Cancel & Transfer Schedule

Should you transfer or cancel, apart from the fees described below, you will also be responsible for any penalties we would incur for non-refundable transportation arrangements made on your behalf.

Note: These fees apply to at least one date of this program, but may vary by date.

If Road Scholar Cancels a Program 

Road Scholar reserves the right to cancel programs prior to departure, terminate a program early, and to take action as needed on an individual or group basis when, in Road Scholar’s sole opinion, the health, safety or well-being of participants requires such action. Additionally, due to low enrollment or other unforeseen circumstances, Road Scholar must occasionally cancel or change the dates of a program. When that occurs we will notify you as far in advance as possible and will assist you in transferring into another program or refunding your full Road Scholar program payment. If you have made transportation arrangements, such as an airline ticket purchase, Road Scholar will give you a credit to help cover the cost of transferring your travel arrangements for use on a replacement program. The maximum value of the credit will be $300 and documentation of your paid fees is required before issuance of the credit.

Our Vaccination Policy

For the greatest peace of mind and protection for Road Scholar participants and staff, we are requiring all adult participants and Group Leaders be vaccinated against COVID-19 at least 14 days prior to their program.

Travel Health

In addition to maintaining their necessary vaccinations, including seasonal influenza vaccination, Road Scholar recommends that all participants consult with their physician, the Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO) and the U.S. Department of State regarding their health condition and any recommendations specific to the destinations they will visit well before departure. Your physician will be able to assess your overall health and fitness, provide information and guidance on health risks you may encounter while traveling, medication you may need to take and other precautions for the prevention of injury and illness during your program.

Program Pricing

As a not-for-profit organization, we are dedicated to providing exceptional educational opportunities at a remarkable value. We do everything in our power to ensure that the published program price is the price you pay. On occasion, costs we can’t anticipate and that are beyond our control arise and may be passed along to you. If this occurs, we will let you know as soon as possible.

About Program Details and Itineraries. We do all we can to finalize all aspects of our programs — including itineraries — well in advance, but logistics occasionally must be altered. Our website reflects the most recent information, and we are committed to providing you with final program details no later than three weeks before the start of programs within the U.S. If you have questions about your program, please contact us and we will be happy to assist you. 

Accuracy of Information:

While every effort is made to provide accurate information on our website and in our catalogs, Road Scholar is not responsible for typographical errors, inaccuracies or omissions that may relate to program descriptions, pricing, and availability. Road Scholar reserves the right to correct any errors, inaccuracies or omissions that may appear in our publications, and to change or update information at any time without prior notice. If you discover an error on our website or catalog, please let us know.

Terms & Conditions

Responsibility. These Terms govern the relationship between you and Elderhostel, Inc., d/b/a Road Scholar. By enrolling in a program with us, you agree to be bound by these Terms; please be sure to read them carefully and make sure you understand them.

Road Scholar’s responsibility is limited. Road Scholar organizes, promotes, and sells educational programs consisting of certain travel services, including land, air, and water transportation, excursions, and cruise/barge/hotel accommodations that Road Scholar purchases or reserves from various suppliers (collectively, “Suppliers”). Road Scholar neither owns nor operates any of these Suppliers; they are independent contractors and are not Road Scholar’s agents. Therefore, Road Scholar is not responsible for any negligent or willful act or failure to act of any Supplier or any other third party. You agree that you will look to such Suppliers, and not to Road Scholar or its agents, for any accident, injury, property damage, or personal loss you may suffer.

Without limitation, Road Scholar is not responsible for any injury, loss, or damage to person or property, death, delay, or inconvenience in connection with the provision of, or failure to provide, any goods or services occasioned by or resulting from — but not limited to — acts of God or force majeure, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal or terrorist activities of any kind, mechanical or other failure of airplanes or other means of transportation, or the failure of any transportation mechanism to arrive or depart on time, or for any other cause beyond the direct control of Road Scholar.

Safety & Risks. Certain risks — from natural disasters to accidents, outbreaks of illness, crime, insect-borne and other infectious diseases, environmental risks to health, terrorism and other unforeseen events — are inherent in travel. While such occurrences are beyond our control, we make substantial efforts to be prepared for such possibilities. Participants are encouraged to review the safety and travel information provided by the U.S. Department of State and Centers for Disease Control and Prevention (CDC) to learn about current security issues, travel advisories and warnings, recent embassy notices, country-specific health information, health risks you may encounter while traveling, precautions for the prevention of illness, disease and general health issues during your program and other helpful destination-specific information. By enrolling in a program, you agree to assume responsibility for your own health, safety and welfare, and acknowledge that Road Scholar cannot guarantee your safety or health at any time.

Disabilities and Special Needs: Road Scholar is committed to providing reasonable accommodations to participants with special needs and disabilities. If you have special needs requiring accommodation, please communicate them to Road Scholar at the time of enrollment. We will discuss your request with you and make every effort to accommodate your needs.

Admission and Participation Policy: The granting or denial of admission to a program is within the sole discretion of Road Scholar. Road Scholar may revoke admission or limit or terminate participation at any time if, in the opinion of Road Scholar, a participant’s condition, behavior or actions are problematic, inappropriate or disruptive. Road Scholar reserves the right to take action as needed on an individual or group basis when, in Road Scholar’s sole opinion, the health, safety or well-being of participants requires such action.

Photography: Road Scholar reserves the right to take photographs or videos during the operation of any program or part thereof and to use them, whether taken by a representative of Road Scholar or by other participants, for promotional purposes. By enrolling in a Road Scholar program, participants agree to allow their images to be used in such photography; participants who prefer that their images not be used are asked to identify themselves to program staff and the photographer at the commencement of their program.

Your Registration Options

Program With Airfare. Most International programs have an option for you to purchase Road Scholar-provided airfare. When you purchase your airfare with Road Scholar, airport transfers at the beginning and end of the program are included unless otherwise noted.

Program Only. You can purchase the program only and arrange airfare yourself. Our Program Only option begins at the first hotel listed on the itinerary and ends at the last hotel and includes all internal flights during the program. Airport transfers at the beginning and end of the program #[u may not] be included. Please read your Program Preparatory Materials for more information.

Airport Transfers. Airport transfers are included at no extra cost when you secure your air through Road Scholar on International programs outside of North America. Airport transfers are designated transfers between the airport to the start and end location of the program, on program start and end dates only. For “Program Only Participants,” ground transportation to and from each program varies based on the destination. If the program has a group transfer, you may avail yourself of the designated group transfer if your flight schedule aligns and there is space available. There may or may not be an additional charge. If the program does not have a group transfer, as a “Program Only” registrant you must make private arrangements.

Airline Fees. Whether you purchase your airfare independently or through Road Scholar, you may be subject to additional airline change or cancellation fees, especially if you cancel or transfer 10 weeks or less prior to departure.

Please be advised that the airlines you are traveling on as part of a Road Scholar program may impose additional fees for services provided upon check-in and while in flight. These fees may include (and are not limited to) such services as checked luggage, specific seat requests, beverages, meals and in-flight entertainment options. Any such fees imposed for services offered by the airlines are not included in your program gateway price and are payable directly to the airline while traveling.

Arranging Your Own Airfare

We highly recommend you purchase your airfare through Road Scholar. However, in most cases, you can make your own travel arrangements if you prefer. If you do, you will be responsible for transferring from the airport to the starting location of the program and returning to the airport upon conclusion of your program. Additionally, if Road Scholar must alter the program in a way that affects flight schedules, you will be responsible for changing your flight plans accordingly, which may involve airline fees.

If you are arranging your own flights, you should enroll using the Program Only Participant (POP) departure city category. For your protection, please do not make your airline reservations until you receive your final information packet from Road Scholar. If you cancel or transfer, you may be subject to airline change penalties. If your Road Scholar program includes internal flights within the program or other non-refundable program components, you will be responsible for those change or cancellation fees.