BOOKING & CANCELLATION POLICIES

SCHEDULED GROUP DEPARTURES & CUSTOM TOURS

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

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 registration: a non-refundable deposit is due per person, plus airfare payment if applicable.
The balance must be paid in full prior to departure in order to travel. Late payments are subject to fees.
If you require a unique payment schedule, please contact Hummingbird directly.

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

All tour prices and payments are in U.S. dollars. Payments may be made by check or credit card.

Once a tour is confirmed and the required deposit has been received, the tour price is guaranteed, except in the event of:

Foreign currency exchange rate fluctuations exceeding 5% from the rate at the time of confirmation.
Unforeseen increases in government-imposed taxes, fees, or levies.
Significant increases in fuel costs or fuel surcharges imposed by airlines, motorcoach operators, or other transportation providers.

Hummingbird Student Tours reserves the right to adjust tour pricing to reflect these additional costs when they are beyond our reasonable control.

Hummingbird Student Tours may use the saved payment information on file to pay any remaining balance. All trips must be paid in full prior to departure. Travelers with unpaid balances will not be permitted to board the bus or flight. Parents or guardians will be responsible for any additional costs incurred due to unpaid balances or last-minute logistical changes or special accommodations.

REGISTRATION DEADLINES & LATE REGISTRATIONS

Registration Deadlines

Standard registration closes 120 days before departure for international tours and 90 days before departure for domestic tours, unless an earlier or later deadline is specified for the individual program.

Registration deadlines are subject to change at any time based on airline ticketing requirements, changes in airline carriers or flight arrangements, hotel commitments, attraction reservation deadlines, transportation arrangements, and other supplier booking policies.

Hummingbird Student Tours reserves the right to adjust registration deadlines, including closing registration earlier or extending enrollment, as necessary to accommodate changes in vendor requirements, availability, or operational needs. Any changes will be communicated to affected travelers.

Late Registrations

Registrations received after the published registration deadline may be accepted on a space-available basis and are subject to approval by Hummingbird Student Tours.

A late registration fee of $200 per person for domestic tours or $350 per person for international tours will apply to registrations accepted after the deadline.

Late registrations are also subject to current airfare, accommodation availability, supplier pricing, and any additional costs associated with securing reservations after the original booking deadlines.

The final tour price for late registrants may therefore differ from the previously published tour price.

Payment Requirements

Late registrants must pay all installments that have already become due at the time their registration is accepted. Any remaining balance must be paid according to the program's established payment schedule.

Waitlisted Travelers

Placement on a waitlist does not guarantee participation, availability, or the original tour price. Travelers who are offered and accept a place after registration closes will be subject to the applicable late registration fee and any additional booking costs.

Hummingbird Student Tours reserves the right to close registration earlier, extend deadlines, or decline late registrations when required by supplier policies, availability, or operational considerations.

ROOM OCCUPANCY & SUPPLEMENTS

Tour prices are based on double occupancy for chaperones and multiple occupancy for students, as specified in each program’s accommodations. Paying adults are charged the student tour price plus either a single or double occupancy supplement, depending on their room arrangement.

Chaperone and Paying Adult Room Upgrades

Participants requesting single or double accommodations outside their program's standard rooming arrangements are responsible for the applicable room supplement, charged per person. All requests are subject to availability.

For adults requesting double occupancy who do not have a designated roommate, Hummingbird Student Tours will make reasonable efforts to arrange a roommate. If a suitable roommate is unavailable, a single room supplement will apply.

Student Room Upgrades

Students may request upgraded room accommodations, such as double occupancy, subject to approval by both the school and trip leader. All upgrades are subject to hotel availability and require a confirmed roommate. Both students must request the upgrade and pay the applicable double occupancy supplement.

If a requested upgrade cannot be accommodated, any supplement paid specifically for that upgrade will be refunded, and the student will remain in the program's standard rooming arrangement.

SPECIAL DIETARY NEEDS

Part of the travel experience includes stepping outside of your usual routines and learning how to navigate food choices in new settings. We view this as a valuable opportunity for personal growth, independence, and cultural exploration.

At Hummingbird Student Tours, we encourage parents and participants to share this information with us well in advance so we can inform our vendors and make every effort to accommodate individual needs. That said, we kindly remind each participant, especially those with severe or life-threatening allergies, to bring along snacks or backup food options and to take personal responsibility in avoiding foods that may pose a risk.

PLEASE NOTE: For any chaperone or adult traveler with special dietary needs that cannot be met at the student-centric venues, Hummingbird Student Tours will send you a budgeted amount for you to pre-arrange food delivery or pick up on your own from a nearby food establishment.

For students with a severe dietary need, allergy, or restriction, Hummingbird will make best efforts to accommodate at the group meal venue or a reasonable delivery option for up to the budgeted amount. Picky eater” is not considered a severe dietary need/restriction.

If a participant requires one-on-one assistance navigating meal selections throughout the tour, please note that an additional fee will apply to provide this level of personalized support.

TRAVELER AGREEMENTS & FINANCIAL RESPONSIBILITY

Unless otherwise specified in a separate written agreement, each traveler or the parent/legal guardian of a minor traveler enters into a direct booking agreement with Hummingbird Student Tours upon registration and payment.

Although a school, teacher, or group leader may organize, sponsor, or coordinate a tour, the travel agreement and financial obligations are between Hummingbird Student Tours and the individual traveler or their parent/legal guardian, not the school.

A school's decision to withdraw its participation, discontinue sponsorship, or request cancellation of a program does not release registered travelers from their individual booking agreements or applicable cancellation fees.

All cancellations and refunds are governed by the applicable booking terms, program-specific agreements, and cancellation fee schedule.

CANCELLATIONS INITIATED BY HUMMINGBIRD STUDENT TOURS

Hummingbird Student Tours reserves the right to cancel a tour due to insufficient enrollment, operational considerations, or other circumstances that prevent the program from proceeding as planned.

If Hummingbird voluntarily cancels a tour for reasons within its reasonable control, registered travelers will be offered a full refund of payments made directly to Hummingbird for the canceled tour or the opportunity to select an alternative travel arrangement, subject to availability.

Whenever reasonably possible, travelers will be notified of a planned cancellation at least 91 days before departure. However, Hummingbird reserves the right to cancel a program closer to departure when circumstances require.

Hummingbird is not responsible for independently purchased travel arrangements or other expenses incurred in preparation for a canceled tour, including separate airfare, passport or visa fees, vaccinations, equipment, or other personal expenses, except where otherwise required by law.

Cancellations arising from circumstances beyond Hummingbird's reasonable control are addressed separately under the Force Majeure section below.

Business Closure: If Hummingbird Student Tours ceases operations and cannot deliver a scheduled tour, travelers will be notified. Any refunds or other remedies will be handled in accordance with applicable law and any insolvency or bankruptcy proceedings.

CANCELLATIONS INITIATED BY A SCHOOL OR GROUP LEADER

Schools, teachers, and group leaders may coordinate or sponsor travel programs; however, individual travelers and their parents/legal guardians maintain separate booking agreements with Hummingbird Student Tours unless otherwise expressly agreed in writing.

If a school or group leader decides to cancel, withdraw support for, or discontinue participation in a scheduled program, the school's decision does not entitle registered travelers to a full refund or waive their contractual cancellation obligations.

Hummingbird will evaluate whether the program can proceed as scheduled, be modified, or be offered through an alternative arrangement.

Any proposed alternative travel arrangements, destination changes, or transfers are subject to availability, supplier restrictions, and potential pricing adjustments.

CANCELLATIONS DUE TO FORCE MAJEURE OR CIRCUMSTANCES BEYOND OUR CONTROL

Force majeure refers to extraordinary events or circumstances beyond Hummingbird Student Tours' reasonable control that prevent, substantially disrupt, or make it unsafe or impracticable to operate a scheduled tour. These may include natural disasters, severe weather, war, terrorism, civil unrest, government-imposed travel restrictions, public health emergencies, transportation shutdowns, or other significant disruptions.

In such circumstances, Hummingbird Student Tours reserves the right to modify, postpone, or cancel a tour when reasonably necessary. Alternative arrangements, travel credits, or refunds may be offered, subject to availability, supplier agreements, and applicable law.

If a tour is canceled due to a qualifying force majeure event, this policy takes precedence over the standard Hummingbird-Initiated Cancellation policy, regardless of which party initiates or communicates the cancellation.

Refunds, if any, will be calculated in accordance with the applicable cancellation fee schedule, supplier agreements, funds recovered from suppliers, and governing law. Payments already committed to airlines, hotels, transportation providers, and other suppliers may be nonrefundable.

A force majeure cancellation does not automatically guarantee a full refund or waive applicable cancellation fees. Nothing in this policy limits travelers' rights under applicable law.

TRAVELER CANCELLATIONS & REFUNDS

Travelers who wish to cancel their registration must notify Hummingbird Student Tours in writing by email, or initiate the cancellation through the traveler portal.

Cancellation fees are calculated based on the date Hummingbird receives written notice of cancellation, regardless of whether the traveler has paid the full tour balance.

Cancellation fees are based on the total tour price, not solely on payments received. Any outstanding balance owed under the applicable cancellation fee schedule remains the responsibility of the traveler or parent/legal guardian.

CANCELLATION FEE SCHEDULE

The following cancellation fees apply unless otherwise specified in the program's individual booking agreement:

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.

Additional Conditions

The initial deposit is nonrefundable and represents the minimum cancellation charge.
Cancellation fees are calculated using the total confirmed tour price.
Airline tickets and other separately identified nonrefundable arrangements may be subject to additional supplier restrictions, as disclosed in the applicable program terms.
Refunds, when applicable, will be calculated after deducting the cancellation fees and other charges permitted under the booking agreement.
Failure to make scheduled payments does not automatically constitute cancellation or eliminate outstanding financial obligations.

TRANSFERS & ALTERNATIVE TRAVEL ARRANGEMENTS

Transferring to Another Tour

Travelers may request to transfer their registration to another eligible Hummingbird Student Tours program within the same calendar year by submitting a written request at least 90 days before their scheduled departure.

Transfers are subject to availability, program eligibility, supplier restrictions, and any differences in tour pricing. Approved transfers requested at least 90 days before departure will not incur an additional Hummingbird administrative transfer fee. However, travelers remain responsible for any nonrefundable supplier costs or additional expenses associated with the transfer.

Transferring to Another Individual

Travelers may request to transfer their registration to another qualified individual at least 14 days before departure, subject to program eligibility, school or group leader approval, and supplier restrictions.

Approved transfers requested at least 14 days before departure will not incur a Hummingbird administrative transfer fee. However, the replacement traveler is responsible for any additional costs, including airline name-change fees, airfare differences, and other supplier charges.

Transfers requested within 14 days of departure are subject to availability, applicable change fees, and supplier approval. Hummingbird Student Tours cannot guarantee that late transfers will be accommodated.

TRAVEL INSURANCE

All travelers are required to maintain appropriate health insurance coverage for domestic tours. International health insurance is included in Hummingbird Student Tours' international programs.

Hummingbird Student Tours strongly recommends purchasing additional trip cancellation and interruption insurance to help protect against financial losses resulting from unexpected circumstances.

Travelers seeking greater flexibility are encouraged to consider Cancel For Any Reason (CFAR) coverage, where available. Hummingbird Student Tours recommends reviewing insurance options and purchase deadlines before registering, as certain policies have time-sensitive eligibility requirements. Travelers are responsible for selecting and purchasing coverage that meets their individual needs.

Insurance policies vary in coverage, eligibility requirements, purchase deadlines, exclusions, and reimbursement limits. Events such as civil unrest, government travel restrictions, flight disruptions, school-initiated cancellations, and voluntary cancellations may not be covered under standard policies.

Travel insurance does not guarantee reimbursement of cancellation fees or other travel expenses.

Travelers are responsible for reviewing their policy terms and selecting coverage appropriate for their needs. Hummingbird Student Tours cannot interpret insurance policies, determine eligibility, or guarantee reimbursement. Questions regarding coverage, exclusions, or claims should be directed to the insurance provider or a licensed insurance professional.

RELEASE OF LIABILITY & ACKNOWLEDGMENT OF RISK

By registering for a Hummingbird Student Tours program, all travelers and, for minors, their parents or legal guardians acknowledge and agree to the following terms.

Assumption of Risk & Release of Liability

Participation in a tour, trip, or homestay involves inherent risks, including illness, injury, travel delays, disruptions, and unforeseen circumstances.

To the extent permitted by applicable law, travelers and their parents or legal guardians release Hummingbird Student Tours, its officers, directors, employees, agents, and representatives from liability for losses, damages, injuries, illnesses, expenses, or other claims arising from participation in the program, except where such liability cannot legally be waived.

Medical Authorization & Expenses

In the event of illness, injury, or an emergency, Hummingbird Student Tours and its authorized representatives may arrange reasonably necessary medical care, transportation, or emergency assistance when immediate action is required or the traveler’s parent or legal guardian cannot be reached.

Travelers and, where applicable, their parents or legal guardians are responsible for medical expenses, emergency transportation, and related costs not covered by insurance, subject to applicable law.

Third-Party Suppliers

Hummingbird Student Tours coordinates services provided by independent third parties, including airlines, hotels, transportation providers, activity operators, and homestay hosts.

Hummingbird Student Tours does not own or directly operate these services and is not responsible for the acts or omissions of independent suppliers outside its reasonable control, except as otherwise required by law.

PARENT/GUARDIAN AUTHORIZATION & STUDENT CONDUCT

Registration of a minor traveler requires authorization from a parent or legal guardian. By completing registration, parents or legal guardians authorize their child or ward to participate in the program and acknowledge the following requirements:

Alcohol & Drugs: Students are prohibited from possessing or using alcohol, illegal drugs, or other prohibited substances throughout the program.
Motorized Vehicles: Students may not operate cars, motorcycles, mopeds, motorized scooters, or other motorized vehicles.
Program Participation: Students must attend all scheduled group activities unless excused by an authorized teacher or chaperone.
Rules & Curfews: Students must comply with all program rules, safety instructions, and curfews established by teachers, chaperones, and authorized tour personnel.

Failure to comply with these requirements may result in disciplinary action in accordance with the program's established policies.

updated 10/28/2026