Terms & Conditions
General Terms
By registering for this program, you agree to participate in a full-service group educational travel experience. Because of the nature of group travel, components of your program and itinerary may be selected and/or scheduled at the direction of your group’s Program Leader, who acts as the group’s representative.
While Nexus Horizons Tours (“Nexus Horizons”) and its affiliates arrange the travel elements for your trip, the total price quoted also includes pre-trip services, including (but not limited to): development of educational content and materials; printing/distribution of program documents; costs associated with group health-and-safety measures; and administrative/service costs related to program management.
Because travel elements are purchased on a group basis, information related to Nexus Horizons’ purchasing from external suppliers will not be made available to individuals.
Waiver & Release
On applicable tours, participants may be required to sign a Participant Release at registration. This form can be reviewed and agreed to during online registration, or printed, signed, and returned to info@nhtours.com.
Late Payments / Late Registration
Late registration fees apply in addition to any extra costs (e.g., higher airfares or hotel rates):
- After registration deadline and/or 120+ days before departure: $50
- 120–91 days before departure: $100 + extra trip costs
- 90–61 days before departure: $150 + extra trip costs
- 60 days or fewer before departure: $300 + extra trip costs
Waitlist. Your place is not guaranteed until your account is paid in full and you receive written confirmation that all conditions for travel have been satisfied. If placed on a waitlist due to late registration or an outstanding balance after the final payment date, clearing the waitlist may involve additional airline fees and other charges.
What’s Not Included
Unless specifically stated otherwise in your tour proposal, prices do not include: passport/visa fees; trip protection/insurance; baggage charges; porterage at airports/hotels; expenses during free time; optional excursions or extensions; local transport to unscheduled activities; transport from home to the program’s origination point; pre- or post-tour lodging/meals; or any weekend air supplement if your international departure/return falls on a Fri/Sat/Sun (not applicable to tours within the U.S. and Canada).
Program Information
Your Tour Proposal details all inclusions (transportation, accommodations, meals, activities), travel dates, and pricing based on the requested group size.
Prior to departure, you will receive flight and hotel details, departure/return times, packing tips, drop-off/pick-up locations, etc. Flight times, airlines, itineraries, Tour Directors, and hotel information are subject to change, especially when the program depends on a host organization’s schedules, venues, and transportation.
Age Restrictions
We do not accept applications for travelers under age 6 at departure. Registration for children 12 and under is subject to individual review at the sole discretion of Nexus Horizons, unless pre-approved by the Program Leader.
Travel Documentation
Each participant is responsible for obtaining required documentation prior to departure (e.g., valid passport, visas/transit visas, notarized parental consent if applicable, required vaccinations, and any required insurance). Secure Flight data (legal name and birthdate) must exactly match the information provided to Nexus Horizons for ticketing and government compliance.
If you are unable to travel due to missing/invalid documents or vaccinations, the Standard Cancellation Policy applies. Passports (when required) must be valid at least 6 months beyond departure. Reservations are not transferable. Any costs associated with an early return are the participant’s responsibility.
Rooming & Optional Accommodations
- Occupancy. The Program Leader is responsible for filling rooms to maximum occupancy as quoted. If cancellations reduce occupancy, the Program Leader must reassign rooms to maximize occupancy.
- Standards. Paying participants are typically double/triple occupancy. Upgrades to single rooms may be available for an additional fee. Participants 22 and under room by gender in triple/quad configurations with the larger group. Minors (under 18) may not room alone.
- Adult Supplements. Adults are placed in twin rooms unless a single upgrade is requested and available (additional fees apply).
Personal Property
Participants are responsible for costs arising from damage, loss, or theft of personal property. Room occupants are responsible for damages/unpaid charges in their rooms; coach groups are responsible for damage to their motor coach. Common-area damage (hallways, lobbies, etc.) may be charged to the group if responsibility cannot be assigned. Properties may charge for excessive cleaning.
Accessibility
Accessibility standards vary by country. Please notify Nexus Horizons at least 6 months before departure of mobility or other accessibility needs. While we will make reasonable efforts, we cannot guarantee accessibility for wheelchairs, walkers, dialysis equipment, service animals, or other aids at all venues/transport modes. Some travelers may be unable to participate in certain activities; refunds are not available where access is limited by local conditions beyond our control.
Dietary Requirements
Please advise Nexus Horizons of dietary needs/allergies at booking. We will make reasonable attempts to accommodate requirements, but we are not responsible for denials by carriers, hotels, restaurants, or other suppliers.
Behavior & Supervision
Nexus Horizons, the Program Leader, and chaperones establish behavior rules for student participants. Failure to comply may result in immediate dismissal at the participant’s/parents’ expense and without refund. Grounds for expulsion include, but are not limited to: possession/consumption of alcohol or non-prescribed drugs; behavior that infringes on others’ enjoyment or safety; unlawful or inappropriate conduct; or violations of stated rules.
Nexus Horizons is committed to an environment free from harassment based on sex, race, ethnicity, national origin, age, religion, or any other legally protected characteristic.
Program Changes by Nexus Horizons
Nexus Horizons may make changes or substitutions in hotels, itineraries, venues, facilities, inclusions, or airports at its discretion due to travel dates, flight schedules, holidays, host-program requirements, or events beyond our control. Changes may include reversing or re-ordering the itinerary, varying lengths of stay, or adding/omitting cities. Some venues/attractions may close without notice (holidays, festivals, maintenance, special events) or require special equipment; refunds cannot be provided in such cases. Suitable alternatives will be provided when possible.
Nexus Horizons may change the departure date by up to two days from the original date; such changes are not grounds for penalty-free cancellation or refund. On occasion, dates may change by more than two days due to Exceptional Circumstances (e.g., travel restrictions, event cancellations, facility closures, government actions, or other reasons beyond our control). In such cases, we will work with the Program Leader to reschedule.
Standard Cancellation Policy
How to Cancel. Cancellations must be made in writing by the person listed on the registration (or by the custodial parent/legal guardian) and must be postmarked prior to departure, including the registrant’s name and address. Email: info@nhtours.com. The Program Leader/school/organization may also cancel on behalf of the group or an individual.
Within 24 hours of your registration confirmation or first invoice (whichever comes first), you may cancel for a full refund. After 24 hours, the Standard Cancellation Policy applies unless you enrolled in a travel protection plan that provides otherwise.
| Days Prior to Departure | Fees Retained |
|---|---|
| 110+ days | $249 non-refundable fee |
| 109–76 days | 50% of all fees + $99 non-refundable fee |
| 75–46 days | 75% of all fees + $99 non-refundable fee |
| 45 days or less | 100% of all fees |
International Tours
| Days Prior to Departure | Fees Retained |
|---|---|
| 150+ days | $399 non-refundable fee |
| 150–110 days | $599 non-refundable fee |
| 109–76 days | 50% of all fees + $99 non-refundable fee |
| 75–31 days | 75% of all fees + $99 non-refundable fee |
| 30 days or less | 100% of all fees |
In addition, any purchased insurance is non-refundable. These fees are a reasonable estimate of unrecoverable internal/external costs incurred in planning and operating a full-service group program.
International Airfare Refund Policy
This policy is separate from ground cost cancellation policies.
- Refunds for international airfare are only possible if the ticket purchased is explicitly refundable through the airline or booking agency.
- Details will be provided after clients confirm their airfare preferences.
- Unless purchased as refundable, all issued trans-Pacific tickets (U.S.–Asia) are non-refundable once issued.
Cancellations Due to U.S. State Department Advisory
If any destination is under a Level 4 “Do Not Travel” advisory, the group may cancel and receive a full refund, less a $50 processing fee and any supplier-incurred losses*.
*Supplier-incurred losses are non-recoverable amounts charged by third-party providers (e.g., airlines, hotels, venues).