FAQs

PAYMENTS AND BILLING

  • How many complimentary packages does my group receive?

    One (1) complimentary group leader package and one (1) complimentary chaperone for every (25) full-package student travelers. All complimentary packages are based on double occupancy.

  • Why are student costs more than adult pricing on my proposal?

    Depending upon the type of trip, this can happen. For example, if your group is attending an adjudicated competition, then student fees are typically higher than the adult fee. If you have any questions regarding a proposal, please contact your EPN tour specialist, and we’ll be happy to discuss how to keep your costs within budget.

  • What if we have to cancel? Do you offer refunds?

    We understand the increased need for flexibility when it comes to your students’ travel plans. That’s why EPN Travel has adapted our payment schedules and cancellation policies to provide peace of mind for teachers and parents.

    Cancellation and Postponement:

    • 61 days or more prior to the departure date: full refund, less any charges or penalties assessed by outside vendors/services.

    • 60 days or less prior to departure date: refund with a 10% service fee, less any charges or penalties assessed by outside services/vendors.

    All cancellations must be received in writing. More details about cancellations and refunds are included in your proposal as well as here.

  • How do I make a payment to EPN Travel Services?

    Please mail your payment, along with a copy of your invoice, to our office at EPN Travel Services, 1784 West Schuylkill Road, Douglassville, PA 19518.

    Credit Card: You may also make a credit card payment online. We accept VISA/Mastercard, Discover, American Express.

    We do not accept purchase orders as a form of payment.

    Also, for any individual payments, you may use our Individual Payment Portal payment system. This allows parents/guardians to pay by credit card. No money needs to be collected by the group leader(s). This option should be discussed with your travel planner early in the planning process.

    Group organization checks: This includes personal checks, as long as it is only one form of payment for the entire group.

  • What are my payment deadlines?

    Some trip inclusions, such as Broadway show tickets, charter bus service and some restaurants, require an immediate payment to secure a reservation.

    It’s important to keep track of your payment deadlines. The remaining balance is due over a period of 90 days. Due dates for collections from students and chaperones should be at least 1-2 weeks prior to allow time for check processing and mailing. Also, be sure to account for spring break.

    Sample Payment Schedule: (due to EPN Travel)

    Travel Date: March 17th

    sample payment

    A payment schedule will be included in your tour proposal. You are encouraged to contact us anytime to review.

FAQS ON HOTEL

  • How many people are able to stay in one hotel room?

    A total of (4) people can stay in one room at a time unless the hotel offers suites.

  • What is the process for organizing rooms at the hotel?

    We work with the hotel to block the rooms as “tight” as possible and ensure students are not spread out all over. At times, however, a group may need to be split among floors. If that is the case, we request that students are separated by gender on different floors and that chaperones' rooms be dispersed in between. Your rooming list is due no later than 45 days prior to departure. We suggest the group leader and students create a roommate signup sheet as early as possible. All details will be included in your tour proposal.

  • Our group would like to check in early. Can you arrange this for us?

    Hotel check-in typically starts between 3:00 p.m.-4:00 p.m. Please contact your EPN tour specialist for details regarding your particular property.

  • As the group leader, I would like a single room. Is that possible?

    Please note your preference for single occupancy on your rooming list. The complimentary group leader package will be subtracted from the single occupancy cost. You will be responsible for the difference. Due dates will be on rooming list forms to be completed by group leaders. Rooming list forms and instructions will be sent as your travel date approaches.

TRANSPORTATION FAQS

  • I need transportation for my trip. Can you help?

    Absolutely! We can provide you with a proposal for transportation and work directly with the motorcoach carrier throughout your trip. We are members of the American Bus Association, which has strict safety regulations, and we use this information to select a provider for your group's trip.

  • Who is responsible for parking fees during our trip?

    Please check with your EPN tour specialist to see if parking fees are included with your motorcoach service. If not, your group will be responsible for any fees while traveling.

  • What is the usual gratuity for bus drivers?

    The industry standard is roughly $2.00 per person traveling per day. However, you may prefer to tip based on the quality of your experience. EPN Travel leaves the amount of gratuity up to your group unless otherwise stated in the motorcoach contract.

  • Our group is thinking about traveling by air for our trip. Do we have to book flights ourselves?

    Allow us to book flights for you. EPN Travel Services can provide you with a proposal for flights.

SIGHTSEEING AND ATTRACTIONS

  • My group would like to do some sightseeing while on our trip. Can you add that to our package?

    We’d love to! Contact your tour specialist to discuss sightseeing and attractions for your group. We can make reservations and prepare a detailed itinerary.

  • How are extra sightseeing charges handled?

    Charges for extra attractions are added to your total package cost. EPN Travel takes care of all payments to vendors, along with making group reservations. This way, you only have one payment schedule to follow.

  • Our trip includes sightseeing. What do we do once we arrive at the location?

    Your final itinerary will have a printed reservation number and name under which the reservation is listed. EPN Travel will confirm your group's visit and provide all final contact information and instructions prior to your travel date.

TRAVEL PROTECTION AND TRAVEL ABROAD

  • Is travel protection available for purchase?

    Yes. For your protection, we recommend that your group and each traveler consider purchasing a travel protection plan/travel insurance. A purchase of any such plan is strictly voluntary, however, and isn’t required to use our travel services. More details about travel insurance will be provided with your proposal. You are also encouraged to speak directly with our partner, Travel Insured International, at 866-684-0218.

  • How do I apply for a US passport, and when is a passport necessary to travel?

    Please visit the Department of Homeland Security to answer these and many other questions regarding travel within the United States and abroad.

SAFETY & EMERGENCIES

  • Is there security at night?

    At your request, we will hire private nighttime security guards exclusively for your group. Parents and group leaders will sleep better knowing that security is on duty each night to monitor your rooms only. This ensures the group leaders and chaperones a restful night so they can stay alert during your trip. The exact number of guards will depend on your group size.

  • How can group leaders and chaperones ensure motorcoach safety?

    1. Prior to departure, request that your driver talks to the group about motorcoach safety. Your driver may present or play a safety video from the motorcoach company. Be sure that all passengers pay attention and locate emergency exits and equipment.

    2. Ask for your driver’s contact info. Get their name and cell phone number if there’s a change in your schedule and you need to adjust the times and locations of pickups/dropoffs.

    3. Monitor student behavior throughout the trip. Chaperones should be alerted to safety regulations and be sure that students comply.

    4. Remain in your seats while the motorcoach is moving. If there are seatbelts, insist that all passengers wear them.

    5. Maintain clear aisles. Keep them free from backpacks and baggage items.

    6. Store overhead items securely. Heavy items should not be stored in overhead compartments.

    7. Don’t leave valuables unattended inside the motorcoach.

    8. Keep an open seat near the front of the motorcoach in case anyone suffers from motion sickness or needs assistance.

    9. Check on your driver throughout the trip. Don’t engage in conversations for long periods of time, but check that the driver is alert.

    10. Refrain from distracting the driver. He or she must be 100% attentive while driving.

    Here are more recommendations for Student Travel Safety.

What our group leaders say…

  • “They had our keys ready, and the keys to the room were given right on the bus.”

  • “Rooms were all ready on time.”

  • “The kids loved the pizza party in the evening.”

  • “Chaperones were mixed in the groups.”

  • “They had the diet-specific dining items, like gluten-free.”

  • “Buffet breakfast was excellent. They refilled everything as it went out.”

  • “The bus drivers knew where to go and where to wait, and they parked close to the park entrance.”

  • “The timing between travel and performance time is estimated accurately, including any possibilities for delays.”

  • “Always have the address and contact information for the performance site and the hotel.”

  • “Everyone is on call 24/7 if they have a group out and there is an issue”

  • “We never have to deal with the hotel, meals, and travel details.”

  • “It’s a more personal experience.”

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