FAQ

 

Before You Sign Up

Where can I find info about trips?

Check out our page on all things Spring Break, Contact us to set a trip up at 1.866.991.8747 or fill out your info on our Contact Page!

 

I'm not a student in university/college, Can I go on a trip?

Yes! You do not need to be a student, however, you must be 18 years of age or older to travel with us. Please keep in mind as our trips are geared towards university and college aged students, we do not allow high school students on our trips. If you are in high school and are looking to book a Grad Trip to the Caribbean, please check out our high school flight brand, S-Trip!, at www.s-trip.com.

 

How do I book a trip?

1. Click “Book Now”.

2. Put in your Trip Code. Dont Have one? Contact your Campus Rep or Plan a Trip and fill out with your complete information.

3. One person (the Group Leader) will create the group by clicking Book Now, followed by Create a Group. If your group has already been created by your Group Leader, click Join a Group or click on the link in your invitation email and follow the on screen instructions.

4. The group is confirmed once the Group Leader's payment is made.

5. During group creation, the Group Leader will enter all group information; begin by selecting the amount of people in your group.

6. Select your accommodation type and group options.

7. Enter the names, email addresses and phone numbers of your group members. All group members will receive an email with a link to join the group. Alternatively, a group member can use the CV Trip Finder to locate the correct trip, click Book Now and select Join a Group, where they'll be prompted for their email address.

8. Select your individual options. Each group member will go through the booking steps, select their individual options, and pay for their portion of the trip.

How does rooming work?

All CV trips are booked as a group, not individually. Advertised prices are based on maximum room occupancy. If your group is less than your selected room's maximum, a 'missing person' fee will be incurred. As per our terms and conditions, Campus Vacations is not responsible for filling rooms.

 

Signing up with your legal name

When travelling outside of Canada or the United States, the name on your travel documents must match the name that is on your passport.  You must sign up using your full legal name. Please make sure to enter your passport information at the time of booking.

It is also possible to add and update this information on My Profile under "My Personal Info." The deadline to update this information is 30 days prior to your final balance date.

 

Not a Canadian or American citizen

Some countries have different visa or entry requirements for travelers of different countries. Be sure to check with the embassy of your destination country to find out if you’ll require a visa to visit. We’ll do our best to help out, but each country has the final say on visa and entry requirements.

 

Collect or using travel reward points

Campus Vacations does not collect or redeem Air miles or Aeroplan miles for these trips. It is possible if the final group is assigned to a flight that points may be collected on, however as these are bulk group reservations Campus Vacations cannot apply these numbers before departure and it is the responsibility of the passenger to show their aeroplan/airmiles number at check in.

 

Signed up under the wrong trip code? Request a group switch

How to request a Group Switch. Contact our office with your first and last name, passenger code, what trip you want to switch to and who you want your new roommates to be. You can do this by emailing info@campusvacations.com.

Note that your new roommates will have to go to their “My Profile” and request that they want to room with you as well. You must be up to date on your payments before submitting a request. All Group switches are on a request basis with our suppliers.

After the final balance date or the trip has moved to the waitlist, we will not accept these requests.

 

Signed up twice? (Duplicate file)

If you have accidentally registered for the same trip more than one time, please contact our office and we will help walk you through getting this resolved.

 

Taxes and Fees - USA
The taxes and fees generally include the following:

  • International Airport Departure Tax
  • Tourism Tax (for Destination)
  • US Aphis User Fee
  • Transportation Tax
  • Fuel Surcharge (if applicable)
  • Security Charge (if applicable)
  • Passenger Facility Charge
  • US Federal Inspection Fee
  • US Security Fee
  • US Customers User Fee

 

Taxes and Fees - CANADA
The taxes and fees generally include the following:

  • Airport Improvement Fee (where applicable)
  • Departure Tax (where applicable)
  • Navigation Service Fee
  • Destination Insurance/Security Surcharge
  • Air Traveller's Security Charge
  • FAA Overflight Fee
  • Fuel Surcharge
  • HST

 

 

Opting out of flights

Unfortunately Campus Vacations cannot issue refunds for an unused flight as it was booked as a vacation package and is non-refundable.

Options for those who need to leave early or later is to book the alternate flight on your own.

We encourage everyone to notify us so that we can make sure the airline is aware and you are not considered a “no show” if you miss your flight. If you are arranging your own flight to destination but plan on using the return flight booked as part of your package, you are required to notify the airline the day of your departure (before the flight departs) that you will not be on that leg of your flight but will use the remaining return flights.  

 

My friends and I go to different schools, can we still book on the same trip/room together?

You must be registered on the same Trip Code as your requested roommates in order to be assigned to the same flight and to be able to room together.

 

Where can I view my order summary, make changes and/or make payments for my trip?

Log onto your My Profile and click into Active Trips in your My Account page to view or change your current trip order. In the top right-hand corner, you can also click View Receipt/Payment History to view any payments you have made towards your trip.

Before you Travel

 

Hotel information

We post the hotel name and information on “My Profile” under "View Your Trip" and the "Details" tab.

If you are NOT booked yet and want to know more information about the hotel, you can input your groups trip code given out by your Campus Manager or Rep on our website. This will bring you to your personalized trip page with all of the details for your school's trips including hotels, travel details, excursions, price, and more.

 

Important travel documents: What to bring!

What to print: All of this information can be found on “My Profile”. Log in and click “view your trip” then select the “Details” tab at the top of the page. Scroll down to the Important documents section and print your: E-ticket, The CV Code, and Insurance card

 

The CV Code: must be signed. A CV Staff will collect this at the resort.

Insurance Card: Will have your policy number and Insurance phone number on it. This is your proof of purchase.

 

E-ticket: Your e-ticket is very important as it will have a reservation code on it that you will need at the airport to check-in and print your boarding passes. The information about baggage and the airline is usually attached to your e-ticket.

The e-ticket and insurance card will be available for you to print on your My Profile about 1-2 weeks prior to your trip departure. Print out your documents from the 'Documents' section of My Profile.

You will also need to bring your valid passport!  Some countries, refuse to allow entry to anyone holding passport that expires in less than three or six months. Please check with country that you are travelling to that your Passport is in fact valid.

Please Note:

Missing E-ticket: If your entire group has received their ticket and it's less than a week before departure, please contact us to advise.

 

Name correction: It is the passenger's responsibility to provide us with the correct information prior to the deadline. There could be a fee of $150.00-$500.00 to correct the name on your e-ticket if you did not provide the correct information. This fee is at the discretion of our supplier, and not Campus Vacations.

It is the passenger's responsibility to check the ticket as soon as they receive it to ensure that they have provided us with the correct name and date of birth that matches what is listed on their passport.

Within 72 hours prior to departure the cost of the name correction is subject to change as per the airlines fee.

 

The CV Code

The CV Code is a guideline to how all travelers should behave on an CV Trip. It's all about respect, good vibes, and safety!

A signed copy of the code should be brought with the passenger to check in (hotel) and given to the CV staff once at the resort.

It can be found in the passenger's online profile under the "documents" section or by under Forms on our website, or by clicking one of the PDF links below.

 

Packing tips

You should plan to bring a carry-on bag with all important documents (a valid passport, airline ticket, insurance card, and The Campus Vacations Code), a day's worth of extra clothes, something to keep you entertained like a book or epic playlist and remember no liquids over 100mL.

In your checked luggage, remember that you do NOT need to pack your whole closet. Lots of bathing suits, board shorts, T's, underwear, and a sweater will do. Don't forget bathing suits, toiletries, and of course, sunscreen!

Travelers should be aware of standard airline limitations of 20-25kg per luggage for each passenger. To make traveling in and out of hotels and between different forms of transportation easier, we recommend traveling with one suitcase per passenger.

Currency in different countries

Dominican Republic: Resorts in the Dominican do accept Pesos (the local currency) but the American Dollar is wanted and widely accepted. Some hotels will not exchange non US dollars and you will have to  do so at a local bank.  You will  tend to get a better deal when you use American dollars or Pesos with the vendors.

Mexico: Mexico’s national currency is the Peso.  Though some merchants in popular tourist spots will accept the United States Dollar or the Canadian Dollar, you should plan to exchange your currency for Pesos either before you arrive in Mexico or at banks, currency exchanges, or automatic teller machines as soon as you arrive.  You will receive a better value for your money if you use the local currency.  A Campus Vacations staff can help you exchange  your money.

 

Recommended amount of money to bring: Extras in destination

Spending money: The amount of spending money varies based on the person. This is an all-inclusive holiday so all meals, snacks, and drinks are covered in the cost of the trip.

Passengers can pre-pay for excursions on their online profile up to 2 weeks prior to the trip departure.

Extra money would be required for the departure tax (if applicable), room damage deposit, souvenirs, extra sunscreen, or any snacks they might want to get at the airport (or from the resort store) along with snacks/drinks purchased on excursions or off resort activities.

We do not recommend pre-paid credit cards as they do not always work. Debit cards with 4 digit pin numbers will usually work but ATM's may be sparse.

It is best to bring cash on your trip and pre pay for excursions.

 

Wifi: The availability of wifi depends on your destination and there may also be a small fee for the week. For the most up to date information, please visit the Resorts website for cost information. Feel free to contact us if you are not able to find the price.

 

Baggage: The baggage fee and baggage restriction information is usually on your E-ticket. This information is also available on the airlines website under Baggage allowance.

 

Tipping: Please note that although tipping at an all inclusive resort is not mandatory (and you should only tip if YOU want to) you may find that it helps you during your stay. If you received great service from a server, bell hop, chamber maid, driver, or anyone else, a couple of dollars in appreciation will be remembered and you may find your towels a bit fluffier, your room cleaned a bit earlier, and things going a bit smoother.

In many of the Caribbean destinations, hotel staff also appreciate gifts from Canada/US. Items such as kids toys, school supplies, feminine hygiene products, Canadian or American souvenirs, and/or clothing are often appreciated as some of these items are either very expensive or unavailable for purchase locally.

Generally students tip about $1-$2 USD for each service. Hotel maids are often tipped $2 per day per person. Tipping is at the discretion of the student and given for exceptional service.

Safes: Safes are available in every room on our trips for a cost from about $10-$20 USD per week. Safes are optional but highly recommended.

Keep in mind passengers are responsible for their own passports for the duration of the trip.

 

Clinic Visits & Medical Expenses: All travelers are covered under the included Classic Youth Medical Travel Plan, however travelers need to pay for their medical expenses upfront. You will need to complete the insurance claim to be reimbursed through the insurance company upon your return for all medical associated costs including, but not limited to: medication, treatment, medical examination, and transportation to and from the clinic and/or hospital.

 

Room damage deposit options

A room damage deposit or payment is collected from all passengers while on the trip prior to check in at the hotel. All passengers are required to purchase either a non-refundable room damage protection plan for $20 per person (USD), or provide a refundable room damage deposit of $60 per person (USD) - the deposit is refundable upon check-out provided the room is not damaged. Please note, all roommates must take the same room damage protection option.

Note: If travelers want to pay in CAD they must pay $30CAD for the damage protection plan, and $80CAD for the room damage deposit.

For those traveling to Cuba, CAD (Canadian dollars) is the preferred currency.

 

Itinerary and date of travel

Where can I find the date of my trip? The date and itinerary is placed on the details tab of “My Profile”. It is listed under FLIGHTS.

 

When will the date and itinerary for my trip be released?

At Campus Vacations we work with all the major tour operators to your destination.  

We negotiate group space with them far in advance, sometimes before they have even finalized their flight schedules. Multiple suppliers would serve the same destination and as a result have different availability and space.

As group numbers fluctuate we do not permanently assign a final departure slot until after the final payments for the group are received and the final group number is known, however a spot on the trip is reserved with the initial reservation form and deposit. There is a live spot held for each and every registration immediately upon signing up.

This is done to ensure that the entire group can travel together on the same itinerary.

Final travel times are not released until after the final payments for the group are received. As group sizes may vary and shift between the initial booking date and the final booking date this could affect the allotted space.

Our intention is to ensure that all students from the same group have the same itinerary. We also work with the students to try to avoid school events and other issues that could affect their travel plans. We thank you for your understanding.

March Break program travel is normally over the schools scheduled March Break. In certain circumstances (large or small groups, certain starting points or other factors) groups may leave as early as a few days before the start or overlap the end of the break period. We try to minimize those situations whenever possible.

*If you have a specific conflict with a pre-existing event and you notify us in writing prior to the balance date, we may be able to request alternate dates or make special arrangements.

Rooming

 

Requesting to have Campus Vacations  assign or add roommates to your room

Roommates may be assigned to your room if you are missing roommates and there are other students that have also not selected roommates.

We will not add you to a requested room.

If there are no other students without roommates, you may be placed in a single room until you can provide your new request. The fee for a single is usually $300+ increase on the cost of the trip.

 

On the waitlist and need to select roommates

To improve your chances of clearing off the waitlist, you must select a room that has room for an extra person. (Example: they are in a double and will request to move to a triple room) Please note that one of the people you have requested must call the Help Desk or send an email to confirm they would like to add you to there room IF you are cleared off the waitlist.

 

Requesting a roommate who is on the Waitlist

You can request a traveler who is on the waitlist to be added to your room as long as all occupants in the room are in agreement and you do not exceed the maximum occupancy. If we are able to clear the traveler off the waitlist then the hotel will update the rooming list. Please note that we have already reserved your reservation meaning you will not receive a refund for the increase in occupancy.

View roommates on My Profile

Roommates can always be reviewed on “My profile”. Sign in, click “View your trip”, and at the top of the page, select the “Details” tab. Under this tab you will find the "Rooming" section which will tell you your current occupancy and roommates.

 

Change in occupancy after registration

Your occupancy may change after registration if the travelers selected are not added to your room OR if they are added and removed. An email will be sent to you if your occupancy changes at any point. If this happens, review your current roommates on your My Profile and add a new request. If you are ok with the new change, please note that there will be an increase in price if the number of passengers is decreases.

 

Occupancy and fees

Each occupancy (single, double, triple, quad) has a different cost. The total cost of your trip is based on the occupancy you have selected. The occupancy is based on the number of people in the room.

If your occupancy changes from a triple to a double, it is your responsibility to request another roommate to make it a triple again OR to pay the occupancy difference.  

 

Deadline to add/change roommates

Roommate requests may not be accepted less than 45 days prior to the final payment deadline. Please review your occupancy and roommate selection online from "My profile".

If you have not yet requested roommates and it is past the deadline, please contact our Help Desk.

 

Travelers are responsible for selecting roommates

Upon booking, travelers must select their desired room occupancy – the occupancy selected will affect the cost of the trip. Once room occupancy is chosen, travelers are responsible for selecting roommates based on that occupancy. Travelers must submit their roommate selection by the assigned deadline. If the traveler submits an incomplete request, a request that cannot be accommodated, or does not submit a request, Campus Vacations will assign roommates of the same gender and group, and/or adjust the traveler’s occupancy as necessary. Should the number of people in your room change, whether it was changed at your request, due to circumstances out of your control, or by Campus Vacations when assigning rooms, you will be responsible for finding additional roommates to fill the space and/or paying the additional cost associated with an occupancy change. Campus Vacations reserves the right to adjust room assignments based on hotel space and availability. The room occupancy of your choice may not always be available due to hotel space limitation and/or restrictions.

Hotels do not match beds to occupancy, the number of pillows across a bed represents the number of people allocated there.

 

How to request/change rooming

During the signup process, you will have the option to select your occupancy and roommates. If you do not choose your roommates, you will have to update them on your My Profile.

How to change/add a roommate on “My profile”? Sign in, click “View your trip”, under the DETAILS tab, you will find the rooming section. Select “request change” and add your roommates!

The request will be added to your file and we will review your request shortly after.

*NOTE: You are not able to add roommates when your trip status is pending. Please catch up to date with payments and contact our office

 

My roommate is on the waitlist

When they are confirmed from the waitlist they will be added to your room and you will be sent an email confirmation.

While it may not be possible to accommodate every request, we will do our best to try to make sure you are sharing a room with the friends you have asked for.

Please be advised that if your request involves a change in occupancy, charges will apply. We will send you a confirmation email once your request has been processed.

Rooming requests must be submitted a minimum of 45 days prior to the balance due date listed on your profile. Requests made after that time may not be accommodated or possible.

Any change in price caused by a change of occupancy is the responsibility of the passenger.

 

Why did my price go up?

Campus Vacations works with over 300 groups every year with thousands of passengers. As a result we need to ensure that we are holding space with the suppliers as early as possible. These contracts are negotiated well in advance and we are bound by our suppliers to honour them. When booking large groups like this we have to ensure the prices are set early or it would be impossible to reserve the space and ensure everyone has the same trip.

Prices are per person in Canadian Dollars or US Dollars unless otherwise stated and are subject to availability at the time of booking. Pricing is based on the occupancy chosen; should your occupancy change for any reason you are responsible for paying any difference in price.The prices advertised are based on fixed costs of suppliers at the time of booking.

If the passenger submits an incomplete request, a request that cannot be accommodated, or does not submit a request, Campus Vacations will assign roommates of the same gender and group, and/or adjust the passenger’s occupancy as necessary. Should the number of people in your room change, whether it was changed at your request, due to circumstances out of your control, or by Campus Vacations when assigning rooms, you will be responsible for finding additional roommates to fill the space and/or paying the additional cost associated with an occupancy change. Campus Vacations reserves the right to adjust room assignments based on hotel space and availability. The room occupancy of your choice may not always be available due to hotel space limitation and/or restrictions.

 

How do I change my room type (upgrade/downsize)?

Only the Group Organizer has this ability. This change can only be made prior to the Payment Deadline without penalty. First, ensure that your group size is equal to or less than the stated group maximum of the new room type (if you’re downsizing, delete unpaid members from the group), and then you’ll be able to change your room type by editing Accommodations on your My Account page. This change may result in an additional cost. The option change is confirmed once the full payment is made, or once you accept a refund. If it is past the Payment Deadline, please email info@campusvacations.com to request this change. Please note, changes can only be requested up until December 1st, 2015.

 

How do I add/remove someone from my group?

Only the Group Leader has this ability. If you are the Group Leader, log onto your CV account and click into your Active Trips. Below your listed group members, there is a button to Edit members. Simply change/add/delete any group member’s name and email address in that section. Changes on to the group can be made up until December 1st, 2015.

 

How do I change groups?

To request a change of groups, please email info@campusvacations.com. In the email please include your name, the school you are traveling with and the name of the Group Leader of the new group. Before we can review your request, we must have approval from the new Group Leader.

 

Payments and Pricing

 

Price Break down

Regular price: The base price of the trip

Activity Package, Insurance and Extras: The cost of the included excursions and medical insurance. If you purchase the extra insurance or excursions, the amount will show here too

Travel taxes and Fees: All the taxes for your trip are here

Total: Add the above and this is your final trip cost.

Included in the cost

Travel Package:

  • Round trip airfare

  • Hotel transfers

  • Hotel accommodation

  • All-inclusive meals, snacks & drinks

Campus Vacations Exclusives:

  • Featured off-resort excursion

  • Daily beach and pool activities

  • Themed night events

  • Featured off-resort event

  • Group photo shoot with professional photographer

Taxes and Fees:

  • Airport Improvement Fee (where applicable)

  • Departure Tax (where applicable)

  • Navigation Service Fee

  • Destination Insurance/Security Surcharge

  • Air Traveller's Security Charge

  • FAA Overflight Fee

  • Fuel Surcharge

  • HST

Insurance:

  • Medical travel insurance

Staff:

  • Campus Vacations  staff on-site

 

Not included

  • Personal spending money

  • Tips

  • Optional Excursions

  • Off Resort Party Package

  • Hotel damage deposit or room damage protection

  • Optional comprehensive insurance

  • Locally paid exit fees (if applicable)

  • Baggage fees (if applicable)

 

*Please be advised that your trip details may vary. View details on your trip page by entering the trip code provided by your trip organizer, or by viewing them after you have signed up on your My Profile.

 

Whats included in the party package

The CV Party Package changes every year. For further detail, please contact your Campus Rep. 1 thing we can ensure is that it will be EPIC!

 

How to make a payment

Log onto “My Profile” using your passenger code and email or Connect with Facebook. Click “View your Trip” button. At the top of the page 3 three new tabs will appear, click the “Payments” Tab. This page will have a “Make a Payment” tab at the top right. Enter in the payment information, choose the amount you would like to pay and make sure to select if you want the card on file for automatic monthly payments.

We recommend adding a credit card to your file and choosing 'Autopay', this way your card will be charged automatically each month on the payment date and you do not have to worry about login in to make payments.  

 

Method of payments accepted

The methods of payment accepted depend on the country you reside in.

CANADA: Credit Card (VISA, Mastercard, AMEX), Visa/Debit, Prepaid cards  (Do not accept Vanilla & Titanium Visa cards) and Interac- must manually enter payment each month (must have online banking with: BMO, RBC, Scotiabank or TD).

USA: Credit Card (VISA, Mastercard), Visa/Debit and Prepaid cards (Do not accept Vanilla & Titanium Visa cards)

 

The Campus Vacations payment plan

We've put together an easy monthly payment plan to help you pay for your trip with Campus Vacations. Starting with a deposit to hold your spot, and then easy low monthly payments. Then 90 days before your trip, you will pay the final balance - whatever is left of the total!

Do I have to pay each month? Yes, this ensures a spot on the trip, and your final balance is due 90 days prior to travel. Depending on when you initially sign up, your monthly payment dates will vary. However you can always give us a call and arrange to have a custom payment date that works best for you. The payment schedule can be found during the last step of the signup process and on “My Profile” under the “Payments” tab at any time.

It is important to always make this payment on time and do not miss a payment to avoid having your file fall into 'overdue' or 'pending' status. We will send you a payment reminder before the scheduled payment date. You can check your group's exact payment schedule in the "Payments" section in your My Profile.  To make sure you never miss a payment ensure that you have an active credit card on file and that you have authorized 'Autopay', so your payments are made automatically each month.

 

Lump Sum Payment

Our payment schedule for passengers is the same as the requirements for payments to our suppliers. Each deposit and payment that we receive is forwarded to our suppliers, the tour, hotel or bus operator, in order to secure a space on the trip. As our suppliers rules are strict, we clearly indicate to all passengers in our rules and reservations that all payments are non-refundable.

If you would like to pay in full now you can, however it is a requirement that minimum payments are used to secure the spot on the trip.

Unfortunately a deposit is not sufficient for the tour operator to hold a spot until the balance date.

If you would like to wait until the final balance date without further payments we will be forced to change the status of your file to pending. This means you will not have a spot on the trip guaranteed.

The minimum to hold a spot and skip payments to the balance date would be 50% of the total cost.

This is outlined in the Terms & Conditions as below

 

Payment Due Dates

All of our trips are broken into easy-to-pay monthly installments with the balance payment due three months prior to the departure date. Payment dates are displayed during the online booking process. Registered passengers can find their specific payment schedule under the Payment Info tab of My Profile. All monthly payments are mandatory, failure to make a payment may result in your losing your place on the trip and/or your early booking price. Late payments may also be subject to a late fee. You need to make all payments according to the payment schedule in order to ensure your space on the trip.

 

Transferring a payment from one trip to another

We will do our best to accommodate your special request, however, we work with many different suppliers to book space on flights, hotels, ground transfers and excursions and it is often difficult to transfer without a penalty. These suppliers each have their own rules and regulations and generally deposits and payments cannot be transferred between trips.

If you are requesting a Group switch from one Grad trip to another in the same year, we can request to move your registration, however this is on a request basis.

We do not transfer payments from one passenger booking to another passenger. If you cancel your trip and receive trip dollars, you are able to use them on another trip for yourself within the limitations of our terms and conditions. Please refer to our cancellation policy for information on Trip Dollars and cancelled trips.

 

Requesting a custom payment schedule

To keep your account active, $150.00 is due each month until the balance date. A custom payment schedule is possible if you need to make a payment later than your scheduled date or if you need to skip a month. Our Help Desk is able to set this up for you so the payments are processed automatically on the date and in the amount you have requested. Custom payments are on requests basis. All proposed custom payment plans first need to be evaluated and approved before we confirm they can be done.

Please note that we are not able to allow a balance extension as the balance payment must be paid on the date specified.

 

Missed a payment

If you miss your monthly payment date your status will change to Active Overdue and will then change to PENDING if you miss two in a row. Pending status means that you no longer have a space on the trip.

You can go to your online My Profile and submit your payment at any time. If you are unable to make your payment at all, please contact our Help Desk and we can make other arrangements with you.  Keep in mind you do not want to miss two monthly payments in a row. The best way to ensure you never miss a payment is to have an active credit card on file and authorize 'Autopay' so that your payments come out automatically each month.

 

Payment declined - What to look for?

If your payment has declined, the first step is to re-try entering the card information to ensure it was entered correctly and then manually attempt the payment again from your profile. If this does not work, review your bank information to confirm there are no holds, blocks, or limits on your account from your bank.

Contact the credit card company or bank to find out why this payment did not clear. For Visa/debit cards, especially if it's the first time you are making an online payment there may be a hidden online limit. Contact your bank and advise that you are making a payment with the VISA side of the Visa/Debit card. Please contact our office if it will take a few days to resolve before making the payment.

 

Change method of payment/card on file

Log onto “My Profile” using your passenger code and email or Connect with Facebook. Under the “Payment info” tab you will be able to review the card information, if the card is active on file and change the current card on file.

 

Change method of payment/card on file

Log onto “My Profile” using your passenger code and email or Connect with Facebook. Under the “Payment info” tab you will be able to review the card information, if the card is active on file and change the current card on file.

 

Payment History: View payments made

Log onto “My Profile” using your passenger code and email or Connect with Facebook. Click the  “View your Trip” button. At the top of the page 3 new tabs will appear, click the “Payments” Tab. Scroll down until you reach Transactions. This is where the record of all payment attempts (cleared and declined) will be listed. The balance remaining will also be listed here.

 

Automatic payments vs. manual entry (Monthly Payments)

To make the monthly payments there is an option to use a Credit card or Visa/Debit card to keep them on file for all future payments. This saves you the trouble of logging in each month to make the payment.

The other option is logging onto your online profile each month on the payment due date to make the payment. Regardless of your choice, an upcoming payment due reminder will be sent each month a few days before to let you know that the payment is coming up. Generally speaking, the payment is due around the same time each month.

If you sign up with a Credit card or Visa/Debit card, it will automatically charge you each month. If you do not want Auto pay, simply log on to My Profile and remove your card under "Payment info"

Note: Interac payments can only be done manually each month

 

View/Print invoice

Log onto My Profile using your passenger code and email or Connect with Facebook. Click  “View your Trip” button. At the top of the page 3 three new tabs will appear, click the “Payments” Tab. At the top left there will be 2 buttons listed: View invoice and Print Invoice.

Price comparison vs. sell off or online

Although it may be possible to get a sell off or last minute price that is lower than our price, this is simply not possible with the large advance booking groups we work with. A sell off or last minute seat is generally applicable for a small number of rooms or distressed inventory that has not sold out and must be paid in full at the time of request. With our program we would not have the ability to offer the infrastructure, staffing, events, group insurance, support, early booking incentives and payment plans using this method.

Campus Vacations works with over 300 groups every year with thousands of passengers. As a result we need to ensure that we are holding space with the suppliers as early as possible. When booking large groups like this we have to ensure the prices are set early or it would be impossible to reserve the space and ensure everyone has the same trip and we have the proper infrastructure, staff, events and security in place. Discounted pricing may be at the same hotel, but might not be the same tour operator as the main group which would result in some students having potentially different air flights or routings, be assigned to different wings or floors within the hotel, and be offered different features.

When comparing dates and hotels keep in mind that we chose student friendly properties at a minimum and these tend to fill up the earliest. We are also travelling during March Break which is a peak week for travel, and typically this travel period does not have much discounting or selloffs.

 

Pending Status: missed payments

If you received an email notice about your status changing to "pending", you have missed two or more payments and are not up to date with the payment schedule. At this point you do not have a guaranteed seat on the trip.  Once you have the balance applied and are caught up with payments, we will put a request into the supplier to re-instate the file to 'active status'.

still can't find the answer? Contact us at 1-866-627-8747 or visit

 

Passport information & requirements

Do I need a passport?

A valid passport is needed for all destinations that Campus Vacations travels to. A passport is the best and most easily recognized form of identification for travel to another country. Ideally, your passport should be valid for a minimum of 6 months after the RETURN date of the trip as this is required for some destinations.

For example, if a trip is scheduled to return to Canada on March 19th, the passport should be valid until Sept 19th.

 

You are able to update your passport information by logging in to your "My Profile".

 

Need to update passport on My Profile?

We strongly recommend passports be valid for six months (and definitely need to be for at least one month) past the expected date of return.

Example:If your trip is over a period in March and is scheduled to return on March 19th, your passport ideally should be valid until September 19th of the same year and definitely should be valid until at least April 19th.

Although this is not mandatory, it is strongly recommended as invalid passports may cause problems that delay or even deny your access to your destination.

If you need to update your passport details after the deadline, there is a fee of $150 to correct your name as we have to reissue the ticket.

**Note** If you are in the process of updating or applying for a passport, please enter your current or expired passport information provided that the new passport will be issued with the same name. There is no charge to update your expiry date, issue date or passport number.

Update your passport information by logging in to your "My Profile"

 

Deadline to update passport on My Profile?

Please make sure to enter and review your passport information on your My Profile 30 days prior to your final balance date. Your name should be entered exactly as it appears on your passport. It is important this information is entered correctly, as it is what will appear on your tickets. If incomplete or incorrect information is provided and new tickets need to be issued, a $150 name correction fee will be applied to your account. The deadline to update your profile with this information is 30 days before the final balance date.

Should I make copies of my passport?

For any trip requiring a passport, we also recommend making two color photocopies of your passport. You should leave one copy at home and bring the other copy with you on your trip.

 

Passport from another country?

It is the responsibility of the passenger to review the restriction travelling to and from the destination registered for. All of the requirements listed are based on the departure country.

Example: If you are travelling from Canada to Punta Cana and are not travelling with a Canadian passport, it is your responsibility to review the restriction/requirements.

 

Need to renew your passport?

If you are in the process of renewing or applying for a passport and your new passport has not yet arrived, please enter your current or expired passport information provided that the new passport will be issued with the same name.

There is no charge to update your expiry date, issue date or passport number, but if you need to update your passport name after the deadline, a fee of $150 to correct your name (as we would have to reissue your documents) will apply.

 

Entry/Exit Fee and Passport requirements

Entering Dominican: A valid passport is required for travelers intending to visit the Dominican Republic. The passport must be valid for at least one month beyond the date of your expected departure from the country. Travelers must also carry a tourist card for entry. All travelers entering the Dominican Republic for tourist purposes must purchase a tourist card, at a cost of $10USD, which is valid for 30 days. This fee is normally included in airline ticket price. Please keep in mind not all air carriers include this cost in the ticket price and you may be subject to pay in cash upon arrival.

Exiting Dominican: A departure tax of US$20 is charged for stays of up to 30 days.

Entering Mexico: A valid passport is required for entry to Mexico. Travelers without a valid passport will be returned to their home country. The passport must be valid for at least one month beyond the date of your expected departure from the country. The entry fee is approximately US$20 for all visitors to Mexico. This fee is normally included in airline ticket price. Please keep in mind not all air carriers include this cost in the ticket price and you may be subject to pay in cash upon arrival.

 

How to apply for a passport

All Campus Vacations passengers are required to have a valid passport for travel outside of your home country. Canadian passengers can get the forms to apply for a passport here, and American passengers here. A passport is the best and most easily recognized form of identification for travel to another country. Your passport should be up to date and have an expiry date that is a minimum of six months after the return date of your trip.

Travel Visas

At this time, there are no supplemental forms or requirements for entry beyond the tourist visa* and a valid passport when traveling with Campus Vacations to any of our destinations for those travelling on a Canadian or US passport.

*The tourist visa is handed out on the plane or purchased upon arrival at destination.

If you do not hold either of these passports you should contact the local embassy or consulate of the country to which you are travelling to make sure there are no special requirements.

 

What to do with your passport during your trip

Keep in mind passengers are responsible for their own passports for the duration of the trip. We recommend to keep this in the safe available to you in your hotel room.

 

Medical Condition/Information

Allergies

If a traveler has allergies the first step should be to fully fill out the medical condition section of their My Profile prior to the balance date.

A copy of this information is provided to the trip leader and kept on file. The program director will be provided with an updated list of passenger issues prior to departure.

If warranted Campus Vacations staff will also notify the hotel of the concerns and will speak with the catering staff on behalf of the student in destination.

Despite these actions it is still the responsibility of the individual student to be aware of their allergies and what is being offered to them.

Food preparation and servings may not be labelled properly or to North American standards. The staff serving may not speak English to a standard that can guarantee full understanding.

When in doubt they should ask a Campus Vacations staff or hotel staff to assist them. While being cautious is advised, there are generally enough food options to ensure every student is well fed.

A great suggestion would be to print out a tiny card in the local language explaining the allergy that they could provide to all food servers.

This card can be purchased through Allergy Translations

Here is their website: http://allergytranslation.com/

 

Update your medical information

On “My profile” under personal information there is a section to enter your Medical information. It is also recommended the the Medical form (http://www.s-trip.com/media/forms/StudentTrip-medical-condition-notification.pdf) also be sent to us if you need to give us detailed information/instructions.

Note: A staff will meet with any traveler that has a medical condition at the briefing/check-in to discuss their condition. We want to have a face to face discussion with these travelers and make sure they have everything they need and know what to do in case of an emergency.

Travel vaccination information

Currently there are no mandatory inoculations required for travel to any of the destinations we offer as a Grad Trip. For the most up to date information on a country please see the official Public Heath Agency of Canada website located at http://www.phac-aspc.gc.ca/

The 3 most common medications for travellers to this destination are for Malaria, Hepatitis and Montezuma’s revenge (traveler’s diarrhea). You should discuss with your doctor any concerns you may have.

During your trip

 

Airport arrival and departure

You will need to bring a few things with you to the airport. You will need to bring your Campus Vacations Code (must be signed), your Insurance Card (if purchased), and your e-ticket.

The e-ticket and insurance card will be available for you to print on your online profile about 1-2 weeks prior to your trip departure. They as well as the CV Code can be found on your online profile and clicking the left hand side where it says, "View Your Trip" in a blue box, followed by the "Details" tab near the top of the page. If you scroll down on the "Details" tab you will see a heading that says "Important Documents" which is where all documents needing to print will be.

Your e-ticket is very important as it will have a code on it that you will need at the airport to print your boarding passes.

You will also need to bring your valid Canadian or American passport! Do not pack this in your checked luggage (may sound ridiculous but, it's happened before!).

Passengers travelling on international flights must arrive at the airport at least 3 hours prior to departure. If you are travelling on a domestic flight first ex. Halifax to Toronto (then Toronto to Cuba) you will only need to arrive at the airport 1.5 hours prior to the flight departure.

A Campus Vacations Crew Member wearing a red Campus Vacations uniform will meet you en route to destination or at your final Destination before heading to the resort. If you have connecting flights they will meet you for the international flight at the departure gate 2-3 hours prior to departure. If you are on a direct flight they will meet you at the airline check in counter and assist you with the check in process

When you are on your way home you will need to be picked up at Arrivals. You will want to allow 45 minutes - 1 hour for you to collect your luggage, go through customs to be picked up after you arrive home.

As for your customs card, you will get this on the plane on the way to the destination. For your address all you need to put is the name of the hotel.

 

Flying from smaller airports

All trips are based on the nearest international airport and travelers and the trips will normally start at that point. In the case of smaller communities it would be the student's responsibility to arrange transportation to the starting point of the trip unless specifically outlined on your reservation.

Flights from smaller gateways will quite often not have a Campus Vacations staff on them and will generally connect in a larger hub. When possible a Campus Vacations staff will meet the travelers at the airport and assist with their connection or at the final destination to accompany all passengers to the hotel.

 

Seat selection

There is a good chance that most of the plane will be Campus Vacations and all of our students are seated together. The rule of thumb is to check in with your friends you want to sit beside. Tip: go early to make sure your request is granted.

 

24 hr pre check in

Only certain airlines will allow travelers to check in online, 24 hours prior to departure. If this option is available we recommend using it. When available, you can check in online on the airlines website using the flight booking reference number found on your e-ticket.

Passengers will be able to check in the number of bags they are bringing, and print their boarding pass during the advanced check in process.

If the option is available and it will not let you check in, this is probably because it is a group booking and you share the same reservation code with your group.

Do not worry! You can always check in once you arrive at the airport.

Your passport/boarding pass

Remember to bring your passport with you in your carry on.

Once checking in, you will receive a boarding pass that you will need to keep until you get on the plane.

Note: Each traveler is responsible for their boarding pass and passport.

 

Meals on your flight and the cost

Campus Vacations works with all major air carriers in Canada/US. Each airline is different and depending on who you are flying with will determine if there is a meal included on your flight.

Once the itinerary is released for your group, you will be able to confirm if there is a meal included by reviewing the airlines website.

There is an option to purchase a meal on board flights that do not include meals. Please note that this service is cashless and they will only accept major credit cards (no pre paid cards).

If you do not have a Credit Card, we recommend purchasing a pre-paid meal voucher on the airlines website. Another option is to purchase a meal after going through security - this can be taken on the plane.

If you wish to bring snacks with you, please review the airline restrictions on what you are allowed to bring through security.

 

What to expect on the plane

Dress comfortably - you will be on the plane for many hours. Don't forget to pack a sweater, the AC is usually on high!  Remember that delays and changes are common when travelling, roll with the punches! Try to make the best of your travel time and remember that you are only hours away from #tripofalifetime! You might want to make a trip playlist, bring some books or magazines, and remember to be respectful of other passengers and crew.

 

Baggage allowance

Checked baggage fees may apply. As the airlines often change their baggage restrictions, we recommend reviewing your e-ticket or the Airline website for the most up to day information.

Simply search: Baggage allowance (airline name)

 

Transportation

Campus Vacations does not provide transportation to/from the airport in the departure city.

Once you arrive in destination, there will be an airport transfer to take you to your resort.

In most cases there will be a Campus Vacations Trip Leader with your group on the international flight to the resort.

 

Happy traveler standards

We create Happy Travelers by providing unforgettable journeys for friends.

We strive to be the best tour operator in the world for youth. Everyday we ask ourselves two questions: How can we create the #TripofaLifetime? And how can we make sure every student is a Happy Traveler?

With our knowledge and years of experience in the travel industry, we created 4 indicators that determine whether we've achieved these goals. They are tracked and measured by our teams daily and are used to make improvements while trips are operating. We call these indicators our Happy Traveler Standards.

 

Safety - ur #1 and only 'non negotiable' Standard. Creating peace of mind for all travelers.

● Extensive staff training

●Comprehensive emergency plans and procedures

● 24/7 Emergency Hotline during all travel periods

● Minimum three destination inspections before travel date

● Background checks for all staff

 

Seamless Operations - uilding and executing every aspect of a trip with a detailed focus.

● 18 months of program planning

● 100% tracking of all flights and buses

● Staff with travelers from major airports all the way to resort

● Expert Destination Coordinators

● Full program calendars confirmed 6 months before travel

 

Inclusive - nsuring no physical, mental, or emotional boundaries prevent any student from experiencing any aspect of our trips.

● A centrally located Info Desk

● Creating accessible areas whenever possible

● ‘Embrace Everyone’ mindset from all staff on program execution

● Building great relationships with all travelers on trips

● Inclusive language during all briefing speeches

 

Excitement - creating and providing unique moments that would not be possible without Campus Vacations!.

● Unique, exclusive venues for every night event

● Exclusive program calendars only for our travelers

● Create ‘wow’ moments everyday

● Encourage exploration everyday

 

Hotel room safe

Hotel rooms usually come equipped with safes for the use of travelers. There may be a nominal charge at check-in to use the safe. This cost can be divided among all the travelers in the room. We highly recommend the use of the safes for travel documents, money and other valuables.

 

Purchasing excursions on the resort

If still available travelers can purchase Extra excursions at briefing/check-in. There is Limited space for excursions and the best value for party packages if purchased in advance

 

Cancellation policy & insurance

Cancel your #TripofaLifetime

We would hate for you to miss the trip of a lifetime. Call or email us and we can try to figure out how to ensure you don't miss this opportunity.

If your intention is to actually cancel:

  1. Review the Terms & Conditions and/or Insurance Policy

  2. Send us a very clear email stating that you wish to cancel your file, including your name, passenger code, group name, trip and destination.

Or

  1. Call us during business hours (Monday – Friday 9AM – 7PM EST) at 1.866.991.8747 and talk to one of our Help Desk Staff.

Review and know the Terms & Conditions

We don't want to see you go, but if you really have to cancel please keep in mind that the initial deposit amount is 100% non-refundable.

If it is less than 90 days prior to departure or after the balance due date then all payments are 100% non refundable.

If it is more than 90 days before departure and before the balance due date that passengers will receive Trip Dollars for the amount paid above the initial deposit.

Trip Dollars are a travel credit that may be used with any trip with Campus Vacations and select partners determined by Campus Vacations.

1 Trip Dollar is equivalent to $1. Trip Dollars are valid for up to 5 years.

Trip Dollars are not transferable and they must be used in entirety for one trip – they cannot be combined, separated, or transferred between trips or passengers. Trip Dollars are void if the passenger cancels and receives any refund from any insurance company. If the new trip costs less than the passenger’s Trip Dollars, there will be no refund or credit assigned for the difference. If the total cost of new trip exceeds the total Trip Dollars, the difference must be paid by the passenger in order to confirm the booking.

Trip Dollars hold no cash value, and cannot be refunded for cash, and may not be used in conjunction with other promotional offers, special trips or discounts.

 

Request to reinstate trip

We are able to reinstate a traveler if they have previously cancelled as long as the Trip Status is Active or Limited.

Your trip price will increase to the cost amount at the time of reinstatement. There may be an increase from the original booking price as prices change depending on the time of booking with our suppliers. You are required to catch up on any missed payments at this time.

A fee of $75 for reinstatement of your file will be applied. Once reinstated you are responsible to continue to follow the original payment schedule regarding dates and payment amounts as when you first signed up.

Additionally you will need to re-submit your roommate request from your online profile so we may add you to an eligible room. This can be done from your My Profile.

Note: If the trip is Waitlisted, you may reinstate and join the waitlist

 

Name change

Name change (instead of cancelling, request a name change):  A change of name is possible at the discretion of our suppliers. The responsibility to find a suitable new passenger is yours alone. You cannot complete a name change with an existing passenger or anyone previously registered for this trip(Currently in Pending or Default Status). To request a name change your account must be current and up to date.

A NAME CHANGE REQUEST MUST MEET THE FOLLOWING REQUIREMENTS:

The Replacement’s Registration Form and payment must accompany this request.

The Replacement will assume all details of the Passenger’s package [eg. price, roommates, etc.].

The Passenger will receive a refund when the replacement payments have been processed.

Fees and restrictions:

Before the final payment date of your trip incur a $150 fee for flight trips.

After the final payment date of your trip but more than 60 days prior to departure incur a $300 fee for flight trips.

Within 60 to 30 days of departure incur a fee of $500 for flight trips.

Within 30 days prior to departure name changes are not accepted.

The name change form can be found under FORMS on our website.

 

Trip dollars

Trip Dollars are a travel credit that may be used with any trip with Campus Vacations and select partners determined by Campus Vacations. 1 Trip Dollar is equivalent to $1. Trip Dollars are valid for up to 5 years.

Trip Dollars are not transferable and they must be used in entirety for one trip – they cannot be combined, separated, or transferred between trips or passengers. Trip Dollars are void if the passenger cancels and receives any refund from any insurance company. If the new trip costs less than the passenger’s Trip Dollars, there will be no refund or credit assigned for the difference. If the total cost of new trip exceeds the total Trip Dollars, the difference must be paid by the passenger in order to confirm the booking.

Trip Dollars hold no cash value, and cannot be refunded for cash, and may not be used in conjunction with other promotional offers, special trips or discounts.

 

Monetary refunds

Campus Vacations does not offer monetary refunds.

Please review our cancellation policy here