I hope we can get back to filling our lives and our student’s lives with beautiful meaningful immersive experiences again soon! Yes, culture shock is such a great thing.
Deadlines for 2026 & 2027 Travelers
Financial & Other Important Deadlines
All Xperitas participants must be paid in full by the required deadlines in order to participate. Xperitas will notify participants when the final program balance is available. For all other payments, please adhere to the payment schedule that pertains to your program.
Participants can pay by credit card, debit card, ACH, or check. When making payments by credit or debit card, there is a 2.9% fee applied to each payment transaction. Make checks payable to “Xperitas” and write the participant’s full name, school, and destination country on each payment. Xperitas cannot accept postdated checks.
2027 Spring Programs Payment Schedule
Programs departing in March and April
Billing and Payments: Xperitas will notify participants of their final payment approximately three weeks before it is due. For all other payments please refer to this schedule or the schedule available on your Xperitas portal. A payment reminder will be sent to you via email a week before a scheduled payment is due. Payments can be made by credit/debit card/ACH via the Xperitas portal or by check payable to Xperitas.
Please reference Important Information and Other Important Deadlines located further down this page to review important payment information, such as late fees and bounced checks.
| Date | Action | Cost | Notes |
|---|---|---|---|
| June 15, 2026 | Early Bird deadline | $500 | Receive a $200 discount from your total program cost (applied towards final payment). Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| October 1, 2026 | Final enrollment deadline | $500 deposit due at time of enrollment | No payment due for Early Bird registrants. Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| November 1, 2026 | 1st Program Payment | $1,000 | |
| December 1, 2026 | 2nd Program Payment | $1,000 | |
| January 15, 2027 | Final Program Payment | Final balance due |
2027 Summer Programs Payment Schedule
Programs departing May – August
Billing and Payments: Xperitas will notify participants of their final payment approximately three weeks before it is due. For all other payments please refer to this schedule or the schedule available on your Xperitas portal. A payment reminder will be sent to you via email a week before a scheduled payment is due. Payments can be made by credit/debit card/ACH via the Xperitas portal or by check payable to Xperitas.
Please reference Important Information and Other Important Deadlines located further down this page to review important payment information, such as late fees and bounced checks.
| Date | Action | Cost | Notes |
|---|---|---|---|
| June 15, 2026 | Early Bird deadline | $500 deposit | Receive a $200 discount from your total program cost (applied towards final payment). Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| October 15, 2026 | Final enrollment deadline | $500 deposit | No payment due for Early Bird registrants. Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| November 15, 2026 | 1st Program Payment | $1,250 | |
| January 15, 2027 | 2nd Program Payment | $1,250 | |
| March 15, 2027 | Final Program Payment | Final balance due |
Cancellations Due to Unforeseeable World Events
Xperitas uses the U.S. State Department Travel Advisory system to determine if a region or country is safe for travel. Travel advisory levels range from 1 to 4, with 1 indicating “exercise normal precautions” and 4 indicating “do not travel”. Leading up to a group’s departure, if the U.S. Department of State elevates the travel advisory level of a region or destination on your itinerary to a level 3 or 4, Xperitas reserves the right to cancel travel to these regions and destinations. This includes travel advisory level changes due to unforeseeable world events, such as terrorism, violence, natural disasters and pandemics. Travel restrictions or bans issued by the destination government, including Tribal Governments, would be subject to the same cancellation policy.
When cancellations are initiated by either Xperitas, the group leader, the school administration or district due to a State Department advisory level change or destination government restrictions, Xperitas will work with group leaders to modify the itinerary/destination. These changes may result in additional charges. If the program cannot be modified and is cancelled, regardless of the time of cancellation, Xperitas will do everything in its power to work with the airline and other vendors to obtain the greatest refund possible. Please note that the amount of the refund will be reduced by any air and land arrangements that we are unable to recover at the time of cancellation and by the administrative fee (see schedules below) that covers organizational resources used in the planning of your language/cultural immersion program.
Please note: Xperitas does not offer cancel-for-any-reason insurance. All travelers who would like trip cancellation insurance for non-medical reasons are encouraged to purchase additional travel insurance independently.
2026 Summer Cancellation Schedule
Programs departing May – August, 2026
Cancellations: Any cancellation made through October 1, 2026 will receive a full refund. Cancellations made after this date will be calculated on an individual basis at the time of cancellation and follow the schedule and terms below.
| Date of Cancellation Received | Cost | Notes |
|---|---|---|
| Cancellations received through October 15, 2025 | Refund of all money paid MINUS $100 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| October 16 - November 30, 2025 | Refund of all money paid MINUS a $250 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| December 1, 2025 (or later) | Refund of all money paid MINUS a $500 administrative fee* AND any air/land expenses incurred by Xperitas | Air/land expenses vary by program and cancellation date. This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| 30 days prior to departure | No refund possible |
Voluntary cancellations must be submitted in writing (an email to cancel@xperitas.org is acceptable) by the participant or participant’s parent/guardian directly to Xperitas, clearly indicating the participant’s name, travel group or school (if applicable) and destination country. Xperitas cannot accept voluntary cancellations made by phone.
Allow 4-6 weeks for processing cancellations. Refunds are issued by check to the participant. Credit card refunds will be issued only when a single credit card was used for all payments made.
Based on availability, cancelled participants may re-enroll by submitting any missing payments, plus a $40 fee and any changes in land and airline costs.
2027 Spring Cancellation Schedule
Programs departing March and April
Cancellations: Any cancellation made through October 1, 2026 will receive a full refund. Cancellations made after this date will be calculated on an individual basis at the time of cancellation and follow the schedule and terms below.
| Date of Cancellation Received | Cost | Notes |
|---|---|---|
| Cancellations received through October 1, 2026 | Refund of all money paid. | |
| October 2 - November 14, 2026 | Refund of all money paid MINUS a $250 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| November 15, 2026 (or later) | Refund of all money paid MINUS a $500 administrative fee AND any air/land expenses incurred by Xperitas (Varies by program and cancellation date) | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| 30 days prior to departure | No refund possible |
Voluntary cancellations must be submitted in writing (an email to cancel@xperitas.org is acceptable) by the participant or participant’s parent/guardian directly to Xperitas, clearly indicating the participant’s name, travel group or school (if applicable) and destination country. Xperitas cannot accept voluntary cancellations made by phone.
Allow 4-6 weeks for processing cancellations. Refunds are issued by check to the participant. Credit card refunds will be issued only when a single credit card was used for all payments made.
Based on availability, cancelled participants may re-enroll by submitting any missing payments, plus a $40 fee and any changes in land and airline costs.
2027 Summer Cancellation Schedule
Programs departing May – August, 2027
Cancellations: Any cancellation made through October 1, 2026 will receive a full refund. Cancellations made after this date will be calculated on an individual basis at the time of cancellation and follow the schedule and terms below.
| Date of Cancellation Received | Cost | Notes |
|---|---|---|
| Cancellations received through October 15, 2026 | Refund of all money paid. | |
| October 16 - November 30, 2026 | Refund of all money paid MINUS a $250 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| December 1, 2026 (or later) | Refund of all money paid MINUS a $500 administrative fee AND any air/land expenses incurred by Xperitas | Air/land expenses vary by program and cancellation date. This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| 30 days prior to departure | No refund possible |
Voluntary cancellations must be submitted in writing (an email to cancel@xperitas.org is acceptable) by the participant or participant’s parent/guardian directly to Xperitas, clearly indicating the participant’s name, travel group or school (if applicable) and destination country. Xperitas cannot accept voluntary cancellations made by phone.
Allow 4-6 weeks for processing cancellations. Refunds are issued by check to the participant. Credit card refunds will be issued only when a single credit card was used for all payments made.
Based on availability, cancelled participants may re-enroll by submitting any missing payments, plus a $40 fee and any changes in land and airline costs.
Other Important Information
Based on availability, participants may register after the program enrollment deadline. There is a $40 fee and there may be an increase in land and air costs associated with late enrollment.
Payments postmarked after the payment deadline will incur a $40 fee. Xperitas reserves the right to cancel individual participants whose scheduled payment past due. Published cancellation fees will apply.
Refunds not due to cancellation are subject to a fee assessment. The processing (including potential fees) may take 4-6 weeks, with disbursement via check in the participant’s name.
Checks that are returned to Xperitas unpaid by the bank carry a $40 fee. All subsequent payments must be in the form of a cashier’s check or money order.
Based on availability, cancelled participants may re-enroll by submitting any missing payments, plus a $40 fee and any applicable costs.
Other Important Deadlines
Financial Aid applications for 2026 Spring and Summer programs are due on October 15, 2026.
Applications that are incomplete or submitted after the due date will not be considered.
Family Stay applications* (if applicable) for 2027 Spring and Summer programs are due on November 1, 2026.
*If program application comes in after application deadline, Family Stay application is due one week from program acceptance
- Submit passport information and copy of passport for Spring 2027 programs via the Xperitas portal by December 1, 2026.
- Submit passport information and copy of passport for Summer 2027 programs via the Xperitas portal by February 1, 2027.
Applications that are incomplete or submitted after the due date will incur a $40 late fee.
Passports must be valid for at least 6 months after your program return date. If your passport has less than 6 months validity past the program return date, you are at risk of not being able to travel abroad or being sent back to the U.S. upon arrival in the destination. In these cases, participants would be responsible for any associated costs incurred
Experiential Learning
Fully Supported Programs
Real-World Immersion
Hear From Other Teachers and Students
The partners in Costa Rica are fabulous! Everything was well-organized, and kids were always engaged. Our guide, Jimmy, truly is an educator and ambassador of his country. All of the students and leaders really enjoyed his personality, love of his country and knowledge. The Family Stay Experience was also very wonderful!
The first day, I immediately went up in a restaurant and ordered my food in full German. That confidence and encouragement from the restaurant staff set me up to feel confident in my skills and I was extremely proud of myself! Be open to new experiences. It’s a whole new culture and way of life, so if you seclude yourself from really cool opportunities, you won’t get as much out of everything!
Immersing students in the language and culture are keys to a successful trip overseas with students, and I can always count on our in-country Xperitas guides to communicate exclusively in the target language with our students while showing them a new culture.
It was really amazing. I got to hang out with my friends and classmates while touring Berlin and then I got to experience German life with my host family. Spending time with my classmates from America in the German school also made it more fun, since I could still hangout with friends and make new ones in a different language. I saw beautiful sights and ate wonderful food and got to see a sliver of German life and a little bit of the world too.
Plan Your Program with Confidence
Xperitas supports teachers at every stage, with a dedicated program manager, trusted local partners abroad, and 24/7 emergency support throughout the program.
