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Can Academic Travel Services arrange motorcoach and/or airline transportation for our
group?
 Yes! Academic Travel Services will be glad to arrange transportation for your group via motorcoach or air.
Does Academic Travel Services offer trip insurance?
Yes! Academic Travel Services offers two types of travel insurance that are specially tailored to and priced for the student market.
1. Comprehensive Trip Cancellation Insurance includes benefits for trip cancellation, trip interruption, baggage, travel delay,
baggage delay, accident medical, and
24-hour travel assistance service. (cost determined by the total cost of your trip)
2. Post Departure Travel Insurance includes all the Comprehensive benefits except Trip Cancellation. It is ideal for groups
looking to maximize their coverage once the trip begins. (cost determined by the total number of days of your trip).
(Ask your Academic Travel Services travel planner for more details and costs)
Are my group's deposits protected?
Academic Travel Services is in good standing with SYTA, the premier association of prestigious student tour operators. ATS
offers a great Professional Liability insurance policy as well as a Professional Errors and Omissions insurance policy
as further protection.
Can payments be made with credit card?
YES! Academic Travel Services will provide the necessary
forms for individual trip participants to pay deposit
payments by credit card.
What is the minimum number of people required to be considered a group?
In order to provide the best price and service for your group we suggest a minimum of 20 paying participants per
group for all destinations.
Does Academic Travel Services offer adjudication Festivals?
Although Academic Travel Services is not a festival company, we routinely add a quality adjudicated, competitive festival
performance opportunity for our groups with such distinguished festival companies as: Music In the Parks, American Classic Festivals, Festivals of Music, Festival Disney, Dixie
Classics, FiestaVal,
Music Showcase, Music Festivals, Heritage Music Festivals,
Performing Arts Consultants, Smokey Mountain Music Festivals and many others for an
additional cost per person.
Why use Academic Travel Services to coordinate our festival trip?
We include most of your meals in the package;
We include attraction admission costs in your package;
A local tour guide/escort is assigned solely to your group for
the entire trip;
We help you arrange your touring so that you maximize your time and
money;
Since we work with several different festival companies, you have a choice
of festival company on a given weekend.
When comparison shopping, what should I look for?
Always determine what is included in the trip price! Many times prices differ because not all the attractions, meals, and inclusions
are the same. Pay close attention to the type of meals, hotels, complimentary packages and attractions that
are included. Academic
Travel Services always lists the trip inclusion clearly on the
trip proposal. If you are not completely sure of the inclusions please call
your trip planners to discuss any aspect of your groups proposal.
What is a Number Variation Fee (empty seat charge)?
The Number Variation Fee is the attrition fee for the persons who dropped out of the trip from
the contracted number used to determine the motorcoach cost and the tour director cost per
person.
For example:
If the contract stated 40 paying persons and the final number of paying travelers is 36 persons with a motorcoach cost of $75.00pp and a tour director cost of $25.00pp, the Number Variation Fee is
$100.00 x 4 seats = $400.00 charged to the total trip cost.
What are Room Supplement Fees?
Academic Travel Services uses the 4 persons per room formula to determine the hotel cost per person in the
individual trip price. It is impossible to know how a rooming list is going to develop, so the
room supplement fee is employed to make up the difference for any missing persons. For
example: If the room charge per person on a two night trip is $50.00 (4 per room) the triple
room supplement
(3 persons in the room / 1 missing person) is $50.00. If you have only 2
paying persons in the room (double room), the supplement is $100.00. If there is only one
paying person in a room (single room), the supplement is $150.00.
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