Terms and Conditions
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, customer service and accounting. All participants are covered with limited medical and dental insurance while on tour; terms and conditions may apply. 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, Guaranteed Refund Program premiums, small group increases, processing fees or 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, check drafts, money orders, Visa, MasterCard, Discover and American Express. If paying by paper check, payments should be made to Grand Classroom and sent to Grand Classroom, P.O. Box 7166, 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 registrants. Participants with disabilities are welcomed on the tour, but must be accompanied by a fully paid 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 and on our website 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 to allow the company to recoup fixed costs. The company will attempt, when requested, to combine small groups to help lessen the cost but cannot be guaranteed. 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 or cities we visit 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 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, 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 made payable to Grand Classroom. The mailing address is P.O. Box 7166 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. You must choose a payment schedule within 21 days of registration. Merchandise orders will be charged or debited at registration when possible. If you do not choose the lump sum payment when you register, monthly payments must be made to remain registered. There is a $5 charge for each individual installment for customers that are enrolled in our automatic programs, and a $10 installment charge for monthly paper statements. For customers paying on a monthly basis, the final monthly installment will be due 70 days before departure. We reserve the right to cancel unpaid accounts and the account funds will be subject to the standard cancellation policy. If a draft or credit card is declined, or a monthly payment is late, a $15 fee will be assessed to the account. Returned checks will be assessed a $35 fee. 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 standard cancellation policy applies. Fees for returned checks, late fees, handling fees, credit card processing fees, merchandise purchases and fundraising monies are not refundable, nor are specialized plane tickets purchased for individuals. Please call our customer service department at 434-975-2629 for questions about your account.

Cancellation policy: The company incurs booking costs as soon as a registration comes in. For those who do not participate in the Guaranteed Refund Program the policy is as follows. All cancellations must be made in writing to P.O. Box 7166, 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.

Guaranteed Refund Program: For your convenience and protection you will be opted into the Guaranteed Refund Program with this registration unless you choose to opt out. The additional fee for the program will be added to the trip price on your first invoice. Participation in this program is optional and you have 30 days from date of registration to opt in or opt out before your decision becomes binding. The program protects your payments and provides a refund* minus the GRP fee and deposit 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 on your hard copy registration form, by checking the decline box with your online registration, by writing “declined” on your first invoice, or by notifying us in writing within 30 days of registration. The GRP fee is based on the trip price stated in your registration letter. The cost of the program varies by tour price but is approximately 11% of the price of the tour. *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 non-refundable deposit, returned checks, late fees, handling fees, credit card processing fees, merchandise purchases and fundraising monies are not refundable, nor are specialized plane tickets purchased for individuals or the cost of the program itself. Airline tickets already purchased for a group are non-refundable. Late payment(s) may void the benefits provided by the program.

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 less any processing fees, if applicable. 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. For more information regarding possible dangers at international destinations, we recommend visiting the Travel Advisories section of the US State Department website (travel.state.gov). For medical information, please contact the Centers for Disease Control cdc.gov/travel or 1-877-394-8747. 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.

Merchandise: All sales final.