When will I receive our final itinerary?
Your Group's final itinerary will be distributed by your Group Leader or at your final parent meeting within 1 month of your tour date. Please note that all itineraries are subject to change prior to or during your child's tour.
Can I make a change to my reservation (room occupancy, etc.)?
Depending on your request, most changes can be made up to 60 days prior to your tour date. Please contact the accounting department at 800-323-6439 to request any changes.
How many adults or chaperones will travel with my child?
Tours are usually chaperoned at an adult to student ratio of 1:15, 1:10 or 1:6. Chaperones are the responsibility of the group and are not provided by Hemisphere. Please check with your Group Leader if you have any questions.
Are parents allowed to attend a tour?
Each tour varies. Some tours allow parents to attend and offer an adult price. Other tours do not allow parents to attend. Please check with your Group Leader.
What if the weather is inclement?
All tours will operate as scheduled unless it is determined that the weather is too dangerous to proceed. We recommend that you check the weather forecast of your destination and pack accordingly. Umbrellas are not permitted on tour. We recommend that your child packs a rain poncho or other waterproof clothing should the forecast call for rain or snow.
What happens if my child has a medical emergency while on tour?
The chaperones on tour will immediately seek medical attention and will contact the parents. If your child needs to be transferred to a medical facility, a chaperone will accommodate your child. Your child will remain chaperoned until discharged from the facility. Hemisphere includes an accident/illness policy on its tours and has a maximum benefit of $5,000. Insurance is through American Income Life and is subject to policy terms. Pre-existing conditions are not covered.
What if I have an emergency and need to reach my child?
You may try to contact your child directly if cell phones are permitted on tour or you may contact Hemisphere at 800-323-6439 at anytime and we can contact the Group Leader on your behalf.
On overnight tours, how many students will be in each hotel room?
On your tour paperwork you will see prices based on Quadruple Occupancy (4 students per room), Triple Occupancy (3 students per room), Double Occupancy (2 students per room) and Single Occupancy (1 student per room). You will have the option to register for the option that best fits your needs. Hotel rooms will have 2 beds. For instance, if your child selects Quadruple Occupancy, there will be a total of 4 students in the hotel room, sharing 2 beds.
Who determines the hotel rooming arrangements?
The Group Leader will determine the hotel rooming list. If you have any questions or concerns in regards to the rooming list, please contact your Group Leader. Hemisphere is not responsible for the rooming list.
What is the Optional Travel Protection Plan?
Optional travel protection plans are made available for purchase for each participant on Hemisphere's overnight tours through Travel Insured International. It is available as an option for one day tours by the Group Leader's request. The protection carries a ‘Cancel for Any Reason’ benefit along with other benefits relating to tour cancellations or delays. Please click here to view more information about the optional travel protection plans that may be offered. Please note that this product is non-refundable.
PAYMENT AND REGISTRATION
How do I make payment for my child's trip?
Your Group Tour Participation Agreement will inform you of your payment options. If your group is set up for individual accounts, you can make your payment by credit card through our website. Alternatively, you can mail a check, cashier's check or money order to our mailing address. Hemisphere will not accept credit cards over the phone. In some cases you may need to send your payments to your school/organization made payable to your school/organization. Please refer to the Group Tour Participation Agreement in your tour paperwork for specific instructions.
Is it ok if my payment is late?
No. All payments must be received in our office or processed online by the due date. If a payment is late your child may be removed from the tour and subject to Hemisphere's cancellation policies as provided in the Tour Terms and Conditions document you received during registration.
Do you send out payment reminders?
Yes. If your group has been set up for individual payment accounts with Hemisphere, you will receive an invoice via your email or home address. Email payment reminders will be sent out 2 weeks prior to each payment date.
How do I register for a tour?
Please refer to your Group Tour Participation Agreement as it provides instructions on how to register and make a deposit. In order for your registration to be complete, each participant must make an initial deposit and complete both the Tour Terms and Conditions Form, and the Permission for Medical Treatment form. If you are registering online, you may fill out both forms during your online registration.
How do I complete the Permission for Medical Treatment form online?
Once you have logged into your account, click on your child’s reservation number. Click on the ‘View Trip Forms’ link and proceed to click on the Permission for Medical Treatment form to fill in the data.
What happens if not enough participants sign up for the tour by the initial deposit date?
Due to lack of participation, Hemisphere will allow the group to cancel a tour within two weeks of the initial deposit date and receive a 100% refund. All decisions will be discussed with your Group Leader.
If my school is fundraising, how will I know how much my child has earned?
Once we receive a fundraising check from your school, we will apply the amount to your individual account. If your school/organization is paying Hemisphere directly, you will need to contact your Group Leader to find out your balance.
If I have mailed in the first deposit, can I make subsequent payments online?
Yes, as long as you have provided us with your email address. Please login to your account and click on the appropriate link to obtain your password.
Can I pay with a credit card over the phone?
No. Unfortunately we do not accept credit card payments over the phone.
How do I cancel my child from a tour?
You must submit your request to Hemisphere in writing by one of the following methods; via your online account, email, fax or U.S. mail. Cancellation penalties are outlined in the Tour Terms and Conditions Form you received and signed during the registration process. Applicable refunds will be calculated from the date we receive written notice of cancellation from the parent/guardian. If the cancellation form is received after 5:30pm CST Monday-Friday, the date of cancellation will be posted as received on the next business day. Cancellations received over a holiday or weekend will be posted as received on the next business day. Refunds are processed within 4 weeks after written notice of cancellation.
MEDICATIONS AND SPECIAL NEEDS
What if my child has medications, allergies or is on a special diet?
Please inform your Group Leader ahead of time in regards to medications and allergies. All prescription medication should be placed in bags, labeled, and given to the Group Leader for safekeeping. Even Tylenol or aspirin should be given to the tour leader. During the registration process you will be required to fill out a Permission for Medical Treatment form that will ask for details in regards to your allergies. Each Group Leader will have a copy of the form that will be readily available in the event of an emergency. If your child is on a special diet, please contact Hemisphere. Most restaurants we visit on tour can accommodate dietary requests. Hemisphere will make every possible attempt to accommodate your child.
What if my child has special needs?
Please inform your Group Leader of your needs so that she/he can discuss with Hemisphere any necessary accommodations while on tour.
Is my child allowed to bring a cell phone or other electronic devices?
Please refer to your Group Leader in regards to your school's/organization's policies in regards to this. If electronic devices are permitted, we ask that the students respectfully turn off such devices during lectured portions of the tour.
How much money will my child need to bring on tour?
Many of our tours are all-inclusive. While everyone's spending habits are different, the average spending money per student is approximately $50. If there are any additional meals or activities that require extra spending money it will be outlined in your itinerary.