Travel and Logistics FAQ

A participant may request an early departure or late return that uses either the outbound or return portion of their group airline ticket. Eligibility for this depends on the airline’s group contract stipulations. Additional costs including airline charges, changes in fare and any additional land services will be the responsibility of the participant. Participants need to receive approval from the group leader to depart earlier or return later than the group.  Learn more about alternate arrangements here.

Participants who wish to arrange their own air must inform Xperitas when they register, at which time the discount amount will be determined. No credit is possible for partially flown itineraries or one-way tickets. Xperitas and the group leader cannot be responsible for the participant in any way, and insurance coverage is not effective, while the participant is traveling separately from the group. If a participant is not using any or all of the Xperitas-provided flights, a parent/guardian must sign a release form provided by Xperitas.

Xperitas makes every effort to secure air arrangements that include cabin and checked luggage. Checked bags are typically limited to a total dimension of 62 inches by adding length + width + height (example: 26″+26″+10″ = 62″), and a maximum weight of 50 lbs. (23 kg). Smart Bags with a USB charging port, GPS tracking device and other high-tech features are prohibited as checked or carry-on baggage unless the bag is made with removable batteries, and the batteries are removed and stored separately. For specific requirements, please consult the airline’s website.

This depends on the length of the program, included activities and destination. Consult with your leader and/or Xperitas program manager for help estimating the out-of-pocket costs that may be associated with your program.

Xperitas typically uses 3-star, centrally located hotels. Three to four students will be placed in each hotel room, with room placements allocated by gender as determined by the group leaders.

Xperitas has general liability insurance that covers bodily injury, property damage, and personal and advertising injury (defamation). Leaders are insured for their acts as employees and volunteers, except when these circumstances arise out of their sole negligence or willful misconduct. Leaders are considered either an employee or volunteer.

Yes, however Xperitas strongly discourages this. Xperitas arranges group travel; when individuals book their own air arrangements, it disrupts the group travel arrangements and can be challenging for both the group leader(s) and the participant. Using frequent flier miles, or purchasing an individual ticket, entails an air record separate from the rest of the group. A separate, individual ticket can potentially leave a participant traveling alone. Furthermore, Xperitas insurance coverage is not effective while a participant is traveling separately from the group. If a participant is not using any or all of the Xperitas-provided flights, a parent/guardian must sign a release form provided by Xperitas. If a teacher/leader decides that the group must all book air travel together through Xperitas, Xperitas will support the teacher’s decision.

In most cases, the group tickets that Xperitas purchases are eligible to earn miles. However, there are certain types of tickets that are not eligible, and Xperitas does not guarantee frequent flier mile eligibility. Travelers should present their frequent flier program number at the time of check-in. Travelers are also advised to keep all boarding passes in order to claim miles retroactively with the airline.

As a courtesy service, airline seat assignments are requested on your behalf. Assignments reflect the best available seats at the time of booking. Some airlines and/or fare types do not allow for pre-seating or paid preferred seating and require this be done at airport check-in only. Seats are subject to change by your airline(s) including, for example, when there is a schedule change or equipment change after your initial booking; this may cause seat assignments to be changed or even cancelled.

Xperitas recommends that you schedule a visit with a travel doctor to determine if there is any medical preparation necessary before travel. We also recommend that you be up to date on routine vaccinations and review the Centers for Disease Control and Prevention website for more details.

All Xperitas participants automatically have medical coverage, subject to certain exclusions, for accidents and illness while on their program. Participants will receive instructions for printing their insurance cards prior to departure. Note: Pre-existing conditions and pregnancy are not covered, and mental illness is not covered for medical expenses incurred in-country. Xperitas recommends that each traveler’s own comprehensive medical insurance be up to date and include coverage for the destination country. Xperitas also provides limited trip cancellation and delay insurance. Additional insurance benefits and/or higher limits may also be purchased. 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. Learn more about our insurance coverage here.

Xperitas provides an array of educational resources about preparing for travel abroad, researching the destination and much more. Xperitas also provides preparation activities for leaders to help prepare students for the experience.

Xperitas believes that living with a family, speaking their language and participating in their customs is the best, most authentic and rewarding way to experience another culture. This is what distinguishes our programs from any other individual, family or group travel experience. Our host families are volunteers who genuinely want to welcome the student into their home and daily family routine.

After almost 50 years of arranging family stays, we are no longer surprised when students consistently report that living with a family is the best part of their experience abroad. Our success with family stays is thanks to our network of dedicated people around the world who work to ensure a wonderful experience for our students.

We generally distribute host family information when it is received from our family stay coordinators. We strive to have the completed family stay list two weeks prior to the group’s departure. We know you’re anxious to get this information and we’ll pass it on as soon as we get it!

Host families very generously volunteer their time and open their homes to students. Xperitas recommends that participants write thank-you notes before the last day of the family stay and leave them with their host family.

Xperitas also recommends that participants bring small gifts to thank their host families for their hospitality. Gifts given to the host family do not need to be expensive or extravagant. Think about what would be unique and meaningful. Some ideas include:

• Something that comes from or is made in your town, city or region
• Preserved food items from your region that you can cook with your host family
• Clothing or souvenirs featuring sports teams from your school, city or state
• A book or calendar about your town or state with lots of pictures
• A personal photo album with photos that depict your life at home – pictures of your family, school, pets and things that you do are best
• Games that can be played with your host family

Xperitas has staff on call 24/7 while our groups are abroad to address any issues that arise. Participants will have the group leader’s and local coordinator’s contact information in case an emergency arises. Participants should feel comfortable reaching out to their leader, and the leader should work with the local coordinator to address any issues in collaboration with Xperitas.

At Xperitas, we take great pride in helping world language learners and host families create lifelong connections. All of Xperitas’ host families are carefully screened using culturally appropriate practices and selected by local coordinators in the destination country. Many of Xperitas’ family stay coordinators abroad are educators and other well-connected members of their community. They network through local schools and community organizations to select families who not only speak the language being studied by the visiting student but also are eager to share their home and their culture with an American teenager. We select host families who are not financially motivated, but instead have a genuine desire to share their home, language, and culture with our student travelers. Our primary concern is the safety of our participants.

Xperitas provides enrolled participants with helpful resources to prepare for this exciting part of their program.

Xperitas requires at least one leader to remain on-call during the family stay. Leaders may stay with a family as well, or in a nearby hotel. The on-call leader is available to address any problems that arise during the family stay. If everything is running as planned, the leader is not expected to check in with students individually, and we also encourage leaders not to do so in order to allow students to interact with their families.