The following terms apply to group organizers (including main group organizers, co-group organizers, spouses of group organizers, or other relatives, friends, or colleagues) traveling at free or pro-rated discount rates as per the stipend chart appearing in the teacher-counselor handbook, and elsewhere.

Enrollment: Counselors may enroll by submitting a signed application, along with participant assignment instructions (counselors travel free with six (6) participants assigned unless a customized prorate has been established). The specific names of individuals assigned are not necessarily required, but the number of individuals assigned must be provided to passports in writing at the time of counselor enrollment. A financial deposit is not required.

Payment Deadlines: Counselors are required to pay any negative stipend and/or additional charges such as field trips, obligatory rooming fees, travel extensions, or other administrative fees no later than 30 days prior to departure. Counselors may not necessarily receive an invoice prior to their individual deadline dates. Contact passports' Accounting Department for details.

Any applicable cash stipends will be paid by passports to the counselor approximately one week prior to departure, provided that all participant balances are paid in full. All stipend payments are mailed to the main counselor unless co-organizers are traveling from a different U. S. gateway.

The group's airline tickets and other pre-departure information will be sent via FedEx to the main group organizer approximately one week prior to departure.

Cancellation/withdrawal: Counselors cancelling from the tour for any reason must so notify passports individually in writing no later than 60 days prior to departure.  Notification by telephone is not sufficient. The main counselor is permitted to cancel a co-counselor's position on the tour. Counselors canceling within 60 days of departure will be subject to administrative fees pertinent to the non-refundability of any airline tickets or land arrangements purchased on their behalf. passports will notify counselors of any fees upon acknowledgment of the cancellation. Should airline tickets be absolutely non-refundable, the counselor will receive the ticket in lieu of future free travel or refund.

NOTE: Tour services (air and ground arrangements) are made early on counselors' behalf, and are non-refundable and non-exchangeable. Paying participants assigned to canceled counselors will not be reassigned to another organizer in the group if the cancellation is postmarked within 60 days of departure, thereby not counting toward any extra positive stipend or free travel for another counselor.

Ticket Exchange or Name Change: Due to the nature of passports' contractual agreements with the airlines, ticket exchanges and name changes are sometimes not possible. If available, a fee will apply.

Substitutions: The canceled counselor may substitute another counselor up to 60 days prior to departure. The substitute must submit a signed Teacher-Counselor Application, along with written instructions from the main counselor regarding reassignment of participants. Substitution requests received within 60 days of departure can not be accepted.

Payee Cancellations: If one paying participant cancels within 30 days of departure, and this results in any counselor owing a negative stipend, the company will absorb the cost of the negative stipend. If two or more payees cancel within 30 days of departure, a modified negative stipend will be due. Contact passports Accounting Department for details.

Special Ticketing Arrangements: Counselors may extend their return ticket in accordance with the standard Terms and Conditions paragraph entitled "Delayed Return Flights and Travel Extensions." The initial processing fee is free for the main counselor only. Extra airfare and subsequent change fees will apply to all counselors.

Counselors wishing to travel on a "land only" basis will receive a check representing the amount of their unused airline ticket approximately one week prior to departure of the group. All other terms of "land only" participation apply as outlined in the 2007-2008 Terms and Conditions.

Main counselors taking advantage of special ticketing arrangements must appoint another adult group member to escort any minor students traveling on the group flight routing. passports and/or the airlines are not responsible for providing assistance or escorts for students if counselors choose to travel separately from the group.

Rooming: Group organizers and co-counselors are guaranteed double accommodations at no charge. passports will provide one free single room, per motorcoach/per gender, for any group organizer or co-counselor who does not have a traveling spouse or same-gender adult roommate.

Single room arrangements made at the counselor's request are billable to the counselor in accordance with the rooming paragraph appearing in the standard Terms and Conditions. Counselor travel rates are based on double accommodations, therefore, the single room fee is $35 per hotel night for European tours ($60 per hotel night, less the $30 double room fee already pro-rated into the price). For non-European single room rates, contact passports. Paying participants must pay the double room supplement if sharing a double room with a counselor.

Family and Faculty discount: Family members of the main group organizer, and faculty colleagues, may travel at a discount of 20% off the Program Tuition if requested by the main group organizer. Group organizers and co-counselors are not eligible to receive participant credit for persons taking advantage of the Family/Faculty Discount.

Field Trips/Excursions/Travel Extensions: Counselors travel free on optional field trips or excursions and on any group travel extensions provided that six (6) or more participants have purchased these items. If fewer than six (6) payees participate, counselors must pay full price for any field trip, excursion or group travel extension. Pro-rated costs for numbers other than six (6) are not available; nor will cash sums or bonus points be paid if more than six (6) are enrolled on any field trip, excursion or group travel extension.

Tipping: passports strongly recommends collecting courier and long-distance driver tip fees from group members in advance of the tour. These sums would be presented to the courier and driver on-the-spot, at the conclusion of the tour, in accordance with the suggested amounts given in the Terms and Conditions and elsewhere.

Bonus Points: Bonus points will be awarded to the main counselor with every application submitted (postmarked) with at least $495 by May 15 of the academic year prior to the trip in quadruple value; by July 15 in double value, and by October 15 of the current academic year in single value. Bonus points may be used toward passports International Teacher Conventions or other bonus trips as determined by passports (availability subject to blackout periods). Cash redemption may be received for bonus points upon written request and review by passports' Executive Committee. Certain competitive company bonus points may be transferable — contact passports for more information.

Referral Rewards: Refer a new counselor to passports and earn up to $1,250, depending on the size of the travel group. Referral rewards are not paid for one's own co-counselors, or in the case of two main group organizers traveling on the same tour and date. Full details and referrer registration at  http://www.passports.com/referral.asp.

Veteran Teacher Credit: Main group organizers who have traveled with passports five times or more, with groups of six (6) travelers or more, are entitled to a Veteran Teacher Credit applicable to the payment of group services or to an upgrade of the main teacher's individual travel arrangements. This credit applies to travel services received during the current trip only, and cannot be applied to future trips. Cash redemption not available. One Veteran Teacher Credit per group, for the Main Teacher only, is awarded.

Experience Bonuses: Counselors and co-counselors who have group travel organizational experience with a recognized travel sponsor, and who report this experience in writing to passports, will receive experience bonuses in accordance with the Experience Bonus Chart. Contact passports for the names of recognized travel sponsors. Your local travel agency is not a recognized travel sponsor.

NOTE: Experience bonuses are awarded according to the number of participants assigned to each counselor or co-counselor, and are only paid to persons having six (6) or more payees assigned. The main organizer does not receive the Experience Bonus based upon the total group size, but only on the number of participants assigned to him/herself.

Travel Free with Five: First-time main group organizers with passports are eligible to travel free with only five (5) participants assigned, instead of the usual six (6). Special conditions apply. Only the main group organizer may take advantage of this offer. The offer does not apply to two main group organizers who have requested to travel together on the same tour and date.  Co-counselors travel free for each six (6) payees assigned over and above the initial five (5) assigned to the main organizer; i.e., this offer applies to groups of 5, 11, 17, 23, etc. Standard stipend terms apply; e.g., stipends and experience bonuses are awarded only if seven (7) or more payees are assigned. Group organizers and co-counselors who take advantage of the Family/Faculty Discount are not eligible for the Free with Five offer.  Contact passports for additional details.

Group organizer responsibilities: It is the main counselor's responsibility to maintain a harmonious and professional attitude both prior to and during the tour, particularly when unforeseen pre-departure or on-trip glitches may arise. The counselor is responsible for behaving proactively, rather than reactively, in order to set an example for the students and participants under their supervision.

passports provides monthly Group Status Report Forms to main group organizers which must be completed and returned to the company. The main counselor acknowledges that these status reports, dealing as they do with the details and integrity of group travel arrangements, payment status of travelers, possible participant cancellations, last-minute additions to the group, and the possible withdrawal of co-counselors on whose behalf passports might otherwise purchase non-refundable land arrangements and air tickets, delineate areas of main-counselor responsibility which are of utmost importance.

passports will not grant exceptions to this Agreement, or to the Agreements signed by tour participants. These Agreements cannot be modified or extended except in writing by an officer of passports.