airline seats, hotel room blocks and venue allocations, and those commitments are made immediately and are not returnable.
• The balance is paid in installments on the dates published for your trip. Those dates are shown on your payment schedule in the registration portal.
• If you register after an installment date has already passed, you pay the deposit plus everything already due, at the time you register.

Card payments are processed by a third-party payment processor. ImpACT does not store your card number.

3. Group size and final pricing

This is a group trip, and it is priced as one. Fixed costs — the tour director, group transfers, workshop fees, the group air contract — are shared across everyone who travels, so the more travelers, the lower the cost per person. Each trip publishes a rate chart showing the price for each band of group size.

The 60-day headcount

Sixty days before departure, ImpACT counts the paying participants. A paying participant is a traveler who is registered and whose payments are current. Complimentary chaperone places are not counted, because they are not paying.

• If the count reaches the band you registered under, nothing changes and you owe nothing further.
• If the count is below that band, the price for every traveler becomes the published rate for the band the group actually reached. This can only move you to another rate shown on the rate chart published for your trip — it cannot exceed the highest rate on that chart.
• If the group reaches a larger band, the lower rate applies to everyone. The difference is credited against your remaining installments, or refunded after the trip if you have already paid in full. You do not have to ask.

Notice, and when a card is charged

If the price rises, ImpACT will tell you in writing, by email to every address on your registration, stating the new rate, the amount outstanding and the date it will be collected. That date will be no fewer than 14 days after the notice is sent.

If you have a payment method saved, the outstanding amount is charged to it on that date. By signing the Trip Participation Agreement you authorize that charge, within the limit above and no sooner than that notice period. If you have no saved payment method, or the charge is declined, the amount is due immediately and the traveler’s place is not confirmed until it is paid.

If you do not want to pay the increase

You do not have to. Tell ImpACT in writing within the 14-day notice period that you decline the new rate, and the registration is cancelled and you are refunded everything you have paid, less the deposit and less any cost ImpACT has already committed on your traveler’s behalf and cannot recover — most often an issued airline ticket. ImpACT will tell you what that figure is before you decide.

4. Cancellation and refunds

Written notice is required to cancel. The date ImpACT receives it is the date that counts. Email traveldesigner@impacttoursandtravel.com and copy your group leader; you will receive written acknowledgment with the effective date. Do not assume a conversation has cancelled anything.

When ImpACT receives written notice	What is refunded
More than 120 days before departure	Everything paid except the deposit
120 to 61 days before departure	50% of everything paid except the deposit
60 to 31 days before departure	25% of everything paid except the deposit
30 days or fewer before departure	Nothing
After departure, or no-show	Nothing

These bands reflect when ImpACT’s own money stops being recoverable. Airline name-change deadlines, hotel release dates and final headcounts all fall inside this window, and after each one the cost is committed whether or not the traveler travels.

• Installments that fell due before you cancelled remain payable. Cancelling does not erase them.
• Fundraising credits and donations are not refundable to the family. Money raised for a traveler through fundraising or group allocation is not the family’s money. If a traveler cancels, it is normally returned to the group’s pot to be reallocated.
• Substituting a traveler is often much better for a family than cancelling. Where the supplier allows it, another eligible student may take the place; any name-change fee is passed on at cost. Ask before you cancel.
• If ImpACT cancels a trip outright for a reason other than force majeure, everything paid — including the deposit — is refunded in full.

5. Force majeure

If a trip cannot proceed because of something outside ImpACT’s reasonable control — natural disaster, epidemic, war, terrorism, government travel restriction, border closure, strike or supplier collapse — ImpACT will recover what it can from its suppliers and pass back what it recovers, less costs already irrecoverably committed. ImpACT cannot refund money it has already paid out and cannot get back.

6. Travel insurance

7. Conduct, and early return at family expense

Students agree to a code of conduct covering supervision, curfew, alcohol, drugs, tobacco and vaping, weapons, respect for people and property, and obeying the law. The full text is in the Trip Participation Agreement.

A student may be sent home early at the family’s expense for serious or repeated breaches, or for behavior that endangers themselves or others. Where that happens, the family pays the cost of the return travel and any chaperone escort required, and no part of the trip price is refunded.

8. What is included, and changes to the itinerary

What each trip includes is listed on that trip’s page. Anything not listed is not included. Itineraries are planned in advance but depend on show schedules, venue availability, transport and weather; ImpACT may substitute a comparable activity where necessary. Where a substitution is materially lesser in value, ImpACT will say so.

9. Health information and privacy

Registration collects health, dietary and emergency-contact information, used only to care for the traveler and shared only with staff who need it. Passport and government photo ID details, where a trip requires them, are encrypted and deleted shortly after the trip ends. Full detail is in our Privacy Policy.

10. Governing law

These terms and the Trip Participation Agreement are governed by the laws of the Commonwealth of Virginia.

Questions about these terms? Email traveldesigner@impacttoursandtravel.com.