top of page
DSC_0235.jpeg

2025 Program Terms and Conditions

BINDING TERMS AND CONDITIONS for 2025 Educator Programs

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 2025

See Program Payment Policy below for updated terms. 

Program Application and Participant Requirements

A $400 non-refundable application fee and submission of Applicant Documents listed below within 10 days is required for an Applicant to be considered a Participant. You will receive an email to complete these forms and submit the required documentation:

  • Signed Program Agreement

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

  • Proof of purchase of travel and medical evacuation insurance

 

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 application fee ($400) 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 $1200 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.

 

If no space opens on the desired Program, waitlisted Applicants may transfer the non-refundable application fee 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 a COVID-19 vaccination and eligible boosters (as defined by CDC) prior to the start of the Program session. 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 will be emailed a medical form to fill out and submit. 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 at least 30 days prior to departure date, if required or recommended for entry into the Program country. Participants must travel with their Yellow Fever card.

  • Travel & Medical Evacuation Insurance: Participants must purchase their own travel and medical evacuation insurance for the dates of the Program. Pricing may vary depending on age, state of residence, and dates/location of trip. Insurance must cover trip cancellation of the Program cost, trip interruption, emergency medical, emergency evacuation & 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 Cancel for Any Reason (CFAR), better rates, and/or better coverage. Contact your insurance company for more information. Participants will be emailed a form to upload proof of your paid insurance.

  • 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:

  • Roundtrip airfare to/from US city of departure, usually New York, USA airport (JFK) to Dakar, Senegal airport (DSS). Some Programs may depart from other airports. 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 and unlimited water 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 related costs, or required medical evacuation/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 and medical evacuation insurance 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 for 2025 Senegal Summer Educator Programs

Vive updated the payment policy for anyone who purchases a 2025 Senegal Summer Programs prior to March 1, 2025.

 

Payments totaling $4600 will include a $400 non-refundable application fee, with the remainder of the payments to be paid online in equal installments due on the 28th of each month. Payment is due in full 90 days before the departure date. Vive will send you an invoice for each payment. All paperwork should be submitted within 10 days of payment of the non-refundable application fee.

 

If there are still available spots on a 2025 Senegal Summer Program after March 1, 2025, Applicants who pay the non-refundable application fee 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 application fee will be refunded.

 

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 dates 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 offer a tiered refund policy. The following refund policy (if initiated by Participant) applies in all cases, regardless of the reason the Participant chooses to cancel their participation in the Program.

  • Cancellation 120 days or more prior to departure = 100% refund, minus your non-refundable application fee

  • Cancellation between 75 and 119 days or more prior to departure = 75% refund, minus your non-refundable application fee

  • Cancellation between 30 and 74 days prior to departure after paying final balance = 50% refund, minus your non-refundable application fee

  • Cancellation within 29 days of departure after paying final balance = No refund

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

  2. The $400 non-refundable application fee 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 $400 non-refundable application fee will be not be refunded.

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

 

Required Travel / Medical Evacuation 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 to participate in a Vive l’expérience Program, is considered a Participant. All Participants must pay in full by the established payment plan 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 2025 Summer Program.”

COVID-19 Travel Guidelines

Vive l’expérience values safety and health during our trip Programs. To that end, all Participants are highly encouraged to have a COVID-19 vaccination and eligible 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.

 

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.

 

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. The CDC currently requires an individual who tests positive for COVID-19 to isolate until: 1) they are fever-free for at least 24 hours without the use of fever-reducing medication and 2) until symptoms improve. 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 May 27, 2024

bottom of page