GRAND CLASSROOM TERMS AND CONDITIONS OF TRAVEL
The trip price includes: round trip transportation, hotel accommodations, motor coach or vans, three meals per day while on tour, sightseeing, trip leader, admissions, taxes and gratuities, accident-related medical and dental insurance, customer service and accounting. We are an all-inclusive tour agency and do not offer ground packages. All prices quoted are student price. The adult price is higher and if not quoted in your letter, please call for the adult price of your trip. Not included: any fuel, security or baggage surcharges imposed by the airlines or bus companies, installment fees for accounting, Full Refund Program Premiums, small group increases, processing fees and merchandise.
Registrations: Please register early, as all registrations are processed on a first come, first served basis. The registration fee of $99 is non-refundable, and the company accepts personal checks, money orders, Visa, MasterCard, or Discover. If paying by check, payments should be made to Grand Classroom and sent to Grand Classroom, P.O. Box 7123, Charlottesville, VA 22906. You can also register online, or fax the registration form to 434-975-0709. Your cancelled check or credit card statement is your receipt. Each registration is considered separately and is subject to the terms and conditions. Please call our customer service line at 434-975-2629 with any questions. There will be fee of $35 if your check is returned. All late registrations will be accepted based on the availability of space on the bus and/or the airlines. Any increase in airfare will be passed on to late registrant. Participants with disabilities are welcomed on the tour, but must be accompanied by a companion capable of providing all assistance required, and not require special assistance from Grand Classroom or its suppliers. Registrants with disabilities must notify Grand Classroom in writing by the registration deadline of their status and of the identity of the traveling companion. The price listed on the brochure is based on 35 paying participants for the trip unless otherwise stated. Should your group have fewer than 35 payees, an increase in cost may be incurred. Small group increases may be imposed as follows: Groups of 1 – 10 participants - $99 increase per person; 11 – 20 participants - $79 per person; 21 – 29 participants - $59 per person; 30 – 34 participants - $39 per person. The company will combine small groups to help lessen the cost. Flexibility is required as dates, format and itinerary may need to be changed and is at the sole discretion of Grand Classroom to make these changes.
Hotel accommodations: Students will be placed four to a room with students of the same gender, and in some cases five to a room with a roll-away. Adults will be placed two to a room also according to gender, except in the case of married adults. Double and single room charges are additional. If a parent wishes to room with their student, they should pay the adult price for both participants. Most hotels are located outside of the national parks and can require significant driving time for the participants.
Flights: We reserve flights on major carriers. We cannot guarantee non-stop flights, and in some cases, the group will have to be on split flights. We cannot guarantee a specific airport or airline. While we attempt to get groups out of their preferred airport, it can never be guaranteed so you must be prepared to depart from airports that may be a significant distance from your home. Seating assignments will be made by the airlines, and upgrades, stopovers, changes and use of frequent flyer mileage are not possible. Grand Classroom Inc. is not responsible for schedule changes, mechanical or weather delays that may occur. Please allow two days of flexibility on each side of your student’s travel dates for contingencies. Any baggage fees charged by the airline are the responsibility of the individual traveler at time of check in.
Sponsorship: Unless otherwise noted, this tour is not sponsored by any school, school district or public entity, and is organized by a private company, Grand Classroom. Grand Classroom and the trip leader reserve the right to refuse or cancel a registration at their discretion.
Behavior: While traveling, your student will be expected to abide by local laws, including those concerning drugs or alcohol. They will also be responsible for any personal calls or incidental personal expenses, or any damage done to the buses or hotels while on tour. All students will be required to sign a behavior contract prior to traveling. Breaking these laws and rules may be grounds for being sent home early from the trip at the student's expense.
Payments: All checks should be written to Grand Classroom. The mailing address is P.O. Box 7123 Charlottesville VA 22906. UPS or FedEx payments should be sent to 1455 East Rio Road Suite 1, Charlottesville, VA 22901. The payment schedule is as follows: register now with a $99 deposit, and choose between one lump sum payment or monthly installments. If you do not choose the lump sum payment when you register, monthly payments must be made. We reserve the right to cancel unpaid accounts and the account funds will be subject to the standard cancellation policy. For people paying on a monthly basis, the final monthly installment will be due 70 days before departure. There is a $5 charge for each individual installment payment by check draft. If a draft or credit card is declined, or a monthly payment is late, a $15 fee will be assessed to the account. All payments made by credit or debit card will be assessed a 3% convenience fee. If your account is unpaid at the final deadline you will be assessed a $49 late fee. The unpaid spot will be subject to cancellation based on flight availability on this date. If your account is still unpaid 35 days before departure, your registration will be cancelled and the cancellation policy applies. Please call our customer service department at 434-975-2629 for accounting questions.
Cancellation policy: The company incurs booking costs as soon as a registration comes in. For those who do not participate in the Full Refund Program the policy is as follows. All cancellations must be made in writing to P.O. Box 7123, Charlottesville, VA, 22906. Please include the date, student name and school name. Cancellations are determined solely by the date they arrive in the Grand Classroom office regardless of the reason. The policy applies to each individual registration as follows: 70 days or more prior to departure: Grand Classroom will retain 25% of the trip cost - 69-36 days prior to departure - Grand Classroom will retain 50% of the trip cost. 35 days or less: We regret that no refund will be issued. Cancellation due to rescheduling: In the event the departure date needs to be rescheduled for any reason, the standard cancellation charges remain effective. Trip funds are not transferable to other participants.
Full Refund Program : For your convenience and protection you will be automatically enrolled on the Full Refund Program with this registration. The additional fee for the program will be added to the trip price on your first invoice. The program provides a refund* of the full tour price. Participation in this program is optional. The program protects your payments and provides a refund minus the FRP fee if you, the leader, the school, or administration needs to cancel up to 48 hours before departure for any reason. You may elect not to be enrolled in the program by checking the designated box below, or checking the decline box with your online registration or by writing “declined” on your first invoice. The FRP fee is based on the trip price stated in your registration letter. The cost of the program varies by tour price: $49 if the tour price is $499 or less; $69 if the tour price is $500-$599; $89 if the tour price is $600-$799; $99 if the tour price is $800-$999; $129 if the tour price is $1,000-$1,199; $139 if the tour price is $1,200-$1,399; $159 if the tour price is $1,400-$1,599; $179 if the tour price is $1,600-$1,799; $199 if the tour price is $1,800-$1,999; $209 if the tour price is $2,000-$2,299, $259 if the tour price is $2,300-$2,599, $299 if the tour price is $2,600-$2,999. You may elect not to be enrolled in this program by checking the designated box below. *Exclusions: The program does not apply in the event of an Act of God, war (whether declared or not) terrorism or civil unrest. Fees for returned checks, late fees, installment charges, merchandise purchases and fundraising monies are not refundable, nor are specialized plane tickets purchased for individuals. Late payment(s) may void the benefits provided by the program.
I DECLINE PROTECTION through the Full Refund Program. I understand that my decision is final and I risk losing 100% of the trip cost if I cancel.
Additional Provisions: Grand Classroom Inc. cannot be held responsible for events beyond its control, such as acts of God, war, terrorist activities, and incidents of politically motivated violence, illness or quarantine, strikes or government restrictions. We reserve the right to cancel any tour for any reason, in which case you will receive a refund. All photographic images and video taken by Grand Classroom Inc. while on tour are property of Grand Classroom Inc. and may be used by Grand Classroom without compensation or notification of individuals therein. Grand Classroom Inc. cannot be held responsible for loss of personal property including money, and is not responsible for locating lost property. The suppliers providing travel services and accommodations are independent contractors and not agents. Grand Classroom Inc. cannot be held responsible for personal injury, property damage, or loss of earnings from any event whatsoever caused by hotels, railways, airlines and all sub-contracted services. The participants shall indemnify, defend and hold harmless Grand Classroom Inc. and its officers, directors, partners, agents, members and employees from and against and all demands, claims, damages to persons or property, losses and liabilities, including reasonable attorney’s fees, except to the extent and percentage attributable to Grand Classroom negligence or wrongful action. All parties agree that in the event of legal action concerning this agreement, all litigation shall be brought only in Albemarle County Virginia and that such litigation shall be decided pursuant to the laws of Virginia. You agree to the all of the terms and conditions by your registration for the trip. Grand Classroom may amend the Terms from time to time without notice to you, other than posting the amended terms to the www.grandclassroom.com website.
