Age Restrictions
Cancellations
Adult Rooming
Refunds
Special Needs and Disabilities
Alternative Departure Gateways
Sending a Group Cheques
Family and Faculty Discount
Parental Authorization
Greek Cruises
Frequent Flyer Miles
Travel Delays
Land Only
Late Sign Up and Reinstatement (International Tours)
Late Sign Up and Reinstatement (North America Tours)
Payment Plans and Options
Age Restrictions
Explorica does not accept applications for travellers under the age of 10. As our prices are based on student rates, adults age 23 and older are welcome to participate, however, they are responsible for paying an adult supplement fee.
Cancellations
The parent or guardian of a participant may contact Explorica to inquire about cancellations. Official cancellation requests MUST be faxed to us at 888.378.8846 or emailed to cancellations@explorica.ca.
Will my reservations be cancelled by Explorica if I do not make my payments?
If you do not meet the conditions of your payment plan, your reservations will be cancelled and standard cancellation fees will apply.
Explorica's Travel Protection Plan: Cancel For Any Reason Benefit
We offer all travellers the option of purchasing our Travel Protection Plan, which includes a Cancel for Any Reason Benefit. For more information about benefit rules and timelines, please see the Travel Protection section of our website.
Please note: If you are due a refund after cancellation, processing takes approximately three to four weeks.
Adult Rooming
Adults (23 years of age or older) are automatically placed in twin rooms unless a single room is selected and paid for at the time of enrolment. The adult rooming supplement fee $40 per night ($95 per night on ferries and cruise ships) and $80 per night for a single room.
Roommates are assigned by your Group Leader and requests should be given to your Group Leader 60 days prior to your departure.
Refunds
If your account has an overpayment Explorica will process your refund once all funds have cleared the bank. This usually takes about 2-3 weeks from the time the refund is posted. If your account has been cancelled, any refund due will be processed 3-4 weeks from the date of cancellation. If you purchased Explorica's Travel Protection Plan, you may submit a claim to Trip Mate.
Explorica issues refunds in the same method payments were made. Please note that Explorica cannot refund credit cards that were not originally used for payments, or that exceed the total amount charged to that card. Please contact Explorica at 888.378.8845 with questions concerning your refund.
Special Needs and Disabilities
Students or adults with special needs or physical disabilities may travel on an Explorica Tour. Please let us know in advance of your departure and we will do everything we can to accommodate your needs. Please note: some bus companies and hotels are not wheelchair accessible. We ask that you contact your Program Consultant or a Customer Care Representative with your specific needs.
Alternative Departure Gateways
If you would like to depart or return from a different airport than your group, please indicate this request at the time of your enrolment. Select your desired departure airport from the Alternate Gateway menu on the Customizations page, or include your selections on your paper application. You will pay the Tour Fee and Airport Fees based on your departure city plus a service fee ($175 CAD) and we will change your airline ticket accordingly. Travellers must depart from and return to the same Canadian gateway.
Sending a Group Cheque
If you would like to allocate cheque funds amongst group members, please fill out Group Cheque Form. If your cheque is larger than your participants’ total balance, please assign the extra amount to the Group Leader. If you have more than one group cheque to submit, please make a copy of the form and submit a separate one for each. Please mail this form(s) with your cheque(s), payable to Explorica Canada Inc, to:
Explorica Canada, Inc.
3080 Yonge St., Suite 5052, Box 32
Toronto, ON M4N3N1
Family and Faculty Discount
Explorica offers a 15% Family and Faculty Discount on the Tour Fee (all other fees apply). This discount applies only to the Group Leader's immediate family members and faculty members working at the school through which the Group Leader is organizing the tour. Those extended this discount are not considered full-paying participants and therefore do not count toward the Group Leader's stipend, free chaperone places, or travel points.
Parental Authorization
The governments of certain countries require parental consent for a minor to enter. This document needs to be completed prior to departure and taken with the traveller on tour. The forms below must be signed and notarized in order for each student to enter the country. Each traveller must present the form, along with a valid passport, to the airline attendant upon checking in.
Download the Parental Consent Form for Minors Travelling to Costa Rica or for Minors Travelling to Mexico.
Any specific questions or concerns regarding the necessity of these forms or how to complete them should be directed toward the embassy of the country being visited.
Greek Cruises
Specific details and requirements vary by cruise line so please be sure to research your cruise line's guidelines prior to your departure. The following is a list of helpful information:
General Information
- Each passenger is responsible for bringing all required travel documents (passports and visas).
- Safety boxes for your valuable items, jewelry, money and documents are available on most ships.
Attire
- Light-weight layers are recommended to suit the weather conditions of Greece and Turkey.
- Comfortable shoes are recommended for excursions as well as formal wear for evening functions.
Health and Medical Requirements
- If you are taking any medication please bring a copy of your doctor’s notes with you.
- Pregnant ladies who are 6 months and over are not allowed on board due to safety reasons.
Frequent Flyer Miles
The ability to obtain frequent flyer miles will vary depending on the airline; some airlines will credit your account and others cannot do so because you are flying on a group ticket. You will need to contact the airline directly, as Explorica is unable to negotiate frequent flyer miles on your behalf. It is helpful to obtain your boarding passes.
Travel Delays
Travel can be unpredictable and arrival times are not guaranteed.
- If you are flying from the west coast or into southern Europe, you should expect a late arrival time. Your Tour Director will work to readjust your itinerary in order to accommodate your arrival.
- If weather or mechanical problems delay your flight, your airline must work with you to make alternate arrangements and you will join the tour already in progress.
- We strongly recommend purchasing Explorica's Travel Protection Plan to protect you in the case of a travel delay or other unforeseen circumstances.
Land Only
For many of our tours, you may opt to arrange your own airline tickets and join the group at the first hotel at their first overseas destination. We will discount your Tour Fee by up to 35 percent. Tours that include an internal flight (such as China) do not permit the Land Only option.
You may sign up as a Land Only Participant online, by selecting the Land Only box on the Customizations page. Should you wish to mail us a paper application, please mark your application accordingly to reflect this option.
Please note that all Land Only Participants are responsible for their own airline tickets AND airport transfers. You will not be met at the airport by an Explorica representative.
ATTENTION MINOR TRAVELLERS (UNDER THE AGE OF 18)
Minors may NOT travel Land Only unless one of the following conditions is met:
- The traveller is accompanied by an adult. If the accompanying adult is not the parent or guardian of the traveller, written consent must be provided by the legal parent or guardian.
- The parent or guardian of the traveller has signed a consent form acknowledging that the traveller will not be met at the airport and Explorica will NOT supply chaperone or transport service to or from the airport. Forms must be completed at the time of Land Only enrolment and faxed to Explorica at 1.888.378.8846.
Late Sign Up and Reinstatement (International Tours)
All enrolments and reinstatements received less than 99 days prior to departure are subject to a $125 late sign up fee and must immediately be paid in full, including the service fee. After late applications have been received, additional charges (for last-minute flight reservations, increased Tour Fees, etc) may apply. You will be notified of these additional fees before any charges are made.
Late applicants will be placed on a waiting list and be marked "pending" while we look into securing hotel and flight reservations. Over 90% of our wait-listed participants are accepted.
- Any participant reinstating under 99 days prior to departure must pay a $50 reinstatement fee in addition to the late sign up fee. All current tour costs will apply, as well as any previous late payment fees or selected optionals.
- If your late application is received between 98 and 65 days prior to departure and Explorica is unable to reserve flight space with your group, you may refuse the available flight itinerary and cancel your entire tour reservation for a full refund (or amount paid to reinstate).
- If your late application is received between 64 and 30 days prior to departure and Explorica is unable to reserve flight space with your group, you MUST accept the alternate flight itinerary offered. You will still be met by an Explorica representative at the airport of your final destination and will join your group for all of the tour's activities, transfers, accommodations, etc.
- We cannot make flight arrangements for anyone wishing to sign up or reinstate between 29 and 16 days prior to departure. Should you choose to sign up at this late a date, you must do go Land Only.
- If Explorica is unable to accept you on the tour, we will fully refund you the amount paid at the time of your late sign up or late reinstatement.
- Unfortunately, Explorica cannot consider applications less than 16 days before departure.
Late Sign Up and Reinstatement (North America Tours)
All enrolments and reinstatements received less than 75 days prior to departure (60 days for bus groups) will be subject to a $95 late enrolment fee ($25 for bus groups) and must be paid in full immediately. After late applications have been received, additional charges (for last-minute flight reservations, increased Tour Fees, etc) may apply.
Late applicants will be placed on a waiting list; if no space becomes available we'll refund the full payment minus any reinstatement or previous cancellation fees that may apply. Please be aware that we cannot guarantee that participants whose enrolments are accepted less than 75 days prior to departure will share the same flight itinerary as the rest of the group.
Payment Plans and Options
Explorica offers three convenient payment plans and accepts Visa and MasterCard, cheques, electronic chequing account payments and money orders. Payments can be made online, over the telephone or by mail.
Cheques should be made payable to Explorica and sent to:
Explorica Canada, Inc.
3080 Yonge St., Suite 5052, Box 32
Toronto, ON M4N3N1
International Tours:
Monthly Automated Plan:
Pay your $195 non-refundable deposit by credit card or chequing account upon enrolment, and the balance of your Tour Fee will be automatically charged to your credit card or debited from your chequing account in equal monthly installments until 65 days prior to your departure date. If two consecutive payments are returned NSF or declined, we will change your account to the 3-Step Manual Plan.
Full Payment Plan:
Pay in full at time of enrolment.
3-Step Manual Plan:
Pay your $195 non-refundable deposit upon enrolment, and then pay $600 toward your balance 30 days later. The total remaining balance is due 99 days prior to departure. You must make each payment manually.
North America Tours
Monthly Automated Plan:
Pay your $100 non-refundable deposit and selected travel protection plan with credit card or chequing account upon enrolment, and the balance of your Tour Fee will be automatically charged to your card or debited from your chequing account in equal monthly instalments until 65 days (45 days for bus groups) prior to your departure date. If two consecutive payments are returned NSF or declined, we will change your account to the 3-Step Manual Plan.
Full Payment Plan:
Pay in full at the time of enrolment.
Manual Payment Plan (Flights):
Pay your $100 non-refundable deposit and selected travel protection plan upon enrolment, a $200 down payment 30 days after your enrolment is processed, and your tour balance 75 days prior to departure.
Manual Payment Plan (Bus):
Pay $100 non-refundable deposit and selected travel protection plan at enrolment, then the remaining balance is due 60 days prior to departure.