Read it,
then enroll.
The participant application is the agreement between you (or your traveler) and Passports. Plain-English summary on top, full legal text below — and a direct link to the enrollment portal whenever you're ready.
- Plain-English summary — what you're agreeing to, in seven points
- The full enrollment form — same fields the portal asks for
- The full Release & Agreement, all 23 numbered clauses
- Terms & Conditions: deposits, payment plans, refund schedule
Seven things this document says.
The numbered legal text below is the agreement that’s actually binding. The card grid here is a fair-faith summary so you don’t have to read 23 clauses to understand the gist. (We still recommend you read all 23 anyway.)
You agree to behave.
You'll follow the Passports Code of Conduct, your group leader's instructions, and the laws of every country you visit. Behavior breaches can mean being sent home at your expense.
You handle your own documents.
Valid passport (6+ months past return), any required visas, any required vaccinations. We can help with paperwork, but the responsibility is yours.
Photos and video are fair use.
Photographs or video taken of you during the tour may appear in Passports' marketing materials. Standard waiver, but worth knowing up front.
Some things are out of our control.
Acts of God, strikes, government action, force majeure — Passports isn't liable for events beyond our control, or for the acts/omissions of third-party providers (airlines, hotels, etc.).
Refunds follow the universal schedule.
≥90 days: refund minus $620 cancellation fee. 89–30 days: 75% refund. ≤29 days: no refund unless you've added a Peace of Mind plan. Service fees and Peace of Mind fees are non-refundable.
Itinerary changes are sometimes necessary.
Hotels, flights, dates, and order of cities can shift. We always try to provide comparable services; itinerary changes don't constitute grounds for cancellation without penalty.
Disputes go to arbitration.
Disputes related to your tour or this contract are resolved by binding arbitration in Worcester, Massachusetts under the AAA Commercial Rules — substantive Massachusetts law applies.
Participant application.
Submit this form to apply for your tour. Your information goes to the Passports operations team in Worcester. You’ll get a confirmation email immediately, and we’ll follow up within 7 business days once your application is processed. Group leaders may also send participants directly to my.passports.com if they’ve received a Tour ID.
The full document, all 23 clauses.
I am an applicant for a tour with Passports, Inc., d/b/a Passports, and acknowledge and agree to the following conditions binding upon myself, and upon my parents or guardians if I am a minor, and upon Passports, Inc. (“Passports”).
- 1
Responsibility.
Responsibility. Passports is responsible only for the acts or omissions of its employees. Each tour begins with the takeoff of the first flight and ends upon completion of the return flight (with the exception of land-only arrangements, which start at the first hotel and end with completion of services at the last hotel).
- 2
Force majeure & third parties.
Passports cannot be responsible for events beyond its control, including, without limitation, acts of God, war, strikes or government restrictions, or for any other circumstances of force majeure; nor, in the absence of its own negligence, for personal injury, accidents, illness, death, property damage or loss, delay or inconvenience caused by persons not controlled by Passports, including, without limitation, airlines, bus companies, railways, hotels, restaurants, taxis, group leaders, or any other agency, company or individual.
- 3
Lost documents and luggage.
Passports is not responsible for loss of a government-issued passport, travel documents or tickets, loss or damage to luggage or any other personal belongings, or for consequential damages in any event.
- 4
Right to cancel a participant.
Passports reserves the right to cancel any participant at any time for reasons which appear to be valid in its sole judgment. Passports shall have the right, without refund, to send home (on notice to parent or guardian for minors) at his/her own expense, and without escort, any student or adult who does not adhere to Passports' Code of Conduct, or who infringes upon others' enjoyment of the tour. I agree to release Passports, its agents and employees, my local school and school district, and the group leader from all claims arising out of such events, acts, or omissions.
- 5
Eligibility & disciplinary action.
I understand that if I am expelled from school, or if I am under other disciplinary measures instituted by my teacher, school or other authorities, or if I fail to meet the requirements for this tour as set forth by my teacher, school, school administrators or others, I could be declared ineligible to participate in the tour. My application may be cancelled, and I will be subject to the cancellation/refund policy published in the Terms & Conditions. I agree to comply with all instructions of my group leader.
- 6
Conduct and damages.
Passports is not responsible for me when I am absent from Passports scheduled activities. I understand I will be required to pay for any damage or injury, whether accidental or willful, caused by me while on a Passports tour. If by my acts or omissions I cause or threaten to cause damage of any kind whatsoever to third parties, I accept full responsibility. Further, in the event of such damage or loss, I agree to indemnify and hold Passports harmless from any and all actions taken by third parties for said damages and loss.
- 7
Medical incidents.
If I become ill, injured or incapacitated during my tour, Passports will do whatever it deems necessary to preserve my health and safety including, without limitation, obtaining medical treatment for me at my expense, and/or transporting me at my own or my parents' expense back to my home for medical reasons. I agree to pay or reimburse any extra expenses incurred on my behalf by my group leader, or other group members, for medical or other reasons.
- 8
Photos and statements.
Any photographs or video taken of me while participating in a Passports tour and/or any of my comments or statements may be freely used in Passports' published materials, without compensation and without liability.
- 9
Withdrawal & refunds.
If I wish to withdraw from a Passports tour, I must do so individually in writing. Any refund to which I may be entitled is given by the “Passports Terms & Conditions” which I agreed to upon enrollment. No exceptions to the Terms & Conditions will be made.
- 10
Pricing & adjustments.
Program Tuition prices are based on exchange rate, airfares and tariffs and are subject to change due to inflation, fuel surcharges or currency fluctuations, and I understand and agree that adjustments to these fees may be made from time to time, and I agree to pay the adjusted fee. All prices are quoted in U.S. dollars. Participants meeting “Early Bird” price guarantee deadlines are protected against increases in the Program Tuition price except for the aforementioned reasons or other considerations of force majeure. I understand that payment of airline-imposed fees such as fuel surcharges and/or currency surcharges as determined by unexpected currency fluctuations are solely my responsibility.
- 11
Tour discontinuation & itinerary changes.
Passports reserves the right to discontinue a tour due to low enrollment or other reasons, and/or make certain changes in departure dates, cities, the order of an itinerary, activities, hotels, group leader assignments, airlines, determination of flight routings, services, fees or other itinerary modifications as may be required, in its sole discretion. Such changes are not grounds for withdrawal with a full refund, or for refunds after the tour. If tour features are unavailable for any reason, substitutions will be made whenever possible.
- 12
Minimum enrollment & alternatives.
Published catalog itineraries are based on a minimum combined number of participants enrolled. Customized itineraries are based on specific enrollment numbers as determined by the group leader and/or Passports. If any tour cannot operate due to low enrollment, Passports may offer the group leader a choice of the following alternatives: 1) An alternate, comparable tour as determined by Passports (utilizing public rail, bus, subway transportation, etc., when use of a private motorcoach is not justified). Participants are responsible for all costs associated with the program change; 2) Operating the original tour, provided all group members pay a “Small Group Supplement” which shall apply to all group members; 3) Deferring travel to a later date, with no provision either for interim refunds, or penalties; 4) Cancellation with special refund (withdrawal must be made in writing to Passports within seven (7) days of tour change notification.) I understand that these changes are not grounds for cancellation without penalty, or for refunds after the tour. I understand that my group leader is authorized to choose alternatives on behalf of the entire group.
- 13
Departure-date changes.
Passports reserves the right to change departure dates within the same weekend (or the nearest weekend for winter and spring departures); and within 10 days for summer departures. If such a change results in a tuition change, all group members must pay the Program Tuition fee for the new date. Custom tour members agree in advance to travel on an alternate tour chosen by their group organizer, or to pay a higher price bracket as previously agreed upon by the group organizer, if there is insufficient enrollment. I understand that these changes are not grounds for cancellation without penalty, or for refunds after the tour.
- 14
Airline & equipment changes.
Passports and the airlines reserve the right to substitute airlines, to make changes in equipment, the itinerary, departure and arrival dates, times or cities, or to alter the itinerary, and I agree to accept any such changes. No refunds will be made under these circumstances, and Passports will attempt to provide comparable services or accommodations. Non-stop flights, specific airlines and/or schedules are not guaranteed. Airlines liability for loss or damage to baggage is limited. Due to airline, train and coach restrictions, luggage is limited to one suitcase, and one small carry-on bag per person. Airlines accept no liability for fragile or perishable articles. Higher limits of liability may be obtained from the airlines by paying the charge contained in the carriers' tariffs, or optional baggage protection insurance can be purchased. Passports is not responsible for airline-imposed checked baggage fees. I understand that the airline's liability for death/injury is limited by their tariffs and/or the Warsaw Convention.
- 15
Hotel availability.
Holidays, special sporting, religious, political or other conditions beyond Passports' control may produce the unavailability of centrally-located hotel accommodations or scheduled services. In such cases, Passports reserves the right to provide alternate accommodations and/or services, or to charge a supplement. Specific hotel properties or locations may be requested but are not guaranteed.
- 16
Sample itineraries & info windows.
The published itineraries are sample descriptions only. Actual program itineraries may vary in certain respects. Hotel information and rooming assignments will be available approximately 90 days prior to departure. Tentative flight information will be available 60-90 days prior to departure. Flights are ticketed approximately 30-45 days before departure but can be ticketed any time after the final payment deadline. The day by day itinerary will be available approximately 7 days prior to departure.
- 17
School sponsorship.
If my tour is being sponsored by my school, school board, school district, individual school administrator, or local municipality, I will be notified of this fact in writing. Otherwise, I understand that my tour is not officially sponsored, contracted, paid for, or regulated by any of these groups or individuals, even though my school may, as a convenience, allow the use of school premises for planning the tour. I hereby and expressly waive all claims against any such groups or individuals which might arise out of the tour, or relate to it in any manner, including changes in school/school board administrative policies concerning “school” travel trips.
- 18
Group leader replacement.
I understand that Passports and my group leader reserve the right to select a qualified replacement for my group leader if he or she is unwilling or unable to accompany the group, for any reason. Such changes do not constitute grounds for cancellation without penalty. The standard refund policy applies.
- 19
Travel documents.
I am responsible for obtaining and carrying a current passport with an expiration date not less than six months after my return date, and any necessary visas and vaccination requirements for the countries I am to visit. My inability to obtain such documents and vaccinations shall not constitute grounds for cancellation without penalty. The standard refund policy applies. Passports will not be held responsible if I am unable to obtain the necessary travel documents, vaccinations or any other entry requirement for participation in the program. I understand that I must allow Passports a minimum of 30 days notice for any documents from the company that may be required to obtain a visa.
- 20
Code of Conduct & policy alignment.
Participants are subject in all respects to the “Passports Terms & Conditions”, “Passports Code of Conduct” and “Passports Anti-Harassment Policy”. In signing this Release & Agreement, I acknowledge and agree to these Terms & Conditions, and understand that they may supersede those in previous Passports publications in certain respects. All program applications are subject to acceptance by Passports headquarters in Worcester, Massachusetts.
- 21
Bilateral agreement.
I understand that this Agreement is expressly between me and Passports, and that it cannot be modified by a third party, including my group organizer, school, or school board. I understand that Passports is not responsible for third party errors, and that Passports strictly adheres to published policies, including those published in the Terms & Conditions. No exceptions will be made to this Agreement or to the Terms & Conditions. Any modification or extension of this Agreement by Passports must be made in writing by an officer of Passports.
- 22
Severability.
In the event any part of this contract is found to be legally void or unenforceable, then such part will be stricken but the rest of this document will be given full force and effect.
- 23
Arbitration.
Arbitration: I agree that any dispute concerning, relating, or referring to this contract, the brochure, or any other literature concerning my trip, or the trip itself shall be resolved exclusively by binding arbitration in Worcester, Massachusetts, according to the then existing commercial rules of the American Arbitration Association. Such proceedings will be governed by substantive (but not procedural) Massachusetts law.
The full Participant Terms & Conditions.
By submitting a signed application and deposit, the applicant agrees to the following terms and conditions.
“How do I sign up?”
Reservations, Deposits and Payments: To reserve a space on a tour, ask your group organizer for your group's Tour ID. Sign on to passports.com/enroll and enter your Tour ID.
There are two deposit/payment options:
E-Z Pay Automatic Payment Plan: Automatic withdrawals from your checking account or credit card. Note: a $10 fee will be charged for any E-Z payment that is returned by your bank for any reason.
Convenience Billing: Pay manually via check or credit card. Make check payable to passports Student Depository Account. Be sure to include your signed, paper application. Enrollment must be accompanied by a $495 deposit. Note: a $10 fee will be charged for any check returned by your bank for any reason.
All credit card payments are subject to a 4% credit card fee.
Please do not send cash at any time. Allow 7 business days for processing of your application.
Late enrollment: Travelers enrolling within 120 days of departure must apply with full payment. Additional airfare supplements may apply to late applicants. Late applicants will be placed on a waitlist pending space availability, and, if not accepted onto the tour, will receive a full, 100% refund. New enrollments will not be accepted within 60 days of the tour's departure date.
“When must I be paid in full?”
Payment in full must be postmarked 120 days prior to departure. E-Z-Pay users must be paid in full 30 days prior to departure. Participants are solely responsible for qualifying for deadlines, and will not necessarily receive an invoice prior to their individual deadline dates. For non-E-Z-Pay participants, if full payment is not received 110 days before departure, the traveler will be cancelled from the tour with resulting cancellation penalties. (See below.) Also, see reinstatement policy.
“How do I know my money's safe?”
passports Student Depository Account: Client payments will be escrowed in the passports Student Depository Account. The account is maintained at the Cornerstone Bank, and bears the bank I.D. #4762390345. Withdrawals from this account prior to the return of the tour will be limited to direct costs on behalf of the traveling group, such as airfares and land deposits, client refunds, service fees, and administrative expenses; provided, however, that the total of such administrative expenses attributable to any one client or client group shall not exceed (a) aggregate client revenue(s) minus sums required to operate the tour(s), or (b) the total of cancellation penalties which would be withheld by passports in the event of Elective Cancellation/Withdrawal of the client or client group, whichever is less.
passports' CST# is 2067919-40.
“I don't want to, but I'm cancelling!”
Elective Cancellation/Withdrawal: Individuals may withdraw from the tour at any time, but must do so in writing. Telephone cancellations will not be accepted. Notification by postal mail, fax and/or email is acceptable, and must bear a clear date of submission or a postal service postmark. The main group leader may cancel any participant's position on the tour, in writing, for any reason.
Refunds: Refunds are based on the date of withdrawal, as determined by the date of the withdrawal letter as described above. Persons cancelling will receive a refund less the cancellation fees listed below, and the non-refundable items described in the section below. Allow a minimum of 30 days for processing. No exceptions will be made.
Standard Refund Policy: Cancellation… 105 days or more before departure: refund less $620
104-30 days before departure: 75% refund
29 days or less before departure: no refundWith Peace of Mind Plan ($199): 29-2 days before departure: 75% refund*
Ultimate Peace of Mind Plan: Cancel at any time and receive a full refund minus the cost of the plan ($449)*.
*Airline tickets, if purchased, would be refunded as a voucher issued by the airline, if available. If a voucher is not available, the cost of the airline ticket is non-refundable. For example, if you are due a refund of $3000 and airline tickets were purchased, you would receive the value of the voucher as a part of your $3000 refund. Meaning, it could be a $2000 cash refund plus a $1000 airline voucher. If vouchers are not available, the cost of your airline ticket will be deducted from your refund.
In addition, Peace of Mind Plan fee, service fees and credit card fees are non-refundable. Peace of Mind plans must be purchased, if desired, no later than 120 days prior to departure.
Reinstatement: Cancelled participants may reinstate, if space is available, by sending the full payment due plus a $225 Reinstatement Fee. Additional airfare supplements may apply. Reinstatements are not accepted within 60 days of departure. Anyone reinstating within 120 days will be waitlisted pending land and air availability.
“I can't go, but he/she can!”
Substitutions: Persons wishing to withdraw may substitute another person at least 120 days before departure. Notification of cancellation with substitution must be made in writing to passports. The withdrawn participant will receive a refund of all sums paid less service fee and any airline penalties. Substitutes are not eligible for any price guarantees given to the cancellee, and are therefore subject to prices in effect at the time of substitution. If passports cannot accept a substitute, for any reason, the original participant must abide by the standard refund policy.
“I think I'll stay on after the group comes back…”
Delayed Return Flights and Travel Extensions: If an individual desires to travel on different dates from those of the main group, a $425 change fee will apply (subject to availability). If additional costs are required, passports will contact the traveler with details. Such changes may only be made 120 days or more before departure.
Individuals departing from alternate U.S. cities cannot be guaranteed specific flights, airlines, air routings or connections with the main group. Participants who depart from an alternate departure city will be required to pay the program tuition from that departure city and to provide their own airport transfers. Participants who wish to fly with the main group must arrange their own transportation to and from the main group's airport. Requests for alternate U.S. departure cities will not be accepted less than 120 days before departure.
“Land Only” participants who wish to purchase their own airline tickets must contact passports. Internal flights while overseas, if included in itinerary, will be provided. Land only participants must provide their own airport transfers.
Participants switching from the group flight routing to their own transportation or vice-versa must submit a request in writing, and cannot be honored if received within 120 days of departure. Additional airfare costs may apply, and the individual traveler is responsible for payment of additional airfare costs.
“I'd like to know about rooming fees.”
Program Tuition prices listed in the catalog are based on triple student rates, with roommates assigned at the discretion of passports. Group organizers, adults or students may be subject to obligatory double or single rooms. passports will provide one obligatory double/single room, per gender, per group, for participants under 24 who must be roomed in double accommodations due to odd rooming configurations. Adults 24 years of age or older will be billed for obligatory room accommodations.
Adults who request single accommodations are required to pay for that service, and will be billed accordingly. Individuals will be notified by passports and are obliged to pay the cost of any rooming fees as shown below. Final rooming configurations are determined approximately 90 days prior to departure.
Rooming configurations may vary from hotel to hotel.
Double rooms: Adults 24 years of age or older who are not leading a group are subject to a mandatory $50 per-person per-night charge, for European tours, in addition to the basic published tour cost. For non-European tours, contact passports for double room fees. This additional mandatory charge guarantees double room accommodations at hotels. Travelers sharing a double room with the group organizer or chaperone must pay their portion of the double room supplement. The double room guarantee is not refundable in the unlikely event that all group members receive complimentary double room accommodations by default during the tour.
Shipboard double room accommodations are available at $50 per person, per night (inside cabin) for European cruises (for outside cabin double room fees, contact passports). Shipboard double room fees for non-European cruises are available upon request, subject to availability.
Single rooms: Single room accommodations at hotels, if available, are at a charge of $100 per night. For non-European tours, contact passports. Single rooms on trains and ferries are often not available.
“Let's have the fine print: what's included?”
Program Tuition Includes: Round-trip air transportation on major scheduled airlines. (The airlines involved are not responsible for any acts, omissions or events while you are on board the aircraft.) Triple rooms in Three Star or Four Star hotels. Private baths guaranteed. Ground transportation by private motorcoach, second-class rail service, steamship or ferry. (Air-conditioned hotels and motorcoach provided where available.) Continental breakfasts and dinners daily except as noted in itinerary. (Dinners not included on “Destination”, “Twin Cities” and “Triple Cities” programs.) Lunches included only where noted specifically in itinerary. Sightseeing as indicated in itineraries, subject to restrictions beyond passports' control such as seasonality, closing times, holidays, special events, strikes, traffic conditions or inclement weather. Services of a specially-trained passports Tour Director/representative unless otherwise noted. Port taxes and European coach driver and local guide tips. Tour Director tips as noted on your itinerary. passports provides a post-departure travel protection plan which provides coverage for trip interruption, emergency medical expenses, trip delay and more.
“What's not included?”
Program Tuition Does Not Include: U.S. passport fees, visa fees, virus testing fees, border fees, foreign airport arrival/departure taxes (foreign arrival/departure taxes will be pre-billed to clients whenever possible, as a convenience), late payment fees, porterage, cruise personnel tips, baggage fees, personal expenses, gifts, laundry, valet service and unscheduled activities. Overnight lodging, unplanned transportation or other expenses related to airline rescheduling or delays or redefinition of travel seasons are also not included. Entrance fees, beverages, lunches, optional excursions or field trips, guided shore excursions on cruises, theater performances and tours are included only when specified in the itinerary.
Either Peace of Mind Plan is optional.
“What else do I need to know?”
passports programs are designed with teenage students in mind. Most tours involve a lot of walking. Porterage is not included. Traveling with passports is not recommended for individuals who have difficulty walking, climbing stairs, carrying baggage, or otherwise requiring special assistance. passports programs are educational in nature. Groups consisting mainly of adults may wish to consider paying a supplement to guarantee a modified, “all-adult” program.
The traveler's name must match his/her passport for correct issuance of airline tickets. If a name must be changed or corrected after the published final payment deadline for the tour, an airline-imposed name change fee may apply along with a $225 service fee.
For additional information, please see the Release & Agreement. Your Agreement and the above Terms cannot be modified except in writing by an officer of passports. No verbal modification shall have any validity.
Read. Sign. Enroll. We’ll handle the rest.
Questions about a specific clause? Talk to a real human — Mon–Fri 8 AM – 4 PM ET, Worcester, Massachusetts.