Introduction
Through this trip, the Quartier Ouest Association aims to introduce as many people as possible to new cities through a diverse cultural perspective.
The association is responsible only for accommodation, flights, and certain scheduled activities such as NBA games and sightseeing tours.
As a result, participants will enjoy a great deal of freedom for any additional activities not included in the official program. The amount of free time provided during the trip will allow everyone to organize their own plans accordingly.
Please read the following rules carefully to help ensure that the trip runs smoothly for everyone.
I. Registration
To register for this trip, participants must be members of the Quartier Ouest Association and have paid their annual membership fee.
There is no group membership; each member must be registered individually.
Minors must either be under the responsibility of their parents, a legal adult holding parental authorization, or the association itself.
II. Payment
No registration or reservation can be processed without payment of both the association membership fee and the trip fee.
If you wish to pay both at the same time, please make two separate payments so that each amount can be allocated correctly.
After submitting the online registration form, payment must be made either by bank transfer or check payable to the Quartier Ouest Association. Bank transfer is our preferred method. Banking details can be requested by email at associationquartierouest@gmail.com.
Once all documents and payments are received, your name will be placed on the waiting list until payment has been cleared. Your registration will then become official, and a confirmation email will be sent to you.
Installment payments are accepted. However, the full balance must be paid no later than one month before departure.
III. Insurance and Cancellation Policy
As Quartier Ouest Association is not a travel agency, no intermediary cancellation insurance is available through the organization. Therefore, no fixed cancellation or refund schedule comparable to commercial travel agencies can be offered.
Participants may cancel their trip at any time. However, all costs already incurred on their behalf for the main program will be retained according to the timing of the cancellation.
Refund Conditions
Cancellation before October 30:
- €100 will be retained to cover administrative fees and initial activity bookings.
- The remaining balance will be refunded.
Cancellation between October 30 and 7 days before departure:
- Up to 75% of the total trip cost may be retained.
- The remaining amount will be refunded.
Cancellation within 7 days of departure:
- No refund will be possible.
Please note that repatriation and travel assistance insurance are not included.
If you believe such coverage is necessary, you must arrange it directly with your insurance provider.
Before purchasing additional insurance, please verify whether you are already covered through your personal liability or travel insurance policy.
IV. Responsibilities and Conduct During the Trip
The association is responsible only for activities included in the official program.
During free time, participants are entirely responsible for themselves. The association accepts no liability for theft, loss, disputes, or incidents occurring outside scheduled activities.
Minors traveling without their parents will remain under the supervision and responsibility of the association 24 hours a day throughout the trip.
If transportation is not provided from your point of departure, you are responsible for arriving on time at the designated meeting point for any activity organized by the association.
Participants are expected to respect all schedules, including airport check-ins, hotel arrangements, and activity meeting times.
Accommodation will generally be provided in shared rooms. Therefore, it is possible that you may share a room with someone you do not know. However, we will make every effort to accommodate requests from participants wishing to stay with friends or family members.
Single or double occupancy rooms may be available upon request, subject to availability and an additional charge (approximately $200 per night for two people).
Meals are not included during the trip. Participants are therefore responsible for organizing their own meals, either individually or in groups.
However, our accommodation provides access to a large fully equipped kitchen for those wishing to cook.
Finally, participation in activities during the trip is optional. No participant is required to attend every scheduled activity.
