Frequently Asked Questions

General

How to Get Started?

  • Review our educational travel programs: Browse Tours
  • Contact our Travel Experts with ideas and questions: Request Info

What’s Next?

  • Promote to students and parents using presentations, flyers and brochures provided by Experience.
  • Check out our Fundraising resource page for fun ideas!

Are there age requirements to travel with Experience?

For Students: The minimum age is 8 years old for most programs. The only exception is our Summer Camp programs, which are determined by grade level groups.

For Adults: The minimum age requirement for adult travelers is 23 years old.

What identification is required for travel?

Depending on the destination, travelers will need a valid ID or Passport.

What documentation is provided before departure?

Documentation for our programs is provided on our Experience app as well as in travel information packets provided to Group Leaders.

What services are included in Experience programs?

Besides an educational experience that lasts a lifetime? We provide private transportation, round-trip airfare, housing, daily meals (breakfast and dinner), activities, tours, site visits, dedicated 24/7 support, lesson plans and interactive learning experiences.

For additional services, please make a request with our Travel Experts.

How do room assignments work?

  • While on tour, groups of 3-4 students under the age of 23 and of the same gender* will share a room.
  • For programs with multiple groups, students of the same gender share a room, which may include students from another group.
  • Program Leaders are responsible for assigning which students will room together and Experience will assign room numbers.

*Experience is committed to nondiscrimination on the basis of gender identity or sexual orientation. For more information, please contact our Travel Experts.

What are the accommodations like?

For Students: Hotel rooms are furnished with either single or double beds. Single beds accommodate one person. Double beds may be shared. For room upgrades, additional fees apply based on destination and itinerary. Please consult our Travel Experts for more information.

For Adults: Adult travelers are automatically placed into twin rooms. For a single room there is an additional fee required at the time of enrollment.

Can an individual request an alternate departure gateway?

Yes. To change a departure gateway, please indicate this request as part of the enrollment process. Full program price will still apply, including round-trip flight. Any additional costs for changing a departure gateway are charged to the participant’s account, plus a service fee of $145.

Safety and Security

What support is provided for the programs?

Tour Directors: Tour Directors are onsite with students throughout our programs. All Tour Directors have passed a full background check.

Experience app: Experience app is our mobile application that manages travel logistics, security and communication. Features include: emergency alert button, geofencing and multiple ways to stay connected while students are traveling.

Dedicated 24/7 support: We provide an on-call staff member who will pick up the phone any time of day to ensure students are safe and secure.

What support is there for travelers with disabilities or special needs?

Students and adults with special needs or physical disabilities are welcome to travel with Experience. Please let us know in advance, so we can do everything we can to accommodate.

Please note: Some bus companies and hotels are not wheelchair accessible. Please contact our Travel Experts about specific needs.

Are there options for travelers with allergies or dietary restrictions?

Yes. Please let our Travel Experts know in advance of departure to discuss allergies and dietary restrictions, so we can plan for necessary accommodations.

How many chaperones can come on the trip?

For domestic trips, groups receive 1 free chaperone placement for every 15 paid participants.

For international trips, groups receive 1 free chaperone placement for every 6 paid participants.

What if our flight is delayed or we cannot travel to our destination?

In case of an emergency or travel interruption, contact our on-call support team.

All groups and their members have a guaranteed ticket. With large groups, some airlines will try to reprotect some or all of the group to another airline to accommodate status passengers. In these cases, staying on the same flight may be possible after a direct discussion with the airline desk. If there is a mechanical failure or scheduling issue, work with the airline desk to transfer to another airline.

Our Travel Experts are on standby to help facilitate the ease of travel and assist with any questions or concerns.

If the flight is delayed to the point where participants may miss the majority of the program, the Group Leader may opt to rebook their travel dates.

Nondiscrimination Policy

Experience is committed to creating programs that do not discriminate on the basis of race, color, religion, creed, national origin, ethnic group, citizenship, sexual orientation, gender identity or expression, sex, age, ancestry, mental or physical disability, genetic information, or any other legally protected characteristic. We support reporting any perceived incidents of harassment, discrimination or retaliation to your Travel Expert or Tour Director as soon as possible.

What insurance is provided for domestic and international trips?

For domestic trips, our liability insurance covers individuals acting on behalf of Experience, such as group leaders, chaperones, tour directors, guides and educational partners.

For international trips, we include travel insurance for all participants. Our international travel insurance provides protection in the case of accidents, illness, flight interruptions and loss of baggage.

What are the requirements for chaperones?

All chaperones must complete a background check and be 22 years of age or older. Additionally, chaperones have the responsibility of supporting their group throughout the trip.

Payments and Registration

How to Register for a Program?

To begin the registration process, select “Find My Tour” from the top menu on the Experience Website. To continue from there, input the TourID provided by the Group Leader.

Once on the tour page, click “Enroll Now” to start the registration process. Be prepared with the necessary traveler information to fill out the registration form and choose a payment plan. Once this is complete, a registration confirmation will arrive by email. To access this account at any time to make updates, click the “My Account” link on our website from the top menu.

How to Log In to an Experience Account?

After enrolling, participants will create a username and password. To access an account from the Experience homepage, click the “My Account” link at the top of the page and input the credentials created at the time of enrollment.

What are the payment options?

Upon enrollment, there is a nonrefundable deposit of $95 required. This amount is subtracted from the overall program cost for all payment plans.

Option 1: Pay in full at the time of enrollment.

Option 2: Sign up for automatic payments in two installments or on a monthly basis.

a. Two installment plan:
  1. At 30 days after the deposit is paid, pay 50% of the program cost.
  2. At 4 months prior to departure, complete the other 50% of the full program payment.
b. Monthly:

Our monthly payment plan begins 30 days after enrollment, so the program cost is paid in full by 4 months prior to departure.

Are reservations canceled by Experience due to missed or failed payments?

If a participant does not meet the conditions of their selected payment plan, the reservation(s) will be canceled and all standard cancellation fees apply.

What is Experience Cancellation Policy?

Official cancellation requests must be mailed to Experience at [email protected]. The parent or guardian of the participant may contact our Travel Experts to inquire about specific cancellation policies and procedures.

  • At 150 days or more prior to departure, participants are eligible for a full refund minus the nonrefundable deposit of $95, all nonrefundable fees and a cancellation fee of $200.
  • At 149 to 110 days prior to departure, participants are eligible for a full refund minus the nonrefundable deposit of $95, all nonrefundable fees and a cancellation fee of $400.
  • At 109 to 45 days prior to departure, participants are eligible for a full refund minus the nonrefundable deposit of $95, all nonrefundable fees and a cancellation fee of 50% of the program cost.
  • At 44 days or less prior to departure, participants are no longer eligible for a refund.

Experience Travel Protection Plan Plus

For all Experience programs, there is an option to add our Travel Protection Plan Plus that covers cancellations for any reason. To find out more about this protection plan or how to add it to a purchase, please consult our Travel Experts.

Are refunds provided?

All refunds are at the discretion of the Experience Management team. Standard cancellation fees will apply as listed above.

Can't find what you're looking for?

Contact Us