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Terms & Conditions

INCLUSIONS/EXCLUSIONS/SUBSTITUTIONS: Packages include accommodations with continental breakfast daily, unless otherwise specified, and features described in the itinerary. These prices do not include passport and, if applicable, visa fees (Depending on your nationality, you may require visas in addition to a passport to enter certain countries. You must contact appropriate consulates for details on how to obtain on your own.); airport and government taxes; tipping of tour guide and driver (suggested $4-$5 per day); beverages with meals unless indicated otherwise; laundry; personal insurance; room service; telephone charges; all items of a personal nature; porterage; airport transfers when a participant deviates from scheduled flights or travel dates; private transportation; and all items not specifically stated in the itinerary. If traveling to Vietnam: AESU must receive your Visa Approval Letter and travel documentation (we will provide instructions after booking) 60 days prior to departure. If booking within 60 days, visa forms must be received immediately and possible express processing fees may apply. If not US or Canadian citizen, other policies may apply and you must obtain visas on your own.

Hotel accommodations in superior TOURIST CLASS HOTELS (unless specified otherwise) based on DOUBLE-OCCUPANCY* with private bath/shower. (On overnight ferries: cabins based on Pullman 4-share and overnight train based on couchette 4-6 share; neither with private bath unless specified otherwise in itinerary.) *TOUR ROOMING POLICY: All land package rates are based on two people sharing a room. If traveling solo and not wanting to pay the single supplement, AESU will attempt to arrange a share with a same-gender traveler. If a share cannot be arranged a single supplement will apply. Most European hotels do not offer air conditioning. Smoking by participants is not allowed on motor coaches. However, ample stops are provided. SPECIAL DIETARY REQUESTS: Inform your group escort from the start of any special needs. As all meals are on a pre-paid group basis, a substitute meal at any restaurant would be up to the goodwill of that establishment. We cannot guarantee that all special requests will be granted, however, in the past most restaurants have been cooperative.

PRE-POST HOTELS: As rooming is not on group basis, single supplements do apply if traveling without a roommate. Exact hotel lists and addresses are sent with final documents approximately three weeks prior to departure. If a change becomes necessary for any reason, hotels substituted will be the equivalent of those listed. While it is AESU’s intention to use hotels of similar standard, no liability can be accepted for any variation of standard. A $25 fee will be assessed for each hotel change made more than 30 days before departure. Within 30 days cancellation penalties apply. Hotel rates found on this Web site include (unless otherwise stated): accommodations with private bath or shower, Continental breakfast, hotel taxes, and general service charges. Local municipal city taxes may be additional in some cities / resorts and must be paid locally. Hotel rates do not include any expenses of a personal nature or any incidental charges. Room assignments are at the discretion of the hotel management and specific requests cannot be guaranteed. AESU guarantees room types, which have appropriate bedding for the number of passengers requested per room. We do not guarantee a specific bed type. Check In cannot be guaranteed prior to 2 p.m. Departure is normally required by 11 a.m.

OPTIONAL ACTIVITIES (not included in land package price:) The total cost for optional activities will be added to final invoice. Full payment is due at the same time as tour payment is due but no later than 60 days prior to tour departure, if options were added after full tour payment was received. Payments can be made by check or credit card. Payments by credit card are subject to a 4% processing fee. A minimum number of participants is required to operate optional excursion. If the minimum number is not reached, payment for canceled options will be refunded in full. If paying by credit card, credit card will not be charged until optional excursion(s) is guaranteed. Once booked and paid for the optional excursion is non-refundable.

PRICING: All pricing based on U.S. dollar and reflect a 4% discount for purchases made with cash or checks. There are no discounts for sales made by credit card. In case of human or computer error, AESU reserves the right to re-invoice for the correct price or service. Returned check fee is $35.00. Payment of deposit indicates that you have read and agree to all terms and conditions. Only initial deposit can be made online. See invoice for payment details. FINAL PAYMENTS CANNOT BE MADE ONLINE. SEND CREDIT CARD FORM ON LAST PAGE OF INVOICE FOR ANY CREDIT CARD PAYMENTS AFTER INITIAL DEPOSIT.

If payment is not made by the due date, AESU may assume that you have cancelled and applicable fees will be charged. AESU reserves the right to cancel the booking and apply charges should payments not be received within the specified periods or charge a late payment fee of $100.00 if AESU is still able to accept passenger on the program.

BOOKING CHANGES: All requests for changes must be received IN WRITING by our Baltimore office. Effective change date is date letter received by AESU. 1) If you change your land reservation 90 days or more prior to your departure date: $20.00.* 2) If you change your land reservation 59-31 days prior to your departure date: $75.00.* 3) If you change your land reservation 30-1 day prior to your departure date: $125.00.* No change possible upon departure of tour. *Above fees are in addition to applicable airline penalty. Prior to ticketing, airfare change fee is minimum of $25.00 plus any airline penalties. No name changes or routing changes allowed. IMPORTANT NOTE: ONCE RESERVATION IS BOOKED and paid for, AESU reserves the right to issue tickets. Once ticketed, there is no refund on airfare portion. Passengers are responsible to ensure that the names printed on the invoice exactly match their passport names.

CANCELLATION POLICY (please see additional information below based on trip)

GROUP 1: GRAD trips & AESU trips listed below *

All cancellations must be received by AESU in writing. Date of receipt will determine penalties assessed. Cancellation from time of booking until 90 days prior to departure will result in a $300 cancellation fee. Cancellation between 89-60 days of departure will result in forfeiture of 35% of tour cost; between 59-30 days 50%; between 29-16 days 75%. Cancellation within 16 days of departure or a “no-show” at the time of departure will result in forfeiture of the entire cost of the trip. Processing of cancellation refunds takes approximately 6-8 weeks. (* Group 1 AESU trips: Great Escape, Euro Focus, Explorer, Cosmopolitan).

GROUP 2: Young Alumni trips & AESU Short Getaways

All cancellations must be received by AESU in writing. Date of receipt will determine penalties assessed. Cancellation from time of booking until 120 days prior to departure will result in a $300 cancellation fee. Cancellation between 119-90 days of departure will result in forfeiture of 25% of tour cost; between 89-60 days 35% of tour cost; between 59-30 days 50% of tour cost. Cancellation within 30 days of departure or a “no-show” at the time of departure will result in forfeiture of the entire cost of the trip. Processing of cancellation refunds takes approximately 6-8 weeks.


AIRFARES, which are not included in land rates, are highly restrictive, NON-REFUNDABLE, NON-ENDORSABLE and NON-TRANSFERABLE once ticketed. Once reservation is booked and paid for AESU reserves the right to issue tickets. Once ticketed, airfare portion is non-refundable. Cancellation of airfare reservations is subject to restrictions, regulations and additional penalties of the airlines used and any AESU processing fee. Reservation changes also subject to penalties. In the event of any flight delays or misconnections, participants are responsible for their own transportation to the first night hotel and any expenses incurred as a result. Participants making own flight arrangements: if it is necessary for AESU to change or cancel your travel program in any way, you are responsible for altering your flight plans accordingly and any costs that result from such changes or cancellations. To avoid these costs, AESU recommends that you not book your own flights or other independent travel arrangements until you verify that your trip has been guaranteed at approximately 90 days prior to departure.

AIRPORT TRANSFERS & BAGGAGE: All participants using AESU flights on regular group departure days and flights receive airport transfers (between airport & tour hotel) overseas. London Gatwick arrivals please call AESU (800-638-7640) for details on transfer. Inter-airport transfers (i.e. between London Gatwick-Heathrow) are at passenger’s expense. Land-Only participants (providing own flight to Europe) do NOT receive airport transfers and must meet group at the first hotel after 1:00 p.m. on program start date.

FLIGHT DELAYS – ALL AIRPORTS: In the event that airline schedule changes or delays force you to miss your airport transfer, just make your way to the first hotel listed on your hotel list. Many shuttle services are available as well as taxi or train options. As airline delays are beyond the control of AESU, additional expenses, if incurred, will be borne by the tour participant. (Save receipts for possible reimbursement by airline.) AESU is not responsible if an airline cancels, reschedules, or delays a flight for any reason. If you miss your departure flight, it is your responsibility to work with the airline on which you are ticketed to reach your destination. AESU is not responsible for any additional expenses you may incur prior to joining your trip. AESU is not responsible for and will not provide any refund for portions of trips missed due to canceled, rescheduled, or delayed flights.

Participants should limit themselves to one checked bag per person and one carry-on per person. Liability is clearly stated on the passenger contract. Please note: Many airlines will be assessing a $25 fee for a passenger’s second checked bag. Passengers can continue to check one bag free of charge. Some exemptions apply. Independent car rentals: Drivers must be at least 25 years of age; a maximum age may apply, subject to car rental company rules. Basic car rental rates include unlimited mileage and VAT (value added tax). Rates do not include tolls, gasoline, third driver surcharge, or overtime charges for car rental. Specific car models cannot be guaranteed. Airport surcharges / one-way drop-off fees may apply.

TRAVEL INSURANCE is compulsory for all AESU trips in the event of tour cancellation for any reason, medical expenses, personal accident, baggage and other personal items, liability and 24-hr emergency assistance. Check if trip insurance is offered directly by your Alumni Assoc. If not, you can get a quote online and purchase insurance through Generali Travel Insurance (Check payment deadlines regarding pre-existing conditions.) See the insurance link on AESU’s website under Travel Tools or copy this link into your browser:


General provisions:  The responsibility of AESU as tour operator, their agents and the Sponsoring Association is limited. AESU and its directors, officers, employees, independent contractors, and agents act only in the capacity of agents for the passenger in all matters pertaining to accommodations, sightseeing tours, and transportation whether by railroad, motorbus, motorcar, steamship or plane, and as such they shall not be liable for any personal injury, death, damage, loss, accident, delay, or irregularity which may be occasioned either by reason of any defect in any vehicle, or through the acts or default of any company or person engaged in conveying the passenger, or in carrying out the arrangements of the tour or otherwise in connection therewith. Baggage: Under no circumstances is AESU to be held responsible for: baggage damage, loss, or delay in delivery. AESU assumes no liability for any loss, damage, or matter of any nature in whole or in part resulting from an Act of God or any other force majeure condition, including, without limitation: fire, volcanic eruption, environmental pollution or contamination, inclement weather, earthquake, low or high water levels, flood, water or power shortages or failures, tropical storms or hurricanes, riots or civil commissions or disturbances, and any other acts of a similar nature, sabotage, arrests, strikes or labor disruptions, restraint of rulers or peoples, expropriations, acts of terrorism, war, insurrection, quarantine restrictions, pandemic, epidemic or health risk, government health advisories, or warnings or alerts of any kind of nature, government seizures, refusal or cancellation or suspension or delay of any government authority or any license, permit or authorization, damages to its facilities or the travel supplier and its facilities, or any other unforeseen circumstances or any other factors unforeseen by AESU that impacts negatively on, or hampers, its ability to fulfill any of its contractual conditions. In the event that any of these conditions apply, AESU shall be excused, discharged, and released from performance to the extent such performance is so limited or prevented, without liability of any kind.

Assumptions of Risk: Tour participants assume the risks associated with participation in sports activities, improper or insufficient passports or other documents, illness, death, accidents, or injury, loss of personal property, possessions, or monies, any act of neglect of any person or company whose services are retained by AESU for the benefit of tour participants including, but not limited to, hotels, tour agencies, transportation companies and tour guides, any deviation, delay, or curtailment of any kind, however caused, and if beyond the control of AESU. Additional expenses borne by the tour participant. WAIVER OF LIABILITY RELATING TO CORONAVIRUS/COVID-19: AESU cannot prevent you-the tour participant [or those in contact with you] from becoming exposed to, contracting, or spreading COVID-19 while utilizing AESU’s services. Therefore, if you choose to utilize AESU’s services and/or use travel services contracted by AESU you may be exposing yourself to and/or increasing your risk of contracting or spreading COVID-19 which can lead to severe illness and death. You voluntarily assume all risks related to exposure to COVID-19. You are assuming the risk of possible travel disruptions including, but not limited to, not being allowed to board your flight or being quarantined for 7 days upon arrival at your destination if a possible COVID-19 test is required and you test positive. By choosing to utilize AESU’s services, you release and waive your right to bring suit against AESU and its owners, officers, directors, managers, officials, trustees, agents, employees, or other representatives in connection with exposure, infection, and/or spread of COVID-19 related to utilizing AESU’s services. You understand that this waiver means you give up your right to bring any claims including for personal injuries, death, disease or property losses, or any other loss, including but not limited to claims of negligence and give up any claim you may have to seek damages, whether known or unknown, foreseen or unforeseen. Any participant responsible for damage to any property while on the tour will be required to pay immediately for such damages incurred. If you are in default and we refer the collection of your account to an attorney, we may charge you reasonable attorney’s fees and court or other collection costs as permitted by law and as actually incurred by us.

In the event service and accommodations set forth in the program cannot be supplied due to delays, acts, omissions, or other causes beyond its control, the operator shall use its best efforts to supply comparable services/accommodations. In the event services are not used due to voluntary omission by the participant, refunds will not be granted. No refund or allowance will be made for absence during the tour, or for activities missed, even if for cause beyond the control of the participant including illness or personal emergency. Unused vouchers for tours, hotels or other features are not exchangeable or refundable.

In the unlikely event that a hotel does not provide private bath/shower and double rooming, as applicable, affected participants may request a US$10.00 refund from the tour manager at the site in question. Claims will not be accepted after departure from the accommodation. The sole responsibility of any airline used in any tour is limited to that set out in the passenger contract evidenced by the ticket. Airlines and other carriers are not responsible for any act, omission or event during the time passengers are not on board their planes or conveyances. Similar responsibility as noted above applies to all types of carriers. The liability of the direct air carrier for loss or damage to baggage is limited to the actual value of such baggage, but not more than $9.07 per pound in the case of checked baggage and $400 per passenger in the case of unchecked baggage for international journey, and in the case of domestic journeys, actual value not to exceed $500. Special rules may apply for valuable articles. Consult the respective carrier for liability conditions. Under no circumstances can AESU be held responsible for the action, personal conduct or moral behavior of any Tour Member, notwithstanding. AESU reserves the right (a) to decline to accept or later reject any applicant for any reason which AESU shall deem satisfactory; (b) To exclude any participant from further participation in the tour, if in the sole judgment of AESU, such participant’s action is incompatible with the interest of the group, in which case proportional refund for the land program will be made to participant by AESU, if savings are received by AESU. Any additional cost under these circumstances (i.e. flight ticket) are at the participant’s own expense.

A special needs participant requiring any form of assistance must be accompanied by a helper who is capable of and totally responsible for providing such assistance. Any disability requiring special attention or treatment must be reported to AESU when Booking Form is completed. AESU cannot guarantee that destination airport, coaches, transfer vehicles and accommodation will be wheelchair accessible. Services required for passengers with special needs are not included in the package price and may not be available.

Tour participant shall pay for medical care and medicines, for additional sustenance, hotel, travel courier and communication charges for/on behalf of him/herself, for expenses incurred by AESU, its Escorts, and representatives in procuring and assuring the maintenance of such care and in periodically communicating with the member and his/her parents/guardian as to his/her medical condition. AESU will use its best efforts, when made aware of the need, to secure prompt, appropriate medical care for members requiring it, but responsibility shall be limited to making such efforts. The parents or legal guardian of the member under twenty-one years of age authorizes the Tour Escort at any time or times during the tour to procure such medical (including hospital and surgical) care as he considers proper or necessary for the health of the member, and the parents or legal guardian will pay therefore promptly upon billing. AESU group participants according to availability, flight preference, age and departure date preference. Participants agree that they may be used as reference and their photographs and/or statements about the program may be used in future booklets or publicity. Notice is hereby given that liability of the shipping, railroad, aircraft and other companies and persons providing transportation, accommodation or services in connection with the travel or tour herein applied for, is governed by the law of the country in which the event given rise to the liability takes place, and that such liability, particularly where special rates are allowed to students, is subject to conditions and regulations upon which the transportation tickets, coupons, or vouchers are issued. During your tour you will have opportunities to purchase goods or services. You must rely entirely on your own judgment in any purchase you make. AESU, its associated companies or their employees, makes no representations nor are they liable in any way in the respect of any goods or services you may purchase. Adventure travel, high altitudes, skiing, snowboarding, hiking and other sports activities involve risks about which the participant must make him/herself aware. By joining an AESU package, the participant does hereby agree that neither the participant nor his or her heirs, personal or legal representatives, or family members will bring suit or make a claim for illness, injury or death resulting from the negligence of AESU employees, officers, directors, managers, agents, contractors or affiliated organizations or the supplier of any element of the package as a result of participation in the program.

If improvements in itinerary can be made, or unforeseen conditions beyond AESU’s control deem changes necessary, we reserve the right to alter itineraries without penalty. IF WE CANCEL OR CHANGE YOUR TRIP:  AESU reserves the right to change or cancel any trip departure in accordance with operating requirements or circumstances beyond its control. If a cancellation is made any time prior to the trip departure date, AESU’s only liability will be to refund you the amount it has received for the land booking. AESU will attempt to re-book the same or a similar trip and, where flights have been booked by AESU, will attempt to confirm air seats for the new date selected, subject to availability and airline policies. AESU is not liable for any changes, amendment or cancellation penalties incurred on any other travel arrangements purchased separately. If an alternative trip is not available or is not acceptable to you, you will be entitled to either a refund of amount paid by you to AESU, except non-refundable airfare and insurance, or transfer to another AESU trip. If the change or cancellation is due to force majeure as defined above, we will give a refund of the land amount paid to us less reasonable expenses incurred by us in respect to your booking. The cash refund option made available shall constitute fair consideration under the circumstances. AESU reserves the right to issue a credit to the passenger in lieu of a money-back refund, applicable to a future AESU trip. Vouchers are not redeemable for cash. AESU is not responsible for the costs of any other travel arrangements affected due to our cancellations or rescheduling of any trip departure.

The issuance or acceptance of vouchers or tickets shall be considered consent of these conditions. AESU reserves the right to increase the program price in the event of cost increases due to changes in airfares, currency fluctuations or fuel surcharges. The airlines concerned and their affiliates and agents cannot be held responsible for any act, omission or event during the time passengers are not on board of the aircrafts. The passenger ticket in use by said airlines, when issued, shall constitute the sole contract between the airlines and the purchaser of these tickets and/or the passenger. All services are subject of the laws of the country in which these services are rendered.

Alumni World Travel is a division of AESU, Inc.