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, unless otherwise stated. All participants are covered with limited medical and dental insurance while on tour and claims over those limits are the responsibility of the individual family affected, including hospitalization and accommodation. We are an all-inclusive tour agency with a full time staff dedicated to planning your trip and that service is included in the cost. We do not offer ground packages. All prices quoted are the 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, Travel Refund Program premiums, small group increases or processing fees.

Registrations: Please register early, as all registrations are processed on a first come, first served basis. Register online with a non-refundable deposit by check draft, Visa, MasterCard, or American Express. If paying by paper check, please call our office at 434-975-2629. Payments should be made to Grand Classroom and sent to Grand Classroom, P.O. Box 7166, Charlottesville, VA 22906. Your bank 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 a fee of $35 if your check is returned, your credit card is declined, or your check draft is declined. All late registrations will be accepted based on the availability of space on the hotel, 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 the price was based on, 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 or pullout. 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 and 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 the time of check in. For International travel, all travelers, regardless of age, must have a valid passport for travel. In some cases, countries might require a visa, which varies depending on the country that your passport is issued. You are responsible to check the rules for the country you are travelling to as it relates to the passport you hold. In many cases, a country will require you to have an expiration date on your passport that is later than your return date, sometimes as much as 12 months. For domestic flights, all individuals over the age of 18 must have a valid ID. Beginning October 1, 2021 the Transportation Security Administration will require passengers 18 and over to have either a valid passport or a Real ID issued by their state. If you do not have the proper identification, the TSA will not allow you past security. Grand Classroom will not be responsible for any travelers who do not have the proper identification, and no refunds will be given to any party not in compliance with current federal law. 

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: Payments are online through your Grand Classroom account. Checks should be made payable to Grand Classroom. The mailing address is P.O. Box 7166 Charlottesville VA 22906. UPS or FedEx letters should be sent to 1455 East Rio Road Suite 1, Charlottesville, VA 22901. The payment schedule is as follows: register online with a non-refundable deposit, and choose online between paying in full within 30 days of registration date or selecting a payment schedule. For customers paying on a payment schedule, the final installment will be due 95 days before departure. If you do not choose a payment schedule after 30 days, your account can be assessed a $15 late fee.  We reserve the right to cancel unpaid accounts and the account funds will be subject to the limited refund policy. If a credit card is declined a $35 fee will be assessed to the account. Returned checks or declined check drafts will be assessed a $35 fee. All payments made by credit or debit card will be assessed a 3% convenience fee. There will be a $5 fee for each installment payment.  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 limited refund policy applies. Fees for returned checks, late fees, handling fees and credit card processing fees are not refundable, nor are fundraising monies or specialized plane tickets purchased for individuals. If your school is collecting the funds and sending directly to Grand Classroom many of the payment terms above will not apply to individual travelers. Please call our customer service department at 434-975-2629 for questions about your account. No refunds will be issued to families with active credit card or EFT disputes. 

Travel Refund Program PLUS (TRP PLUS): For your convenience and protection we offer the Travel Refund Program PLUS. This program offers cancellation for any reason, including Acts of God such as pandemics. The additional fee for the program will be added to the trip price when you register. Participation in this program is optional and you have 30 days from the 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 TRP PLUS fee and non-refundable deposit if you cancel up to 24 hours before departure. Returned check fees, late fees, handling fees, credit card processing fees, and fundraising monies are not refundable, nor 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. Cancellations must be made in writing to This email address is being protected from spambots. You need JavaScript enabled to view it. outside of 24 hours of departure to be valid. Please include the date, student name and school name.

Travel Refund Program (TRP): For your convenience and protection we offer the Travel Refund Program. This program offers cancellation for any reason, except Acts of God, war, terrorist activities, incidents of politically motivated violence, outbreak of illness or quarantine, strikes or government restrictions. In these cases, the TRP program is void and the Limited Refund Policy will apply. The additional fee for the program will be added to the trip price when you register. Participation in this program is optional and you have 30 days from the 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 TRP fee and non-refundable deposit if you cancel up to 7 days before departure. Returned check fees, late fees, handling fees, credit card processing fees, 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. Cancellations must be made in writing to This email address is being protected from spambots. You need JavaScript enabled to view it. outside of 7 days of departure to be valid. Please include the date, student name and school name.

Limited Refund Policy: The company incurs booking and administrative costs as soon as a registration comes in. For those who do not participate in the Travel Refund Program PLUS or the Travel Refund Program, the limited refund policy is as follows. All cancellations must be made in writing to This email address is being protected from spambots. You need JavaScript enabled to view it. . Please include the date, student name and school name. Cancellations with no trip protection are determined solely by the date of cancellation with respect to the departure date, regardless of the reason. The policy applies to each individual registration as follows: 95 days or more prior to departure: Grand Classroom will retain 35% of the trip cost - 94-46 days prior to departure - Grand Classroom will retain 60% of the trip cost. 45 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 limited refund policy is based on the original dates unless otherwise specified. Trip funds are not transferable to other participants. 

Refunds:  When getting a refund, cashing a check or accepting a credit to your bank or charge account is final and parties agree to pursue no further compensation.

While on tour: All photographic images and videos 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. 

International Travel Resources:  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 about the destination you are visiting including domestic locations, please contact the Centers for Disease Control (cdc.gov/travel) or 1-877-394-8747.

Additional provisions: Grand Classroom, Inc. cannot be held responsible for events beyond its control, such as Acts of God, war, terrorist activities, incidents of politically motivated violence, outbreak of illness and/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 based on the cancellation policy you chose.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 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 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.