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BOOKING & CANCELLATION POLICIES

SCHEDULED GROUP DEPARTURES & CUSTOM TOURS

*By making a payment to Hummingbird Student Tours, you agree to the following terms & conditions. 

 

FOR CUSTOM TOURS 

Plan ahead! While we often organize amazing private tours for our clients with as little as 4-6 weeks' notice, we recommend contacting Hummingbird® at least 12 months ahead to assure the best availability for your dates. To begin the conversation about your Custom Tour, call our office directly at +1-617-333-8569. You may also email info@hbstudenttours.com, and a Custom Tour Specialist will be in touch on the next business day.

 

WHAT YOUR TOUR INCLUDES

The typical tour includes the following:

 

  • Application & Payment Processing

  • Regular tour updates

  • Tour director and city guides as specified on the itinerary

  • Airfare as specified in the itinerary

  • Accommodations during your tour

  • Meals as outlined in the itinerary

  • All activities as noted in the itinerary and the necessary equipment for such activities

  • Ground transportation and support vehicles

  • Luggage transport

  • Admissions and fees as outlined in the itinerary

  • Gratuities for meals, luggage portage, and hotel service

 

Each tour varies slightly, so speak with our travel experts or ask for a detailed itinerary that includes the specifics. Travel to and from tour meeting/departure points, pre and post-tour accommodations and meals, optional activities, optional gratuities for your guide(s), and personal items are not included.

 

PRICE

The tour price is based on the number of participants in your group and the agreed-upon itinerary. Should your group decrease in size before your departure, Hummingbird® will adjust the price accordingly.

 

PAYMENT SCHEDULE

  • At the time of reservation: a non-refundable deposit is due per person, plus airfare payment if applicable.

  • 120 days before departure or as listed on the payment schedule: Second Payment due as listed on the payment schedule 

  • 60 days before departure or as listed on the payment schedule: Third Payment due as listed on the payment schedule

  • 90 days before departure or as listed on the payment schedule: Balance due.

 

*Payment schedules for tours vary based on departure dates, booking deadlines, and reservation availability. 

 

All payments may be made by check or credit card. Prices are in US dollars, and all payments must be made in US dollars. Once a tour is confirmed with a deposit paid, the price is guaranteed with the following exceptions: foreign currency fluctuations in excess of 5% from the rate on the date of confirmation and unforeseen increases in government taxes, fees, and levies beyond the control of Hummingbird®.

 

DOUBLE & SINGLE SUPPLEMENTS FOR HOTEL ROOMS

All tours are quoted with accommodations based on double occupancy for parents/chaperones and quadruple occupancy for students. A double or single supplement is paid by participants who specifically request double or single accommodations, and are subject to availability. If you are traveling alone and wish to share accommodations, we will try to match you with a roommate of the same gender. If you reserve at least 120 days ahead and a roommate is not available, you will only be charged a “forced” single supplement in the amount of 50% of the standard single supplement (unless otherwise noted in the detailed itinerary). Single accommodations are limited so you are encouraged to reserve early!

 

HUMMINGBIRD® CANCELLATIONS & REFUNDS

In the rare event that Hummingbird® must cancel a tour, all tour members will be notified at least 91 days before departure and will either receive a full refund or alternative travel options. Hummingbird® reserves the right to cancel any tour for any reason, including insufficient tour enrollment. Hummingbird® is not responsible for expenses incurred by guests in preparing for a canceled tour, including, but not limited to, nonrefundable airline tickets, visa fees, inoculations, equipment, etc. If a tour is canceled by government travel restrictions or any other reason beyond our control. Refunds will be calculated based on our cancellation fee schedule. We encourage you to contact our office before purchasing your airline tickets to check the status of your tour (if applicable.)

 

TRAVELER CANCELLATIONS & REFUNDS

If you need to cancel your tour, you should call Hummingbird® immediately and send a written email or mail notification. Certain fees will apply calculated as of the date Hummingbird® receives written notice of cancellation.

 

CANCELLATION FEE SCHEDULE

  • The minimum non-refundable fee is the initial deposit as listed on the payment schedule per person

  • 120 to 91 days before departure is 25%

  • 90 to 61 days before departure is 50% of the tour price

  • 60 to 46 days before departure is 75% of the tour price

  • 45 to 0 days before departure is 100% of the tour price

  • *Internal airfare purchased on your behalf by Hummingbird® is subject to the airline’s cancellation policies.

 

TRANSFERS

You may transfer to another tour within the same calendar year or transfer your tour to another person without penalty by notifying us of your wish to transfer 90 days or more before departure. After that time our normal cancellation fees apply.

 

TRIP CANCELLATION INSURANCE

We require all travelers to have traveler’s Health Insurance. We strongly recommend purchasing Trip Cancellation and Interruption Insurance. Travel insurance information is enclosed with your tour planning materials. This can help prevent needless loss in case of serious illness, accident, or death of the traveler, the traveler’s immediate family, or traveling companion. *We highly recommend purchasing tour cancellation insurance that includes the "cancel for any reason" clause. This will ensure you get the maximum refund in the event of extenuating circumstances like weather events, pandemics, or other events that are out of the control of Hummingbird®

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