TOKU TRAVEL’s Booking Conditions

Booking Conditions

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General Terms and Conditions

These Booking Conditions are valid for all TOKU TRAVEL tours departing after October 1, 2021. The most current Booking Conditions at the time of your departure will apply. All tours are operated outside of the U.S. by TOKU Travel.

WHAT’S INCLUDED IN THE PROGRAM PRICE?

• $99 non-refundable enrollment deposit
• Round-trip airfare
• Accommodations in hotels with private bathrooms
• A Tour Director available 24 hours a day from when you arrive until you depart
• Breakfast and dinner daily in Europe. (For non-European destinations different meal plans may apply.)
• Sightseeing tours and excursions led by licensed local guides as specified
• Airport transfers and transportation between destination cities
• Transportation to all included activities
• Entrance fees and theater tickets as specified
• TOKU TRAVEL walking tours and Tour Director-led sightseeing as specified
• Cruises, trains, or ferries as specified
• Adult supplement (if applicable)
• 24-hour worldwide emergency service
• Support from TOKU TRAVEL representatives abroad

The above apply to all tours unless otherwise noted on the tour itinerary. If we ever fail to provide you with any of the above, we will refund you its value upon your return from the tour.

What does the non-refundable enrollment deposit include?

All travelers must pay the non-refundable, non-transferable $99 enrollment deposit upon enrollment in order for the enrollment to be complete. After travel is completed on the first tour, repeat travelers will receive a $100 repeat traveler discount off of future tours.*  The $99 non-refundable enrollment deposit includes:

• TOKU TRAVEL’s Standard Cancellation Policy
• Processing services by TOKU TRAVEL staff
• Eligibility for discounts on other TOKU TRAVEL programs

*Repeat travelers are paying travelers who traveled beginning in 2003. Travelers who cancel their tour prior to traveling are not eligible for a repeat traveler discount. The repeat traveler discount is non-refundable and non-transferable.

WHAT’S NOT INCLUDED IN THE PRICE?

• Rooming supplement (if applicable)
• Optional excursions (except where indicated)
• Travel Insurance
• Beverages and lunches (except where indicated)
• Transportation to free-time activities
• Customary gratuities (for your Tour Director, bus drivers, and local guides)
• Porterage
• Any applicable baggage-handling fees imposed by the airlines
• Expenses caused by airline rescheduling, cancellations, or delays caused by the airlines, bad weather, or events beyond TOKU TRAVEL’s control (see next page for details)
• Passport, visa, and reciprocity fees or any other fees associated with entry to or exit from a specific destination

GROUP TRAVEL

How does group travel work?

We believe that all students should have the opportunity to travel, which means we do everything we can to keep our program prices the lowest in the industry without sacrificing quality. One of the ways we do that is by combining groups to fill a tour bus so that all travelers help cover the costs of the bus, the Tour Director, local guides, etc. Consolidating groups also allows travelers to meet students from other schools, although groups may not be of the same age level.

Therefore, in order for everyone to travel for the lowest price possible, group travel requires some flexibility. Each group submits its preferred tour choices and travel dates, and then we book all of the groups with the same requested tours on one specific departure date. It’s rare that groups do not travel on their first-choice tour. However, on occasion, we may need to book your group on a second-choice tour. In the event we cannot offer to book a tour comparable to your first-choice tour, travelers can opt to receive a full refund. Once a program is booked, TOKU TRAVEL’s Standard Cancellation Policy applies. TOKU TRAVEL strives to keep departure dates within two days of the requested date for tours departing October through April and within four days of the requested date for tours departing May through September. Your final tour itinerary and travel dates will be confirmed approximately two months prior to departure. Group Leaders also retain the ability to change the requested tour or travel dates on behalf of their group.

Anything else I need to know about my itinerary?

Based on your travel dates, there may be times when it becomes necessary to modify your itinerary. Sometimes this involves changing the order in which cities are visited, altering your length of stay in a city or country, or using an alternate airport. On certain days, especially holidays, some tour inclusions may be unavailable. In such cases, we will substitute different inclusions or provide a refund after the tour. Tours are designed for students, as reflected in the pacing, accommodations, and other aspects of the tour.

PRIVATE GROUPS

What if my group wants to travel on our own without being consolidated?

If you want the privacy of your own tour bus and Tour Director, you can choose to travel as a private group. This option is available for an additional fee, which varies based on the final number of paying travelers. If your group fills a standard-size tour bus, the private group option is free. The itinerary may not be modified while on tour (i.e. you do not have the tour bus at your disposal); however, you are able to make certain tour modifications prior to the tour departure. Although your base itinerary will include only your group, you may be consolidated with others during optional excursions. Also, due to flight and hotel availability, we require the same departure date flexibility as described above. Please let TOKU TRAVEL know prior to your first enrollment if you would like to be a private group.

What if my group is traveling on a customized tour?

If your group is traveling on a customized tour, you will automatically be traveling as a private group. The tour price for your customized tour can fluctuate based on the group size and will be finalized based on the number of paying travelers at the time of departure.

ENROLLMENT

All Enrollment Forms must be received at TOKU TRAVEL by at least 110 days prior to departure. Travelers should provide complete first, middle, and last names, and dates of birth as they appear (or will appear) on their passports.

What is the cost of a name correction?

Any corrections to match passport names made after 110 days prior to departure require that we change the flight reservation, resulting in a minimum fee of $200 per airline up to the cost of a new published fare ticket. This may also result in a different flight itinerary from the rest of the group. Travelers who have not yet applied for a passport should provide their full name and date of birth as they appear on their birth certificate.

How do travelers enroll?

Enrollment Forms and payment has to be submitted to TOKU TRAVEL Online in our webpage www.toku.travel

Can a traveler enroll on a waitlist if the tour is full?

Upon the discretion of the Group Leader, a waitlist may be offered for full tours. The $99 non-refundable enrollment deposit is required for waitlist enrollments. If space becomes available on the tour and the applicant chooses to enroll, TOKU TRAVEL’s payment plan and cancellation policies apply immediately. If space is not available by 14 days prior to departure or if the applicant cancels from the waitlist, the $99 enrollment deposit will be refunded by TOKU Travel.

Can children under 11 go on tour?

We do not allow children under the age of 6 to travel with us. Travelers ages 6-10 must have an adult chaperone other than the Group Leader and will have to room with that chaperone. Travelers may choose to stay in a family room (a room with two twin beds and a cot) or in a twin (a room with two beds). Applicable fees will apply.

Can adults go on tour?

TOKU TRAVEL’s published program prices are based on student rates for transportation, admissions, accommodations, etc. We welcome adults (those age 20 and older, including those who will turn 20 while on tour) but have to charge a per-person flat fee supplement of $100 plus $50 per night of the tour to cover the difference between student and adult rates. Adults will pay an additional $40 per night for the sea portion of their tour on overnight ferries and cruises, where applicable. Please see next page for information on adult rooming. Groups comprised of a majority of adults must select the private group option. All adult travelers will be required to complete a background check through a third party company prior to traveling. TOKU TRAVEL reserves the right to cancel any traveler if, in TOKU TRAVEL’s sole discretion, it determines the results pose a risk to the group’s safety or wellbeing

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LATE ENROLLMENTS

Can a traveler enroll after 110 days prior to departure?

Yes. A traveler may submit a late enrollment request 109 days or fewer prior to departure. The traveler must enroll on the tour, pay a non-refundable $145 late enrollment fee, and make full payment of the current program fee. The traveler will be placed on a waiting list while we check bus, flight, and hotel availability. The traveler is responsible for any additional charges that may apply. We may also offer an alternate flight to meet up with the tour or the option of arranging your own flight and buying the land-only portion of the tour.

If we are unable to place the traveler on a tour or the traveler does not wish to pay the additional charges, the traveler may cancel their enrollment request and receive a full refund.

PASSPORTS, VISAS, OTHER TRAVEL DOCUMENTS & ENTRY REQUIREMENTS

Who is responsible for obtaining a traveler’s passport, visas, and other travel documents and for complying with a destination’s entry requirements?

Each traveler is solely responsible for obtaining prior to departure a valid passport, applicable visas, and any other required travel documents, as well as verifying and satisfying the entry and exit requirements necessary for each destination of the tour itinerary. This may include required medical documents, testing, or proof of vaccinations (including any requirement to provide proof of full and up to date COVID-19 vaccination). All U.S. passports must be valid for at least six months following the tour’s return date, and travelers will need to provide passport information to TOKU TRAVEL by 110 days prior to departure. Non-U.S. citizens will need to contact the embassy or consulate of their destination countries to ensure they meet specific entry requirements. Remember to check your itinerary carefully for all countries that will be visited (including countries visited in transit). Visit the U.S. Department of State’s travel website at www.travel.state.gov for more information. If a traveler is unable to obtain these travel documents or meet any applicable entry or exit requirement, TOKU TRAVEL’s Standard Cancellation Policy will apply and travelers will be solely responsible for any incurred expenses.

FLIGHT INFORMATION

Which airlines are used by TOKU TRAVEL?

TOKU TRAVEL reserves seats with major airlines. Our contracts do not allow upgrades, stopovers, or the accrual of frequent flier miles.

What will my flights be like?

We always do our best to provide the most direct route to your destination city. However, we cannot guarantee non-stop or direct flights due to available flight routes. Sometimes, groups may travel on an overnight red-eye flight, departing the evening before the tour is scheduled to begin. In rare cases, groups may have a domestic and/or international overnight, layover, and/or bus transfer. Based on seat availability and the size of the plane, we may not be able to accommodate all members of a group on the same flight, in which case the Group Leader will determine on which flight itinerary each traveler will travel. In such instances that a traveler is not satisfied with their flight assignment, standard cancellation fees apply. We are not able to pre-assign seating. Seat assignments will be provided upon check-in. Depending on your group’s size, travelers may or may not sit together. Some countries may require aircraft insecticide treatment for inbound foreign flights.

Do I have to travel on all legs of my flight itinerary?

You must travel on all legs of your itinerary. If you do not travel on a portion of your flights, the remaining portions will be cancelled. You will be responsible for purchasing a new ticket as well as for any service fees charged by the airlines.

What happens if my flight is delayed?

TOKU TRAVEL is not responsible for airline schedule changes or mechanical, weather, or capacity-related flight delays.

Are any airports interchangeable?

Flights to and from the following destinations may originate/end at any of the airports in that vicinity. On occasion, the tour may return to a different airport than the one you departed from.

• Chicago: O’Hare or Midway
• Dallas: Dallas/Fort Worth or Dallas Love Field
• Houston: George Bush Intercontinental or Hobby
• Miami: Fort Lauderdale or Miami
• New York: LaGuardia, JFK, or Newark
• San Francisco: Oakland, San Jose, or San Francisco
• Washington, D.C./Baltimore: BWI, Dulles, or Ronald Reagan National
• Ireland: Cork or Shannon
• Italy: Milan or Venice
• Scotland: Edinburgh or Glasgow

Are there flight restrictions for travelers under 18?

Anyone younger than 18 years old traveling apart from the group without an adult companion must contact each airline on the minor’s itinerary and may need to register as an unaccompanied minor per the airlines’ policies. Some airlines will not allow minors under 16 years of age to travel without an adult companion. Any resulting fees will be assessed by the airlines and are the responsibility of the traveler. Additionally, travelers younger than 18 years old are not permitted to travel land-only unless accompanied by an adult traveling on the tour.

SPECIAL TRAVEL REQUESTS

TOKU TRAVEL is happy to provide stay-ahead/stay-behind options, alternate departure airports, and land-only tours for individual travelers or the whole group. If you have requested special travel arrangements, TOKU TRAVEL cannot guarantee that you will fly with your group in either direction.

What if the whole group wants to do a stay-ahead or stay-behind?

Where possible, TOKU TRAVEL will provide altered flight and/or land arrangements for a group of at least six paying travelers plus the Group Leader. Each traveler will have to pay any additional air and/or land costs. The Group Leader should submit one request for the whole group, which needs to be received prior to the first enrollment.

What if only one traveler has a special travel request?

Individual special travel requests should be submitted to TOKU Travel by 110 days prior to departure. Please keep in mind that you should not make any actual arrangements—such as booking a flight or hotel—until the final tour itinerary and departure date have been finalized (around 60 days prior to departure). A $150 service fee plus any additional air and/or land costs will be charged.

What are the types of individual special travel requests?

– Individual stay-ahead/stay-behind option: Where possible, TOKU TRAVEL will provide altered flight arrangements, according to a traveler’s request. Travelers are responsible for making their own arrangements to and from the hotel or airport as well as all land arrangements pertaining to their individual itinerary.

– Alternate departure airports: Program prices are based on group departures. If an individual chooses to fly out of a different airport than the group, the program price of the alternate airport will apply. Travelers must depart from and return to the same domestic airport.

– Land-only tours: On certain tours, travelers have the option to make their own flight arrangements and join the tour at the first hotel on the itinerary. Travelers are responsible for making their own arrangements to and from the hotel or airport. In this case, the program price will be reduced depending on the length and destination of the tour. TOKU TRAVEL is not responsible for any travel-related delays or inconveniences for land-only travelers. Additionally, travelers younger than 18 years old are not permitted to travel land-only unless accompanied by an adult traveling on the tour.

EXCURSIONS

What are excursions?

TOKU TRAVEL offers these activities in addition to what is already included on the itinerary. Most Group Leaders choose to add excursions to all traveler accounts.

When should I purchase excursions?

To secure a discounted price, most excursions need to be purchased by 50 days prior to departure (70 days for Versailles). Some excursions may be purchased on tour, though at an increased price.

Are excursions refundable?

If TOKU TRAVEL cancels an excursion (due to low enrollment, for example), travelers will receive a full refund for the excursion after returning home from tour. To receive a refund for an excursion that you simply no longer wish to be enrolled in, you must let us know by 50 days prior to departure or no refund will be given.

ROOMING

TOKU TRAVEL handles final rooming assignments for all travelers. We make rooming assignments based on the sex identified on your passport. If you tell us you identify as a different sex, we will work to accommodate you. Please ensure that all rooming requests are submitted by 110 days prior to departure.

How are students roomed?

Students will room in triples or quads with others of the same sex from the entire tour group. This means that students from different schools may room together. TOKU TRAVEL uses hotels with rooms that contain two double beds (beds for two people). Two students are expected to share each bed.

Can students request a twin room?

Students may request twin accommodations (a hotel room with two single beds) by submitting the name of their roommate. The following additional fees will apply:

• $50 per hotel night per student
• $90 per ferry or cruise night per student(Please note: Twin accommodations are not available on overnight trains.)

How are adults roomed?

Adults are placed in twin accommodations (a hotel room with two single beds) with another adult of the same sex from the entire tour group unless the name of a roommate has been provided. This will mean that adults from different schools/organizations may room together.

Can adults request a room with a double bed?

Adults can request double-bed accommodations (a room with one bed for two people) by providing TOKU TRAVEL with the name of their roommate by 110 days prior to departure.

Can adults request a single room?

Adults can request a single room for an additional $50 per hotel, cruise, or ferry night. This fee is in addition to the standard adult supplement fees covered on the previous page. Single rooms are not available on overnight trains.

MISCELLANEOUS

When does the tour officially start and end?

Each tour begins with the take-off from the departure airport and ends when the flight lands at the return airport. For those making their own flight arrangements, the tour begins upon arrival at the first TOKU TRAVEL hotel and ends upon departure from the last TOKU TRAVEL hotel, according to the itinerary. The official length of a TOKU TRAVEL tour does not include stay-ahead, stay-behind, or any optional periods or activities when travelers are not escorted by a Tour Director.

What if a refund is due?

Where applicable, refunds for overpayment will be issued upon request and after the most recent payment has been in the traveler’s account for 21 days. Refunds will be issued back to the original form of payment unless that is no longer valid, in which case a refund check will be issued in the name that appears on the traveler’s account. All refund checks are mailed 4-6 weeks after the request has been processed. There will be a non-refundable $35 stop-payment fee for lost refund checks.

Non-Refundable Fees

Non-Refundable Fees are defined as the Enrollment Deposit ($99), Global Travel Protection plan cost ($165), Global Travel Protection Plus plan cost ($460) and Manual Payment Plan Fee ($50) as well as any late fees, late enrollment fees, Automatic Payment Plan decline charges, return check/ direct debit fees, late special travel request fees and canceled check fees which have been applied to the account at the time of cancellation.

What about lost belongings?

TOKU TRAVEL is not responsible for loss of passports, airline tickets, or other documents, or for loss of or damage to luggage or any other passenger belongings. In the case of lost travel documents, the traveler is solely responsible for meeting the airline’s requirements (both logistical and financial) for ticket replacement.

What about travelers with food allergies?

TOKU TRAVEL recognizes that some travelers may have severe food allergies. We will do our best to ensure that our suppliers are informed of the situation, but we cannot guarantee that all requests will be accommodated. Travelers are responsible for making their own arrangements for all in-flight meals.

How can I protect myself from the risk of COVID-19 while on tour?

Taking personal responsibility for your wellbeing begins with packing any personal protective equipment and sanitizers you require. Adopt physical distancing and hygiene practices throughout your pre-trip travel arrangements and follow all health instruction, whether physical signage, or requests from the Tour Director or our staff once on tour.

What items are prohibited from tour?

For the safety and well-being of all travelers, no firearms or any other weapons are permitted on tour except as required by law.

PERSONAL DATA

TOKU TRAVEL will process your personal data in compliance with applicable data protection legislation for the purposes of completing your enrollment, customer service, the purchase of an offered travel protection plan, and providing you with the products and services related to your tour. This may entail sharing your personal data with corporate affiliates, claims handlers, insurance providers, and other business partners both within and outside the U.S., including to and within the EEA/Switzerland. We have put appropriate safeguards in place for such transfers of your personal data, including the standard data protection clauses adopted by the European Commission. TOKU TRAVEL may also use your personal data, combined with data from third parties, to market products and services based on your interests, including by email and SMS/text. You may contact TOKU TRAVEL at any time to unsubscribe from any direct marketing purposes.

We will only keep your personal data for as long as it is necessary for the purposes for which it has been collected or in accordance with time limits stipulated by law and good market practice, unless further retention is necessary for compliance with a legal obligation or for the establishment, exercise or defense of legal claims. We will keep your personal data for marketing purposes until you withdraw your consent.

If you have questions about the processing or use of your personal data, would like to have a copy of the information TOKU TRAVEL holds about you, or have inaccurate personal data corrected or erased, please contact customer service.

Cancellations and Modifications

STANDARD CANCELLATION POLICY

The cancellation policies outlined below take into consideration the costs TOKU TRAVEL incurs often years before groups ever depart. Notice of cancellation from an TOKU TRAVEL tour will only be accepted from the traveler, their legal guardian, or the Group Leader. The date of cancellation will be determined by the date on which TOKU TRAVEL receives notice. In order to qualify for refunds in accordance with TOKU TRAVEL’s Standard Cancellation Policy, all payments must be received on time.

TOKU TRAVEL’s Standard Cancellation Policy*

– 150 days or more prior to departure: Full refund less the $99 non-refundable enrollment deposit, all Non-Refundable Fees, and a $300 cancellation fee.

– 149 to 110 days prior to departure: Full refund less the $99 non-refundable enrollment deposit, all Non-Refundable Fees, and a $500 cancellation fee.

– 109 to 45 days prior to departure: Full refund less the $99 non-refundable enrollment deposit, all Non-Refundable Fees, and 50% of the program price.

– 44 days or less prior to departure: No refund will be issued.

Cancellation with replacement**

– 150 days or more prior to departure: Full refund less the $99 non-refundable enrollment deposit and all Non-Refundable Fees.

– 149 to 110 days prior to departure: Full refund less the $99 non-refundable enrollment deposit, all Non-Refundable Fees, and a $100 substitution fee.

– 109 days or less prior to departure: Replacements can no longer be accepted and TOKU TRAVEL’s Standard Cancellation Policy will apply.

** Cancellation with replacement refers to a traveler who cancels but finds a person to replace them for the same program. The replacement’s Enrollment Form must be submitted at the same time as the notification of cancellation.

GROUP LEADER CANCELLATIONS

A Group Leader must accompany travelers on every tour. If a Group Leader cancels for any reason, they will be asked to assign a new Group Leader. Any travelers who cancel at this point and choose not to travel with their replacement Group Leader will be treated as standard cancellations. If no replacement Group Leader is found, the affected travelers will need to cancel to be eligible for TOKU TRAVEL’s Standard Cancellation Policy. Those travelers interested in being placed with a new tour group should contact TOKU TRAVEL. If we cannot find a new tour for these travelers, TOKU TRAVEL’s Standard Cancellation Policy will apply.

CANCELLATIONS OR MODIFICATIONS REQUIRED BY EXTERNAL EVENTS BEYOND TOKU TRAVEL’S REASONABLE CONTROL

TOKU TRAVEL shall not be liable to any traveler for the need to cancel, modify, or postpone the tour as a result of events that are beyond TOKU TRAVEL’s reasonable control. These matters include such “acts of God” or force major events as actual or threats of: epidemics or pandemics, or other public health issues or emergencies (such as but not limited to the current COVID-19 pandemic); severe weather events or natural disasters such as but not limited to hurricanes, earthquakes, tsunamis, tornadoes, fires, floods, volcanic activity, or landslides; war (whether declared or undeclared); terrorist activities; instability in a destination location; incidents of violence, riot, sabotage, civil commotion, or nationalization; strikes or labor disputes or lockouts; government orders, sanctions, actual or potential quarantines, or other restrictions affecting travel in, to, or around a location; disruption to transportation; chemical or radioactive contamination; or any other reason that makes it actually or potentially impossible or illegal for TOKU TRAVEL to conduct the tour as originally contracted. TOKU TRAVEL incurs substantial non-recoverable costs and expenses of its own in planning, preparing, and pre-paying amounts for such tours. Accordingly, if TOKU TRAVEL cancels a tour for any such reason, travelers will receive an TOKU TRAVEL future travel voucher for all monies paid, less the cost of any purchased travel protection plan. Cancellation, modification, or postponement by TOKU TRAVEL for causes described in this section shall not be a violation of its obligations to any traveler and will not be deemed a “failure” to provide travel services.

COVID-19 CANCELLATIONS, MODIFICATIONS, OR REQUIREMENTS

In the event external events beyond TOKU TRAVEL’s reasonable control have not rendered a tour program impossible or illegal to depart as scheduled yet TOKU TRAVEL reasonably decides in its sole discretion that the program must nevertheless be cancelled, modified, or postponed due to health or safety concerns related to the COVID-19 pandemic or because issues related to the COVID-19 pandemic would affect the quality of the program, travelers acknowledge that TOKU TRAVEL’s sole obligation to them will be to issue an TOKU TRAVEL future travel voucher in the amount of all monies paid, less the cost of any purchased travel protection plan. TOKU TRAVEL and the enrolled traveler agree that a cancellation, modification, or postponement by TOKU TRAVEL for causes described in this section shall not be a violation of its obligations to any traveler and shall not be deemed a “failure” to provide travel services.

TOKU TRAVEL is not responsible and shall not be liable to any traveler for any destination imposed travel entry or exit requirement related to COVID-19, including but not limited to vaccination, testing, or other public health requirements. Customers who are unwilling or unable to comply with such travel or entry requirements and who choose to cancel their tour are subject to TOKU TRAVEL’s Standard Cancellation Policy. TOKU TRAVEL also reserves the right in its sole discretion to, in good faith efforts to protect against health concerns, exceed destination-imposed travel or entry requirements and require full vaccination against COVID-19, pre-tour and on-tour testing for COVID-19, and other public health measures for travelers to certain destination. In such an event, for tours departing prior to September 30th, 2022, travelers unable or unwilling to meet such requirements must notify TOKU TRAVEL of their decision to cancel by no later than 110 days prior to departure. Travelers acknowledge that TOKU TRAVEL’s sole obligation in that instance is to issue an TOKU TRAVEL Future Travel Voucher for all monies paid, less the cost of any purchased travel protection plan. TOKU TRAVEL’s Standard Cancellation Policy applies to travelers who cancel for a reason covered by this provision within 110 days prior to departure. Travelers departing on a tour after September 30th, 2022 are subject to TOKU TRAVEL’s Standard Cancellation Policy.

OTHER TERMS AND CONDITIONS

The terms and provisions of these Booking Conditions supersede any other warranties, representations, terms, or conditions, unless they are expressly stated within a Booking Conditions Addendum or in a letter signed by an TOKU TRAVEL officer. While TOKU TRAVEL makes every effort to ensure the accuracy of its publications, it cannot be held responsible for typographical or printing errors (including prices).

Enrolling travelers acknowledge that TOKU TRAVEL may change the Booking Condition terms from time to time and those changes become effectively immediately. Notice will be provided to you in the event of a material change. A traveler’s continued use of TOKU TRAVEL’s services following such notice constitutes acceptance and agreement to be bound by such changes. Travelers agree that the current version of the Booking Conditions in effect at the time of travel or cancellation applies to their tour program.

DIVERSITY, EQUITY, INCLUSION AND BELONGING

TOKU TRAVEL is committed to providing an inclusive tour experience, and all of our travelers play a role in this. On tour, you will meet people who represent a variety of backgrounds and beliefs and explore diverse cultures and histories. Our goal is to create an environment that celebrates these differences and fosters learning more about the world, yourself, and yourself in the world.

Rules of Travel

When you enroll on your tour
You agree to TOKU TRAVEL’s Rules of Travel.  If you do not conform to these regulations or any specific rules set by your Group Leader, you risk dismissal from the tour, returning home at your expense with no refund for the missed tour portion. Decisions regarding tour dismissal are up to TOKU TRAVEL and/or your Group Leader.

All travelers must adhere to the following regulations while on tour:

All scheduled activities are obligatory. If you are sick, have signs of becoming sick, or have a physical ailment that might prevent you from participating in an activity, you must tell the Group Leader, who should notify the Tour Director.

If you want to visit friends or relatives in a destination country, your Group Leader must be told before the tour begins. Please complete the Tour Release Form, found under Forms and Resources in your personalized website, to receive permission for the visits. You must then give the form to your Tour Director upon arrival.

You are expected to respect the nightly curfew that your Group Leader may set for your own safety and security. Room checks will be conducted at the Group Leader’s discretion. Visitors or group members of the opposite sex are not permitted in your room.

Smoking is not allowed on buses, during meals, in hotel rooms or in any other shared, enclosed space.

Hitchhiking and the driving or renting of any motor vehicle is strictly forbidden for all travelers.

You are required to pay for any phone calls or incidental personal expenses incurred at hotels. These will be payable the evening before departure at each hotel.

Travelers under the age of 18 may not consume alcohol on tour. Travelers over the age of 18 (or older, if local laws require) may consume beer or wine in moderation. The consumption of hard liquor is strictly forbidden. Group Leaders and/or parents may prohibit all alcohol consumption at their discretion. Excessive drinking by any traveler will not be tolerated and will result in dismissal from tour at the traveler’s own expense.

Illegal activities will not be tolerated and are punishable by immediate dismissal from the tour. If you are involved in any illegal activities, all costs to return home are at your own expense. If the local authorities are involved, you will be subject to the laws of the country you are visiting.

Payment for damage done to hotel rooms or to buses is your responsibility. If you notice any damage upon arrival at a hotel, you should notify the Tour Director immediately.

Release and Agreement

I (or parent or legal guardian if enrollee is under 18 or a minor under any other applicable law) have read, understand, and agree to the following in exchange for enrollment on an TOKU TRAVEL educational tour:

1. I acknowledge and understand that my tour is operated outside of the U.S. by TOKU TRAVEL.
2. TOKU TRAVEL does not own or operate any entity which is to or does provide goods or services for my program, including, for example, hotels; arrangements for, ownership of, or control over houses, apartments, or other lodging facilities; tour directors; airline, vessel, bus, or other transportation companies; local ground operators; visa processing services; providers or organizers of optional excursions; or food service or entertainment providers; etc. I acknowledge that all such persons and entities, specifically the Tour Director assigned to my tour, are independent contractors and not employees or agents of TOKU TRAVEL. As a result, TOKU TRAVEL is not liable for any negligent or willful act or failure to act of any such person or entity, or of any third party.
3. Without limitation, TOKU TRAVEL is not responsible for any injury, loss or damage to person or property, death, delay, or inconvenience in connection with the provision of any goods or services occasioned by or resulting from, but not limited to, acts of God; force majeure; acts of government; acts of war or civil unrest; insurrection or revolt; strikes or other labor activities; public health issues or emergencies, epidemics, pandemics, plagues, outbreaks of infectious disease, mass-illness; criminal, terrorist, or threatened terrorist activities of any kind; overbooking or downgrading of accommodations; structural or other defective conditions in houses, apartments, or other lodging facilities (or in any heating, plumbing, electrical, or structural problem therein); mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely; financial failure or other defaults by suppliers; dangers associated with water-based activities; dangers associated with or bites from animals, insects, or pests; sanitation problems; food poisoning; lack of access to or quality of medical care; difficulty in evacuation in case of a medical or other emergency; or any negligent or willful act or failure to act of any third party or for any other cause beyond the direct control of TOKU TRAVEL.
4. I agree to release TOKU TRAVEL and my school, my school district, my school board, my Group Leader, and Tour Director (collectively, the “Released Parties”) from, and agree not to sue the Released Parties for, any and all claims, of any nature related in any manner to my participation in an TOKU TRAVEL-sponsored tour or a Service Learning Tour, including, but not limited to, claims for negligence, breach of contract, breach of express or implied warranties, negligence or wrongful death, or any statutorily based claim. I hereby unconditionally and unequivocally waive any and all claims and demands for all damages, losses, costs and expenses of any nature whatsoever (including attorneys’ fees) on account of or arising out of any and all personal injury, death, bodily injury, mental anguish, emotional distress, or property or other damage that I may suffer from any cause whatsoever related in any way to my participation in any TOKU TRAVEL-sponsored tour or a Service Learning Tour.
5. I understand that travel in other nations is not similar to travel within the United States. Travel outside of the United States can involve inconvenience and risk, including, but not limited to, forces of nature, geographic and climatic conditions, different hygienic standards, infrastructure problems (including road maintenance, transportation delays and accommodation conditions), civil unrest, vandalism, crime, political instability, and terrorism. Medical services or facilities may not be readily available or available at all during all or part of a program and, if available, may not be equal to standards in the participant’s home country. I understand that a Service Learning Tour is a physically demanding excursion in a developing country, and I knowingly assume the risks of such an excursion. I further understand that different parts of the world present unique health, disease, and safety concerns, and I agree to review any specific risks related to my destination by visiting the U.S. Centers for Disease Control and Prevention’s Traveler’s Health website at www.cdc.gov/traveland the State Department’s International Travel website at travel.state.gov/content/travel/en/international-travel.html. I assume all risk of bodily injury, death, emotional trauma, property damage, inconvenience, and/or loss resulting from negligence or any other acts of any and all persons or entities, however caused, including, but not limited to, those risks mentioned above. It is my intention fully to assume all of the risks of travel and participation in the program and to release the Released Parties from any and all liabilities to the maximum extent permitted by law.
6. I further agree to release the Released Parties from any and all decisions to cancel, modify, or delay the tour as a result of unforeseeable events that are beyond the reasonable control of TOKU TRAVEL or which become necessary or advisable for my safety or for the quality of the tour experience.
7. I agree that this Release applies to and binds myself and my minor child enrolling on tour (if applicable), along with my personal representatives, executors, heirs, and family.
8. In addition, TOKU TRAVEL shall have no responsibility for me whatsoever when I am absent from a TOKU TRAVEL-supervised activity or for non-supervised activities, such as visits to friends or relatives or during stay-ahead/stay-behind option periods or any other optional period or activity when not escorted by a Tour Director.
9. My tour begins with the takeoff from the TOKU TRAVEL departure airport and ends upon completion of the flight back to the origination (or other arrival) airport.
10. The air carrier’s liability for loss of or damage to baggage or property, or for death or injury to person, is subject to and limited by the airlines’ contract of carriage, its tariff, the Montreal Convention or Warsaw Convention, and their amendments or both.
11. TOKU TRAVEL or my Group Leader reserves the right to refuse or cancel my registration at its sole discretion. In such event, standard cancellation policies as outlined in the Booking Conditions apply.
12. I agree to abide by TOKU TRAVEL’s regulations and the directions of my Group Leader, my Tour Director, and TOKU TRAVEL’s personnel during my tour. Failure to do so may result in my Group Leader or TOKU TRAVEL terminating me from the tour immediately. I understand that to disobey such rules or directions is to waive the right to a refund of any part of my program price, and that my Group Leader or TOKU TRAVEL may then send me home at my own expense.
13. I agree to abide by all local laws, regulations, and governmental advisories for all locations of my tour while abroad. I understand that if I refuse to follow, abuse, or disobey those laws, even unintentionally, I waive my right to a refund of any part of the program price, and my Group Leader or TOKU TRAVEL may send me home at my own expense. I also understand that, should local authorities be involved, I will be subject to the laws of the country I am visiting.
14. If I become ill or incapacitated, TOKU TRAVEL and their employees, my Tour Director, or my Group Leader may take any action they deem necessary for my safety and well-being, including notifying parents/guardians and/or securing medical treatment (at my own expense) and transporting me home. TOKU TRAVEL retains the right, in its sole discretion, to contact the traveler’s parents/guardians with regard to health issues or any matter whatsoever that relates to the traveler’s tour. These rights transcend any and all privacy regulations that may apply. In the event of a medical emergency, TOKU TRAVEL will attempt to cause appropriate treatment to be administered, and the traveler authorizes TOKU TRAVEL to do so. TOKU TRAVEL, however, makes no warranty that it will be able to cause effective (or any) emergency treatment to be administered or to be timely administered.
15. I have made the choice to travel with the teacher/Group Leader organizing my group. I understand that this choice is not the responsibility of TOKU TRAVEL. I understand that my Group Leader is able to make decisions on my behalf, including, but not limited to, changing the group’s requested tour or travel date and requiring that I purchase items such as the Global Travel Protection plan and optional excursions. I understand that a Group Leader must accompany me on tour. If my Group Leader cancels for any reason, TOKU TRAVEL will ask them to assign a new Group Leader. If I cancel at this point and choose not to travel with the replacement Group Leader, I will be treated as a standard cancellation. If no replacement Group Leader can be found, I will need to cancel, and TOKU TRAVEL’s Standard Cancellation Policy will apply. I may also request that TOKU TRAVEL place me with a new tour group. If TOKU TRAVEL cannot find a new tour group for me, TOKU TRAVEL’s Standard Cancellation Policy applies.