frequently asked questions

Deposits, Payments & Wait Lists

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

Call Yale Educational Travel at 203-432-1952 and we will be happy to hold your space for one week while we await your reservation form and deposit.

OR mail the completed registration form from the brochure directly to our office: Association of Yale Alumni, Yale Educational Travel, P.O. Box 209010, New Haven, CT 06520-9010. Include your credit card information or a check for the deposit amount indicated in the brochure, made payable to the individual tour operator listed in the brochure. For cruise programs, be sure to select your choice of cabin category.

OR you can fax the completed registration form with your credit card information to us at 203-432-8144.

OR you can reserve your place online with your credit card at www.YaleEdTravel.org. Find the web page of the program that interests you and select the Register Now link.

If you have any questions about registering for a program, or about Yale Educational Travel in general, please feel free to contact us at 203-432-1952 or edtravel@yale.edu.

When will my credit card be charged?

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

May I use a credit card for final payment?

Most of our travel vendors require final payment by check. For in-house YET programs (Theater Seminars), you may use a credit card for your final payment.

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?

We welcome additions to our wait lists for those with reservations forms and deposits in-house. For a variety of reasons, and more often than you'd expect, people cancel travel plans in the last months, even weeks, before a program's departure. Please send us your completed registration form, either online or using the printed form from the brochure, plus your deposit which is completely refundable should space not become available. (Or you may choose to transfer your Wait List Deposit to another YET program.)

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Provisional Reservations

What is a Provisional Reservation?

A Provisional Registration is a way to reserve a place on any YET program in advance of the official brochure, assuring your space while allowing you to change your mind. The Provisional Deposit is fully refundable up to two weeks following the mailing of the final brochure.

Why should I make a Provisional Reservation?

If you make a Provisional Reservation, we will automatically send you the detailed printed brochure as soon as it is available. You will therefore have the opportunity to obtain place on the program and your desired accommodations before the program sells out. If you do not make a Provisional Reservation, you may not be able 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. We will send you the brochure with a program confirmation form about eight months before the trip departs. For some programs, our travel vendors require a deposit larger than your Provisional Deposit.

When can I specify my cabin choice for a cruise program for which I've made a Provisional Deposit?

Those who have made Provisional Deposits will be the first to receive detailed brochures. Once you receive 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. Notify us in writing, then we will have our travel vendor issue a refund. The Provisional Deposit is 100% refundable up to the time the final brochure is mailed, usually eight months prior to program departure. Once you have received the final brochure, you will have two weeks to cancel. All cancellations must be submitted in writing to the AYA. After that time, your Provisional Deposit becomes a Program Deposit, and you will be subject to cancellation policies governing the particular program for which you have enrolled. Trip cancellation insurance is available for all programs and is highly recommended.

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 and call if space becomes available.

How do I make a Provisional Reservation?

Call Yale Educational Travel at 203-432-1952 and we will be happy to hold your space for one week while we await your Provisional Reservation form and $500 per person per program deposit.

OR mail the Provisional Reservation Form from the YET catalog with the deposit directly to our office: Association of Yale Alumni, Yale Educational Travel, P.O. Box 209010, New Haven, CT 06520-9010. Include your credit card information or a check for the deposit amount, made payable to the individual tour operator listed at the bottom of each program description.

OR you can fax the Provisional Reservation Form with your credit card information to us at 203-432-8144.

OR you can reserve your place online at www.YaleEdTravel.org. Find the web page of the program that interests you and select the Make a Provisional Reservation link.

If you have any questions about Provisional Reservations, or about Yale Educational Travel in general, please feel free to contact us at 203-432-1952 or edtravel@yale.edu.

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Brochures & Learning About YET Programs

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

All confirmed Yale Educational Travel programs are listed online at www.YaleEdTravel.org. While we are not able to provide individual e-mails with full program information, you can find printable PDF files for many 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, we will send you the printed brochure via first-class mail, in advance of the larger third-class promotional mailing.

I recently received a program brochure and called the AYA to register only to learn that the program is nearly sold out and the cabin I want is no longer available. How can this be when I called the minute I received 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 Provisional Reservations, we'll send you the brochure via first-class mail as soon as it is available. Once we have heard from those who have made Provisional Reservations, we will send brochures to those who requested that a brochure be sent by first-class mail. (See above for the fastest way to learn about YET programs.) If we still have space on a program, we then mail brochures via third-class mail to a wider audience.

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Eligibility & Program Participation

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

No. All who have an interest in travel with an educational focus are warmly welcome to participate. Although Yale connections are an important aspect of our programs, Yale Educational Travel programs are inclusive. We are open to alumni, to families, and to friends of Yale graduates, and to others who would like to participate in a quality educational travel program under the auspices of Yale University.

How many people will participate in the program?

The number of participants on a particular program may vary from 25 to 50 or more. On land-based programs we usually have about 25 to 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. On our larger cruise programs, however, the Yale group usually does not grow larger than 50 to 60 people, although there may be more passengers in the entire program 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 members of museum associations.

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

This too varies from program to program though on the rare occasion when enrollment has not reached double digits, we have decided to cancel and refund the money of the few that are registered.

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Fitness Levels & Accessibility

How active are YET programs? How much walking/physical activity is involved?

Depending on the type of program, the level of extended or 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 assistance. Due to their program responsibilities, we cannot ask University or tour operator staff to provide such aid. If you have any questions regarding the fitness level of a particular program, please contact us at 203-432-1952 to discuss the itinerary.

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, some walking and stair climbing. Possible standing for extended periods of time on tours.

Moderately Active – Faster pace, substantial distances covered (several miles a day), walking on uneven surfaces, and/or stair climbing (possibly without handrails). Standing for extended periods on tours.

Active – Fast pace, long distances and/or extensive movement, extensive walking and hiking on rugged terrain, and/or extensive stair climbing. Possible high altitudes.

Challenging – High level of fitness and ability to sustain exercise for prolonged periods required, often in remote or rugged regions with challenging terrain, possibly in high altitudes.

Strenuous – Vigorous activity in remote and rugged wilderness regions often at high altitudes. Steep and rocky terrain and encounters with snow and ice (or heat and sun) probable. High level of fitness and excellent physical health required.

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 vendor 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 us at 203-432-1952 to inquire. Anyone required extraordinary assistance must be accompanied by someone who can and will provide assistance. Due to their program responsibilities, we cannot ask University or tour operator staff to provide such aid.

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Group Flights

Do I have to use the group flights?

No. Often our tour operators are able to secure a group air package at very attractive rates though these tickets may 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. If you do not purchase your air tickets through our tour operator, however, the group transfer from the airport to the hotel or ship may not be included in the program price.

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Cancellation Policies

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 up to two weeks following the mailing of the final brochure.

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

As life is unpredictable, we strongly recommend that you purchase trip cancellation insurance. Information regarding insurance will be sent to you with your program confirmation from our tour operator.

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Single Travelers

Do you accommodate single travelers?

Yes! On all programs, a limited number of single spaces are available on a first-come, first-served basis for an additional fee. We welcome with enthusiasm those who wish to travel alone. Our staff will make every effort possible to incorporate each participant into the life of the group. We may be able to provide some assistance to single travelers who want to share accommodations.

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Familiy Programs & Age Limitations for Children

How are your family programs different from your other travel programs?

Each year we offer several programs designed to permit you and your children or grandchildren to enjoy traveling and learning together. On our family programs, planned during the popular weeks for school vacations, we arrange for special, education-focused activities as well as offer reduced fees for children ages 7-17.

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 10-12 years of age.

Can I bring children on a non-family program?

Some of the adult travel programs are suitable for those older children who have the necessary maturity and curiosity, and we welcome inquires about their participation. For non-family programs, however, children of any age must pay the price advertised to other travelers.

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