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2024 Program Terms and Conditions

BINDING TERMS AND CONDITIONS

These Terms and Conditions are binding upon submission of any payment to Vive l’expérience and are subject to change without notice at any time. All dollar amounts are in USD.

 

Program Terms & Conditions 2024

See Program Payment Policy below for updated terms. 

Program Application and Participant Requirements

A $200 non-refundable deposit and submission of Applicant Documents listed below within 10 days is required for an Applicant to be considered a Participant:

  • Signed Program Agreement

  • A copy of a passport valid for travel for 6 months following the Program return date (Upload your current passport and contact us ASAP if you will be in the process of passport renewal in the next several months.)

  • Proof of purchase of travel insurance

  • Highly recommended: COVID-19 vaccination and available boosters (not required)

 

Participants must submit the following Participant Documents according to the established schedule: 

  • Program payments in full

  • Medical release, signed within 12 months of departure date

  • Proof of Yellow Fever vaccine (may be submitted within 45 days prior to departure date)

 

Waitlist Policy

When all spaces on a Program have been reserved, Vive may maintain a waitlist for that Program. A non-refundable deposit ($200) and Applicant Documents are required to retain a space on the waitlist. If space opens up on the Program with a waitlist, Applicants will be notified by email in order of priority. Applicants must confirm enrollment within 48 hours and submit a $1300 payment or the space will be offered to the next Applicant on the waitlist. Participants must submit remaining Participant Documents and the remaining balance due ($3000) within 10 calendar days. (Updated January 13, 2024).

 

If no space opens on the desired Program, waitlisted Applicants may transfer this non-refundable deposit to apply for a future Program within 18 months or forfeit the deposit.

Travel and Documentation Policy

To participate in a Vive Program, Applicants must comply with the following policies to maintain eligibility for participation. Vive staff reserve the right to disqualify any accepted Participant from participation if considered medically necessary, or upon discovery that a Participant or their representative has falsely represented the Participant during the Applicant process.

  • Program Agreement: Applicants are required to read and sign a “Program Agreement” outlining behavioral expectations, limitation of liability, and policies prior to participating in the Program.

  • COVID-19 Vaccination: Applicants are highly encouraged to have COVID-19 vaccinations and available boosters. See COVID-19 Travel Guidelines for more information.

  • Travel Documents (Passport): Participants must be in possession of a valid passport for international travel with adequate usable visa pages (two blank pages are recommended). The date of expiration must be greater than 6 months from the date of Program's return date. It is the Participant’s responsibility to procure the necessary travel documents.

  • Visas: Participants are responsible for procuring the travel visa(s) necessary for Program participation based on their nationality and the Program country’s visa requirements.  

  • Medical Form: Participants are responsible for submitting a completed, signed medical form that completely and accurately represents the current mental and physical health of the Participant. The form must be dated and signed within 12 months (12 months or less) of the start of the Program. If further communication with a medical or mental health care provider is deemed necessary, the Participant agrees to arrange a release of information with the provider and gives permission to Vive to contact providers directly. Participants must also notify Vive if any changes to mental or physical health occur after form submission. The medical form also requires an agreement to take malarial prophylaxis as/when recommended.

  • Yellow Fever Vaccination Card: Participants must have received and provide proof of Yellow Fever vaccination prior to the start of the Program session, if required or recommended for entry into the Program country. This must be submitted at least 45 days prior to departure date. Participants should travel with their Yellow Fever Card. (Updated January 13, 2024)

  • Travel Insurance: Participants must purchase their own travel insurance for the dates of the Program. Pricing may vary depending on age, state of residence, and dates/location of trip. Insurance should cover trip cancellation of the Program cost, trip interruption, emergency medical, emergency transportation, baggage loss/damage, baggage delay, and travel delay. Note that some insurance companies require Travel Insurance to be purchased within 10-14 days of paying a deposit in order to be eligible for CFAR and/or better rates. Contact your insurance companies for more information.

  • Additional Required Documents: Vive may request additional required documents to confirm Participant eligibility at any time.

 

Pre-Departure Program Cancellation Policy

Vive reserves the right to cancel any Program due to insufficient enrollment or health, safety, or security concerns in the host country beyond our control. Refund policies in this event are detailed in the “Cancellation Policies” section below.

 

Adjustments to Program Itineraries

Program itineraries may change due foul weather, problems with transportation, political unrest, or any other unforeseen problems.

 

Costs Covered by Program

Program costs include the following expenses during the travel dates of the Program:

  • Airfare from New York, USA airport (JFK) to Dakar, Senegal airport (DSS) - some Programs may depart from IAD, DCA or BWI. If a Participant resides outside of North America, Vive will work with the Participant to identify a different itinerary which may result in a higher price. 

  • All lodging in country, in double rooms with your own bed (a single supplement may be available)

  • All meals in country

  • All transportation in country

  • Event entrance fees and guide fees in country

 

Program costs do NOT include personal expenses such as the cost of obtaining passports, visa fees, laundry, medical fees, evacuation costs, email, health or required travel insurance, vaccinations or medicines, extra baggage fees, phone calls, gifts, purchases made during the trip, lodging before or after Program date, tips, etc.
 

Medical Treatment and Evacuation

In the event of a medical emergency, Vive will attempt to procure medical treatment; however, we assume no liability regarding the provision of medical care. All costs associated with medical care must be borne by the Participant. Participants are urged to check their insurance coverage for its adequacy when outside of their own country, and must purchase an additional travel health insurance plan for the duration of our Program dates. Participants are responsible for understanding the limits of any medical or evacuation policy, and for providing up-front payment for emergency and/or medical services when required.

 

Participant Disruption Policy

If a Participant violates any portion of the Vive l’expérience Program Agreement or otherwise acts in a way that is injurious to themself, people of the host country, other Participants on the Program, or violates US or local laws, or generally conducts themself in a way that is disruptive to the Program, Vive reserves the right to send the Participant home without refund. Participants sent home early or who voluntarily choose to depart early for any reason, including but not limited to sickness, personal emergencies, or injury, will be responsible for all associated costs, including medical costs and related travel and logistical costs associated with an early departure.

 

Reasonable Accommodations Policy

Vive is committed to providing Participants with reasonable accommodations whenever possible. Accommodations are modifications or services that give a Participant with a disability, medical, or religious need the opportunity to benefit from the programmatic experience. All decisions on accommodations are made on a case-by-case basis. Accommodations that would require a fundamental alteration in the Program offered or would result in an undue burden or hardship on Vive will not be provided. Fundamental alterations are generally defined as actions that would substantially change the Program because a Participant would not be able to perform the essential requirements of a Program (with or without accommodations) or that the in-country limitations could pose a direct threat to the Participant’s physical health or safety. Undue burden or hardship means accommodations that are unduly costly, extensive, disruptive, or would substantially alter Vive operations.

 

Program Payment Policy

Updated terms: As of January 13, 2024, Vive is updating our payment policy for anyone who pays a deposit prior to March 1, 2024. Payments totalling $4500 will include a $200 deposit, and the remainder of the payments ($4300) to be paid in full within 2 weeks or in equal installments due on the 28th of each month, with payment due in full by April 28, 2024. Vive will send you an invoice for each payment. All paperwork should be submitted within 2 weeks of payment of deposit.

 

If there are still available spots on a Summer 2024 Program after March 1, 2024, Applicants who purchase a non-refundable deposit for a Program are required to submit Applicant Documents within 48 hours. Once an Applicant is approved as a Participant, the Participant must submit remaining Participant Documents and full payment within 10 calendar days. If Vive is no longer able to add a traveler to our roster, they will be notified and any payments beyond the non-refundable deposit will be refunded. (Updated January 13, 2024)

 

If an Applicant has a third party paying via check or purchase order (e.g. school treasurer), the Applicant is responsible for informing the third party of the following:

  1. Contact Vive at info@vivelexperience.com at least 1 month prior to payment due date to request a W-9 form from Vive l’expérience, LLC.

  2. Ensure that any checks include Applicant’s first and last name on the memo line.

  3. Send payment via Fedex. Late payments jeopardize your place on the Program.

 

Program Cancellation During Program Dates

Vive may need to cancel a Program that is in progress if circumstances arise that, in Vive’s determination, require cancellation of the Program. Circumstances beyond our control that could result in a cancellation may include pandemic, epidemic, natural disaster, political turmoil, government recommendation, war, or other act of God. In such situations, Vive will cancel the Program. If a Program session is canceled after the scheduled start of the Program, no refund will be issued.

 

Cancellation and Refund Policy if Initiated by Participant

Because Vive makes commitments and other financial decisions prior to the Program start based upon enrollment, we cannot offer refunds after the payment deadlines.  The following policies apply in all cases, regardless of the reason the Participant chooses to cancel their participation in the Program.

  1. All notices of cancellation by the Participant must be received in writing.

  2. The $200 non-refundable deposit will not be refunded but will be retained by Vive for use against a future Program within 18 months.
     

Cancellation and Refund Policy if Initiated by Vive l’expérience

Vive reserves the right to cancel any Program session due to insufficient enrollment, entry restrictions, or health, safety, or security concerns in the host country that are beyond our control. 

  1. If Vive cancels a Program session after payment dates and prior to the scheduled start of a Program due to insufficient enrollment, entry restrictions or health, safety, or security concerns in the host country that are beyond our control, Vive will refund Participant payments less costs already incurred (i.e., flight fares, hotel bookings, bus costs, etc.). The $200 non-refundable deposit will be retained by Vive for use against a future Program within 18 months.

  2. In all cases, Vive is not responsible for other costs incurred by Applicants and Participants in preparing for the Program.

 

Required Travel Insurance Policy

Vive l’expérience is not responsible for costs associated with canceled participation, Programs canceled for reasons beyond our control or due to low enrollment, evacuations, and/or separations from Programs. Vive l’expérience requires Participants to purchase a third-party insurance policy to recoup a portion of their expenditures if participation is canceled. Participants should direct all questions to their Travel Insurance provider.

 

BINDING TERMS AND CONDITIONS

Terms and Conditions are binding upon submission of any payment to Vive l’expérience and are subject to change without notice at any time. All dollar amounts are in USD.

 

Glossary

Applicant = Any person who has paid a deposit and submitted Applicant Documents to participate in a Vive l’expérience Program.

 

Participant = Any Applicant whose submitted Participant Documents have been approved and provided full payment, or at least $1500, to participate in a Vive l’expérience Program, is considered a Participant. All Participants must pay in full by the established deadline to maintain their status.

 

“Vive” or “Vive l’expérience” = Vive l’expérience, LLC

Program = The specific trip that a Participant has signed up for e.g. “Senegal 2024 March 9-17, 2024.”

COVID-19 Travel Guidelines

Vive l’expérience values safety and health during our trip Programs. To that end, all 2024 Participants are highly encouraged to have COVID-19 vaccination and available boosters. Vive will continue to adapt COVID-19 guidelines based on recommendations from the CDC and country-specific regulations. 

Pre-departure: Any pre-travel testing required for entry to our destination must be completed by each Participant at their own cost. If any Participant tests positive prior to departure, they may be unable to travel if unable to satisfy CDC and country-specific regulations.

​​The CDC currently requires an individual who tests positive for COVID-19 to isolate for at least 5 days and to end isolation only: (i) after day 5 if the individual never developed any symptoms; (ii) after day 5 if symptoms are improving (i.e., fever-free for at least 24 hours without the use of fever-reducing medication); or (iii) after day 10 if the individual had symptoms and moderate illness.

 

Regardless of when isolation ends, the CDC guidance currently states that individuals should wear a high-quality mask through day 10 unless the individual receives two sequential negative tests 48 hours apart.

While traveling on Program: Some country destinations and/or locations, venues, or activities may require proof of vaccine or mask-wearing for entry or participation. Vive encourages Participants to practice good hygiene including hand-washing and use of hand sanitizer as needed. Mask use is optional unless required by our destination, but may be recommended during indoor visits, crowded locations, and anywhere transmission is potentially high. 

Participants should inform Vive Trip Leaders of any COVID-related symptoms while traveling. The CDC recommends that individuals with a known or suspected exposure to COVID-19 wear a well-fitting mask or respirator around others for 10 days from their last exposure, regardless of vaccination status or history of prior infection.

If a Participant tests positive during the trip Program: Participants who test positive will isolate according to local or CDC guidelines if there are no local guidelines in place. Participants who test positive will isolate for 5 days and may rejoin the group on Day 6, wearing a mask until Day 10. The day the Participant tests positive or symptoms start (whichever is first), counts as day 0. Participants unable or unwilling to mask on Days 6-10 must provide two negative tests taken 48 hours apart, with the first test being taken on Day 6. Any testing requirements and/or extra costs associated with isolation will be at the Participant’s cost. Vive will assist Participants with contacting their travel insurance policy to arrange any necessary tests, treatment, etc.

 

Last updated January 14, 2024

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