REFUNDS AND SAFETY
Cancellations and refunds
Program Cancellations and Refunds
GEA programs can be canceled up until 7 days before departure for a full or partial refund for a program. A full refund will be given back if the program is canceled 45 days or more before the departure date, minus the deposit which is different for each program and can be found on each program page, flyer and payment page.
Program deposits are non-refundable, except in the event that GEA is compelled to cancel the program due to unforeseen circumstances or in the case of extenuating circumstances on the participant brought on by Covid-19. In both cases a fee of 2.9% of the sum that has been paid before cancellation, will be kept to cover transaction fees.
In the event that you cancel a program you have paid for, you may be able to transfer part of your program costs to a future program. GEA aims to be as flexible as possible and work with our participants in good faith to ensure everyone’s interests are fully considered.
We will reimburse you no later than 30 days from the day on which you cancel the program. You may cancel the program by writing to us at firstname.lastname@example.org. We will use the same means of payment for any eligible refund as you used for the order.
Timeline of Cancellation and Refund Policy
7 days prior to departure - Non-refundable
8-20 days prior to departure date - 25% of total purchase amount can be refunded
21-30 Days Prior to departure date - 50% of total purchase amount can be refunded
31-44 Days Prior to departure date - 75% of total purchase amount can be refunded
45 or more Days Prior to departure date - 100% of the total purchase price can be refunded (minus the deposit, which differs from Program to Program)
A minimum deposit of $250 is due within one week of being accepted to a program to confirm and hold a participant’s spot. The deposit is more for more expensive packages, and should be at least 15% of a program’s total price. $250 is the starting deposit amount for a main program and each additional pre- or post-trip added to a package is at least $100 more/segment. Deposits may be up to $500 for programs and packages that are more than $2500 in total.
GEA’s payment plans will generally include three payments in total, including the deposit (due one week after being accepted to the program), Payment #2: Which will be at least 30% of the total program price so that with the deposit amount, it covers about half of the total fee owed), will be due approximately two months after the deposit, and generally at least two months before a program begins; Payment #3 is the final payment which also includes any add-on or upgrade fees. The final payment is generally due on the 1st day of the month prior to the program start date. For example, any June programs would have final payments due on May 1st. In some cases, the add-on and upgrade fees may need to be paid closer to the program start date if all options have not been finalized.
In addition to GEA cancellation policies you may want to consider purchasing travel insurance. There are a few different kinds of travel insurance, including trip cancellation, medical and evacuation insurance. You will want to choose which one is right for you. The following link will help you distinguish between the different kinds of policies and will point you towards sites that will help you choose the appropriate company for you: https://www.nerdwallet.com/article/insurance/travel-insurance
Health and Safety
GEA chooses locations where we can have spectacular conversations around spectacular scenery. The locations we choose are always on the safe travel list of the US State Department. They are places where we can comfortably lead you to have the experience you have paid for. We team up with phenomenal local partners who know and are connected to all available resources of the area and who know how to keep you safe. In order to provide for your added comfort we ask you for your allergies and food preferences before the start of the journey as well as medical conditions you would like us to be aware of.
WHAT IS GEA DOING TO ENSURE SAFE AND HAPPY TRAVELS?
GEA will be doing everything we can to navigate our 2024 programs and to help everyone feel secure and comfortable. This means we may sometimes go above and beyond safety protocols in the US and abroad. In addition to US recommendations and local guidelines we are also requiring our participants to follow additional strategies that will help us provide the smoothest possible travel experience.
How should our participants prepare for travel?
There are many ways you can personally manage a safe and happy travel experience. GEA will help remind you along the way, as there are a few things that can help ensure carefree travel. We believe the benefits of travel outweigh the risks, and that risks can be appropriately managed!
What should you do if you end up having to postpone your travel, despite precautions?
If you happen to get sick right before departure please let GEA know, and immediately consult the following -in this order- as applicable: 1. your travel agency 2. your airlines 3. your travel insurance. If you have proof of illness and tell your airlines on time, you may be able to easily change your tickets or get your money back. Alternatively your travel insurance can kick in and you should be able to get your money back. Please speak with GEA about the cancellation of your program.