Group Leader
Enrollment Form.

Group Leaders are responsible for supervision, discipline and the well-being of the group members entrusted to their care. Group organizers and chaperones must maintain a harmonious and professional attitude both prior to and during the tour, particularly when unforeseen pre-departure or on-trip situations may arise. The Group Leader is responsible for having a positive attitude, and behaving pro-actively, rather than reactively, in order to set an example for the participants under their supervision. Passports and its employees (including the group's Tour Director) are not responsible for discipline or supervision of group members. The group's Tour Director will assist in emergency situations. All Group Leaders agree to the following elements of discipline: Curfew enforcement, enforcement of the Passports Code of Conduct, knowing the whereabouts of all participants at all times, keeping group members together, enforcement of behavior in hotels, restaurants and other locations throughout the tour, enforcement of schedules and punctuality, enforcement of attentiveness, monitoring of hotel rooms, checking hotel rooms at check-in and again at checkout, looking for items left behind or damages to rooms caused by group members.

All Group Leaders agree to the Passports Code of Conduct, including the sections on alcohol consumption and acceptable behavior while on tour. In the rare event that a group organizer neglects his or her duties, Passports reserves the right to do whatever it deems appropriate to rectify the situation, including temporary suspension of the group organizer from participation in the tour, or removing the group organizer from the tour altogether and returning him/her to the U.S. at his/her expense, and with no refund or compensation. Another Group Leader, if available, would take over supervision and discipline of the traveling group. If no Group Leader is available, Passports will select an appropriate replacement.

The main Group Leader may send home, at his/her own discretion, any group member (student or adult) who does not adhere to Passports' Code of Conduct. See 2026-2027 Release and Agreement, for additional information.

Group Leaders and Chaperones must be enrolled 120 days prior to departure, and must submit a signed application.

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 full refunds. I understand that these changes are not grounds for refunds after the tour.

Group Leaders 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 105 days prior to departure. Fees may be paid by credit card. Group Leaders may not necessarily receive an invoice prior to their individual deadline dates. Contact Passports' Accounting Department for details.

Any applicable cash stipends and enrichment fees will be paid by Passports to the individual Group Leader in the form of a check no later than one week prior to departure, provided that all participant balances are paid in full and that the Group Leader's social security number is on file at Passports U.S. headquarters. All stipend payments are mailed directly to the individual traveling Group Leader via U.S. postal mail. Stipends and bonuses equaling $600 or higher paid to any individual will result in that individual receiving a 1099-NEC tax form at the end of the calendar year of travel, as per Internal Revenue Service regulations.

Group Leaders cancelling from the tour for any reason must notify Passports individually in writing no later than 105 days prior to departure. Notification by telephone is not sufficient. The main Group Leader is permitted to cancel a chaperone's position on the tour. Group Leaders canceling within 105 days of departure will be subject to administrative fees relating to the non-refundability of airline deposits or tickets or other travel arrangements purchased on their behalf. Passports will notify Group Leaders of non-refundable administrative fees upon acknowledgment of the cancellation. NOTE: Tour services (air and ground arrangements) are made early on Group Leaders' behalf, and are non-refundable and non-exchangeable. Paying participants assigned to canceled Group Leaders will not be reassigned to another Group Leader in the group if the cancellation is postmarked within 60 days of departure, and will therefore not count toward any extra positive stipend or free travel of another Group Leader.

A cancelled Group Leader may substitute another Group Leader up to 60 days prior to departure. Substitutions will be waitlisted pending land and air availability. Additional fees may apply. The substitute must submit a signed Group Leader Application, along with written instructions from the main Group Leader regarding reassignment of participants.

If one paying participant cancels within 30 days of departure, and this results in any Group Leader 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 calculated and billable to the individual Group Leader. Contact the Passports Accounting Department for details.

Group Leaders or chaperones wishing to purchase their own airline ticket and travel on a “land only” basis will receive a check representing the amount of their unused airline ticket approximately 30 days prior to departure of the group. A chaperone must be available to fly with the group. All other terms of “land only” participation apply as outlined in the Terms and Conditions.

Main Group Leaders are entitled to a single room at no charge, except on ferries and overnight trains. Chaperones are guaranteed one-half of a double room at no charge. Paying participants must pay the double room supplement if sharing a double room with a chaperone.

Family members of the main Group Leader, and faculty colleagues not already traveling as co-counselors (i.e. full-paying travelers) may travel at a discount of 15% off the Program Tuition if requested by the main Group Leader. Group Leaders are not eligible to receive participant credit for persons taking advantage of the Family/Faculty Discount, and are strongly urged to limit the number of Family/Faculty discount spaces for this reason. Travelers who receive the discount count towards the total group size.

Group organizers will earn Rewards Points for each application received with at least $495 (or $95 on E-Z Pay). Group organizers receive 50 Rewards Points per traveler enrolled by May 15 of the year prior to travel; 25 Rewards Points per traveler by October 15; and 10 Rewards Points per traveler by the Final Payment Deadline. Points can be redeemed for convention spots. Co-group organizers do not qualify for Rewards Points. Rewards Points expire three years after they are earned. Veteran Passports group organizers, as well as first-time organizers, qualify for the same point schedule and rewards redemption, regardless of their level of experience with Passports. All Rewards, as outlined at https://www.passports.com/teachers/rewards, are subject to availability.

Passports will occasionally reach out to group leaders via phone, email or helpdesk tickets when we are in need of information. It's important to review communications and respond as quickly as possible, as many things are time sensitive when related to group travel.

Passports begins securing airline space for groups immediately upon the group's enrollment. Any travel date changes must be finalized by August 15 of the year prior to your tour. After August 15, date changes may not be possible, and/or an airline-imposed date-change fee may apply.

The group's airline e-ticket receipts and other travel documents are available online and in the PassportsGo app. Tentative flight routings and schedules are generally available from Passports approximately 60-90 days prior to departure, and are subject to change at the airlines' discretion, at any time. Ticketing typically occurs 30-45 days prior to departure, but can occur at any time after the final payment deadline, depending on the specific contract with the airline. Passports has no control over flight schedules and routings, and must abide by strict regulations set forth by the airline industry. Therefore, Passports cannot guarantee specific airline seating requests. Kennedy and La Guardia airports are used interchangeably for “New York” departures; as are Dulles and Reagan National Airport for “Washington, DC” departures.

Due to the nature of Passports' contractual agreements with the airlines, ticket exchanges and name changes are sometimes not possible. If available, a fee may apply.

Group Leaders may extend their return ticket in accordance with the standard Terms and Conditions paragraph entitled “Delayed Return Flights and Travel Extensions” up until 120 days prior to departure. The initial processing fee is free for the main Group Leader only. Chaperones are required to pay the fees as outlined on the Special Travel Arrangements Form sent to them by Passports. Extra airfare and subsequent change fees will apply to all Group Leaders. Main Group Leaders taking advantage of separate flight 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 Group Leaders choose to travel separately from the group.

Airlines frequently “overbook” flights and ask for volunteers to give up their seats in exchange for compensation. Traveling student groups may be particularly vulnerable to a well-meaning airline agent who needs to free up some seats. Under no circumstances should any Passports group ever allow themselves to be “bumped” or volunteer to give up their seats. If the group's outbound flight from the U.S. is delayed or cancelled due to weather, schedule or other delays, please note that Passports is not automatically notified of this fact by the airlines. If a group's outbound flight is delayed by more than one hour, or cancelled altogether, Group Leaders must contact Passports at (508) 885-4600 to provide notification to the company. Group Leaders are responsible for keeping the group together and must not leave the airport until alternate arrangements have been officially secured by the airline. Group Leaders must work with airline representatives directly in order to rebook flight(s) (please note that Passports does not normally have the ability to amend reservations when the group is already en route and at the airport). Once the group's flights have been successfully rebooked, Group Leaders must contact Passports so the company can notify its overseas offices of the new arrival time. If a return flight delay results in a missed connection, Group Leaders must consult with the ticketing agents at the international airport to rebook the group on another connecting flight. In either of these cases, if the cause of delay or cancellation is due to a strike, mechanical reason, or other airline-imposed reasons (i.e. not weather) and the group is required to stay overnight, the airline is responsible for paying for a hotel and meals for the group.

In the event that a group is combined with other groups, it is necessary that all Group Leaders work harmoniously and cooperate fully with one another, and with the Passports Tour Director, to create a positive atmosphere for the entire bus group. People from diverse backgrounds and age groups may be combined together, and must respect each other at all times. Group Leaders and Tour Directors are urged to meet upon arrival overseas and reach an understanding as to how the group will conduct itself at the start of the tour.

The Passports Tour Director is a professional, experienced tour manager and a crucial element of any traveling group. Passports cannot guarantee the services of a specific Tour Director, although the company will do its best to accommodate such requests based on a Tour Director's availability. Group Leaders agree to speak to their Tour Director in private if any sensitive matters requiring consultation must occur while on tour. If a group is dissatisfied at any time with the Tour Director assigned to them, the main Group Leader(s) should contact Passports' offices to request a remedy. Replacement of a Tour Director with another cannot be guaranteed, particularly during peak travel seasons, but Passports will make every reasonable effort to accommodate a request for Tour Director replacement.

Group Leaders and the Tour Director share primary responsibility for handling emergencies involving any tour participants. Group Leaders may be required to stay behind with a participant in an emergency situation while the remainder of the group continues with the tour. Minors must not be left without adult supervision under any circumstances. In the event of an emergency, the Group Leaders and the Passports Tour Director should meet and determine the best course of action. The Passports Tour Director can contact Passports European and U.S. offices round-the-clock.