Terms & conditions

A booking is confirmed when a signed registration and the required deposit have been received. Deposits secure planning, supplier holds and, where applicable, group air inventory.

Prices are quoted per traveler based on the group size, itinerary and travel dates agreed in your proposal. A material change to group size, dates or itinerary may change the per-traveler price.

Where travelers pay individually, payments are processed through our partner WeTravel using the Pay Balance Due link issued by your organizer, or by signing in at wetravel.com and opening My Trips, then Manage Booking.

Where the program pays as a group, the payment schedule is agreed directly with the organizing school, club or department. Final balances are due by the date stated in your trip documents; late payment may result in cancellation under the schedule below.

Cancellations must be submitted in writing by email or mail. If multiple people are cancelling, each participant cancelling must be specified. Fees and refunds are calculated from the date the written notice is received.

Cancellation fees are computed on the following schedule: a minimum fee of $300 including deposit; 25% of the trip cost from 76 to 150 days prior to departure; 50% from 46 to 75 days prior to departure; and 100% at 45 days or less prior to departure.

For packages that include airfare, any airline fees associated with a change to plane tickets are the responsibility of the guest, in addition to the fees above.

To switch between a full package and a ground-only package after registering, email groups@astravel.world as early as possible. Any change is subject to availability and may carry supplier or airline fees.

Travelers who do not fly with the group are responsible for booking their own flights and for arranging transportation to meet the group where their schedule differs from the group itinerary.

Itineraries are planned in advance but remain subject to supplier availability, fixture calendars, weather and local conditions. Where a change is necessary we will substitute arrangements of comparable standard and notify the group organizer promptly.

Professional match attendance depends on league schedules published by third parties and cannot be guaranteed until fixtures are released.

Travelers are responsible for holding valid passports and any required visas, entry permits or health documentation. Many destinations require a passport valid for at least six months beyond the return date.

We provide written guidance on documentation for your destination, but we cannot be responsible for denied boarding or entry resulting from insufficient or invalid documents.

Travel insurance is not included in your trip price and is strongly recommended for every traveler, including staff and chaperones. Coverage typically addresses trip cancellation, illness or injury abroad, early return, lost luggage, damaged or stolen equipment, medical evacuation, flight delays and lost passports.

Travelers are expected to follow the reasonable instructions of the trip leader and local staff, obey local laws and respect the standards of conduct set by their school, club or program.

Participation in sport and adventure activities carries inherent risk. Travelers and, where applicable, their parents or guardians acknowledge that risk in the registration documents provided for each trip.

ActivSport Travel arranges services provided by independent third parties including airlines, hotels, ground operators, guides, venues and clubs. We select partners carefully but are not liable for the acts, omissions or defaults of those suppliers, nor for events outside our reasonable control.

Nothing in these terms limits liability where such limitation is not permitted by applicable law.

For any question about these terms, contact ActivSport Travel LLC at groups@astravel.world. These terms summarize the booking conditions issued with your trip documents; where the two differ, your trip documents govern.