TERMS AND CONDITIONS

1. General Terms

2. Waiver and Release

3. Foreign Exchange Rate

4. Minimum Number of Travelers

5. Price Quote

6. Liability Disclaimer

7. Supervision/Behavior

8. Travel Documentation Requirements

9. Third-Party Providers

10. Airline Information

11. Extra Services

12. Trip/Program Changes made by Futlab Xperience

13. Trip/Program Changes made by your group

14. Payment Process

15. Payment Schedule

16. Cancellation Terms Schedule

17. Cancellation Terms Schedule Flexibility (Post COVID19)

18. Supporters/Partial Passengers

19. Photo and Video Release

20. Final Itinerary

21. Discrepancies

22. Arbitration

23. Cancellation due to Extraordinary Circumstances

24. Extraordinary Circumstances

 

1. General Terms:

The program or journey you're signing up for is a collective travel venture managed by Futlab Xperience. Given the group dynamic, most aspects of your journey are overseen by your group's Travel Leader, who acts as your representative. Please note that Futlab Xperience organizes various components of your journey, encompassing pre-trip, during-trip, and post-trip arrangements, along with administrative and service expenses associated with your group's trip or program.

 

2. Waiver and Release:

All participants who register are required to consent to and sign these Terms and Conditions upon registration to be eligible for participation in a trip or program.

 

3. Foreign Exchange Rate

Futlab Xperience employs a Foreign Exchange (FX) Rate methodology to determine the invoiced currency amount. Here's how it works:

a. FX Rate Calculation:

   i. The FX Rate is derived by:

      - Identifying the daily currency rates for the preceding business week.

      - Calculating the average of these rates to establish a single daily average rate for the week.

      - Adding five percent (5%) to this average to cover Futlab Xperience's currency risk and conversion costs.

      - Daily currency rates are sourced from the European Central Bank (http://www.ecb.europa.eu).

b. Weekly Application:

   - The applicable FX Rate is recalculated each Monday and remains valid for seven (7) days.

   - This rate is applied to all invoices issued from the Monday of that week.

c. Contingencies:

   - In the event that the European Central Bank does not publish relevant rates, Futlab Xperience reserves the right to use an alternative data source, applying the same principles.

   - Futlab Xperience may adjust the currency price if there's an error or miscalculation in the published currency rate.

This quotation remains valid for 30 days upon receipt and is contingent upon the final number of travelers.

 

4. Minimum Number of Travelers

The quoted price for the group trip or program relies on reaching a minimum number of travelers. If this minimum isn't achieved, or if there are changes to the program or itinerary, or if circumstances beyond Futlab Xperience's control arise, the quoted price may be subject to adjustment. In case your group doesn't meet the minimum requirement, it may be combined with other groups. However, if the Travel Leader decides not to combine groups and travels with fewer travelers than the minimum required, an extra cost may be incurred.

 

5. Price Quote 

The provided price estimate and your final trip or program cost are based on current prices for land services and air travel. They are determined by the prevailing international currency exchange rate and are calculated considering the minimum number of paying passengers traveling.

 

6. Liability Disclaimer

Under no circumstances will we be held liable for any injury, loss, claim, damage, or any form of special, punitive, exemplary, direct, indirect, incidental, or consequential damages, regardless of whether arising from contract, tort, strict liability, or otherwise, that result from or are in any way related to the tour, even if we have been advised of the potential for such damages. The traveler assumes responsibility for any damages incurred in airplanes, hotels, buses, sports facilities (including stadiums), and all other vendors and partners, as well as any injuries sustained by other travelers, employees, third parties, or any of our affiliates. Additionally, the traveler is accountable for any fines and expenses that we are required to pay to the authorities on their behalf.

 

7. Supervision/Behavior

Futlab Xperience, along with its officers, directors, agents, employees, and independent contractors, establishes rules and guidelines for participants' behavior during the group trip or program. Failure to adhere to these rules and/or directions may result in expulsion from the trip/program without a refund. Each participant is accountable for their actions, and the travel leader bears responsibility for the actions of all group participants. Harassment based on any legally protected characteristic, such as sex, race, ethnicity, national origin, age, or religion, will not be tolerated by Futlab Xperience. Violation of this policy warrants immediate expulsion from the trip at the participant's expense, with no refund provided.

 

Participants are expected to comply with local and government laws at all times. Futlab Xperience holds no responsibility if a participant breaches local or government laws. Any violations of such laws by a participant will be at their own expense. Violations may result in immediate expulsion from the group, with no refunds offered.

 

8. Travel Documentation Requirements

Each traveler is accountable for obtaining the necessary documentation required for their travel. International travel mandates the possession of a passport, which must have at least six months of validity remaining upon return to their respective country. Passport application fees are not included in the tour price, and we do not undertake the responsibility of obtaining passports or visas for travelers.

 

Flight details provided to Futlab Xperience must be current and accurate. Any discrepancies between the provided flight information and the requirements of airlines and the Transportation Security Administration (TSA) may lead to missed flights, delays, or associated fees, for which we are not liable. For comprehensive information regarding the Transportation Security Administration, please refer to www.tsa.gov.

 

If a registrant is unable to travel due to insufficient identification, passport, visa, or any other required documentation, Futlab Xperience cannot be held accountable, and the standard cancellation policy will be enforced.

 

9. Third-Party Providers

Futlab Xperience, along with its officers, directors, employees, affiliates, subsidiaries, shareholders, successors, and agents, does not possess ownership, control, or operation over any entity, business, organization, or individual contracted to provide goods or services for your trip/program. This includes, but is not limited to, accommodations, airlines or transportation companies, guides or tour services, local ground operators, entertainment or sightseeing providers, organizers of optional excursions, food service providers, opposing teams, referees, professional clubs, training facilities, and others. All such entities or individuals are considered independent contractors. Consequently, Futlab Xperience cannot be held liable for any negligent or intentional actions or failures to act by these independent contractors. Additionally, Futlab Xperience bears no responsibility for any inconveniences, costs, losses, or damages resulting from the denial of services or special requirements imposed by these independent contractors.

 

10. Airline Information

As part of your trip/program, you have the option of either allowing us to arrange your group and/or individual airfare or arranging it on your own. Flights booked through Futlab Xperience on behalf of clients are subject to the Terms & Conditions of the respective airlines. Payment obligations and cancellation policies are determined by the flight agency and/or airline and are transferred to the customer accordingly.

 

If you opt to arrange your own airfare, you are responsible for transportation to/from airports, including ground transport to meet/depart from the group. Prior to confirmation of your group's trip/program, Futlab Xperience is not responsible for any flight reimbursements or refunds.

 

In the event of a Flight Cancellation or Delay, please contact our Customer Service immediately for assistance as soon as the inconvenience occurs or is notified by the airline. It's essential to retain the original flight ticket for all flights, as well as records of other related expenses such as accommodation. If your flight is canceled or delayed while you are at the airport terminal, request proof of cancellation/delay from the airline, including the cause and duration of the wait for the new flight schedule. If you are unable to obtain this proof, our travel agency will endeavor to assist on your behalf.

 

Avoid leaving the terminal or booking alternative airfare without this statement from the airline, as it facilitates the processing of future compensation. If you have purchased travel insurance, we recommend retaining receipts for all expenses related to trip inconveniences, accommodation, and meal expenses. Your travel insurance coverage will be assessed based on these supporting documents.

 

11. Extra Services

Futlab Xperience is not liable for delays or failures in providing extra services, such as match tickets or training sessions, if these are caused by third-party obligations, the client's failure to comply with requests, or default in payment. Once attendance at extra services is confirmed and the opt-out date passes, your card on file may be automatically charged. If payment cannot be processed and there's an outstanding balance a week before travel, participation in the extra activity may be affected. By selecting extra services after final payment, you authorize charging your credit card for these services, before, during, or after the trip/program.

 

12. Trip/Program Changes made by Futlab Xperience

We reserve the right to modify any itinerary due to circumstances beyond our control, such as weather changes or adjustments in friendly match schedules, as well as other mandatory conditions beyond our managerial responsibilities. While we strive to maintain specified inclusions, our priority is to fulfill the terms in the best interest of all parties. We are not liable for airline delays, cancellations, or lost luggage. Participants in athletic activities assume the associated risks and hold Futlab Xperience harmless for any resulting injuries.

 

Changes to the itinerary, including the order of destinations, duration of stays, or additions/removals of destinations, may occur. Some activities may be closed on certain dates, and the availability of venues cannot be guaranteed. Venues may also close unexpectedly due to holidays, festivals, maintenance, or circumstances beyond our control, with no refunds provided. However, we will strive to find suitable alternatives in such cases.

 

In rare instances, Futlab Xperience may need to alter scheduled trips/programs, including destinations and dates. In such situations, we will collaborate with the group's Travel Leader to reschedule the trip for dates suitable to the group.

 

13. Trip/Program Changes made by your group

Futlab Xperience recognizes that unforeseen circumstances may necessitate changes to your group's trip. If your group decides to alter the trip dates or destination due to discomfort or other reasons, adjustments can be made through your travel leader up to 60 days before departure. Changes will be subject to availability of airfare, accommodations, venues, attractions, tickets, friendly matches, meals, and transportation. There are no fees for adjusting the trip, only differences in the price of the new arrangement.

 

We will collaborate with your Travel Leader to secure an alternative date within 12 months of your original departure date, and you will receive a credit for the full amount paid for the future trip. There are no administrative fees for making these adjustments, but you will be responsible for any price differences in the trip/program.

 

14. Payment Process

Every member of the traveling group must complete online registration, agree to our terms and conditions, and make payments using VISA, MasterCard, Discover, American Express, JCP, China Union Bank, and Diners Club International. A predetermined non-refundable deposit is required during initial registration. Please note that your card on file will be automatically charged on the agreed payment dates. If you need to update your credit card information, you can do so by logging into your account on the registration site.

 

15. Payment Schedule

Payments must be made on the specified dates provided to ensure timely settlement of airline and land vendor invoices and to avoid penalties or late fees. Late payments disrupt the tour/program experience and will incur a $50.00 late fee per registered traveler every 30 days past the payment due date.

 

If your account still has an outstanding balance after the final due date, Futlab Xperience reserves the right to automatically charge your card on file. If payment cannot be processed and your account has an outstanding balance 14 days prior to your trip/program departure date, final travel documents will not be issued, and you will be excluded from participation in the trip/program without a refund.

 

16. Cancellation Terms Schedule

If you, your program leader, school, college, club, or organization decide to cancel or withdraw from a trip/program, Futlab Xperience will retain the following fees:

- 121 days or more from departure date: non-refundable deposit

- 120 – 90 days from departure: non-refundable deposit + 30% of the total trip/program cost

- 89-60 days from departure: non-refundable deposit + 50% of the total trip/program cost

- 59 days or less from departure: 100% of the total trip/program cost

 

These cancellation terms apply to landed costs. Any fees related to canceling group or individual airfare are determined by the airlines' discretion and policies. All fees must be settled at the time of cancellation. We provide deadline dates in advance that allow for cancellation with no additional fees. Any cancellations after the provided deadline dates may incur airline cancellation fees up to the entire cost of the airline ticket.

 

17. Cancellation Flexibility (Post COVID)

Up to 60 days before departure, your group can collaborate with Futlab Xperience to change trip dates or destinations without incurring change fees, only potential increases in the new trip price. This flexibility allows groups to postpone trips pending COVID-19 safety considerations.

 

- The group can postpone or relocate the tour without fees or opt to cancel if COVID-19-related closures, government regulations, or travel restrictions prevent tour delivery.

- Participants canceling due to COVID-19-related closures, regulations, or restrictions before 60 days of departure will receive refunds minus a $395 cancellation fee.

- It is highly recommended to purchase Travel Insurance, with third-party policy recommendations available, providing full refunds minus insurance plan costs.

- Cancellation terms apply to landed costs; airline cancellation fees are determined by airlines' discretion.

- All fees must be paid at cancellation. Deadline dates allowing cancellation without additional fees are provided in advance. Cancellations after these dates may incur airline cancellation fees up to the entire ticket cost.

 

18. Supporters/Partial Passengers

If you have family or friends residing at the destination of your trip/program and wish to join, they are welcome as long as space is available. A personalized daily "Land Only" fee can be provided for their participation. Conditions for supporters joining the tour include:

 

- Minimum participation of 4 consecutive full itinerary days (excluding travel days at the beginning and end).

- Additional days must extend from the initial 4 consecutive days and will be accommodated in the same hotel as the tour.

- Daily rate includes accommodations and activities for the tour days.

- Requests must be made at least 30 days prior to departure. Requests within 30 days are subject to availability and approval, with a $50 administration fee and additional trip fees.

For safety, security, and insurance reasons, individuals are not permitted to join the group (e.g., ride the bus) without purchasing part of the tour. Futlab Xperience is not obliged to provide tour information, services, or transportation to any individual not listed on the official group travel roster.

 

19. Photo and Video Release

By registering and agreeing to these terms and conditions, you consent and authorize Futlab Xperience, its dba’s, agents, affiliates, partners, and employees to reproduce photographs and/or video images of you or your family members. These images may be used for publication, promotion, illustration, advertising, or trade purposes, in any manner or medium deemed suitable. You release Futlab Xperience and its legal representatives, dba’s, agents, affiliates, partners, and employees from all claims and liabilities associated with the use of said images or video.

 

Additionally, you grant permission for the use of statements made during interviews or guest lectures, with or without your name, for advertising and publicity purposes without restriction. You waive any rights to compensation for the use of these statements.

 

20. Final Itinerary

The approved final trip/program itinerary will be sent to the tour leader at least 7 days before departure. However, circumstances beyond Futlab Xperience's control, such as weather, venue availability, ticketing, or tour availability, may result in the final itinerary being provided less than 7 days before departure. The final tour package includes comprehensive trip details, supplementary information, and airline tickets for those who purchased through our agency.

 

We reserve the right to modify any itinerary due to uncontrollable circumstances, such as changes in weather. While we make every effort to avoid changes to the final itinerary, we prioritize fulfilling the terms in the best interests of all parties. Participants in travel and/or athletic activities accept associated risks and agree not to hold Futlab Xperience liable for any injuries incurred.

 

21. Discrepancies

We recognize that unexpected issues can arise before, during, or after your trip/program, whether within or beyond anyone's control. If you have a complaint, issue, or discrepancy at any time, you agree to address it solely with Futlab Xperience and not with any partner, sponsor, associate, or third party. We are committed to understanding your concerns and resolving them promptly and effectively.

 

22. Arbitration

These Terms shall be governed and interpreted in accordance with the laws of the United States. Any disputes arising from these Terms shall be exclusively resolved through binding arbitration in Atlanta, Georgia, without regard to conflict of law provisions. Our failure to enforce any right or provision of these Terms will not constitute a waiver of those rights. If any provision of these Terms is found to be invalid or unenforceable by a court, the remaining provisions will remain in effect. These Terms constitute the entire agreement between us regarding our service, superseding any prior agreements. By accepting these Terms and Conditions, you are irrevocably and unconditionally submitting to binding arbitration, instead of having any dispute decided in a court of law before a jury.

 

23. Cancellation due to Extraordinary Circumstances

If your trip/program cannot be rescheduled to a future date due to Extraordinary Circumstances (explained below), you will receive a full refund minus the non-refundable deposit. 

 

It's important to note that the above fee is not intended as a penalty but rather as a fair estimate of a small portion of the unrecoverable internal and external costs associated with planning, managing, and administering a full-service group travel trip/program incurred by Futlab Xperience prior to the departure date.

 

24. Extraordinary Circumstances

Futlab Xperience, along with its officers, directors, employees, affiliates, subsidiaries, shareholders, successors, and agents, shall not be held liable for any injury, loss, or property damage, including delays, death, overbooking, downgrading of accommodations, transportation failures, dangers related to animals, sanitation issues, food-related illnesses, medical care availability or quality, difficulties in emergency evacuation, or any other inconveniences beyond its direct control. These inconveniences may arise from Exceptional Circumstances.

 

Extraordinary Circumstances, including but not limited to force majeure events, war (declared or undeclared), criminal or terrorist activities, civil unrest, labor strikes, illness, epidemics or pandemics, government-imposed travel restrictions or closures, and other events beyond Futlab Xperience's control, may lead to trip postponements or cancellations. Thank you for selecting Futlab Xperience.