TERMS & CONDITIONS
As of January 7, 2026
Any terms and conditions available on the applicable tour-specific web page are hereby incorporated. To the extent any terms and conditions on the tour-specific web page conflict with the terms and conditions listed herein, the web page terms shall govern.
AA&D Community Expectations: Harvard University Alumni Affairs & Development (AA&D) programs and volunteer opportunities respect the rights, differences, and dignity of others. Those taking part in AA&D activities, including travel programs developed by President and Fellows of Harvard College, acting through Harvard Alumni Travels for the Harvard Alumni Association (HAA), are expected to demonstrate honesty, integrity, and civility and are accountable for their conduct with University alumni, students, parents, volunteers, employees, and invitees. AA&D reserves the right to suspend services to—and to exclude from participation in AA&D programs—any person whose inappropriate behavior adversely affects the safety, well-being, and inclusion of others or whose behavior otherwise does not align with the expectations as communicated.
CONTRACT: HAA does not itself conduct, manage, or operate these tours, nor does it act as an agent for travelers interested in tours. HAA instead partners with several different third-party tour operators to offer a broad range of travel programs. Tour participants contract directly with tour operators, although HAA is available to act as a liaison with tour operators should participants have any questions or concerns. HAA is not responsible for fulfilling the tour operator’s obligations. Participants may need to sign additional agreements or releases required by the tour operator.
PROGRAM RATES & INCLUSIONS: Rates & Inclusions are listed on the applicable trip web page. Prices are listed per person and are based on either double occupancy or single occupancy (as specified). Prices include accommodation, transportation, activities, meals, and gratuities as outlined in the itinerary. Prices do not include airfare to and from the tour destination unless specifically stated. They also exclude personal expenses, optional activities, or items not specifically listed as included. Tour prices may be adjusted in response to changes in exchange rates, fuel surcharges, taxes, or other unforeseen circumstances. Once your deposit is received, the price of your tour is guaranteed (except for changes resulting from government-imposed taxes or fees).
PROGRAM DATES: The published departure and return dates indicate the day on which most participants from the United States would likely have to leave their home to join the first scheduled group activity and the date on which those participants can expect to return to their home city. Please contact Harvard Alumni Travels if you have any questions regarding program dates or travel timings.
OPTIONAL PRE- AND POST-TRIP EXTENSIONS: If available, details will be listed on the trip web page. Please Note: Optional extension information will be confirmed by the tour operator after registration. Harvard study leaders do not participate in optional extensions.
PROGRAM SIZE: Expected guest counts are listed on the trip web page. Participants are accommodated on a first-come, first-served basis. Should the minimum not be met, HAA reserves the right to cancel the program, levy a small group surcharge, and/or send the program without a Harvard study leader. Harvard participants also may be joined by non-Harvard travelers. HAA retains the right to add staff members and/or invited guests to any group departures regardless of the stated group-size limitation. HAA and the tour operator may, in their sole judgment, decline to accept or retain any person as a tour participant.
RESERVATIONS, DEPOSITS, & FINAL PAYMENT: To reserve a space on this program, a $2,000 deposit is required per person payable by credit card through the Harvard Alumni Travels online registration link. Some programs may have different deposit requirements. Reservations are acknowledged in order of receipt until the maximum enrollment has been reached. Final payment is due 120 days before departure. Participants will receive an invoice from either Harvard Alumni Travels or directly from the tour operator for all subsequent payments after the initial deposit. In general, payments can be made by check, wire transfer, or, in some cases, credit card (refer to the trip web page for details).
PARTICIPANT CANCELLATIONS & REFUNDS: Notification of cancellation must be submitted in writing to haatravels@harvard.edu. Cancellations received within 14 days of booking* are eligible for a full refund, provided that the initial deposit was made at least 121 days prior to departure. After the 14-day grace period has passed, or if the deposit was made fewer than 121 days prior to departure, the following cancellation fees apply.
| Time before departure | Cancellation fee |
|---|---|
| Within 14 days of booking (if booked at least 121 days before departure) | Full refund |
| 120 days or more | $1,000 per person |
| 119–91 days | 50% of trip cost per person |
| 90 days or fewer | 100% of trip cost per person |
| On or after the day of departure | No refunds will be given for cancellations or for unused portions of the tour, for any reason. |
*Booking date is defined as the day on which participant completes the online registration form and pays the initial deposit.
TRIP INSURANCE: Neither HAA nor the tour operator, including all representatives, employees, and agents, will take responsibility for any costs or losses incurred or suffered by a participant, or a participant’s dependents or traveling companions before, during or after the tour. This includes, without limitation, cancellation or curtailment of the tour, emergency evacuation expenses, medical expenses, repatriation expenses, or damage/theft/loss of personal baggage, money, and goods. As noted below, neither HAA nor its tour operators shall be liable for any airline cancellation penalty incurred by the purchase of a non-refundable airline ticket or for any other expenses incurred by tour participants in preparing for the tour. HAA highly recommends the purchase of trip insurance to cover unforeseen trip interruptions, cancellations, lost baggage, and emergency medical assistance and evacuation. Participants may purchase trip insurance through any provider. Information about Redpoint Travel Protection will be provided upon confirmation and is also available here. Purchases through Redpoint Travel within 15 days of deposit may qualify for additional coverage and upgrades. An insurance policy, when issued, shall constitute a contract between the participant and the insurance provider only. HAA will not intervene in any transactional issues or claim disputes between the participant and the third-party insurance provider.
AIR ARRANGEMENTS: Check the Pricing and Inclusions on the trip web page for US domestic and international airfare to determine if air arrangements are included in the program price. In most cases, the tour operator can assist you with your air arrangements, even if they are not included in the program price. Neither the Harvard Alumni Association nor the tour operator accepts the liability for any airline cancellation penalty incurred by the purchase of a non-refundable airline ticket. The air ticket when issued shall constitute the sole contract between the passenger and the airline concerned. Your airline ticket constitutes a contract between you and the airline, even if purchased through the tour operator.
WHAT TO EXPECT / PHYSICAL HEALTH: All participants must be in good health, able to embark/disembark all vehicles, climb stairs, and step over thresholds with minimal or no assistance. Please check the “What to Expect” section on the bottom of each trip page for trip-specific details. Participants requiring assistance must travel with a companion who will be responsible for providing such assistance, including but not limited to handling any personal equipment a traveler requires. Participants must disclose any medical conditions or dietary restrictions before booking. All participants should consult with their doctor about whether they can meet the physical requirements of their trip and must complete and return any medical forms required by the tour operator.
PREPARING FOR THE TOUR: Participants will be provided with comprehensive pre-departure travel information, including specific suggestions for packing.
HARVARD STUDY LEADER: Each trip is designed to include a Harvard study leader whose expertise enriches your experience and complements local guides and any additional lecturers on the program. If we are not able to confirm a study leader before departure, or if a confirmed study leader has to cancel and we cannot find an appropriate replacement, we will make reasonable efforts to offer other educational experiences or special program enhancements so that your trip remains engaging and intellectually rewarding. Please note that the program’s cancellation fees and other terms and conditions still apply even if a Harvard study leader is not able to travel, as the trip may operate with or without Harvard representation.
CHANGES IN ITINERARY, PROGRAM, STAFFING & COSTS: The itinerary is subject to change at the discretion of HAA and the tour operator, and all services and accommodations are subject to the laws of the country in which they are provided. HAA, and the tour operator as applicable, reserve the right to change dates, staff (including study leader), itineraries, and accommodations. HAA reserves the right to cancel programs, levy a small group surcharge, send a program without a study leader and/or withdraw HAA sponsorship from a program. Cancellation fees apply regardless. Participants making deviations from the scheduled itinerary do so at their own expense. All prices quoted are based on prevailing fuel prices, airfares, tariffs and currency exchange rates in effect as of the date of this publication and are subject to change. Any increases in tariffs, exchange rates, or fuel prices will be passed onto participants. Each participant must sign these terms and also may be asked to sign a tour operator’s liability waiver..
FAILURE TO OPERATE THE TOUR OR CANCELLATION OF THE TOUR BY THE TOUR OPERATOR: If the tour operator fails to operate the tour or cancels the tour, except as a direct result of adverse weather conditions, strikes, local laws, hostilities, wars, terrorist acts, significant health concerns (such as epidemics or pandemics requiring significant travel disruptions), or other such causes beyond HAA and the tour operator’s reasonable control (Force Majeure Events), then the tour operator shall refund all monies received from tour participants. If the tour operator’s failure to operate the tour or cancellation of the tour is a direct result of a Force Majeure Event, then the tour operator may provide tour participants a refund consisting, in whole or in part, of credit toward future travel. HAA shall have the option to cancel a tour if, within sixty (60) days of tour departure, (1) a statement by the U. S. Department of State, another U.S. government agency, or a relevant local government agency is in effect that American citizens or others should not travel except for essential reasons to key destinations on the itinerary for that tour, or (2) a policy by Harvard University is in effect indicating that members of the Harvard community should not travel to key destinations on the itinerary. If HAA cancels a tour for one of the foregoing reasons, the tour operator will provide an alternate tour with a revised or substitute itinerary and may provide tour participants who choose not to travel on the alternate itinerary a refund consisting, in whole or in part, of credit toward future travel.
CURTAILMENT OF THE TOUR BY THE TOUR OPERATOR: If a tour ends early due to Force Majeure or government advisories as detailed above, the operator will take immediate steps to end the tour early and will assist with return arrangements and may offer partial refunds or future credits, less unrecoverable costs and any additional expenses incurred by the tour operator to wind up the tour early.
RESPONSIBILITY: The tour operator, its owners, and employees act only as agents for the various independent suppliers and contractors providing transportation, hotel accommodations, restaurants, and other services connected with this tour. Such travel, accommodations, and services are subject to the terms and conditions under which they are offered or provided, and HAA and the tour operator, along with their respective employees, agents, representatives, and assigns, accept no liability therefor. Baggage and personal effects are always the sole responsibility of their owners.
LIMITATION OF LIABILITY: To the fullest extent permissible pursuant to applicable law, HAA does not assume any liability for any injury, damage, loss, accident, delay, or other irregularity which may be caused by the defect of any aircraft or vehicle or the negligence or default of any company or person engaged in carrying out or performing any of the services involved. Nor will HAA accept responsibility for losses, injury, damages, or expenses of any kind due to Force Majeure Events, other than as provided above.
PERSONAL INFORMATION: We will not share participants’ personal information with third parties or make it publicly available except as follows: participants’ names, degree(s), home city, and email addresses may be included in the tour participant list that is distributed to tour staff and participants prior to departure; and relevant information about participants is shared with those contracted to provide tour services in the destination. Tour operators and their agents are prohibited from sharing or selling this information. You may opt out of sharing your email with fellow participants by contacting haatravels@harvard.edu. Refer to the HAA privacy statement for more information.
APPEARING IN PHOTOS: Photos from Harvard trips may be posted on photo-sharing web sites or on social networking sites. Your likeness may appear in photos or videos, which may be shared online or in promotional materials without compensation. We will attempt to notify you in advance if your photo is used for promotional purposes.
PETS ON TOUR: Pets, including dogs, cats, and other animals, are not permitted on HAA group tours. Official service animals, as defined by the Americans with Disabilities Act (ADA), may be an exception to this policy. If this applies to you, please contact our office for more information.
DISCLAIMER: Every reasonable effort has been made to ensure the accuracy of the information presented in this document. HAA is not liable for errors or damages resulting from the information herein, which may change at any time.
ASSUMPTION OF RISK: Tour participants understand and agree that there are risks involved in travel that include, without limitation, political, legal, medical, social, economic, and weather conditions; standards of design, safety, and maintenance of buildings, public places, and conveyances that may differ from those to which they are accustomed; and health and safety standards that may differ from those to which they are accustomed. Tour participants understand and agree that there are risks associated with the possibility of an epidemic or pandemic, the trajectory of which may be unpredictable, and that as a result of such an epidemic or pandemic, local and national governments may enact border, travel, and stay-at-home restrictions, and health care systems may become overwhelmed. Tour participants recognize that they may be subjected to potential risks, illnesses, injuries, and even death and confirm that they have made their own investigation of these risks, understand them, and assume them knowingly and willingly. Knowing the risks described herein, tour participants agree, on behalf of their family, heirs, and personal representative(s), to assume all risks and responsibilities surrounding their participation in the tour. Tour participants also acknowledge that they may also be asked to sign a tour operator’s liability waiver.
RELEASE AND INDEMNIFICATION: By checking the respective box on the online registration form to agree to these terms and conditions, I certify that I am age 18 or older and that I have carefully read and freely agreed to these Travel Terms and Conditions on my own behalf and on behalf of all members of my party. To the maximum extent permitted by law, I release, hold harmless and agree to indemnify President and Fellows of Harvard College and its officers, governing board members, faculty, staff, representatives, employees and agents, from and against any present or future claims, losses, liabilities, costs and expenses for injury to person or property, or for any other damage, which I may suffer, or for which I may be liable to any other person, related to my participation in the tour resulting from any cause, including but not limited to negligence on my part or on the part of any of the released parties. I understand and agree that no oral or written representations can or will alter the contents of this document.
GOVERNING LAW: By checking the respective box on the online registration form to agree to these terms and conditions, I further agree that these Terms and Conditions and any claim or dispute arising out of or relating to these Terms and Conditions or the applicable tour will be governed by the laws of the Commonwealth of Massachusetts, excluding its conflicts of laws principles. I agree that all such claims and disputes will be heard and resolved exclusively in the federal or state courts located in and serving Middlesex or Suffolk County, Massachusetts, U.S.A. I consent to the personal jurisdiction of those courts over me for this purpose, and I waive and agree not to assert any objection to such proceedings in those courts (including any defense or objection of lack of proper jurisdiction or inconvenience of forum).
QUESTIONS: Please call Harvard Alumni Travels at 800-422-1636 or 617-496-0806, or email haatravels@harvard.edu.