Booking and Payment Policy
IMMEASURABLE JOURNEYS BOOKING AND PAYMENT POLICIES
IMPORTANT: Please read this document carefully. By submitting your application you agree to these terms and conditions. Please keep a copy of these Booking and Payment Policies for your future reference. Please note all monetary values are quoted in US Dollars unless otherwise stated.
BILLING TYPE
Immeasurable Journeys offers two billing options. Your group leader will select a billing type for your group. Your billing type will be communicated to you by your group leader.
Individual Billing: The payment schedule will be emailed to the email address provided on the Traveler application. Please be sure to include a valid email address to ensure you receive important communication from us. Payment reminder emails will be sent approximately two weeks prior to the payment due date. Additional payment reminders may come from the group leader or from Immeasurable Journeys if the payments are overdue. Please see the section below titled “Payments” for more information.
Organization Billing: The payment schedule will be provided to you by your group leader. All communication regarding payments will go directly to the group leader. All payments must be made directly to your organization, and your organization will forward payment to Immeasurable Journeys.
DEPOSITS
A non-refundable deposit of 10% per traveler of the total estimated trip cost is due to confirm a trip 150 days prior to departure. (The remainder of the total trip cost will be paid in 25% increments on or by 120 days, 90 days, 60 days and 30 days prior to departure date – please see payment schedule.)
Total trip price and dates are not fully confirmed until we receive your initial 10% deposit and applications. They are subject to change due to airline availability, unforeseen tax or fuel surcharge increases, as well as changes in group size and group-elected itinerary changes.
Deposits received more than 30 days after your deposit due date will automatically incur a $50 Late Registration Fee as well as any additional charges, such as additional airfare, activity costs, etc.
APPLICATIONS
Deposits must be accompanied by a completed application form. Your application is not considered complete until we receive both the application and the deposit. Incomplete applications will be subject to the late registration fee 30 days after the deposit due date. All travelers, including adults and chaperones, are required to submit an application in order to be added to the trip. For airline purposes, please be sure to use your full legal name, as it appears on your passport, driver’s license, or school ID.
PAYMENTS
Individual Billing: Payments must be received on or before the payment due date, or they will be subject to the late payment fee outlined below. We accept US bank checks, money orders, and electronic funds transfers.
Pay by Check, Bank to Bank transfer, or Money Order: Please deposit your check at any Wells Fargo Bank and include the account number in the memo. For a bank to bank transfer please use the following information: Immeasurable Journeys, LLC., Acct: 6856-62-6947, Swift: WFBIUS6S, Wire Transfer RTN: 121000248, Bank Address: Wells Fargo, 420 Montgomery Street, San Francisco, CA 94104
Pay by Credit Card:
After your application, a link will be provided that directs you to the payments page. Here you will have an option to pay online by following the instructions. We accept VISA®, MasterCard®, American Express®, and Discover®. If you encounter difficulties submitting your payment online, please call our office at 1-719-377-2465 or email billling@immeasurablejourneys.com and we can assist you with your payment.
Organization Billing: Payments MUST be turned in to your group leader on or before the payment due date. Please check with your group leader for payment types accepted.
Normal payment schedule will be as follows unless otherwise discussed with Immeasurable Journeys:
150 days prior to departure – Deposit
120 days prior to departure – 25% of the remaining total trip price after deposit
90 days prior to departure – 25% of the remaining total trip price after deposit
60 days prior to departure – 25% of the remaining total trip price after deposit
30 days prior to departure – 25% of the remaining total trip price after deposit
FEES
Late payment fees: There will be a late fee of $50 automatically added to each late payment ($20 for trips priced less than $500). To allow us to provide quality service, this will be strictly enforced. Late fees will be applied to payments that are not received by the scheduled payment due dates. Immeasurable Journeys will not be responsible for lost payments. All fees will be the financial responsibility of the traveler.
Not Sufficient Funds/Returned check fees: There will be a returned check fee of $35.00 fee for each returned check and late fees will apply to payments that are late due to returned checks.
Late Registration fees: There will be a late registration fee of $20.00 for all travelers that submit their application and deposit more than 7 days after the 150-day deposit due date. The late registration fee is in addition to any airline fees, additional airfare or activity costs.
Please note: Final payments are due in full 30 days prior to departure unless another final payment date is agreed with Immeasurable Journeys. If final payment is not received by the final payment due date, we reserve the right to cancel any traveler from the trip. If a traveler is canceled due to non-payment, the standard cancellation policy will apply.
CANCELLATION POLICY
All cancellations must be submitted in writing and received by Immeasurable Journeys by the dates listed below. Verbal cancellations are not accepted. Cancellations may be emailed to billing@immeasurablejourneys.com.
Refunds for cancellations will be issued according to the following schedule:
Deposits and fees are non-refundable (including late payment fees, late registration fees, fees for returned checks, and name change fees).
Deposits are transferable to a new, replacement traveler. Additional costs such as name change fees may apply.
If a traveler cancels after the group has been ticketed, even if it is more than 120 days before departure, the cost of the airline ticket is non-refundable and the airline ticket cannot be used for later travel by the individual.
In the event a trip is canceled by group leaders or administration for any reason, including a change in destination, Immeasurable Journeys’ standard cancellation policy will apply.
In the event of cancellation due to medical reasons or other limitations on the part of the traveler, Immeasurable Journeys’ standard cancellation policy will apply.
Any participant expelled or disciplined by the school is subject to Immeasurable Journeys’ standard cancellation policy.
If a participant is unable to obtain the required travel documents, Immeasurable Journeys’ standard cancellation policy will apply.
Refunds for all cancellations will be processed according to the refund policy outlined below (see REFUNDS).
Cancellation Fees Schedule:
>120 days prior to departure – Deposit
>90-120 days prior to departure – Deposit + 10% of the total trip price
61-90 days prior to departure – Deposit + 30% of the total trip price
31-60 days prior to departure – Deposit + 50% of the total trip price
0-30 days prior to departure – 100% of the trip price (No refund or airline credit will be issued.)
CANCELLATION DUE TO EXCEPTIONAL CIRCUMSTANCES
Exceptional Circumstances may result in postponement, re-booking, or total cancellation of trips. Initially, Immeasurable Journeys would work with your group leader to reschedule your trip. No rebooking fee will apply however trip cost differences may be incurred. If your group is unable to reschedule your trip to a new date or destination, and your trip is canceled or cannot be delivered due to Exceptional Circumstances, travelers will be refunded all monies paid less non-refundable fees and an additional cancellation fee of $499 for international air travel, $389 for domestic air travel and $189 for domestic bus travel.
Exceptional Circumstances include, but are not limited to, acts of force majeure, war,
criminal or terrorist activities (or threat) of any kind, civil unrest, strikes or other restrictive labor activities, illness or disease, actual, perceived or threatened epidemics or pandemics, government-imposed closures or travel restrictions, and other events outside Immeasurable Journeys’ control that make the performance of a trip impossible or impractical.
Please note, the traveler’s decision to withdraw from their trip in the event that the trip itself has not been canceled or affected by the above conditions, will result in the normal cancellation policy being applied.
For example: if a trip can still go ahead even in the event of stricter mandates or mask and vaccine requirements, it is the travelers responsibility to ensure they are able to attend the trip should specific details change.
(We recommend reviewing your third-party travel insurance coverage as monies lost due to exceptional cancellation circumstances may be recoverable via your plan. Some third-party carriers may provide ‘cancel for any reason’ policies.)
REFUNDS
Refunds will only be issued upon written request. Refunds will be issued by Immeasurable Journeys after all accounts for all travelers are paid in full. Please allow two to three weeks after all accounts have been paid in full for refunds to be issued to the organization. If refund for a payment or an overpayment is required, there will be a 3% processing fee deducted from the refunded amount. All overpayments due to organization-sponsored fundraising will be refunded directly to the organization.
Individual billing: refund requests can be emailed to billing@immeasurablejourneys.com.
Organization billing: please contact your group leader directly for any refunds due on your account.
Immeasurable Journeys advises consulting with your third-party travel insurance to attempt to recover any nonrefundable monies (if applicable) in the event of any type of cancellation. This is an external process between the insurer and traveler.
PASSPORTS AND VISAS
Each traveler is responsible for obtaining the required travel documents. This may include visas, passports, proof of vaccinations and/or medical exemptions where applicable. For international travel, this includes obtaining a valid passport and any applicable visas for his or her trip, prior to departure. This is solely the responsibility of the traveler. Please allow at least 3-4 months to obtain a passport under normal conditions.
If a participant is unable to obtain the required travel documents Immeasurable Journeys’ standard cancellation policy will apply.
If you already have a passport, please note, we do require that your passport must be valid for at least six months after your return date.
Travelers must first contact the embassy or consulate of the destination countries for rules and procedures to obtain the required visas for international travel. If needed, they must then contact their own embassy to fulfill the requirements of travel. It is strictly the responsibility of the traveler to obtain the proper passport and travel documents.
Minor participants traveling internationally require a “Permission Form for Minor Travelers” which must be signed and notarized by each parent and/or guardian less than 30 days prior to departure.
Please note that in the very unlikely event of losing a passport while traveling, the traveler will be responsible for all costs associated with obtaining a new one.
TRAVEL INSURANCE
We require that all participants provide proof of travel protection with emergency medical expense coverage of at least $25,000 and emergency medical evacuation/repatriation coverage of at least $150,000, to participate in trips.
For your convenience, we offer a Travelex Insurance Services protection plan to help protect you and your travel investment against the unexpected. For more information on the available plan for your trip click here.
Travelex Insurance Services, Inc. CA Agency License #0D10209. Insurance coverages underwritten by individual member companies of Zurich in North America, including Zurich American Insurance Company (NAIC # 16535).
TRIP INCLUSIONS
Round trip airfare, unless otherwise specified on your itinerary
Quality accommodations
All ground transportation at destination, excluding optional activities
All group activity fees included in your itinerary
Full-time Immeasurable Journeys guide for the entire duration of the trip
Local tour guides, per itinerary
Immeasurable Journeys T-shirt
Breakfast and dinners on all trips and lunches on selected programs, based on destination, arrival, and departure times
Tipping (unless otherwise specified) – Customary gratuities for bus/coach driver and step-on-guide(s) (excluding IMJ guide).
Please note: lunches are not included on Europe trips, ski days, some select programs, or on the first and last days of any program. Check your itinerary for details about the meals included on your specific trip.
TRIP EXCLUSIONS
Snacks and souvenirs
Lunches on the first and last days of your itinerary
Lunches on European and New York City trips or ski days
Special room arrangements
Additional expenses due to traveler requested deviations from the group’s itinerary
Fees for optional activities selected by the group leader
Baggage fees charged by individual airlines
Surcharges due to fuel cost increases, airline fees, tax increases, and/or exchange rate increases
Cost for any passport or visa documentation or issuing
Airport tax (where applicable)
AIRLINES
Immeasurable Journeys uses major and reputable national and international airlines. Immeasurable Journeys will not be responsible for scheduling changes, overbooking, missed connecting flights, long layovers, or any expenses related to such delays. Group travel requires flexibility, and due to airline policies, groups may be asked to split, change travel dates or depart from alternate cities.
Deviations: Individuals may request to travel on different dates from the rest of the group, however, such deviations from the group’s scheduled departure and return travel dates and times may result in an increased expense that is the responsibility of the individual. To request a deviation, please contact your group leader. All minors must travel with a pre-approved adult.
ACCOMMODATION
To provide the most affordable prices, our standard pricing is based on an average of 4 students per room and 2 same-gender school/group chaperones sharing a twin room. Our chosen accommodations are clean and reputable. It is Immeasurable Journeys’ policy that no adult may share a bed with a student unless the adult is the child’s parent and the same gender.
If requested, adults may be assigned to private rooms for an extra fee and subject to availability. Accommodation prices vary and the exact cost will be indicated on your school/group account. These fees will be charged for any additional rooms.
If your group policy differs from Immeasurable Journeys’ policy, the group will be responsible for any additional room charges.
SAFETY
Safety is #1 at Immeasurable Journeys. Our guides are professionals who have been thoroughly trained and possess specialization appropriate for their particular trip. They have extensive knowledge of the culture and terrain, and they can provide language assistance.
We require our guides to be certified in First Aid and CPR
Most of our hotel accommodations provide night security guards.
We provide each student with a complimentary t-shirt to help identify your students when traveling through the airport. We recommend that everyone in the group wear these shirts on the departure date.
In some cases, your group may have the option of changing your destination if a location has become unstable or unsafe since confirmation of the trip. Additional fees may apply.
SPECIAL NOTES
Your trip begins with the takeoff of your flight from the departure airport or departure of the bus from your school (for bus trips). Your trip concludes with the completion of your return flight or arrival of the bus back at your school.
Pricing for all trips is based on the number of travelers within the group. While we strive to maintain the lowest cost for our travelers, sometimes it is necessary to increase the price of the trip if the minimum number of travelers has not been met.
For the safety of all participants, Immeasurable Journeys has strict guidelines on the communication of itinerary details. All participants will receive information regarding the trip itinerary, flight schedule, and all other trip-related information from their organization’s group leader.
Immeasurable Journeys, its directors, employees, affiliates, participant schools, officers, agents or any associated organization is not responsible for any injury, loss, damage, accident, delay, overbooking or downgrading of accommodations, mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely, dangers associated with animals, sanitation problems, food poisoning, lack of or quality of medical care, illness or disease, difficulty in evacuation in case of a medical or other emergency, or for any other inconvenience beyond the direct control of Immeasurable Journeys resulting from any event beyond its control, including but not limited to natural disaster, war, terrorism, strikes, violence, sickness, government restrictions and regulations, or any problems caused by the airlines, bus companies, trains, ships, hotels, and any other companies or individuals providing services to our groups in connection with the provision of any goods or services, including if occasioned by or resulting from, but not limited to, Exceptional Circumstances.