Student Travel Enrollment Terms and Conditions
About Rustic Pathways
Rustic Pathways LLC (“Rustic Pathways”) is a privately owned company registered in the State of Delaware. The company offers travel programs in countries around the world. Rustic Pathways offers adventure, community service, language, and educational programs for high school students, college students, groups, individuals, and families. As a condition of enrolling in a program with Rustic Pathways, the participant and participant’s parents and/or legal guardian(s) (collectively “you” or “your”) are required to agree to these Enrollment Terms and Conditions. These Enrollment Terms and Conditions constitute an agreement between you and Rustic Pathways.
Flight Information
In many cases, you have the option to select a chaperoned group flight where Rustic Pathways makes international flight arrangements for participants originating from the United States (“chaperoned group flight”) or you can choose to book your own airfare to the destination country (“Self-Managed Airfare”). Chaperoned group flights leave from certain gateway airports in the United States (“Designated Gateway”). If you choose Self-Managed Airfare, our travel team will provide arrival and departure airports and required time windows. Arriving or departing outside these windows may result in additional charges. Rustic Pathways will book all of the flights and trains that occur between or within destination countries (“Internal Travel”), and the cost for these flights and trains are included as part of the Total Program Price (as defined below). Please refer to the Flight and Travel Page on our website for more information regarding specific countries of travel.
Rustic Pathways is not responsible for airline schedule changes, or any weather, equipment or capacity-related travel delays. If you elect to use Self-Managed Airfare to the destination country rather than travel on a chaperoned group flight, and/or if any portions of your self-booked flights are delayed or cancelled, Rustic Pathways is not responsible for any costs or fees arising because of delays or cancellations of your flights (even if such flights were pre-approved by us). If delays or cancellations in your self-booked flights cause you to arrive late to, or be entirely unable to attend, your Program, our Cancellation Policy will still apply, and no refund of your Total Program Price will be issued by Rustic Pathways. We strongly recommend that you protect your investment by purchasing trip protection insurance with coverage that is adequate to protect you against these and other types of unexpected events. See Trip Insurance below.
Passport, Visa, and Other Travel Requirements
All participants require a valid passport. The expiration date on your passport must be a minimum of six (6) months after the scheduled return date of the trip. Some countries may also require a visa. Please check with your local consulate to see if this applies to you. Rustic Pathways is not responsible for a participant’s failure to obtain or provide proper, valid identification or documentation or to comply with all required immunization, vaccination or other requirements to travel to a program country. No refund will be issued should the participant to be denied access to transportation or any other aspect of their planned trip due to invalid or missing identification or documentation or for their failure to meet any other requirements for travel to a program country, such as immunization or vaccination requirements. Any costs incurred as a result of a participant’s failure to obtain or provide proper, valid identification or documentation (or otherwise comply with travel requirements) are the sole responsibility of the participant and their parents.
Total Program Price
The “Total Program Price” means: (1) the base price for your selected program(s), which includes the cost of Internal Travel (“Program Price”); (2) the Flight Support Fee, if applicable; and (3) other third-party fees, costs, permits, and licenses, which will be added to your Total Program Price once they are known. There will be other costs (in addition to the pre-paid Total Program Price) incurred by the participant both before and during programs. These generally include airfare, insurance premiums, visa fees, medical expenses, optional activities, baggage fees, laundry, phone and internet usage, souvenirs, snacks, and other incidental costs which are not included in the Total Program Price. In addition to any costs you incur before or during your Program, we strongly recommend you have a valid credit card on file prior to the Start Date that Rustic Pathways is authorized to charge to cover other incidental and unexpected costs a participant incurs during their trip.
Non-Refundable Enrollment Fee
A non-refundable enrollment fee is required before Rustic Pathways will process your enrollment. This fee is in addition to the Total Program Price and is not a deposit toward the cost of the program or any other costs. It is used to cover the administrative costs involved with processing your enrollment and is not refundable under any circumstances (except if you cancel your enrollment within 24 hours of submission as stated below).
Program Payments
The Total Program Price is due upon acceptance of your enrollment unless you select an installment payment option at the time of enrollment. Available installment options include: (1) the 4PAY plan, which divides your invoice into four payments over six weeks for Student Travel programs, or (2) a Monthly Installment Plan, which allows for automatic monthly payments up to 23 months before the Program Start Date for Group Travel programs. Both installment options require a deposit or first installment at enrollment and are only available for enrollments more than 90 days before the Program Start Date.
If you request Rustic Pathways to book your airfare, the cost will be invoiced separately once the flight is confirmed. It may be added to your remaining installments or invoiced in full, depending on your payment plan and the timing of the booking.
Note that late application period enrollments remain subject to the same timelines set forth in our Cancellation Policy, just as with any other enrollment. All payments must be made on or before their due date as stated in Rustic Pathways’ invoice to you. Any amounts not known at the time of enrollment will be added to your balance and either distributed across any remaining installments or invoiced separately, as applicable.
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Student Travel |
Group Travel |
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Payment Options |
Pay Invoice in Full Pay off the entire remaining balance of invoice with credit card or bank transfer (or check, which can be done via contact with an Admissions rep) |
Pay Invoice in Full Pay off the entire remaining balance of invoice with credit card or bank transfer (or check). |
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4PAY Split the total invoice for Program Price and/or Rustic Pathways chaperoned group airfare into four easy payments over six weeks. Pay the first installment and non-refundable enrollment fee at enrollment date. The remaining three installments are automatically paid every two weeks. Pay by bank transfer. Not available for late season enrollments (90 days or less before Program Start Date) |
Monthly Installments Split the total invoice for Program Price and/or Rustic Pathways arranged group airfare into automatic monthly payments up to 23 months before Program Start Date. Pay Deposit at enrollment. The first installment is due 14 days later. The second installment is due one month afterward. Subsequent installments are due one month afterward. Pay by bank transfer. Not available for late enrollments (90 days or less before Program Start Date) |
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Rustic Pathways reserves the right to cancel a participant’s enrollment on any program if any required payment is not made on time. Unless you otherwise comply with the terms of our Cancellation Policy as set forth below, no refunds of any kind will be given if we cancel your enrollment due to your non-payment.
Program Cancellation by You
Rustic Pathways’ Cancellation Policy takes into account the costs that we incur before a program’s Start Date, many of which are incurred months in advance and are not refundable, recoverable or cancellable by us. Cancellations and withdrawals are subject to the Rustic Pathways’ Cancellation Policy as set forth below. Once your enrollment application has been received and accepted, cancellation or withdrawal by you results in a penalty, as follows.
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Student Travel |
Group Travel |
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Cancellation + Refund Policy |
Summer Programs / School Group Travel |
Within 24 hours of enrollment |
Full refund of all amounts paid to Rustic Pathways (if any) |
Within 24 hours of enrollment |
Full refund of all amounts paid (if any) |
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Before midnight (ET) on March 31 |
Full refund of all amounts paid to Rustic Pathways less: (1) non-refundable enrollment fee; and (2) any airfare costs (if selected). |
>70 days before Program Start Date |
Full refund of all amounts paid less: (1) deposit; and (2) 100% of cost of ticketed airfare |
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April 1 at 12:00 a.m. (ET) to midnight (ET) April 30 |
Full refund of all amounts paid to Rustic Pathways less: (1) non-refundable enrollment fee; (2) any airfare costs (if selected); and; (3) 50% of Total Program Price. |
41-70 days before Program Start Date |
Full refund of all amounts paid less: (1) 50% of per-traveler cost for each enrolled traveler; and (2) 100% of cost of ticketed airfare |
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After 12:00 a.m. (ET) May 1 |
No refund of any amounts paid |
<40 days before Program Start Date |
No refund of any amounts paid |
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Spring Break |
Within 24 hours of enrollment |
Full refund of all amounts paid to Rustic Pathways (if any) |
N/A |
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Before midnight (ET) on November 30 |
Full refund of all amounts paid to Rustic Pathways less: (1) non-refundable enrollment fee; and (2) any airfare costs (if selected). |
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After December 1 at 12:00 a.m. (ET) to midnight (ET) December 31 |
Full refund of amounts paid less: (1) non-refundable enrollment fee; (2) any airfare costs (if selected); and (3) 50% of Total Program Price. |
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After 12:00 a.m. (ET) on January 1 |
No refund of any amounts paid |
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Winter Programs |
Within 24 hours of enrollment |
Full refund of all amounts paid to Rustic Pathways (if any) |
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Before midnight (ET) on September 30 |
Full refund of all amounts paid to Rustic Pathways less: (1) non-refundable enrollment fee; and (2) any airfare costs (if selected). |
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October 1 after 12:00 a.m. (ET) to midnight (ET) October 31 |
Full refund of all amounts paid to Rustic Pathways less: (1) non-refundable enrollment fee; (2) any airfare costs (if selected); and (3) 50% of Total Program Price. |
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After 12:00 a.m. (ET) on November 1 |
No refund of any amounts paid |
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Revision Service (e.g., program change or date change, to current or next year program. Does NOT include cancellations) |
Summer Programs |
Before midnight (ET) on March 31 |
All changes OK |
N/A |
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After 12:00 a.m. (ET) on April 1 |
Full transferable credit of all amounts paid to Rustic Pathways less: $750 change surcharge |
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Spring Break |
Before midnight (ET) on November 30 |
All changes OK |
N/A |
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After 12:00 a.m. (ET) on December 1 |
Full transferable credit of all amounts paid to Rustic Pathways less: $750 change surcharge |
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Out of Window Service (Service is optional for travelers unless they are an unaccompanied minor. If not selected, traveler is responsible for self) |
Description |
Timing |
Price |
N/A |
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On Arrival |
Very Early Check In: Early chaperone arrival and support |
>4 hours before beginning of Arrival Window |
$500 |
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Early Check In: Early chaperone arrival and support |
0-4 hours before the beginning of Arrival Window |
$250 |
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**Arrival Window** |
Four-hour time block designated for flight arrivals |
Included |
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After Arrival Window pickup, chaperone and transportation |
After end of Arrival Window |
$250 |
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On Departure |
Early checkout: Transportation and/or chaperone before Departure Window |
Before Departure Window |
$250 |
N/A |
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**Departure Window** |
Four-hour time block designated for flight departures |
Included |
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Late checkout: Transportation and/or chaperone after Departure Window |
After Departure Window |
$250 |
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Early Enrollment Credit |
N/A |
Early Enrollment Credit >12 months before Start Date |
$200 per person (Family paid programs only) |
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Early Enrollment Credit 3 to 12 months before Start Date |
$100 per person (Family paid programs only) |
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Vouchers / Travel credit |
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Credit Card Processing Service |
N/A (CC only applies to pay in full up front, or pay off full remaining balance of invoice) |
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Late Payment Service Charge |
N/A |
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FYI TERMS
- The Total Program Price” means: (1) the base price for your selected program(s) which includes the cost of Internal Travel (“Program Price”), (2) Flight Support Fee, if applicable, and (3) other third-party fees, costs, permits and licenses, which will be added to your Total Program Price once they are known.
- “Start Date” means: (1) if the participant is traveling on a chaperoned group flight, the originally scheduled day and time of check in for the chaperoned group flight at the designated Gateway Airport, and (2) if the participant is traveling via Self-Managed Airfare to the destination country, the Program’s specified day and time of arrival in the destination country.
- Cancellation or withdrawal must be given by the participant’s parents/guardians in writing (which may be sent via email to cancel@rusticpathways.com or via trackable mail/courier to our main office address, Attn: Cancellations). You may also do this using the “Cancel Now” button on our website, once operational. Your request to cancel will be effective on the date and time received by us, based on United States Eastern Time (“Cancellation Date”). We do not accept cancellations or withdrawals over the telephone for any reason or under any circumstances. We will promptly acknowledge receipt of your written cancellation, the applicable Cancellation Date, and itemize any refund amount due you, if applicable. Refunds (if any) will be issued to your original form of payment. If that form of payment is no longer valid for any reason, we will issue a check to the participant’s parents/guardians within 4 to 6 weeks after the Cancellation Date.
- Cancellation or withdrawal by you will result in the loss of the amounts stated above, based on your Cancellation Date.
- If a participant cancels, withdraws, arrives late and/or leaves a program after the Start Date, no refunds will be given by Rustic Pathways for any reason whatsoever, including without limitation, illness, injury or other medical issues, security or health concerns, voluntary withdrawal, dismissal by Rustic Pathways (due to rules violations, behavior, discipline issues, violations of laws, etc.), or any other reason. Any costs incurred by Rustic Pathways related to a participant’s early departure/withdrawal from their program are the sole responsibility of their parents/guardians. In addition, participants and their parent/guardian will be solely responsible for any travel plans (and all associated costs and fees) once they depart a Program in progress and Rustic Pathways will have no responsibility for or control over the participant’s safety or activities once they depart the Program.
You acknowledge and agree that if you pay using a credit card or debit to a bank account and if you cancel for any reason, you will not dispute the payment with your credit card company or bank, or process a chargeback or credit to your account, so long as the transaction corresponds to the terms of this Agreement.
Trip Insurance
We strongly recommend that all participants purchase additional insurance, including conditional coverage for cancellation, medical expenses, emergency evacuation (often not covered by standard health insurance) and trip disruption with adequate coverage to protect your investment from unexpected and unforeseen events.
It is the participant’s and their parents/guardians’ responsibility to ensure that their medical/health insurance provides coverage for travel abroad (including in the destination country), and that the levels and types of coverage are sufficient to address all potential types of injury or illness that may occur while traveling. We also strongly recommend that participants purchase emergency medical evacuation coverage since the medical facilities in country may not meet U.S. standards or provide all desired treatment options.
Types and levels of available coverage vary, and you should carefully review available options for coverage and discuss them with the insurance provider to ensure that you understand the benefits and exclusions of your chosen insurance option. Rustic Pathways makes no representations or warranties about available insurance options or how the insurance company handles claims. Please understand that there will be no exceptions to our standard Cancellation Policy and other than as expressly stated in our Cancellation Policy, Rustic Pathways will not provide any refunds or credits for amounts not covered or reimbursed by insurance.
Cancellation or Modifications by Rustic Pathways
Cancellation or Modification Without Cause
Rustic Pathways reserves the right to cancel, alter, reschedule or amend the Program at any time for any reason Rustic Pathways determines, in its discretion, is necessary or appropriate. Rustic Pathways will make a final decision to offer or cancel a Program a reasonable period prior to the Start Date for a given Program. If a Program is canceled by Rustic Pathways prior to the Start Date under this paragraph, the following Cancellation Policy will apply. A participant may choose between a credit in the full amount paid to Rustic Pathways (less the non-refundable enrollment fee) valid towards any other program offered by Rustic Pathways or a refund of the Total Program Price paid as of the date of cancellation, less the non-refundable enrollment fee. If a trip is canceled by Rustic Pathways after the Start Date under this paragraph, a pro rata credit or refund (as described above) will be given, depending on the missed portions of the Program. The amount of such pro rata credit or refund will be reasonably determined by Rustic Pathways in its sole discretion, depending on the timing, circumstances and unrecoverable costs previously committed. In either case, (i) all refunds will be issued back in the form of payment used (e.g., if payment was made by voucher, the refund will be in the form of a newly issued voucher); (ii) all credits will be issued in the form of a voucher good for travel on a future Rustic Pathways’ program; and (iii) Rustic Pathways is not responsible for any expenses paid by any participant to third parties such as airlines and hotels for travel prior to or after the Start Date. In the event that a Program is canceled by Rustic Pathways and a credit is given and the participant chooses a less expensive alternate program, the participant will not receive a refund of the difference in cost. If a more expensive program is selected, the participant must pay the difference.
Cancellation or Modification Resulting from External Events Outside of Rustic Pathway’s Reasonable Control
While Rustic Pathways makes every effort to plan for foreseeable contingencies, it is not responsible or liable if it cancels, modifies or postpones a program as a result of events that are beyond its reasonable control. These include “force majeure” events such as (but without limitation) an Act of God, weather, natural disasters, fires, floods, declared or undeclared war, terrorism, actual or potential pandemics or epidemics (including COVID), other public health issues or emergencies, acts of a government organization, sanctions, quarantines, strikes, labor disputes, disruptions to transportation, or other events beyond Rustic Pathways’ reasonable control that make it actually or potentially impossible or illegal for Rustic pathways to conduct the program as originally contracted. In these situations, Rustic Pathways incurs substantial non-recoverable costs and expenses of its own in planning and pre-paying amounts for a program. As a result, if a program cannot depart as originally scheduled or is interrupted for any reason as described in this paragraph, participants will only be entitled to receive a full credit (if prior to the Start Date) or a partial credit (if after the Start Date). Cancellation, modification or postponement by Rustic Pathways for reasons as described in this paragraph will not be a violation of its obligations to any participant and will not be deemed a “failure” to provide travel services.
Regardless of the reason for cancellation, modification or postponement, Rustic Pathways is not responsible for any other costs or expenses incurred by a participant or their parents/guardians in preparing for a Program that is cancelled, modified or postponed.
Early Departure/Late Arrivals/Itinerary Changes.
Rustic Pathways carefully plans the schedule and itinerary for each of our Programs. There may be instances when for reasons outside our control – e.g., flight delays or rescheduling for a chaperoned group flight or cancellations by third party providers of scheduled activities – changes to the Program schedule or itinerary may need to be made. In these situations, we will do our best to alter the itinerary and schedule in such a way as to find reasonable substitutes for missed activities if possible, and in general, to not detract from the overall Program experience for participants. Such alterations do not constitute cancellation by Rustic Pathways or a “failure” to deliver the contracted services by Rustic Pathways, and will not entitle participants to any kind of refund or credit. If a participant elects to withdraw as a result of any necessary alteration to the schedule or itinerary after the Start Date, no refunds or credits of any kind will be given.
Participant Requirements
Participants are responsible for selecting a program suitable for their comfort level and capabilities. The Essential Eligibility Criteria is available on our website. By enrolling in a program, participants acknowledge that Rustic Pathways’ programs involve a significant amount of physical activity and personal risk. All participants must read and sign the Participation Enrollment Agreement and the Acknowledgement and Assumption of Risks & Release and Indemnity Agreement as part of the enrollment process.
Rustic Pathways reserves the right to decline anyone from joining a program with justifiable cause. Rustic Pathways also reserves the right to remove participants from a program if they create a hazard to themselves or others, behave in a disruptive manner, interfere with the successful operation of the Program, or otherwise violate the Rustic Pathways rules. Any costs associated with a participant’s dismissal, including but not limited to additional hotel or flight expenses as determined in Rustic Pathways’ reasonable discretion, will be the sole responsibility of participant and his/her parents/guardians. No refunds or credits of any kind (including, without limitation, of the Total Program Price or other amounts paid to Rustic Pathways or its third party providers) will be given in these situations. All participants are responsible for reading and being familiar with these rules, all of which are available on our website. All participants are encouraged to contact Rustic Pathways personnel with any questions about any of the rules.
Forms and Waivers
Both participants and their parent/guardian(s) (in the case of participating minors) are required to sign and comply with various liability waivers and releases prior to the beginning of any Rustic Pathways program. These documents include the Participation Enrollment Agreement, the Acknowledgement and Assumption of Risks & Release and Indemnity Agreement, the participant’s medical form, and other forms that may be required for a particular program. Participants are not permitted to travel on any Rustic Pathways program unless all required paperwork has been received at least 30 days prior to the Start Date.
Agreement
The participant and the parent/guardian(s) of participating minors agree that (a) this document and all other aspects of their relationship with Rustic Pathways are governed by the laws of the State of Ohio, without regard to its rules on conflicts of laws, and (b) any legal proceeding must be filed only in the state court located in Lake County, Ohio, which will be the sole jurisdiction and venue for any legal proceeding relating to or arising out of the Program, this Agreement or otherwise. Before filing a lawsuit, you agree to first attempt to settle any dispute (not settled by discussion) through mediation before a mutually acceptable Ohio mediator. This Agreement is intended to be interpreted and enforced to the fullest extent allowed by law. If a court or any other appropriate authority finds any portion of this document to be invalid, the remainder will remain in full force and effect and binding upon the parties. The foregoing conditions will be binding upon the participant personally as well as upon his/her heirs, parents and guardians, executors and administrators, and any and all members of their family.
You acknowledge that your enrollment and this Agreement includes a medical form, a release and waiver of certain legal rights, and other specified contractual obligations between you and Rustic Pathways and you sign the Agreement of your own free will.
You acknowledge that acceptance of your participation in a Rustic Pathways program is dependent upon the complete and timely submission of all required documents including but not limited to the Participation Enrollment Agreement and the Acknowledgement and Assumption of Risks & Release and Indemnity Agreement.
6.0 – Updated: Apr. 4th, 2025