Participant
FAQ.

Each family member needs their own account with a unique username and password — think of it as everyone getting their own travel hub. Names on the account must match the names that will appear on each traveler's passport.

Yes! You don't need passport details at enrollment. Leave the passport section blank, then upload a photo or photocopy through the 'My Documents' tab in your portal once you have it. The name in your portal must match your passport exactly — let us know if anything has shifted so we can update your record.

Yes — Passports can support the visa process for your destination. We don't issue visas directly, but we provide detailed requirements, instructions, and any letters or supporting documents needed for your application. Responsibility for actually obtaining the visa rests with the traveler; start early so there's no risk of delay before departure.

Yes, every tour is its own enrollment, so you'll create a new account for each trip. Think of it as starting a new adventure each time.

Pay by physical check or by ACH (electronic bank transfer) to skip the credit-card service fee. Mail checks to Passports Educational Travel, 51 Union St. Suite 106, Worcester, MA 01608 — include the participant name and ID. For ACH, call us at 1-800-332-7277 and we'll set up a payment from your routing and account number.

It depends on your billing plan. With E-Z Pay Billing, the final payment is due 30 days before departure. With Convenience Billing, the deadline is 110 days before departure. We send reminders along the way.

On E-Z Pay with a credit card, we send reminders; if a payment is roughly two weeks overdue, we move you to Convenience Billing. On E-Z Pay with ACH, we retry the payment the following Friday — if it fails twice, you move to Convenience Billing, which means the balance is due in full 110 days before departure.

E-Z Pay Billing: no initial deposit required, monthly automatic withdrawals from your checking account or card, final payment due 30 days before departure. Convenience Billing: pay at your convenience, $495 initial deposit, no late fees as long as you're paid in full 110 days before departure. Credit-card payments under either plan carry a non-refundable 4% service fee.

We're sorry you need to cancel. Send the request in writing — by email or through a Helpdesk ticket — and we'll take it from there.

≥ 90 days before departure: full refund less a $620 cancellation fee. 89–30 days before departure: 75% cash refund. ≤ 29 days before departure: no refund. No insurance is required to use these windows — they're universal. Airline tickets, if purchased, refund as an airline voucher (when available); service fees and Peace of Mind fees are non-refundable.

Yes, you can substitute another person at least 110 days before departure. Send the substitution request in writing. The original participant gets a refund of all sums paid, less service fees and any airline penalties; the new person enrolling pays the current price at substitution time. If we can't accept the substitute, the standard cancellation policy applies.

We're required to retain certain records for seven years for anyone who has paid us, but we can anonymize the record — removing online account info, passport data, and postal address — while keeping the name and email on file. Our servers are fully encrypted and locked down; in 30 years we've never had a breach of any type.

Group flights are typically allocated block seating, meaning the group is usually seated in one area but not always together. Once flights are ticketed (around 30 days before departure), some airlines let you log in and pay for seat selection — and sometimes only at check-in or the gate. We can't change this; the airlines have moved aggressively toward charging for seat selection. Start early on the airline's website, and call them if it doesn't work; the airline may say to contact your group travel company, but in practice we can't override their seat policy either.

Two options: (1) Choose a Land Only package — you handle all flights both ways, and we deduct the typical $1,400 air cost from your tour balance. (2) Submit a Travel Extension form — we'll book your daughter's return on alternate dates, with a $425 airline fee passed through. Both have trade-offs; the extension limits you to the airline our group uses. Talk to us before deciding.

Unfortunately, no — group air tickets aren't eligible for mileage accrual or redemption. We know it comes up; airlines simply don't allow it on group reservations.

Generally no — class-of-service upgrades aren't available on group tickets. Some airlines allow seat changes (within the same class) at check-in.

It happens. Email us or open a Helpdesk ticket immediately. If your airfare has been ticketed, there may be a service fee from the airline to correct the name; we'll guide you through it.

Your group leader receives tentative flights about 60 days before departure. We don't release flight details directly to participants until the group leader has seen them; once they do, we open the info in the client portal.

Group tickets don't allow advance meal requests through us. Start calling the airline ~7 days before departure; sometimes the agent at check-in or the flight attendant can accommodate. Standard vegetarian meals are usually available on board if you ask the cabin crew shortly after boarding.

Tell us as early as possible and we update your account. Pack any prescribed medications (epi-pen, antihistamines) on your person at all times. At Passports-provided dinners we triple-notify the restaurant — allergy list in advance, day-before confirmation, day-of confirmation — and your Tour Director places an allergy card next to your plate. Cross-contamination is still possible; medications should be ready just in case.

We offer three rooming configurations: Single (your own room), Twin (one roommate), and Triple (two roommates). Travelers under 24 are placed in triples by default; 24+ are placed in doubles by default. You can upgrade or downgrade for a fee; there's no adult supplement fee on our tours. Submit a Helpdesk ticket if you have questions.

The group leader assigns rooms — let them know your preference. If two people share a room, both pay the corresponding (e.g. double) room fee.

Your group leader receives the hotel list approximately 60 days before departure.

Optional excursions are decided at the group level — your group leader chooses to include the activity for everyone or no one. We don't allow partial enrollment in optional excursions. If you'd like one included, ask your group leader.

Submit a Helpdesk ticket through your portal, email customerservice@passports.com, or call 1-800-332-7277. Office hours are 8 AM to 4 PM ET, Monday through Friday.

Travel protection (PassportsCare) is included in every Passports tour — no extra cost. There are also two optional Peace of Mind plans for cancel-for-any-reason flexibility. See /students/travel-protection for the full coverage list and pricing.

Talk to your group leader. It's rare for group leaders to reject interested participants; parents and siblings travel on our tours all the time.