EF Ultimate Break Booking Conditions
These Booking Conditions are valid for all EF Ultimate Break tours departing after October 1, 2020 and are subject to change with or without notice. For the most current Booking Conditions, visit efultimatebreak.com/faq/booking-conditions. All tours are operated outside of the U.S. by EF Education First International Ltd., Switzerland. EF Institute for Cultural Exchange, Inc. is a marketing service provider for that company and is referred herein together with EF Education First International, Ltd. as “EF.”
I. WHAT'S INCLUDED IN THE PRICE?
Program price based on standard rooming occupancy (see Rooming section); Non-refundable deposit; Departure fees and surcharges; Round-trip airfare, unless the land-only package is selected; Airport transfers, unless the land-only package is selected or Special Travel Arrangements are made (see Flight Information and Special Travel Arrangements sections); Accommodations during tour; A Tour Director; Tour Director-led city orientations as specified; Sightseeing tours and excursions led by local guides as specified; Entrance fees as specified; Breakfast daily; Welcome mixer at the beginning of tour (drinks and appetizers with your group); Farewell group dinner and other meals as specified by the itinerary; Transportation between cities and activities such as buses, cruises, ferries, trains or flights as specified; Support from EF representatives abroad; 24-hour worldwide emergency service.
What does the non-refundable deposit include?
All travelers must pay the non-refundable, non-transferable deposit upon booking in order to complete the enrollment; The non-refundable deposit includes processing services by EF staff to secure your space on tour and preliminary reservations with airlines, hotels, and other suppliers
II. WHAT'S NOT INCLUDED IN THE PRICE?
Rooming upgrades; Optional excursions; Tour extensions; Travel Protection; Beverages, lunch, and dinner (except where specified in the itinerary); Transportation to free-time activities; Customary gratuities (for your Tour Director, bus drivers and local guides); Porterage; Any applicable baggage-handling fees imposed by the airlines (see Flight Information section); Expenses caused by airline rescheduling, cancellations or delays caused by the airlines, bad weather or events beyond EF’s control (see Flight Information section); Passport, visa and reciprocity fees; Fees associated with Special Travel Arrangements (See Special Travel Arrangements section)
III. PRICE VALIDITY
Based on exchange rates, airfares, fuel prices/surcharges and land costs, all prices are subject to increase prior to the time of booking. All prices are in U.S. dollars. While EF makes every effort to ensure the accuracy of its publications, it cannot be held responsible for typographical or printing errors (including prices). All discounts, promotions, and sales are subject to the specific terms listed for that price. For most promotions, travelers may be eligible for a one-time promotion adjustment should they find the same tour, date, and gateway (if applicable) on sale for a lower price within 60 days of the initial enrollment. This adjustment is only applicable to the base price of the tour. All travelers are ineligible for a price adjustment once their trip departs in fewer than 99 days.
IV. GROUP TRAVEL
How does group travel work?
Tours are designed for 18 to 29-year-olds as reflected in the pacing, accommodations, activities, and other aspects of the tour. In the event of low enrollment, EF reserves the right to reschedule or cancel a tour. If this happens, EF will offer a comparable tour and/or departure date. If no option is available, you are entitled to a refund of all monies paid.
What should I know about itinerary modifications?
If improvements can be made to your tour itinerary or unforeseen circumstances necessitate changes, EF reserves the right to amend your itinerary prior to your departure and while on tour. Reasons that may necessitate an itinerary change include but are not limited to: local or national holidays, special events, severe weather, road closures, or other unexpected conditions. EF will make every effort to minimize inconvenience for our travelers; however, such circumstances may require adjustments such as changing the order in which cities are visited on your itinerary, altering your length of stay in a city or country, or using an alternate airport. Other possible changes include departure, arrival or return dates. On certain days, especially holidays and special events, some tour inclusions—such as (but not limited to) historical sites, museums, castles, churches, and shops—may be closed or allow limited access. If we are unable to adjust the itinerary to accommodate for local access restrictions to attractions, we will substitute different inclusions or provide a refund for any missed activity after tour. If your enjoyment might be diminished by such minor limitations, it is your responsibility to check with the respective national tourist organizations before selecting a tour and travel date.
You will be subject to standard cancellation fees should you choose not to travel on a modified itinerary. If you wish to change the date or destination of your tour, EF must be notified by 99 days prior to departure (see Enrollment section.) After this time, additional fees will be incurred, and changes may not be accepted.
What is the cost of a name correction?
After enrollment is complete, you must review your online account to ensure that your full passport name and date of birth are reflected accurately. If you need to make any changes to this information, it is your responsibility to notify EF by 99 days before your scheduled departure. Failure to do so will result in additional airline fees and you will be denied boarding at the airport if the name on your e-ticket does not precisely match your passport.
If you need to make any corrections to match your passport name after 99 days prior to departure, it will necessitate that we change your flight reservation, resulting in a minimum service fee of $100 up to the cost of a new published fare airline ticket. This may also result in a different flight itinerary than you were originally booked on, and/or may result in different itineraries from the rest of the group on internal flights.
After enrollment, what happens if I would like to rebook to a different tour or departure date?
If you would like to change the date or destination of your tour, you must notify EF in writing of your request by 60 days prior to the departure date of the tour on which you are presently enrolled. Your request is subject to approval based on space available for the new trip to which you would like to rebook.
For customers who did not purchase Travel Protection:
Once approved, your account will be adjusted to reflect the details and current price of the new tour. You will be able to switch your tour one time free of charge if you rebook to a tour within the same travel season*. Any additional switches will incur a $50 non-refundable service fee. You are responsible for paying the full balance reflected on your updated account, and EF’s Standard Cancellation Policy will apply based on either the departure date of the newly selected tour or the departure date of the originally scheduled tour, whichever is greater.
If you rebook to a tour in a different travel season*: your account will be adjusted to reflect the details and current price of the new tour in addition to a $100 non-refundable service fee. You are responsible for paying the full balance reflected on your updated account, and EF’s Standard Cancellation Policy will apply based on either the departure date of the newly selected tour or the departure date of the originally scheduled tour, whichever is greater.
For customers who purchased Travel Protection:
Once approved, your account will be adjusted to reflect the details and current price of the new tour. Because you have purchased Travel Protection, you are entitled to switch your tour in the current travel season an unlimited number of times without penalty as long as your current trip and the trip to which you are rebooking is not less than 60 days prior to departure*. You are responsible for paying the full balance reflected on your updated account, and EF’s Standard Cancellation Policy will apply based on either the departure date of the newly selected tour or the departure date of the originally scheduled tour, whichever is greater.
If you request to rebook to a tour in a different travel season*, you must pay a non-refundable $50 service fee at the time of rebooking. You are responsible for paying the full balance reflected on your updated account, and EF’s Standard Cancellation Policy will apply based on either the departure date of the newly selected tour or the departure date of the originally scheduled tour, whichever is greater.
*The travel season runs from Oct. 1st to Sept 30th.
VI. LATE ENROLLMENTS
Can I enroll after 99 days prior to departure?
If you enroll 98 days or fewer prior to departure, you must pay a non-refundable late enrollment fee as well as any additional costs incurred to secure your late reservation with airlines, hotels, and other suppliers. Your reservation is pending while we check availability. If we can secure a place for you on tour, you will receive notification confirming that your reservation is complete, and EF’s standard cancellation fees then apply (see Payment Plan section for guidelines and payment schedule.)
Should your reservation incur additional costs for flights and land suppliers, an EF Trip Consultant will contact you to discuss your options. If you decline to pay the additional airline/supplier fees, or if we are unable to secure your place on tour, you will receive a full refund and your pending reservation will be cancelled.
If you are booking 30 days or less prior to the scheduled departure date for your trip, you are required to pay in full at the time of booking and standard cancellation fees then apply. Also, you are not eligible for the 48-hour risk-free period.
VII. PASSPORTS AND VISAS
It is your responsibility to review entry requirements for the countries you will visit on tour, and to obtain any necessary travel documents, including a passport and any applicable visas, prior to departure. If you are unable to obtain these travel documents for any reason, EF’s standard cancellation policy will apply. Please be sure your passport is valid for at least six months after your tour ends. Non-U.S. citizens especially will need to contact the embassy and/or consulate of their destination countries to ensure they meet specific entry requirements. Remember to check the itinerary carefully for all countries that will be visited (including countries visited in transit). Visit the U.S. Department of State website at travel.state.gov for further information.
VIII. TRAVEL INSURANCE
You can help protect your investment from the unexpected with the offered Travel Protection plan. Designed specifically with EF travelers in mind, this plan provides coverage for travelers, including pre-departure trip cancellation protection as well as medical expense coverage during your tour (among several post-departure coverages). Additional information, prepared by Specialty Insurance Solutions (SIS), is available at: http://sis-inc.biz/efultimatebreak/. Travel Protection becomes non-refundable after any of the following occur: when you depart on your tour, when you file a claim, or 10 days after receipt.
IX. FLIGHT INFORMATION
What will my flights be like?
We always do our best to provide the most direct route to your destination. In order to pass on the best overall value to our travelers, however, certain routings may not be available, and we cannot guarantee non-stop or direct flights. EF cannot guarantee that you and your companions will travel on the same flights. Seat assignments are generated by the airline and will be provided upon check in. You are responsible for any baggage handling fees imposed by the airline. If a traveler is not satisfied with their flight reservation, EF’s standard cancellation fees apply.
What if I need to make changes to my flight information after it has been assigned?
Once you are ticketed, you are responsible for any costs associated with changes including but not limited to: name correction, change in gateway, routing preferences or departure time requests. These changes could result in additional costs, most often ranging from $300 in airline fees up to the full cost required to purchase a new published fare airline ticket.
Do I have to travel on all legs of my flight itinerary?
Yes, you must travel on all legs of your itinerary. If you do not travel on a portion of your flight itinerary, the remaining portions will be cancelled by the airline. If this happens, you will be responsible for purchasing a new ticket and any service fees charged by the airlines. If you miss a leg of your flight resulting in a delayed arrival, you will not be reimbursed for the missed portions of the trip.
What happens if my flight is delayed or cancelled by the airline?
EF is not responsible for airline schedule changes, personnel strikes impacting service, flight cancellations, or airline delays due to weather, mechanical requirements, capacity, or any other reason. If your flight is delayed or cancelled, it is your responsibility to work directly with the airline to get re-booked on a new itinerary as needed. Once your new flight is confirmed, you must then notify EF with your updated arrival time. If you are arriving later than your original scheduled flight, you may not be met by an EF representative at the airport. If this is the case, you will be responsible for making your own transportation arrangements from the airport to the first accommodation on your itinerary.
EF is not responsible for costs associated with a flight delay or cancellation, such as (but not limited to) hotels, meals, or additional airline charges. In the event an airline delay or cancellation causes you to miss time on tour, you will not be reimbursed for missed portions of the trip, including but not limited to accommodations, meals, excursions or sightseeing tours.
Are any airports interchangeable?
Flights to and from the following destinations may originate/end at any of the airports in that vicinity. On occasion, you may be booked on a flight itinerary returning to a different airport than the one you departed from. If you have selected one of the following interchangeable airports during your enrollment process and prefer a specific gateway of those listed below, you must communicate that preference to EF in writing up until 99 days prior to departure. Please note that EF cannot guarantee availability and additional costs may be associated to accommodate your preference, for which you are responsible. Your preference may also result in additional travel legs to your itinerary due to routing options available within our contracts with the airlines.
• New York: JFK, Newark or LaGuardia
• Washington, D.C./Baltimore: BWI, Dulles or Ronald Reagan National
• Miami: Miami or Fort Lauderdale
• Houston: George Bush Intercontinental or Hobby
When will I receive my flight itinerary?
Your flight itinerary and e-ticket number will be posted in your online account at efultimatebreak.com 30 days prior to the scheduled departure for your tour. EF will provide your itinerary only after your account has been paid in full, and after you have agreed to these Booking Conditions and Release & Agreement.
What if I want to arrange my own flights?
While it is not recommended, you can elect to make your own flight arrangements. To do so choose the “land only” option (without flights). If you select this option, you are responsible for booking your own flights arriving in time for the scheduled start of your tour as published; please review the itinerary closely as tour activities often begin on day 2 or day 3 of the itinerary as specified, based on time zone differences and travel times to said destination from your domestic home gateway.
Please note that EF handles all transportation during your tour, so any flights between cities mentioned on your itinerary are included as part of your tour package.
Transfers to and from the airport at your destination are included in the tour price for travelers who purchase flights from EF. (If you plan to make a Special Travel Arrangement, please review the Special Travel Arrangement Terms & Conditions for additional details and requirements regarding eligibility for transfers.) If you book your flights independent of EF, however, EF will not arrange airport transfers and you are responsible for arranging your own transportation to the first accommodation listed on your itinerary and back to the airport at the end of tour.
If it is necessary for EF to change or cancel your travel program in any way (see the Itinerary Modifications section), you are responsible for altering your flight plans accordingly and any costs that result from such changes or cancellations. To avoid these costs, EF recommends that you should not book your own flights or other independent travel arrangements until your trip has been confirmed at 60 days prior to departure.
X. SPECIAL TRAVEL ARRANGEMENTS
If you would like to arrive early at your destination, stay behind to explore more, or visit another city, EF can help you to customize your travel itinerary to fit your travel preferences. Requests to customize your itinerary are available for a non-refundable special travel fee of $75 plus any additional airline costs incurred. Please note that options are subject to airline availability and EF cannot accommodate requests to arrive after the scheduled start of the tour or to depart before the scheduled end of the tour. Your Special Travel Arrangement is personal travel time, without the services of a Tour Director or the company of your tour group. EF is unable to recommend or book accommodations, airport transfers, sights or transportation between cities for you during your Special Travel Arrangement. You are responsible for making all these arrangements on your own and the associated costs. As noted in the previous section of this document, we do not advise booking your own flights or travel arrangements until your tour has been confirmed at 60 days prior to departure.
How do I submit a request for a Special Travel Arrangement?
You can request a Special Travel Arrangement upon enrollment or until 99 days prior to departure through your online account. If EF can confirm your request for a Special Travel Arrangement, your online account will reflect your new travel dates and gateways in addition to a $75 non-refundable special travel fee. Should your reservation incur additional costs with the airlines, an EF Trip Consultant will contact you to discuss your options.
Special Travel Arrangement Terms & Conditions
• EF cannot guarantee that we will be able to accommodate your request for a Special Travel Arrangement. Options are subject to airline availability and additional airline costs, which are the responsibility of the traveler. If you request to fly into or out of a different international gateway, there are often costs incurred. If EF is unable to accommodate your Special Travel Arrangement request, EF’s standard cancellation fees still apply.
• EF cannot guarantee specific airlines, routings, or flight time preferences. EF also does not guarantee that you and your traveling companion(s) can be booked on the same flight itinerary. Additionally, please note that if you are traveling with a companion who has not made the exact same Special Travel Arrangement, you will most likely not be on the same flight itinerary due to your differing travel dates and/or destinations; this is to be expected even if you are traveling from the same domestic home gateway.
• If you purchase Travel Protection through EF, the plan does not provide coverage during any Special Travel Arrangement days. See efultimatebreak.com/faq/booking-conditions for official information from the insurance provider about period of coverage.
• If you book a Special Travel Arrangement and in doing so elected to alter your arrival or departure flights in any way, EF is unable to arrange airport transfers for you; you are then responsible for arranging your own transportation to the first accommodation at the beginning of tour and back to the airport at the end of tour. In order to qualify for an airport transfer at the beginning of tour, you must arrive from your domestic home gateway to your tour’s international gateway on the scheduled start date as published. To qualify for an airport transfer at the end of tour, you must depart back to your domestic gateway from your tour’s final gateway on the scheduled end date.
• It is your responsibility to review the published itinerary and to make your own arrangements to arrive in time for the first scheduled hotel overnight and tour activities, and to depart following the scheduled end date. Please review the itinerary closely as tour activities often begin on day 2 or day 3 of the itinerary as specified, based on time zone differences and travel times to said destination from your domestic home gateway.
• You must start and finish your trip at the same domestic gateway. For example, you may not fly out of Boston and return to New York.
• EF cannot arrange extended layover requests. For example, if you are flying from Paris to Los Angeles, you may not stop over in New York for two days.
• If you book your tour fewer than 99 days prior to departure, you must submit your Special Travel Arrangement request at the time of enrollment.
• It is your responsibility to review your Special Travel Arrangement for accuracy. You must submit any changes or additional requests prior to 99 days before departure. At 99 days prior to departure, all Special Travel Arrangement requests are considered final. After this point, changes to travel dates, destination cities, or any other adjustments are subject to penalties or fees determined by the airline; you are responsible for any such costs.
What is Standard Rooming?
Standard rooming, which is included in the price of the trip, is up to six people per room. You will be staying in twin, double, or bunk beds, with other EF travelers of the same gender from your group. Roommates are chosen randomly, unless a traveler requests a specific roommate; see the next section for details about submitting roommate preferences. Please note: any roommate or rooming upgrade request must be submitted no later than 60 days prior to departure.
Can I request roommates?
Yes, you can request roommates upon enrollment or through your online account until 60 days prior to departure.
What is a Private Room Upgrade?
We offer two options for a Private Room Upgrade:
1.) You may request to be placed with a traveling companion in private rooming.
2.) You may request a single room (without a roommate.)
Both types of upgrade requests are subject to availability at all accommodations on tour and cannot be guaranteed. All Private Room Upgrade requests must be submitted before 60 days prior to departure via your online account. Please note that certain tours do not allow for Private Room Requests due to availability constraints at the accommodations used.
What happens if my Private Room Upgrade is not approved?
When you submit a Private Room Upgrade request upon enrollment, it will automatically reflect on your account and the charges outlined below will be added. If we are unable to accommodate the request due to availability constraints (see “What is a Private Room Upgrade” section directly above), an EF T