frequently asked questions

Deposits & Payments

I would like to reserve a place on a program for which a brochure is available, pending receipt of my payment. How do I do this?

Just mail the completed registration form from the brochure to our office. Include your credit card information or deposit check made payable to the travel vendor listed in the brochure or online. Be sure to select your choice of cabin category.

Or you can fax the completed registration form from the program brochure to us at 203-432-8144 with credit card information.

Or you can reserve online, if you are using a credit card. Go to www.YaleEdTravel.org and then go to the Web page for the program that interests you. Then simply click on the link that says Register Now.

When will my credit card be charged?

Your credit card will usually be charged within two weeks of making your deposit.

May I use a credit card for final payment?

Most of our travel vendors require that final payments must be made by check.

When will I receive a confirmation of my registration?

You should receive an acknowledgement from our tour operator within two weeks of submitting your confirmed registration.

What does it mean to “Join the Wait List” for a program?

More often than you’d expect, people cancel from our programs in the last months before departure. Joining the wait list is a good way to get on a program. Send us your registration form, either online or using the printed form from the brochure; we will not cash your check or charge your credit card until we have spoken to you to confirm your space.

Provisional Reservation

What is a provisional reservation?

A Provisional Reservation is a way to reserve a place on any YET program for 2008, assuring your choice while allowing you to change your mind. It is fully refundable.

Why should I make a provisional reservation?

If you make a Provisional Reservation, we will auto­matically send you the detailed brochure as soon as it is available. You will therefore have the first chance to get a place on the program and your desired accommodations. If you do not make a Provisional Reservation, you may not be able to get a space on the program you want.

How do I change a provisional reservation to a program registration?

You may convert your Provisional Reservation to a Program Registration by accepting the final brochure terms, once we have sent you the brochure and a pro­gram confirmation form, usually about eight months before the program. For some programs, our vendors require a program deposit larger than your provisional deposit.

When can I specify my cabin choice for a program for which I've made a provisional deposit?

Those who have made provisional deposits will be the first to receive detailed brochures. Once we have sent you the brochure, you may send us the confirmation form with your choice of cabin categories.

What if I decide not to convert my provisional reservation to a program registration?

You lose nothing. Let us know in writing, then we will have our travel vendor issue a refund.

What if a program is sold out?

If the program of your choice is fully subscribed when we receive your Provisional Reservation, we will place you on a waiting list. We will call you if a space becomes available.

How do I make provisional reservations?

-Mail the Provisional Reservation Form from the YET Catalog with a deposit of $500 per person per program to Yale Educational Travel, Association of Yale Alumni, P.O. Box 209010, New Haven, CT 06520-9010. If you are paying by check, be sure to make the check payable to the individual tour operator listed at the bottom of each tour description.

-Or fax your reservation with your credit card informa­tion (MasterCard, Visa, or American Express) to (203) 432-8144. Or mail it to our office.

-Or reserve on the Web. Go to www.YaleEdTravel.org and then go to the Web page for the program that interests you. Then simply click on the link that says Make a Provisional Registration.

 

Learning About Programs

What is the fastest way to learn more about upcoming programs?

In order to provide timely and accurate information on our educational travel programs, we are beginning to offer this information electronically. While we are not able to provide individual emails with full program information, you can find printable PDF files for many of our program brochures on our website. In addition, if you tell us that you are interested in a particular program through the brochure request form in our catalog or on our website you will receive the printed brochure via first class mail before we send out the larger promotional mailing.

Often when I get a program brochure, I call the AYA only to find that the program is nearly sold out and the cabin I want is no longer available. How can this be when I call the minute I receive the brochure?

You probably received the brochure via third-class mail, which can take up to three weeks to be delivered. If you take advantage of our new system of provisional deposits, we’ll send you the brochure as soon as it is available. Once we have heard from those who made provisional deposits, we will send brochures to those who requested that a brochure be sent by first-class mail. And then if we still have space on the program, we mail brochures via third-class mail.

When will a brochure for a particular program become available?

Brochures usually become available six to eight months before a program departs. If you think a brochure for a particular program is available, check the program's website for the status of the program.

Program Participation

How many people will participate in the program?

The number of participants on a particular program may vary from 30 to 50 or more participants. On land-based programs we usually have about 30 - 40 participants, while our cruise programs often accommodate larger groups depending on the size of the vessel and whether or not we are sharing the program with another organization. Even on our larger cruise programs, the Yale group usually does not grow larger than 50 - 60 people, although there may be more passengers in the entire group.

Will Yale fill the entire program?

It varies from program to program. Land programs are usually comprised of Yale passengers only, but on many cruise programs, we share the ship with colleagues from other university alumni associations or with members of museum associations.

What is the minimum number of participants required in order to guarantee that the program will operate?

We rarely cancel programs due to limited enrollment, but upon occasion, when the enrollment has not reached double digits, we have decided to cancel and refund the money of the few people registered. In these rare instances, we usually offer to convert the hotel arrangements from the sponsored group plans to the individual if you still wish to travel independently.

Do I have to be a graduate of Yale to participate in the Educational Travel programs?

No. Although promotional brochures are mailed only to Yale alumni and friends, all who have an interest in the Yale programs are welcome to participate.

Walking & Accessibility

How much walking is involved?

Depending on the type of program the level of strenuous activity can vary. So that all involved may enjoy the YET experience, participants must be in good physical and mental health and be able to keep up with the pace of the group. Anyone requiring extraordinary assistance must be accompanied by someone who can and will provide such assistance.
To help you choose the travel program best suited for you and to ensure the smooth and efficient operation of our programs, we describe them in the following categories:

Mildly active
Easy pace, little walking and stair climbing.
Moderately active
Faster pace, substantial distances covered (several miles a day), extensive walking on uneven surfaces, and stair climbing.
Active
Fast pace, long distances and/or extensive movement, extensive walking on uneven surfaces, hiking, and/or stair climbing.
Challenging
High level of fitness and ability to sustain exercise for prolonged periods required, often in remote or rugged regions with challenging terrain.
Strenuous
Vigorous activity in remote and rugged wilderness regions often at high altitudes. Steep and rocky terrain and encounters with snow and ice probable.

Are YET programs accessible to people with handicaps?

Many of the sites we visit have very limited access for those with impaired mobility. Once we have a frank assessment of your needs, we will be glad to work with our travel vendors to find out what aspects of the program would be accessible to you and what parts you may have to forgo. We can also attempt to find out what special accommodations might be arranged for you at additional cost. Please call to make an inquiry. Again, anyone requiring extraordinary assistance must be accompanied by someone who can and will provide such assistance.

Group Flights

Do I have to use the group flights?

Often our tour operators are able to secure a group air package at very attractive rates. These tickets do come with strictly enforced airline restrictions, such as no pre-assigned seating and cancellation penalties. You are always free to make your own air arrangements; however, if you do not purchase your air tickets through our tour operator the group transfer to the hotel or ship may not be included in the program price.

Cancellation

If I find I must cancel from the program, what is the cancellation policy?

The AYA must have notice of your cancellation in writing. If you have made a provisional registration, that deposit is fully refundable.

Once you have made a program registration, different procedures apply. Please refer to the specific brochure for your program for complete cancellation information.

We strongly recommend that you purchase trip cancellation insurance. Information on that insurance will be sent to you with your program confirmation from our travel vendors or tour operators.

Age Limitations

What are the age limitations for children on the family programs?

This can vary depending on the destination. On most family programs in order for children to participate, they should be between the ages of 7-17 at the time of departure. For the more adventurous family programs, the minimum age may be adjusted upwards to 10 or 12 years of age.