Hemisphere Educational Travel continues to closely monitor the evolving situation with respect to COVID-19. For those traveling domestically or internationally, we will continue to monitor the situation and follow the guidance of the WHO, CDC and the US State Department on gatherings. We will remain in contact with our Group Leaders and communicate with them the need to change an itinerary or reschedule a tour should your tour area receive a travel advisory or ban. The safety and security of our student and adult travelers is our top priority we will continue to follow the guidance of the WHO, CDC and US State Department as it relates to travel.
Some sites/attractions on your itinerary may require proof of vaccination currently or in the future. Please note that if you are not vaccinated, you may not be able to participate in the entire itinerary. Masks may be required in certain locations or venues on your itinerary. If you decide to cancel from our tour due to vaccination requirements, our cancellation penalties will apply according to our terms and conditions.
It is your responsibility to familiarize yourself with your municipal and school district policies regarding travel and any quarantine/testing requirements before registering for a tour.
In preparation for your tour:
- Arrange meeting with your students and parents to address questions and inform them of your school’s policies and protocols above and beyond Hemisphere’s.
- Each participant should be prepared to bring multiple masks (in case of losing them), hand sanitizer and disinfectant wipes. TSA is allowing one liquid hand sanitizer container up to 12 ounces per person in carry-on bags until further notice.
- Bring a copy of your proof of vaccination and photo ID as they may be required to visit some of your sites, attractions and meals. If you are not vaccinated, you may not be able to participate in a portion of your itinerary (sites/indoor dining/live theatre/attractions).
- Stay home if you have symptoms such as fever, chills/aches, shortness of breath, coughing.
- Develop cohort groups or chaperone groups that are coordinated with your hotel room lists. These groups should room together in hotel, sit together on bus, eat together and tour sites together. This would help mitigate a potential outbreak.
- School staff may check temperatures of students and chaperones on the morning of departure and confirm there are no COVID symptoms. Anyone with symptoms (fever, chills/aches, shortness of breath, coughing) should be not be allowed to depart. A negative COVID test 1-3 days prior to departure is recommended for non-vaccinated participants.
While on tour:
- Masks are recommended to be worn on the bus, airplane, indoors at sites and public areas. They may be removed in your hotel room. If the group is outside and can social distance, they may remove their masks.
- Bring a copy of your proof of vaccination and photo ID as they may be required to visit some of your sites, attractions and meals. If you are not vaccinated, you may not be able to participate in a portion of your itinerary (sites/indoor dining/live theatre/attractions).
- Temperature checks may be conducted by Group Leader on each participant every morning at the Group Leader’s discretion.
- If a destination or tour component on your itinerary closes or shuts down (outbreak, staffing issues, etc), the Hemisphere Team will work with the Group Leader and attempt to develop an alternative plan.
In the event a participant requires medical attention for COVID related symptoms:
- A chaperone on tour will escort participant(s) to medical or testing facility to receive diagnosis as soon as possible. Follow the advice of medical personnel if applicable.
- A Hemisphere team member should be contacted 24/7 at 800-323-6439.
- School or Hemisphere will be in communication with the chaperone and family to inform them of the status.
- Participant should be isolated from group and isolated in hotel room. Chaperone should remain with student at hotel in own room and maintain communication with student. Extra hotel room or changing room assignments may be necessary.
- If tour group has departed (airplane or bus) while participant is in quarantine, Hemisphere will assist with the logistics of getting participant and chaperone home. Family may also choose to travel to pick up participant.
- Any additional costs due to quarantine (hotel, airfare, meals, etc) will be the responsibility of the tour participant.
- If multiple participants show symptoms, the same procedures should be followed.
As per current CDC guidelines we will follow the protocol below:
If someone has been exposed to COVID-19 start these precautions immediately:
- Wear a mask as soon as you find out you were exposed and start counting from day 1.
- Day 0 is the day of your last exposure to someone with COVID-19.
- Day 1 is the first full day after your last exposure.
- Continue precautions for 10 full days. You can still develop COVID-19 up to 10 days after exposure.
- Wear a high quality mask or respirator any time you are around others inside your home or indoors in public.
- Do not go to places where you are unable to wear a mask, including travel and public transportation settings.
- Watch for the following symptoms; fever greater than 100.4 degrees, cough, shortness of breath
- If you develop symptoms, isolate immediately, get tested and stay home until you know the result.
- Get tested at least 5 full days after your last exposure. Test even if you don’t develop symptoms.
- If you test negative, continue taking above precautions through day 10.
- If you test positive, isolate immediately and follow isolation protocol below.
Regardless of vaccination status, you should isolate from others when you have COVID-19. You should also isolate if you are sick and suspect that you have COVID-19 but do not yet have test results. If your results are positive, follow the full isolation protocol below.
Isolation protocol:
- If you test positive for COVID-19, stay home for at least 5 days and isolate from others in your home. You are likely most infectious during these first 5 days.
- Wear a high-quality mask if you must be around others at home and in public.
- Do not go places where you are unable to wear a mask.
- Do not travel.
- Stay home and separate from others as much as possible.
- Use a separate bathroom, if possible.
- Take steps to improve ventilation at home, if possible.
- Don’t share personal household items, like cups, towels, and utensils.
- Monitor your symptoms. If you have an emergency warning sign (like trouble breathing), seek emergency medical care immediately.
Ending Isolation if you had no symptoms after testing positive:
- You may end isolation after day 5.
Ending isolation if you had symptoms after testing positive:
- You may end isolation after day 5 if:
- You are fever-free for 24 hours (without the use of fever-reducing medication)
- Your symptoms are improving
- If you still have fever or your other symptoms have not improved, continue to isolate until they improve.
- If you had moderate illness (if you experienced shortness of breath or had difficulty breathing), or severe illness (you were hospitalized) due to COVID-19, or you have a weakened immune system, you need to isolate through day 10.
- If you had severe illness or have a weakened immune system, consult your doctor before ending isolation. Ending isolation without a viral test may not be an option for you.
- If you are unsure if your symptoms are moderate or severe or if you have a weakened immune system, talk to a healthcare provider for further guidance.
Regardless of when you end isolation, avoid being around people who are more likely to get very sick from COVID-19 until at least day 11. Remember to wear a high-quality mask when indoors around others at home and in public and not go places where you are unable to wear a mask until you are able to discontinue masking (see below), including public transportation and travel settings.
Visit https://www.cdc.gov/coronavirus/2019-ncov/your-health/quarantine-isolation.html for more detailed information.
What our travel partners are currently doing to prevent the spread:
Hemisphere has been in contact with many of our vendors and suppliers. In regards to our travelers' concerns;
- Motorcoach suppliers are providing a deep cleanse of each bus as it returns from a trip. In addition, many are providing hand sanitizer and disinfectant wipes for each tour group. The bus driver is masked at all times while with the tour group.
- Airlines are staying compliant with CDC guidelines by wiping down hard surfaces such as lavatories, tray tables, window shades and armrests with a high-grade disinfectant and multi-purpose cleaner. Each airline has developed protocols such as mask wearing, social distancing, touchless boarding and deplaning procedures. Airline and airport staff are always masked.
- Many of our sites, attractions and museums are taking extra pre-caution by wiping down surfaces and exhibits that are commonly touched.
- Our hotel partners have created such safety protocols as sanitizing public spaces and surface areas, eliminating guest contact, hand sanitizing stations, food safety.
- Tour Directors and Tour Guides are required to be fully vaccinated.
General health information to share with all travelers (students and adults):
The CDC has released a list of preventative measures anyone can take to avoid contracting and spreading an illness.
- Wash your hands often with soap and water for at least 20 seconds. Use an alcohol-based hand sanitizer that contains at least 60% alcohol if soap and water are not available.
- Maintain social distancing at 6 feet apart.
- Avoid touching your eyes, nose, and mouth with unwashed hands.
- Avoid close contact with people who are sick.
- Stay home when you are sick.
- Cover your cough or sneeze with a tissue, then throw the tissue in the trash.
- Clean and disinfect frequently touched objects and surfaces.
- In addition to the information above, Hemisphere strongly recommends that each traveler brings their own hand sanitizer and disinfecting wipes so they may wipe down all common surfaces, including the motorcoach and airline armrests. If your group is flying, please note the hand sanitizer container must be in a 12-ounce container or smaller to meet the TSA security measures.
If you would like additional information, we recommend visiting the websites of the Centers for Disease Control and Prevention and Prevention and the World Health Organization.
This document may be updated as needed and will be redistributed as needed.
MORE FAQ's
What does the optional travel protection cover in regards to COVID-19?
- Travel Insured International has provided the following information regarding coverage https://www.cfins.com/wp-content/uploads/2021/02/COVID19-FAQ-Consumers-020221.pdf. If you need to file a claim or have any questions about this coverage, please contact Travel Insured at 1-844-440-8113 - refer to the Group Number on your tour paperwork. If you cannot find your Group Number, please call Hemisphere at 800-323-6439.
What happens if our tour is rescheduled or canceled?
- For those that signed up for a tour through our website, you will receive an email that your tour has been canceled or rescheduled. The email will state that we are in process of rescheduling your tour for a later date or attempting to recover funds paid to suppliers if the tour was canceled. We ask for your patience during this process as in the past we experienced long response times based on the volume of cancelations and changes throughout the industry. We are anticipating up to an 8-10 week period to process any applicable refunds since we have to collect your money paid to vendors in order to issue your refund. If your tour is rescheduled and you are unable to make the rescheduled tour dates, our cancelation policy below will apply.
- For those that signed up and paid for a tour through your school or organization, all communication and applicable refunds will be from your school group leader. We ask for your patience during this process as in the past we experienced long response times based on the volume of cancelations and changes throughout the industry. As of now we are anticipating up to an 8-10 week period to process any applicable refunds. If your tour is rescheduled and you are unable to make the rescheduled tour dates, our cancelation policy below will apply.
What is your cancelation policy?
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INDIVIDUAL PARTICIPANT CANCELLATION- Cancellations must be submitted to Hemisphere in writing before any refund will be considered. All refunds will be issued to the person who initially registered the participant. If a participant is canceled from the tour by the group’s tour leader for any reason, all cancellation charges will still apply. Cancellations received after business hours will be posted on the next business day.
A. If a Participant shall cancel his or her reservation at least sixty-one (61) days prior to the Tour Date, the Participant shall be entitled to a refund of the deposits made, less a seventy-five ($75.00) dollar administrative service charge and less any nonrefundable deposits and expenses paid (including travel protection insurance) on the Participants behalf as provided pursuant to the Tour Contract governing the Tour.
B. If a Participant shall cancel his or her reservation sixty (60) days or less prior to the scheduled Tour Date, the Participant shall be responsible for 100% of the tour cost as provided pursuant to the Tour Contract governing the Tour. -
ENTIRE GROUP CANCELLATION- If entire Tour Group cancels the Tour at least two weeks after the first deposit date and prior to departure date, due to lack of participation or unforeseen circumstances, Hemisphere will refund an amount equal to the deposits made, less all credit card fees, nonrefundable deposits and expenses made on behalf of the group (including travel protection insurance), and less a seventy-five dollar ($75.00) per person administrative service charge, as provided in the Tour Contract governing the Tour.
Why am I not receiving a full refund?
- We have financially secured your tour events through other parties that are bound by contracts. The pricing and execution of our tours are based on the assumption that the tours go on as planned. Our team puts in months of work, incurring business expenses, long before a tour is scheduled to depart. While we wish we could refund everyone 100%, our refund policy is designed to ensure Hemisphere recovers the cost of what we have prepaid to our suppliers (airlines, hotels, sites, bus companies, etc) and the operational costs associated with planning your tour. Our team spent the previous 9-12 months planning and preparing these educational adventures. For more information on what goes into planning a tour feel free to review this article from the Student and Youth Travel Association - https://syta.org/what-to-know-about-the-group-booking-process/.
If I am due a refund, how long will it take?
- Please allow up to 15 business days for your payment to arrive by check or to appear on your credit card statement. We are hearing that the postal service is taking longer than usual as some of our checks are taking up to 2 weeks to arrive locally. If you have not received your refund, please contact us at info@hemispheretravel.com and we will be happy to check on the status for you.
What we do in the event a participant requires any type of medical attention?
Regardless of the situation, if a tour participant requires medical attention;
- A Hemisphere team member can be reached 24/7 at 800-323-6439 during your tour should there be an emergency.
- A chaperone on tour will escort the person to a medical facility to receive treatment as soon as possible.
- Hemisphere will be in communication with the chaperone and communicate directly with the family if necessary to inform them of the status.
- Once medical treatment is completed, Hemisphere will continue to work with the school and participant until they arrive safely back home.