2026 Terms & Conditions

ActivSport Travel LLC, historically trading under related brands including ProActive Travel, arranges customized international sports team and educational group travel for schools, teams, clubs and groups.

Travelers register through the authorized booking portal or another registration route offered for their trip and accept the applicable written trip conditions. Registration, the required deposit and any other booking requirements are specified for each trip. Early registration is recommended because group numbers, availability and airfares may be constrained.

The written quotation, trip-specific conditions accepted before payment, required disclosures and applicable law govern the booking. These general terms describe the current standard approach; only the signed or otherwise accepted trip documents establish traveler-specific obligations. Reading this website alone does not create a new signed agreement, and earlier signed bookings are not retrospectively changed.

Final itineraries are normally provided about two weeks before departure, but necessary updates may follow. Travelers should review the current itinerary and communications for their trip.

A designated coach, administrator, teacher or other representative acts as Group Leader, coordinates the group and trip planning, and communicates reasonable agreed instructions. Participants must follow those instructions, including meeting times, safety guidance and agreed group arrangements.

A Group Leader may request changes to dates, destinations, itineraries or excursions, or request group cancellation, subject to documented authority, individual traveler rights, availability and confirmed written adjustments. A request alone does not confirm a change or give the leader unlimited authority over individual agreements.

A replacement Group Leader must be properly designated. Group Leaders coordinate preparation and communicate relevant responsibilities to participants and, where appropriate, parents or guardians.

Airlines, hotels, ground vehicles and carriers, local guides, sports facilities, restaurants, equipment suppliers and activity providers are typically independent suppliers. ActivSport Travel arranges their services but does not own or control them. Supplier failures, service disruptions, acts or omissions may affect the trip.

Supplier terms and any limitations concerning independent services apply only as disclosed in the accepted trip documents and to the extent legally permitted. They do not remove ActivSport Travel's own responsibilities or exclude liability, mandatory refunds or consumer protections that cannot lawfully be excluded. These terms do not create a blanket waiver of ActivSport Travel's own negligence or of liability for every injury or death.

International travel, transportation, active or adventure sports and physical exertion can involve serious hazards. Risks may include weather, illness and health conditions, interrupted travel, political unrest and civil risks, loss or damage to property, and limited access to medical services in remote areas.

Travelers should assess their fitness and ability to participate, follow safety guidance, carry required travel documents, obey local laws and respect their school, club or program's agreed conduct standards. Relevant participation concerns should be raised through the trip's appropriate private process.

Voluntary activities may require separate activity-specific acknowledgments and age-appropriate parent or guardian participation consent. Any such acknowledgment is subject to applicable law; participation does not create a blanket waiver of minors' rights.

Prices and payments are in U.S. dollars. Customized pricing depends on the agreed paying group size, itinerary and dates. Participant withdrawals, extraordinary exchange-rate movements or changes in airline costs may affect prices only in accordance with disclosed, accepted trip terms and applicable law. The written quotation prevails; no undisclosed arbitrary repricing or fee is imposed by these terms.

Payments follow the individual or group-specific schedule accepted for the trip. Final payment is ordinarily due at least 60 days before departure unless the accepted group schedule specifies different dates. Use only the payment method and instructions provided for your booking.

Where expressly disclosed in the accepted trip documents, a $30 late fee may apply after three business days overdue, and the booking may be terminated after 14 business days overdue in accordance with those documents and applicable law. Registration 90 days or fewer before departure may incur a disclosed $100 last-minute registration fee. Applicable charges, deadlines and consequences must be communicated before payment; these terms do not introduce surprise charges or alter previously agreed schedules.

Submit cancellation in writing by email or mail, identifying each participant cancelling. The date ActivSport Travel receives the notice determines the cancellation date and applicable band under the accepted trip conditions.

Under the current general standard, first deduct from the amount actually paid a $500 cancellation fee PLUS the required trip deposit, along with separately documented, unrecovered, genuinely nonrefundable airfare and other supplier costs. The deposit is normally $500 only where that amount is agreed in the trip documents. Actual costs must not be deducted twice, and refundable or recovered amounts must not be treated as nonrefundable. The remaining eligible balance is never less than zero.

For cancellation received 76–150 days before departure, retain 25% of the REMAINING eligible balance and refund 75%. For 46–75 days before departure, retain 50% and refund 50%. For 45 days or fewer before departure, retain 100% and refund none of that eligible balance. These percentages apply after the initial deductions, not to the original trip cost. The base source does not specify a band for more than 150 days before departure; the accepted trip agreement controls that period.

Illustrative owner-approved example: $4,000 paid minus a $500 cancellation fee, a $500 required deposit and $1,000 in verified nonrefundable airfare leaves a $2,000 eligible balance. Cancellation 120 days before departure retains 25% of that balance ($500) and refunds $1,500. This illustration remains subject to accepted trip terms and applicable law, not a guaranteed result for every booking.

Group-specific flight ticketing, hotel commitments and other supplier arrangements may require different cancellation deadlines when disclosed and accepted. The applicable written agreement governs those variations. There is no double charging of actual costs or forfeiture of refundable amounts. All deductions, retained amounts and refunds remain subject to applicable law and nonwaivable airline and other consumer refund rights. Earlier signed bookings are not retroactively amended.

If cancellations reduce the paying group below the agreed minimum, any additional group costs or price adjustments must follow the disclosures and terms accepted for that trip. A participant withdrawal does not automatically authorize uncapped losses or undisclosed charges against remaining travelers.

Once airfare is ticketed, traveler-requested changes may incur airline or other supplier fees where disclosed and legally permitted. Those fees are distinct from rights arising when an airline cancels or significantly changes a flight.

Reasonable amendments to itineraries, hotels, transport, the order of visits or group activities may become necessary because of weather, safety, supplier problems, sporting schedules or other disruptions. ActivSport Travel will communicate necessary changes and available options consistent with the accepted contract and applicable law.

Extraordinary or force-majeure-type disruptions may include disease outbreaks, war, severe weather and strikes. When services have been prepaid, ActivSport Travel makes reasonable efforts to recover available supplier amounts or credits. Recovery depends on supplier terms, the circumstances and applicable law; neither a blanket refund guarantee nor a blanket forfeiture applies. Mandatory refund rights remain intact.

Airline conditions may govern traveler-requested ticket changes, cancellations and supplier fees, but do not override mandatory rights arising from airline cancellation or a qualifying significant schedule change. Airlines do not always refuse refunds, and refundable airfare is not treated as a nonrefundable deduction.

Applicable U.S. Department of Transportation rules may require refunds for airline cancellations or significant changes, including duties of ticket agents acting as merchant of record. Entitlement depends on the applicable rules and circumstances, including whether alternative transportation is accepted. Request clarification about your carrier, ticket seller and refund process; these general terms do not waive statutory or other nonwaivable refund rights.

Written requests for different flight dates or carriers, pre- or post-trip nights, alternative activities, ground-only services or other optional changes are subject to availability, supplier rates and written confirmation. Request changes as early as possible.

A standard handling fee of $50 or more, plus applicable supplier costs, may apply only where expressly disclosed in the accepted trip documents. The applicable fee or basis must be provided before accepting the change; there is no surprise handling charge.

Travelers arranging flights separately from the group are responsible for their own flight arrangements and transportation to meet the group when their schedule differs from the group itinerary, in accordance with the accepted trip arrangements.

Travelers are responsible for checking and meeting passport, visa, entry, transit and health requirements applicable to their nationality and itinerary. Check validity and official requirements well before departure, carry the necessary documents and monitor changes.

Guidance provided by ActivSport Travel does not replace official requirements. Missing or invalid documents may lead to denied boarding or entry and additional costs. Responsibility remains governed by the accepted agreement and applicable law, without excluding mandatory consumer rights.

Travel insurance is strongly recommended, including for staff and chaperones, and is not included unless the trip documents expressly state otherwise. Select protection appropriate to your circumstances and planned travel or activities.

Review the policy's risks, exclusions, limits and purchase requirements. Insurance does not necessarily cover every disruption, health condition or sporting activity; confirm relevant coverage directly with the insurer.

Use of identifiable traveler photos, video or likeness requires separate appropriate permission, especially for minors, with parent or guardian authorization where required. Any permitted use must follow the scope and choices in that permission.

Booking, participation or reading these terms is not an irrevocable blanket media release, copyright assignment or authorization for unrestricted commercial use.

Maine law and Maine courts govern disputes to the extent legally enforceable and consistent with nonwaivable consumer rights and mandatory jurisdictional rules. Consult the accepted trip documents for the applicable dispute provisions. These general terms do not impose mandatory arbitration.

If a provision is unenforceable, the remaining provisions continue to apply to the extent permitted by law. Updates to general terms are prospective: earlier signed bookings are not retroactively amended. Only the signed or otherwise accepted trip documents can establish or change traveler-specific obligations, subject to applicable law; merely reading the website does not constitute acceptance of a new contract.

For questions, written cancellation or clarification, contact ActivSport Travel LLC through the existing contact form or groups@astravel.world. The business email link is available in the footer. Obtain and review the written quotation and trip-specific conditions before accepting a booking or making payment.

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