Effective August 1, 2025 (Last updated October 31, 2025)

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This policy governs all bookings with Global Citizens, LLC, doing business as Small World Explorers (“we,” “us,” or “our”). By making a payment, you agree to the terms below. This policy is incorporated into, and forms part of, our Terms & Conditions.

 

0. Definitions & Timing Rules

• Trip Start Date: The calendar date on which the itinerary begins at the destination.

• Holding Fee: A small non-refundable amount paid to reserve a spot for your family; applied to your total trip price.

• Down payment: 50% of the total trip price, due 60 days before the Trip Start Date.

• Final Balance: The remaining amount, due 30 days before the Trip Start Date.

• Final Balance Due Date: The date 30 days before the Trip Start Date.

• Add-On Services / Add-Ons: Optional items not included in the base Trip price (e.g., extra nights, transfers, equipment rental, lessons, special activities, tickets, upgrades).

• On-Trip Add-On: An Add-On purchased at the destination (e.g., at the welcome dinner) if availability remains.​

• Written Notice: An email sent to hello.swexplorers@gmail.com from the booking holder’s email address with the booking name and/or number in the subject line.

• Receipt Timestamp & Time Zone: Requests are deemed received when timestamped by our mail server; all deadlines use Pacific Time (PT).

• Calendar Days: All days are calendar days (not business days).

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1. Trip Confirmation

A trip is confirmed once the minimum number of families required for that itinerary has enrolled and we have secured supplier availability. The minimum varies by trip and is communicated before booking.

• If the minimum is not met or we cannot secure availability and we cancel, we will refund the Holding Fee and any other amounts you paid to us for that trip.

• Once the trip is confirmed, your Holding Fee remains non-refundable (see §3).

 

2. Payment Schedule

• Holding Fee (to reserve a spot): Due at the time of reservation; non-refundable (see §1 for the limited exception when we cancel before the downpayment stage).

• Downpayment (50%): Due 60 days before the Trip Start Date.

• Final Balance: Due 30 days before the Trip Start Date.
  Your booking is not guaranteed until cleared funds are received by each due date.

• Add-Ons (payment timing): Add-Ons purchased more than 30 days before the Trip Start Date are added to your Final Balance and due 30 days before the Trip Start Date. Add-Ons purchased 30 days or less before the Trip Start Date—or on-trip—are due at purchase (immediate charge). Your booking is not guaranteed until cleared funds are received by each due date.

 

3. Refund, Cancellation & Transfer Rules

A) Before the 60-Day Cutoff (≥ 60 days before Trip Start Date)

• Downpayment Refundability: The Downpayment is refundable only up to the 60-day cutoff. Once you are inside 60 days (i.e., day 59 → day 0), it becomes non-refundable.

• Moving to another trip (>60 days): If you wish to move to another trip more than 60 days out, we treat it as a cancellation of the current booking and a new booking for the other trip. Your Holding Fee is forfeited; any paid Downpayment (if already paid) is refunded; a new holding fee will apply to the new trip (subject to availability and current pricing).

 

B) Inside 60 Days (< 60 days before Trip Start Date)

• No refunds of any amounts (Holding Fee, Down Payment, or any amounts paid toward Final Balance).

• Not transferable to another trip.

• Transfer to another family for the same trip is allowed, subject to all of the following being completed before travel:

1. The replacement family is approved by us and accepts our Terms & Conditions and required waivers;

2. All amounts due at the time of transfer are paid; and

3. We send written confirmation that the transfer is complete.

• Any settlement of costs between families is outside our role; amounts already paid to us remain with the booking.

• Add-Ons: See §3(E) for Add-On payment, refund, and transfer rules.

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C) No-Show / Partial Participation

Failure to arrive, late arrival, early departure, missed activities, or unused services are treated as a cancellation inside 60 days: no refund and no transfer to another trip.

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D) Refund Method & Processing Fees

• Approved refunds (e.g., §3A) are initiated to the original payment method.

• If our payment processor does not return its processing fees to us, we will deduct those unrecoverable fees from your refund (not applicable when we cancel under §5).

• If your original payment method is closed or cannot accept funds, you must promptly provide an alternative we support; delays caused by unavailable or expired methods are not our responsibility.

 

E) Add-On Services (Payment, Refunds, Transfers)

Payment.

• Purchased > 30 days before Trip Start Date: Added to your Final Balance and due 30 days before the Trip Start Date.

• Purchased ≤ 30 days before Trip Start Date (pre-trip) or on-trip: Due at purchase (immediate charge). If an Add-On included in your Final Balance is not paid by the Final Balance due date, we may remove it from your itinerary; re-adding later is subject to availability and current pricing.

 

Traveler-initiated refunds & transfers.

• Refunds: Add-Ons are refundable until 60 days before the Trip Start Date. Inside 60 days (including on-trip purchases), Add-Ons are non-refundable.

• Transfers: Add-Ons are not transferable to another trip. Inside 60 days, an Add-On may be transferred to another family for the same trip if: (i) the replacement family is approved by us, (ii) required forms/waivers are completed, and (iii) we confirm in writing.

 

If we or a Partner Provider cancel an Add-On, or we cannot secure availability (even inside 60 days). You may choose either:
(a) a comparable or higher-value alternative at no additional charge (if available), or
(b) a full refund of that Add-On to the original payment method—even if the base trip is otherwise non-refundable at that time.
This is your exclusive remedy for Add-On unavailability or provider cancellation.

 

No-shows & partial use. Unused Add-Ons, late arrival, or early departure are not refundable.

 

4. Trip Transfers (Summary)

• More than 60 days before the Trip Start Date: moving to another trip is handled as in §3(A) (cancel + rebook; Holding Fee forfeited; Down Payment—if already paid—refunded; new holding fee applies).

• Inside 60 days: not transferable to another trip; transfer to another family for the same trip may be approved subject to the conditions in §3(B).

 

5. Cancellations by Us

We will not cancel a confirmed trip for minimum-enrollment or supplier-availability reasons after the 50% Down Payment stage.
We may still cancel for Force Majeure / safety reasons at any time (see §7).

 

If we cancel an entire trip before it begins, you will receive a full refund of all amounts you paid to us for the canceled trip. We are not responsible for incidental or consequential costs (e.g., flights, visas, pre/post hotels, insurance).

 

6. Travel Insurance (Required)

All participants must obtain and maintain comprehensive travel insurance that includes:
• Emergency medical care and evacuation, and
• Specific coverage for skiing or winter sports (where applicable).

We highly recommend also considering additional coverage such as:
• Trip cancellation or interruption (to protect your trip cost), and
• Lost or delayed baggage protection.

We may require proof of coverage before accepting your Final Balance or allowing participation.

For convenience, we may suggest third-party providers (such as World Nomads or Allianz Travel Insurance). Some links on our Website may be affiliate links, meaning we may earn a small commission at no extra cost to you. You are always free to purchase insurance from any qualified provider.

 

7. Force Majeure (Events Outside Anyone’s Control)

We are not liable for delays, changes, or partial/non-performance caused by events beyond our reasonable control (including acts of God, war, terrorism, civil unrest, pandemics, extreme weather, government restrictions, and major infrastructure failures).

• If a Force Majeure event requires us to cancel the entire trip before it begins, §5 applies (refund of amounts paid to us).

• If Force Majeure disrupts a trip in progress or requires service substitutions, refunds are not available beyond amounts we are able to recover from third-party providers; we will use reasonable efforts to assist with rebooking or credits, but this is not guaranteed.

 

8. Responsibility for Additional Costs

We are not responsible for costs related to your travel to/from the trip (including airfare, hotels before/after the trip, visas, vaccinations, equipment, or other incidental expenses) in the event of a trip cancellation, date change, or transfer.

 

9. Non-Payment, Chargebacks, and Fraud

• Non-Payment: If you fail to pay the Final Balance by the due date (§2), we may cancel your booking without refund and resell your spot.

• Chargebacks: You agree not to initiate chargebacks that contradict this policy. If you do, you remain liable for the original amounts, plus any bank/processor fees, investigation costs, and reasonable attorneys’ fees we incur.

• Verification: We may require additional verification to prevent fraud; failure to provide it may result in cancellation without refund.

 

10. Additional Terms & Conditions (Summary)

We reserve the right to:

• Refuse Service – Decline a booking or remove a participant whose behavior, health, or actions pose risk to themselves, others, or the group experience (no refund).

• Change Itinerary – Alter itineraries, accommodations, activities, or transportation for safety, weather, regulatory, or operational reasons; substitutions will be of equal or higher quality where feasible.

• Adjust Pricing Before Booking Confirmation – Prices may change until your booking is confirmed and payment received; once confirmed, your price is locked unless you request changes.

• Request Proof of Insurance – As a condition of final payment or participation.

• Limit Liability – To the maximum extent permitted by law, our total liability is limited to the amount you paid to us for your booking; we are not responsible for incidental or consequential losses (e.g., flights, visas, personal purchases).​

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