Now Planning 2027 school trips to Rwanda, Kenya, Uganda and Tanzania
Terms and Conditions
Educational Travel, Institutional Programs & Digital Products
Reviewed November 10, 2026.
1. About Judge Tours and These Terms
These terms describe the proposed conditions for educational travel programs, customized group experiences, planning services, and digital products offered under the Judge Tours brand.
“Judge Tours,” “we,” “us,” and “our” mean [insert full legal contracting entity and registered business address]. “You” means the purchaser, booking institution, or participant, as applicable to the obligation described.
A booking institution is responsible for its own contractual obligations and for communicating relevant participant requirements. Participants must receive applicable conduct, safety, and cancellation information before accepting their participation terms. An institution’s acceptance does not automatically replace any separate consent required from an individual participant or parent or guardian.
2. Our Role and Independent Suppliers
Your written proposal and booking agreement will identify the contracting party and explain whether Judge Tours acts as program organizer, booking agent, direct service provider, or a combination of these roles.
Programs may use independent accommodation providers, transport companies, guides, park authorities, instructors, and other suppliers. Relevant supplier restrictions will be disclosed before commitment where reasonably available.
We do not assume that you have a separate contract with every supplier merely because that supplier delivers an activity. Any direct supplier contract or agency arrangement must be identified in the booking documentation. Nothing in these terms excludes responsibilities that cannot lawfully be excluded.
3. Documents Governing a Booking
For a confirmed program, the documents governing your booking are the signed booking agreement, accepted proposal, these terms as supplied at acceptance, and any expressly incorporated supplier conditions.
If they conflict, a specific provision in the signed booking agreement takes priority over general website wording, to the extent permitted by applicable law. Mandatory legal rights remain unaffected.
Website descriptions and preliminary guides are planning information unless expressly included in an accepted booking. Material inclusions, exclusions, permissions, and cancellation restrictions must be disclosed before the purchaser commits.
4. Inquiries, Estimates and Booking Confirmation
An inquiry, consultation, or preliminary estimate does not reserve dates, accommodation, equipment, park permits, or specialist access.
A booking is confirmed only after the written proposal is accepted, the required agreement is completed, the agreed payment is received, and Judge Tours issues written confirmation. If a proposed service cannot be confirmed, we will explain the alternatives before seeking acceptance of a revised booking.
Proposals will state their currency, validity period, participant assumptions, accommodation basis, inclusions, exclusions, and any taxes or charges included in the price.
5. Prices, Group Size and Program Changes
Unless otherwise stated, estimates are in U.S. dollars. Final prices depend on dates, group size, room arrangements, transport, permits, equipment, and specialist requirements.
The booking agreement will state any minimum group size, the deadline for meeting it, and the available options if participation is lower than expected. We will not automatically impose a higher price without the purchaser’s agreement.
After confirmation, additional charges may arise only under a clearly disclosed contractual adjustment provision or an agreed purchaser-requested change. The agreement must explain how any permitted adjustment is calculated and what choices the purchaser has.
Only items expressly listed in the final booking documentation are included. International flights, travel insurance, visas, optional activities, personal expenses, equipment ownership, evacuation services, and faculty places are not assumed to be included.
6. Deposits and Payment Deadlines
Proposed standard schedule, subject to confirmation before adoption:
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A deposit of 30% of the confirmed program price is due at booking.
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The remaining 70% is due 60 days before departure.
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Bookings accepted within 60 days of departure normally require full payment at confirmation.
Different institutional payment arrangements or supplier-driven deadlines may be agreed in writing before acceptance. A proposal must identify any additional permit payment, whether it forms part of the total price, and the relevant cancellation restrictions.
If payment is overdue, we will provide written notice and a reasonable opportunity to resolve it before cancellation, unless a disclosed supplier deadline requires faster action. Any resulting cancellation charges must follow the agreed policy and applicable law.
7. Participant-Initiated Cancellation
Send cancellation requests to info@judgetours.org. Cancellation is dated when written notice is received. We will acknowledge receipt and provide an itemized calculation.
The proposed standard schedule below applies to the price attributable to the canceled booking or place. Partial group cancellations may also affect agreed group pricing; any recalculation method must be stated in the booking agreement.
Written notice received before departure
Proposed standard cancellation charge
91 or more days
30% of affected program price (deposit)
61–90 days
50% of affected program price
31–60 days
75% of affected program price
0–30 days
100% of affected program price
The deposit is included in the applicable cancellation charge; it is not added again on top of the percentage charge. Disclosed non-recoverable permit or supplier charges may apply only to the extent not already counted in that charge, supported by the booking terms, and permitted by law. Total cancellation charges will not exceed the affected booking price.
We will account for refunds, credits, or recoveries that the contract or applicable law requires us to pass through. Mandatory cancellation rights take priority over this schedule.
8. Permits, Substitutions and Rescheduling
Park and wildlife permits may have specific payment, eligibility, name-change, date-change, and refund restrictions. We will identify relevant restrictions before purchase rather than assume that all permits have identical rules.
Participant substitutions depend on supplier approval, entry requirements, permit conditions, and administrative deadlines. Any additional charges will be explained before approval. For requested date changes, the proposed standard administrative fee is $350 per person, plus disclosed supplier change charges and any agreed price difference. We will provide a written estimate for acceptance before making changes. A change fee will also not be charged as a cancellation fee for the same administrative service. If changes cannot be arranged and you cancel instead, the applicable cancellation provisions apply. Institutional alternatives may be agreed in the signed contract.
9. Changes or Cancellations by Judge Tours
Travel arrangements may be affected by weather, park decisions, safety conditions, transport disruption, supplier availability, or circumstances beyond reasonable control. We will communicate material changes promptly and explain available options.
For a material change before departure, we will offer an appropriate alternative for your acceptance or explain the cancellation and refund options available under the booking agreement and applicable law.
If Judge Tours cancels the entire program before departure, including for safety or force majeure, the proposed policy is a full refund of amounts paid to Judge Tours for that program or, at your choice, a credit equal to those amounts. Credit is not substituted for a refund without your agreement. Credit validity and use restrictions will be agreed in writing.
This promise does not automatically reimburse separately purchased flights or other third-party expenses, without limiting any legal rights. For disruptions after departure, we will discuss practical alternatives and calculate any refund or additional charge under the agreement and applicable law.
10. Refund Processing and Unused Services
Approved refunds will ordinarily be processed to the original payment method within 10–14 business days after approval. Payment-provider processing may take additional time. We will explain any delay and provide updates.
No automatic refund is offered for a service a participant voluntarily chooses not to use. Services not provided by the organizer, material changes, legally required refunds, and applicable supplier recoveries will be considered separately. This provision does not remove mandatory rights.
11. Educational Content, Academic Credit and Technology Access
Programs are designed around agreed learning objectives, but specific research access, speakers, site visits, live datasets, equipment installations, and technology activities depend on confirmed permissions and availability.
Where access cannot be secured, an agreed educational alternative may use training equipment, approved datasets, or clearly identified simulations. A material substitution will be communicated for acceptance under the booking agreement.
Academic credit is determined and awarded by the participating institution. Judge Tours may supply educational documentation but does not guarantee credit, accreditation, professional licensing recognition, publication, employment outcomes, or research approval.
Any certificate, blockchain record, or impact statement must accurately describe what it verifies. A record of payment alone does not establish how all underlying funds were spent or prove a conservation outcome.
12. Institutions, Group Leaders and Participants Under 18
Before booking, the institution and Judge Tours will agree in writing on supervision, group leadership, safeguarding responsibilities, emergency decisions, participant documentation, and conduct procedures.
Where minors participate, required parent or guardian permission must be completed before travel. The agreement must specify supervision arrangements, emergency contacts, and the process for responding to safeguarding concerns.
An emergency contact or booking agreement is not a substitute for any separate medical or parental authorization required for the program. Responsibility for an early return and associated costs will be determined under the agreed terms and applicable law.
13. Travel Documents, Health and Accessibility
Participants are responsible for obtaining required passports, visas, entry permissions, and health documentation, with assistance only to the extent expressly included in the program.
Please raise functional access requirements, dietary needs, and relevant participation constraints early enough for arrangements to be explored. Provide sensitive information through the channel specified by Judge Tours, not in public website comments.
Field conditions and provider accessibility vary. We will discuss reasonable options and confirm arrangements that can be made. No participant should rely on unconfirmed accommodation or assume that every activity is accessible. Any restrictions or alternatives should be introduced before booking whenever possible.
Participants should obtain individualized medical and travel-health advice from qualified professionals. Judge Tours do not provide medical advice or guarantee entry clearance.
14. Insurance, Medical Assistance and Emergencies
The booking agreement will state whether insurance is required and describe any evidence-of-cover requirements. Unless expressly included, participants must arrange their own suitable insurance.
Consider trip cancellation and interruption, emergency treatment, evacuation, planned activities, destination restrictions, and relevant exclusions when choosing coverage. Coverage depends on the insurer’s policy wording and eligibility requirements.
Medical evacuation membership, travel insurance, and medical-expense coverage are different arrangements. None is included unless the provider, scope, limitations, and eligibility are confirmed in the booking documentation.
In an emergency, we will take reasonable steps within our role to assist and coordinate available support. Costs and authorizations depend on the agreement, the relevant insurance, and applicable law. We do not guarantee immediate rescue or the availability of medical facilities.
15. Conduct and Activity Safety
Participants must follow applicable laws and reasonable safety instructions from guides, park authorities, and program staff. They must respect local communities, wildlife, equipment, research permissions, and other participants.
A participant may be restricted from an activity were reasonably necessary for safety, safeguarding, or legal compliance. Serious misconduct may result in removal after appropriate consultation and documentation where practicable. Any early return costs and refunds will be assessed under the agreement and applicable law rather than treated as automatically forfeited in every case. Wildlife encounters, remote travel, road transport, hiking, and fieldwork involve risks. These terms do not replace a clear activity-specific briefing or any separately reviewed acknowledgment of risk.
16. Digital Products and Intellectual Property
Digital guides, downloadable itineraries, and other digital products are separate from travel bookings unless expressly bundled. Product pages should identify format, delivery method, access conditions, price, and any compatibility requirements.
Unless a separate license permits institutional sharing, purchase grants a non-exclusive license for the purchaser’s personal, non-commercial use. Institutional licenses may permit use by a defined cohort. Resale, unauthorized redistribution, or commercial reproduction is not permitted.
Once a download link has been issued, voluntary change-of-mind refunds are not normally offered, subject to mandatory rights and any disclosures or consent required for digital delivery. Please report duplicate charges, failed delivery, defective files, or a product materially different from its description so we can provide an appropriate remedy.
No general website uptime guarantee is made. Digital materials should not be treated as the sole source of emergency or current entry information.
17. Privacy, Photographs and Research Data
Personal information is handled according to the applicable Privacy Policy and disclosed program arrangements. Necessary operational sharing with service providers will be explained in the relevant notice.
Marketing photography, testimonials, and promotional use require an appropriate permission process. Participation is not blanket permission to publish identifiable images, especially images of minors.
Participants must respect community privacy, protected-area rules, research permissions, and restrictions on sensitive wildlife locations or datasets. Any project involving human participants or restricted research requires relevant approvals.
18. Complaints and Disputes
Report operational concerns to the program contact promptly so they can be addressed where possible. Written complaints may also be sent to info@judgetours.org with the booking reference, relevant dates, and requested resolution.
We will acknowledge complaints and explain next steps. The parties should first attempt to resolve disputes through good-faith discussion, without limiting mandatory rights or the ability to seek urgent relief.
The applicable law, forum, and any optional mediation or arbitration arrangement must be settled by counsel and disclosed in the final booking agreement before acceptance. This review draft imposes no new mandatory arbitration requirement.
19. Responsibility and Legal Rights
Each party remains responsible for its own obligations under the agreement and applicable law. Independent suppliers are responsible for the services they provide, subject to the contracting arrangements and any non-excludable organizer obligations.
Nothing in these terms excludes liability that cannot lawfully be excluded or removes mandatory consumer rights. Any proposed limitation of liability or separate waiver requires legal review and clear presentation before acceptance; none should be inferred from general statements about travel risk.
20. Updates and Acceptance
We may update website terms for future transactions. The terms supplied and accepted for a confirmed booking continue to govern that booking unless a lawful written amendment is agreed. Posting new terms alone does not retroactively change an existing contract.
Before collecting payment, Judge Tours will provide access to the applicable terms and record the purchaser’s acceptance through the agreed booking process.
21. Contact
Judge Tours
Email: info@judgetours.org
Phone: +1 (910) 265-4631