Booking Conditions
These Booking Conditions are valid for all IFA Gap programs departing after October 31, 2023.
Upon enrollment on any IFA Gap program, every Traveler must agree to these Booking Conditions, inclusive of the Release of Liability & Agreement; General rules; General Terms & Conditions; Payment Plan Terms & Conditions; Cancellation Policy; and Essential Eligibility Criteria. By accepting, Travelers agree to and acknowledge the following:
- Details on what is included and excluded from the Program Fee
- Terms & Conditions for upgrade purchases, add-ons, and extended stays
- IFA’s policies for canceling or modifying a Gap program
- Release of Liability & Agreement
IFA Gap programs are operated by IFA SRL, registration number IT12350770967, headquarter: via Ulpio Traiano 17, 20149, Milan, Italy IFA affiliated schools, are affiliate of IFA SRL and acts only as a language courses and activities provider for that company and is herein referred together with IFA SRL as “IFA”.
Booking Conditions
The following are the general Booking Conditions for anyone participating in an IFA Gap program.
If you have questions or concerns regarding any or all of these conditions, you should contact us at support@italianforawhile.com.
RELEASE OF LIABILITY & AGREEMENT
I (or parent or guardian if enrollee is under the age of 18 or a minor under any other applicable law) have read, understand, and agree to be bound by the following terms in exchange for enrollment on an IFA Gap program (“IFA Gap Year” or the “Program”).I am or will be 18 years or older by the time of my Program’s Departure Date.
I acknowledge and understand that my Program is operated in Italy by IFA and that IFA affiliated schools, acts only as a language courses and activities provider for that company.
IFA affiliated schools, IFA SRL, and their affiliated companies, related foundations and charitable organizations, partners, and any companies acting on their behalf, along with their officers, directors, employees, independent contractors, agents, and authorized representatives (collectively referred herein as “IFA”) do not own or operate the entities which provide goods or services for my Program other than the IFA affiliated schools courses, marketing, travel consulting services and customer support, including, for example, hotels; arrangements for, ownership of, or control over houses, homestays, apartments, or other lodging facilities; tour directors; airline, vessel, bus or other transportation companies; local ground operators; visa processing services; providers or organizers of additional excursions; or food service or entertainment providers. I acknowledge that all such persons and entities are independent contractors and not employees of or employed by IFA, including specifically the Tour Director assigned to a tour, any organization providing service-learning or volunteering opportunities, and internship providers and associated employers.
Without limitation, IFA is not responsible for any injury, loss or damage to person or property, death, delay or inconvenience in connection with the provision of any goods or services occasioned by or resulting from, but not limited to, acts of God; force majeure; acts of government; acts of war (declared or undeclared) or civil unrest; insurrection or revolt; strikes or other labor activities; public health issues or emergencies; epidemics, pandemics, plagues, outbreaks of infectious disease, or mass-illness; criminal, terrorist or threatened terrorist activities of any kind; overbooking or downgrading of accommodations; structural or other defective conditions in houses, homestays, apartments or other lodging facilities (or in any heating, plumbing, electrical or structural problem therein); mechanical or other failure of airplanes or other means of transportation or for any failure of any transportation mechanism to arrive or depart timely or safely; dangers associated with or bites from animals, insects or pests; sanitation problems; food poisoning; lack of access to or quality of medical care; difficulty in evacuation in case of a medical or other emergency; financial failure or other defaults by suppliers; dangers associated with water- based activities; or any negligent or willful act or failure to act of any third party, or for any other cause beyond the direct control of IFA.
I agree to release IFA SRL; IFA affiliated schools; Trust, and all parents, subsidiaries, affiliates, related foundations, and charitable organizations, along with each of their directors, shareholders, officers, employees, insurers, volunteers, sponsors, contractors, agents, independent Tour Directors and authorized representatives (the“Released Parties”) from, and covenant not to sue the Released Parties for, any and all claims, of any nature related in any manner to my participation in an IFA Gap program, including but not limited to, claims for negligence; breach of contract; breach of express or implied warranties; negligent or wrongful death; or any statutorily based claim. I hereby unconditionally and unequivocally waive any and all claims and demands for all damages, losses, costs and expenses of any nature whatsoever (including attorneys’ fees) on account of or arising out of any and all personal injury, death, bodily injury, mental anguish, emotional distress, property or other damage that I may suffer from any cause whatsoever related in any way to my participation in any IFA Gap program.
I agree that this Release of Liability applies to and binds myself and my minor child enrolling on the Program (if applicable), along with my personal representatives, executors, heirs, and family.
I acknowledge and agree that the following activities are not offered as part of my Program and that this releases IFA from any liability that arises from activities undertaken with non-IFA sanctioned vendors and/or not offered by IFA during my Program including, but not limited to, parasailing, paragliding, parachuting, skydiving, scuba (unless certified), and the use of motorbikes, mopeds, scooters, quads, and all-terrain vehicles (ATVs).
I understand that travel and living conditions in other nations is different from that within my own nation. Programs in Italy can involve inconvenience and risk, including, but not limited to, forces of nature; geographic and climatic conditions; different hygienic standards; infrastructure problems (including road maintenance, transportation delays and accommodation condition); civil unrest; vandalism; crime; political instability; and terrorism. Medical services or facilities may not be readily available or available at all during all or part of a Program and, if available, may not be equal to standards in my home country. I further understand that different parts of the work present unique health, disease, and safety concerns, and I agree to review any specific risks related to my destinations by acknowledging the International Traveling guidelines of your country. I will discuss any such risks with my physician and obtain any needed immunizations or vaccinations related to all locations of my Program. I assume all risk of bodily injury, death, emotional trauma, property damage, inconvenience and/or loss resulting from negligence or any other acts of any and all persons or entities, however caused, including, but not limited to, those risks mentioned above. It is my intention fully to assume all of the risks of traveling to and participating in the Program and to release the released Parties from any and all liabilities to the maximum extent permitted by law.
I further agree to release the Released Parties from any and all decisions to cancel, modify or delay the Program as a result of unforeseeable events that are beyond thereasonable control of IFA Gap Year, that make the Program impossible or impracticable to conduct, or which become necessary or advisable for my safety or for the quality of the Program experience.
IFA shall have no liability or responsibility for me whatsoever when I am absent from IFA-arranged activities or for non-IFA arranged activities, which includes all free time, visits to friends or relatives, independent travel, any time where I am at any self-arranged accommodations, or any optional periods or activities.
My Program begins with takeoff from the departure airport or arrival at the program orientation and ends upon completion of the flight back to the origination (or other arrival) airport. The air carrier’s liability for loss of or damage to baggage or property, or for death or injury to person, is subject to and limited by the airlines’ contract of carriage, its tariff, the Montreal Convention or Warsaw Convention and their amendments or both. IFA reserves the right to refuse or revoke my enrollment in the Program for failure to meet the Essential Expectation Criteria, violations of the General rules, inaccuracies or omissions on my enrollment application, or for any other reason as determined solely by IFA. In such events, the Standard Cancellation Policy will apply.
I agree to abide by IFA’s regulations and the directions of any IFA staff, Tour Director, or other provider during my Program. These regulations include but are not limited to prohibitions on the possession and/or usage of illegal drugs, overindulgent alcohol consumption, disruptive actions to the others associated with the Program, damage to property, engaging in any criminal act, use or possession of any weapon or firearm, bullying, sexual harassment, or causing or threatening to cause physical harm to myself or another person. I understand and agree that IFA may dismiss me from the Program at any time and at my sole expense for the failure to follow such rules or directions or for any other reason that IFA deems in its sole discretion threatens my or another’s person’s health, safety, or Program experience. I understand that in the event I am dismissed from the Program for any reason, I waive the right to a Refund of any part of my Program cost, and that IFA may then send me home at my own expense and is not responsible for arranging my transport home.
I agree to abide by all local laws, regulations, and governmental advisories for all locations of my Program while abroad, including those concerning drugs and alcohol. I understand that if I abuse or disobey such laws, even unintentionally, I waive my right to a Refund of any part of the Program cost, and IFA may send me home at my own expense. I also understand that should local authorities be involved, I will be subject to the laws of the country I am visiting. Actions resulting in incarceration will result in immediate termination from the Program, and I agree to waive the right to a Refund of any portion of my Program cost. IFA is not responsible for any legal fees or arrangements for legal counsel.
If I become ill, incapacitated, or medically compromised, IFA, its employees, Tour Directors, and providers, including a healthcare provider or health consultant, maytake any action they deem necessary for my safety and well-being, including securing medical treatment or assessment and transporting me home at my own expense. IFA retains the right, in its sole discretion, to contact the Emergency Contact listed on my enrollment form with regard to health issues or any matter whatsoever that relates to my Program. These rights transcend any and all privacy regulations that may apply. In the event of a medical emergency or any situation requiring medical intervention or consultation, IFA will attempt to cause appropriate treatment to be administered, and I authorize IFA to do so. IFA, however, makes no warranty that it will be able to cause effective (or any) emergency treatment to be administered or to be timely administered, and IFA will not be responsible for monitoring any health care that I may need. IFA may offer to connect me with external mental or physical healthcare resources, including mental health assessments, and I authorize the use of these services. I represent that I do not have any physical or mental health condition(s) that will create a danger or hazard for myself, other participants, or any other person or organization related to the Program. I have also informed IFA of any disability that may require a reasonable accommodation to participate in the Program. I acknowledge and agree that access, accommodations, and protection that may be available during the Program will be governed by the local laws applicable to that location and not those of my nation.
I understand and acknowledge that IFA reserves the right in their sole discretion to reject my application/enrollment or to dismiss me from the Program if, after acceptance/enrollment on the Program, IFA learns of any undisclosed condition (personal, medical, academic, or psychological) that in the sole opinion of IFA may endanger myself or others, or puts me at risk while traveling to or participating in the Program, or creates burdens or costs not required in order to support other participants in the Program.
IFA may, in its sole discretion, approve or disapprove of any participant’s change in housing arrangements or accommodations, including but not limited to opting out of IFA-arranged housing or accommodations. If IFA agrees to allow me to choose and/or arrange my own housing arrangements or accommodations, I agree that IFA is not responsible for, and that I agree to release and hold IFA harmless from, any loss, claims, costs, liabilities, disruptions, or other issues that result.
I understand and agree to abide by the Program schedule. Failure to be on time for a scheduled departure may result in the group departing without me, and I will have to make my own arrangements at my own expense to reconvene with the group. IFA isnot responsible for arranging such transportation.
IFA has the right to make changes in Program itineraries and departure dates, changes to the order of events or activities, and to modify transportation or housing arrangements, including the use of substitute airlines or accommodations. In the eventof such changes, Refunds will be given only in accordance with the provisions of the Booking Conditions.
IFA is not responsible for loss of passports, airline tickets, or other documents, or for loss of or damage to luggage or any other passenger belongings. In the case of a lost paper airline ticket or missing an IFA booked flight, I acknowledge that I am solely responsible for meeting the airline’s requirements (both logistical and financial) for ticket replacement. I will be required to pay for any phone calls or incidental personal expenses that I incur at hotels or other accommodations, as well as for any damage I cause to hotel rooms, buses, or other property.
I understand and acknowledge that this Program has been designed for persons of all age, as reflected in the pacing, content, accommodations, and other aspects of the program. By participating in the Program, I represent that I am in the requisite physical and mental condition to participate. I further understand that this program is not a therapeutic or rehabilitation program (including for court-mandated adjudication).
These Booking Conditions constitute the entire agreement between IFA and me with reference to the subject matter herein, and I do not rely upon any promises, inducements or agreements not herein, including but not limited to any oral statements made to me by any agents or employees of IFA and any marketing materials. This agreement may be amended or modified only in writing signed by IFA. The waiver by IFA of any provision of this agreement shall in no way affect the remaining provisions of this agreement, and this agreement shall be interpreted as if such clause or provision were not contained herein.
This agreement and performance hereunder shall be governed in all respects, by the substantive laws of Italy. In the event of any claim, dispute or proceeding arising out of my relationship with IFA, or any claim which arises between the Parties, whether or not related to this agreement or the literature for the trip or the trip itself, subject to the exclusive jurisdiction of the court of Milan, Italy.
IFA or its representatives, affiliates, agents, contractors or consultants may use any photographic, film, digital, or video likeness taken of me; any of my comments while on an IFA Gap program; any of my photographic, film, digital, or video content shared by me with IFA through any format; and use my contact information for future publicity or marketing without compensation to me.
I have read and agreed to the Terms of Use and Privacy Policy outlined at, https://italianforawhile.com/en/terms-and-conditions and I consent to IFA’s processing of my personal data.
General Rules
You agree to abide by IFA Gap Year’s general rules – our program rules and regulations – while enrolled in an IFA Gap program. Failure to follow these rules may result in dismissal from the program, returning home at your own expense and forfeiture of any Refund. IFA Gap Year reserves the right to make any and all decisions with regard to disciplinary action (see below).
In addition to the General rules, each separate module of the program will have additional specific rules. These will be outlined in a safety briefing at the beginning of each module or by staff on location Participation and Punctuality
Successful completion of this program requires your engagement and active participation. This includes attending and being on time to any scheduled non-obligatory activities and events I sign up for, all scheduled classes at the language school, committing to all service work with non-profit partners and their clients, and showing up for all scheduled business days during an internship if included in your program. It is crucial that you hold yourself accountable for being on time – this might include group activities on an immersion tour or with a service partner, start times of your language classes, being on time for an internship or for scheduled dinner with a host family. Repeated absences or tardiness is unacceptable and may result in your removal from the program. If you are sick, have signs of becoming sick, or have a physical ailment that might prevent you from participating in an activity, you must inform an IFA Gap Year representative.
Communication
Participants are expected to maintain communication with IFA Staff, host families, Tour Directors, Language School staff, and any other partners they interact with on the program. This includes responding to any outreach within a reasonable time frame (within 24 hours). Communication must always be done in a respectful manner and considerate of time zone differences.
Respect for others
In order to promote a positive environment for all, it is essential that every individual behaves in a respectful manner, whether that be with fellow participants, IFA Gap Year staff, school faculty and administrators, host families, non-profit partners, or others you engage with during your program. Discrimination, intolerance, harassment, bullying, cyberbullying, use of hateful language or slurs, acts of violence, using technology in any way to embarrass or harm another person, or any behavior that deliberately disrupts a positive group environment or puts the health/safety of any participant (including yourself) at risk may result in immediate dismissal from the program. Relationships
Romantic relationships between Gap Year Participants and staff (including suppliers, tour directors, host family members, and IFA Gap Year employees) are prohibited.
Smoking
Smoking (including vaping) is not permitted on buses, during meals, in hotel rooms (or similar accommodations), or in any other shared, enclosed space. Respectful smoking etiquette is expected, including being mindful of those in your vicinity and disposing of your cigarettes properly.
Prohibited items or activities
Hitchhiking, scuba diving, bungee jumping, skydiving. Other prohibited activities may exist in specific destinations and these will be communicated by staff on location. For the safety and well-being of all participants, no firearms, BB guns, or other weapons are permitted on the program except as required by law.
Alcohol and drug use
In order to respect each other and the communities we visit, we expect everyone to be respectful when consuming alcoholic beverages.
Participants who are of legal drinking age according to local law may consume alcoholic beverages responsibly and in moderation but should not be intoxicated or conduct themselves in an inappropriate manner. Excessive drinking by any participant, or any inappropriate behavior related to alcohol, will not be tolerated and may result in dismissal from the program. This includes any scenario that includes destruction of property, physical altercations, unwanted sexual attention, contact or related boundary violations, spiking another person’s drink with any substance, missing parts of program, and/or hospitalizations.
The use of illegal drugs is strictly prohibited during the program. The use of any such drugs may result in immediate dismissal from the program.
Disciplinary action
As stated above, your failure to follow any of the rules outlined above may result in dismissal from the program at any time and your immediate return home at your own expense with forfeiture of any Refund. IFA Gap Year reserves the right to decide the severity of any violation as well as take any and/or all of the disciplinary actions outlined below—or any other action(s) we deem appropriate—to ensure the safety, well-being, and educational experience of all participants concerned.
Verbal warning (Minor violations)
Call the student(s) to discuss their behavior. Review how it violates the General rules. Agree verbally on an action plan to avoid future violations.
Written warning (Moderate and/or repeated violations)
Send a formal warning letter to student(s), copying their parent(s), outlining how their behavior (or continued behavior) violates the General rules and how any further violations will result in immediate dismissal from the program. Stipulate any action plan(s) that must be followed to remain on the program Obtain signatures of agreement from both the student(s) and their parents.
Immediate dismissal (Severe and/or repeated violations)
Call student(s) and their parent to explain how their behavior has violated the General rules and inform them of the expulsion. Discuss travel arrangements to return home to be made on behalf of the student(s) at their own expense and no program Refund. IFA will book appropriate ground transport and flights and escort the student(s) to the airport.
Participant assent
I have completely read, understand, and agree to be bound by the “IFA Gap Year General rules” while enrolled in IFA Gap programs.
GENERAL TERMS AND CONDITIONS PRICING
The program’s base price includes:
- Personalized counseling.
- Application fee and school program.
- Visa application assistance.
- Accommodation search and selection.
- Transfer from airport.
- Pre-departure orientation with 3 meetings
- IFA assistance throughout the program.
- IFA weekends activities.
- Access to IFA community.
What’s not included in the base price
- Travel insurance
- Lunches and dinners, depending on the accommodation
- Transportation to free-time activities
- Any applicable baggage-handling fees imposed by the airlines.
- Expenses caused by airline rescheduling, cancellations or delays caused by the airlines, bad weather or events beyond IFA’s control (see “Flight delays & cancellations”)
- Passport, visa, other travel documents, testing, and reciprocity fees
ENROLLMENT
Enrollment conditions
To enroll in an IFA Gap Year program, you must first speak with an IFA Gap Year Consultant. Enrollment is complete only after IFA Gap Year’s Booking Conditions have been digitally signed and the applicant has paid the required enrollment deposit. The amount of deposit required is determined by the program type as detailed below. An onboarding call will be scheduled with an IFA Gap Year Advisor after enrollment is complete. If the IFA Gap Year Advisor determines that the applicant does not meet the Essential Eligibility Criteria as detailed on the IFA Gap Year website, or otherwise does not believe they will be successful in the IFA Gap Program, IFA Gap Year reserves the right to request additional information and to cancel the enrollment and Refund the deposit and any other payment, less any unrecoverable fees already incurred in connection with their Program.
Gap Year students may modify the destination choices of the Language Study, Service Learning, and Internship program modules until 90 days prior to Gap Year program start date with no additional cost.
Gap Semester students may modify the choice of Customized program Modules (Language Study, Service learning, or Internship) as well as the choice of destinations for each of those modules up to 90 days prior to departure with no additional cost.
All changes are subject to availability. If you wish to modify your program itinerary within 90 days prior to departure, a late change fee of €1,500 is required along with the adjusted program fee. If you wish to modify your program within 90 days prior to departure, a late change fee of €2,500 is required along with the adjusted program fee.
IFA Gap Year’s Booking Conditions will apply to all modified programs. No program itinerary or program changes are allowed within 30 days prior to departure. No program changes are permitted after the Program has begun.
Due to security requirements, you must provide IFA Gap Year with your complete first, middle, and last names and date of birth as they appear (or will appear) on your passport and a complete digital scan of it (only when required for visa); this information will be used to enroll you and it is your responsibility to ensure the accuracy of the provided information. If you have not yet applied for a passport, you should provide your full name and date of birth as they appear on your birth certificate and you should apply for your passport immediately. If you need to make any changes to this information, it is your responsibility to notify IFA before 90 days prior to departure. Failure to do so may result in additional airline fees, and you may be denied boarding at the airport if the name on your e-ticket does not precisely match your
Program type Required Deposit
IFA Gap Year Program (30 to 48 weeks) 30% of Total program price
IFA Semester Program (14 to 29 weeks) 50% of Total program price
IFA Discovery Program (4 to 13 weeks) 80% of Total program pricepassport, and all additional costs associated with this will be borne by the program participant or their parents/guardian, including new airline tickets if needed.
TRAVEL DOCUMENTS
Travel documents, including travel itineraries, hotel accommodations, and a copy of the flight itinerary, are available approximately 14 days prior to the start of each module. If your mailing address changes or if you want your final documents sent to a different address, you must notify IFA Gap Year at least 30 days before departure. Otherwise, you will be responsible for any additional mailing costs.
PASSPORTS, VISAS, VACCINATIONS AND OTHER TRAVEL OR ENTRY REQUIREMENTS
You are solely responsible for obtaining prior to departure a valid passport, applicable visas, and any other travel documents, as well as verifying and satisfying entry requirements necessary for each country of travel on your selected program itinerary, including countries of transit. This may include required medical documents, testing, or proof of vaccinations (including any requirement to provide proof of full and up-to-date COVID-19 vaccinations.) U.S. persons are required to have a passport for all trips outside of the U.S., which must be valid for at least six months beyond the completion date of the program. Entry laws differ with respect to participants’ citizenship. Non-U.S. citizens will need to contact the embassy or consulate of their destination countries to ensure they meet specific entry requirements. IFA Gap Year recommends that you apply for any necessary visas with a visa service. For more information on countries requiring visas for U.S. persons, please refer to the U.S. Department of State website: travel.state.gov. If a student is unable to obtain these travel documents or meet any applicable entry requirement, IFA Gap Year’s Standard Cancellation Policy will apply (see “Cancellations and Modifications” section) and students will be solely responsible for any incurred expenses.
LOST BELONGINGS
IFA is not responsible for loss of passports, visas, airline tickets, vaccination cards, or other documents, or for loss of or damage to luggage or any other belongings. The participant is solely responsible for all logistical and financial requirements necessary to replace lost belongings and personal documents.
HEALTH AND CAPABILITIES
The pacing and physical requirements of IFA Gap programs vary by itinerary. You are responsible for selecting a program that is suitable for your physical capabilities.Certain programs require considerable physical exertion. For example, many historic sites are only accessible on foot and involve stairs, rough trails, or inclines. Service-learning may involve lifting or other manual labor and have little or no access to some amenities. Internship host organizations, overseas accommodations, and modes of transportation are not bound by the same accessibility laws that apply in your own nation, and therefore may not be up to the same standard of accessibility. Please work with your IFA Gap Year Consultant to understand the essential program requirements and travel expectations of your planned itinerary. All IFA Gap programs require participants to manage new and at times stressful or challenging situations which are inherent to international travel. You are responsible for understanding and evaluating whether you are equipped to participate in your selected IFA Gap program.
Any disabilities or limitations must be disclosed prior to completing enrollment on your Program so your IFA Gap Year Consultant can help determine the appropriateness of the selected itinerary. IFA Gap Year Consultants are available to discuss any specific accommodations you might require and whether such requests can be reasonably arranged. IFA reserves the right to decline any participant whose condition, in our opinion, or in the opinion of a third-party providing services on the program, may affect the health, safety, or program experience of other travelers.
Prior to departure, every student must give their emergency contact. Students must also carry a medical history form with them at all times, in case the information needs to be presented to a medical practitioner in the event of an emergency. The possession and intake of any prescription medication is solely the responsibility of the student.
In light of COVID-19, travelers must take additional personal responsibility for their well-being. This begins with packing any personal protective equipment and sanitizers required; adopting physical distancing and hygiene practices throughout pre-program travel arrangements, and following all health instructions whether physical signage or requests from the Tour Director or IFA staff once on the program.
DIETARY RESTRICTIONS
IFA recognizes that some participants may have dietary restrictions or severe food allergies. It is the participant’s sole responsibility to manage known allergy and dietary restrictions and, if needed, to carry two epinephrine pens, as well as clear instructions for their use, at all times. Please make your IFA Gap Consultant aware of your needs when you are registering for the program, and we will do our best to ensure that our suppliers are informed of your dietary requirements. IFA cannot guarantee that all requests will be accommodated. Participants with dietary restrictions are responsible for making their own arrangements for all in-flight meals.
PROGRAM COMPONENTS
- Online pre-departure orientation meetings
- Language & Culture
- Class schedules and attendance
- Classes offered in IFA affiliated schools are in a block schedule of 5 days on Monday to Friday.
The standard group course runs Monday to Friday except on official Italian public holidays. IFA language lessons have a duration of at least 40 minutes and are often held in blocks of 2 x 40 minutes. Group lessons are usually held in the mornings, from 9:00 till 12:30, however occasionally (high season) these group lessons may be scheduled in the afternoon.
Individual lessons of the intensive language course are generally held in the afternoon. Individual Courses have a schedule to be organised.
On the first day students are expected to be at school at 8:30.
Students are required to have 80% attendance at the lessons to receive the course certificate.
After having started, it is possible to change the course, but only with an intensive course and not the opposite, respecting the whole period of attendance previously booked. If a student does not attend or wants to shorten his/her course after the course has begun, lessons subsequently lost cannot be made up and tuition fees will not be refunded. All published course start dates fall on a Monday. If the Monday is a public holiday, the start date will fall on a Tuesday. All students starting the Course on a non-starting date will be placed in a group class which has already started previously.
Language levels
Prior to or upon arrival at the IFA affiliated school, students will take a level placement test to assess language proficiency. The results will be used to place students in the correct course level.
When an IFA affiliated school has a class of 5 students or fewer, the IFA affiliated school reserves the right to convert group lessons into a smaller amount of individual lessons or mini-group lessons.
IFA reserves the right to combine students of different levels into the same class.
Public holidays
In the event of a public holiday, IFA SRL and IFA affiliated schools will be closed and lessons on those dates will usually not be rescheduled.
Accommodation
Students have the option to stay either in an IFA Homestay, IFA Shared Apartments or in an independent solution found by the student. Accommodation option must be selected at the time of booking. Spots in the IFA homestay may be limited.
IFA Homestay: Students will stay with pre-screened local hosts, and may share the house with other student attending the IFA program or IFA affiliated schools program, but not necessarily a fellow Gap participant.
IFA Shared Apartments: Students will stay in pre-screened apartments, and may share the house with other student attending the IFA program or IFA affiliated schools program, but not necessarily a fellow Gap participant.
Accommodation
Students may stay in a hotel, hostel, service project center, or a homestay shared with other students. Accommodations may not include air conditioning, and other amenities depending on the type of accommodation. Please talk to your IFA Gap Year Consultant for details.
Accommodation - general informations
Students will stay in single rooms in shared apartments or homestay. Typically this will be with up to 4 other students per apartment. (Owing to local conditions, in some cities, students may share an apartment with more than 4 other students.) Please also note that you may be sharing an apartment with other interns, students or young professionals in the city who are not part of an IFA Gap Year program.
CANCELLATIONS, INTERRUPTIONS & MODIFICATIONS
Standard Cancellation Policy
IFA’s Standard Cancellation Policies apply when your enrollment is canceled prior to the commencement of the Program and takes into consideration the costs IFA incurs long before a Program begins. Notice of cancellation will only be accepted from the traveler (or their parent/guardian, if the traveler is a minor at time of cancellation). The date of cancellation will be determined by the date on which IFA receives notice.In the event that you have to cancel your program on the day of departure, you must notify IFA Gap Year prior to checking in to your first flight. Any costs for supplemental services/guarantees (including, but not limited to, flights or hotels) resulting from cancellations made at your request will be your responsibility, and all service fees are non-Refundable. Substitution of participants is not permitted.
Percentages listed below are of the total program fee and are based on program length. The traveler’s account must be up-to-date on payments in order to be eligible for a Refund. Travelers cancelling from a rebooked IFA Gap Program will be Refunded based on the date that the original program was rebooked or the date of cancellation from the new program, whichever Refund is lower. IFA reserves the right to cancel a traveler’s program if any payment is past due by 30 days or the account is not paid in full by 120 days before departure., The Standard Cancellation Policy will apply and the date of cancellation will be set as the same day of removal from the program.
In the event that you have to cancel your program because your Visa has been refused by the Embassy of your country, you’ll be entitled to a full refund less non-refundable fees once we receive the original visa refusal letter issued by the Italian embassy/consulate.
Non-Refundable Fees include but are not limited to: name change fees, declined credit/debit card fees, late payment fees, returned check fees, and stop payment fees.
For IFA Discovery and IFA Semester Programs
Cancellation date Refund available
120 Days or more before departure Full refund less Non-Refundable Fees
90-119 Days before departure 80% of Program Fee less Non-Refundable Fees
60-89 Days before departure 40% of Program Fee less Non-Refundable Fees
30-59 Days before departure 30% of Program Fee less Non-Refundable Fees
0-29 Days before departure 20% of Program Fee less Non-Refundable Fees
For Gap Year Program
Cancellation date Refund available
120 Days or more before departure Full refund less Non-Refundable Fees
90-119 Days before departure 80% of Program Fee less Non-Refundable Fees
Cancellations or Modifications
IFA shall not be liable to any participant for the need to cancel, modify, or postpone the Program, any module, or Program itinerary as a result of events that are beyond IFA’s reasonable control. These matters include such “acts of God” or force majeure events as actual or threats of: epidemics or pandemics, or other public health issues or emergencies (such as but not limited to the current COVID-19 pandemic); severe weather events or natural disasters such as but not limited to hurricanes, earthquakes, tsunamis, tornadoes, fires, floods, volcanic activity, or landslides; war (whether declared or undeclared); terrorist activities; instability in a destination location; incidents of violence, riot, sabotage, civil commotion, or nationalization; strikes or labor disputes or lockouts; government orders, sanctions, actual or potential quarantines, or other restrictions affecting travel in, to, or around a location; disruption to transportation; chemical or radioactive contamination; or any other reason that makes it actually or potentially impossible or illegal for IFA to conduct the tour as originally contracted. If a Program cannot depart as originally scheduled or is interrupted for any such reason, IFA will endeavor to provide the Program as soon as reasonably possible after the force majeure event or when that is not possible, participants will receive an IFA Future Travel Voucher in the amount of all monies paid less the cost of any purchased travel protection plan. Cancellation, modification, or postponement by IFA for causes described in this section shall not be a violation of its obligations to any traveler and will not be deemed a “failure” to provide travel services.
Program Modifications
If improvements can be made to your program itinerary or unforeseen circumstances necessitate changes, IFA reserves the right to amend your itinerary prior to your departure and while on the Program. Reasons that may necessitate an itinerary change prior to departure may include but are not limited to: a program module in a destination reaching maximum capacity, a program module in a destination not attracting sufficient interest to be practicable to operate, or the discontinuation of a program module in a destination due to health, safety, or other unexpected reasons.
Reasons that may necessitate an itinerary change while on the program may include but are not limited to: local or national holidays, special events, severe weather, or other unexpected conditions. IFA will make every effort to minimize inconvenience for our participants; however, such circumstances may require adjustments such as changing the destination countries or cities on your program itinerary, altering your length of stay in a city or country, or using an alternate airport. Other possible changes include departure, arrival or return dates. On certain days, especially holidays and special events, some program inclusions—such as (but not limited to) historical sites, museums, castles, churches, and shops—may be closed or allow limited access. If we are unable to adjust the itinerary to accommodate for local access restrictions to attractions, we will substitute different inclusions. On such occasions, and whenever possible, itinerary adjustments will be made by IFA Gap Year to minimize participant inconvenience. The Standard Cancellation or Interruption Policy will apply should you choose not to travel on a modified program.
Cancellation date Refund available
60-89 Days before departure 70% of Program Fee less Non-Refundable Fees
30-59 Days before departure 60% of Program Fee less Non-Refundable Fees
0-29 Days before departure 50% of Program Fee less Non-Refundable Fees
Refund Process
When applicable, refunds will be issued only upon request and after a participant’s check(s) has (have) been on the account for 21 days. Refunds will be issued in the name which appears on the IFA Gap Year account. All refunds are sent four to six weeks after the request has been processed.
PERSONAL DATA and GDPR
IFA will process your personal data in compliance with applicable data protection legislation for the purposes of completing your enrollment, customer service, and providing you with the products and services related to your program. This may entail sharing your personal data with corporate affiliates, claims handlers, insurance providers, and other business partners both within and outside of your country, including to and within the EEA/Italy. We have put appropriate safeguards in place for such transfers of your personal data, including the standard data protection clauses adopted by the European Commission and GDPR regulations. IFA may also use your personal data, combined with data from third parties, to market products and services based on your interests, including by email and SMS/text. You may contact IFA at any time to unsubscribe from any direct marketing purposes.
We will only keep your personal data for as long as it is necessary for the purposes for which it has been collected or in accordance with time limits stipulated by law and good market practice unless further retention is necessary for compliance with a legal obligation or for the establishment, exercise or defence of legal claims. We will keep your personal data for marketing purposes until you withdraw your consent.
Complete IFA privacy policy at this link: https://italianforawhile.com/en/terms-and-conditionsIf you have questions or requests related to the processing or use of your personal data, would like to have a copy of the information IFA holds about you, or have inaccurate personal data corrected or erased, please contact us by email at support@italianforawhile.com
OTHER TERMS AND PROVISIONS
The terms and provisions of these Booking Conditions supersede any other warranties, representations, terms, or conditions unless they are expressly stated within a Booking Conditions Addendum or in a letter signed by an IFA Gap Year officer. IFA Gap Year makes every effort to ensure the accuracy of its publications, but it cannot be held responsible for typographical or printing errors, including, but not limited to, prices. IFA Gap programs are not for resale, and participants must enroll directly with IFA Gap Year.
By enrolling on an IFA Gap program, you acknowledge that IFA may change the Booking Condition terms from time to time and those changes become effective immediately. Notice will be provided to you in the event of a material change. A student’s continued use of IFA’s services following such notice constitutes acceptance and agreement to be bound by such changes. Students agree that the current version of the Booking Conditions in effect at the time of travel or cancellation applies to their tour program.
PAYMENT PLAN TERMS & CONDITIONS
Payment Policy
Should you choose the IFA Discovery Program, the IFA Semester Program, or the IFA Gap Year Program, the following Terms & Conditions apply.
IFA Discovery Program
Customers who chooses the IFA Discovery Program must pay a minimum required deposit as detailed in the enrollment Conditions section.
The remaining balance of the enrollment cost will be required 30 days from the date of the IFA Discovery deposit’s payment.
Customers who choose the IFA Discovery Program will be enrolled in Automatic Payments. The balance will be automatically withdrawn at the due date specified to the customers at the time of the enrolment.In the event that the enrollment occurs within 30 days before the start of the program the payment for the IFA Discovery Program must be paid at the time of the enrollment in full.
IFA Semester Program
Customers who chooses the IFA Semester Program must pay a minimum required deposit as detailed in the enrollment Conditions section.
The remaining balance of the enrollment cost will be divided into two instalment, per the terms detailed below.
Customers who choose the IFA Semester Program will be enrolled in Automatic Payments. The balance will be automatically withdrawn at the due date specified to the customers at the time of the enrolment.
In the event that the enrollment occurs within 30 days before the start of the program the payment for the IFA Semester Program must be paid at the time of the enrollment in full.
IFA Gap Year Program
Customers who chooses the IFA Gap Year Program must pay a minimum required deposit as detailed in the enrollment Conditions section.
The remaining balance of the enrollment cost will be divided into three instalment, per the terms detailed below.
Payment Due date
- 1st Installment 30 days after the deposit payment
- 2nd Installment 60 days after the deposit paymentCustomers who choose the IFA Gap Year Program will be enrolled in Automatic Payments. The balance will be automatically withdrawn at the due date specified to the customers at the time of the enrolment.
In the event that the enrollment occurs within 30 days before the start of the program the payment for the IFA Discovery Program must be paid at the time of the enrollment in full.
Payment in Full Upon Enrollment
Full payment can be made by check, ATM/debit card (card must display the Visa or MasterCard logo) or credit cards (Visa or MasterCard) at time of enrollment. Should any additional items be added to the cost of program, those payments are due in full at time of purchase.
PAYMENT TYPES
Automatic Payment
Customer who choose the IFA Discovery, IFA Semester, IFA Gap Year Instalment Plan is enrolled in the Automatic Payment Plan unless the customer chooses to opt out. The customer will automatically receive an email reminder on the date of the payment. Customer must select a payment option of either credit card (Visa or MasterCard) or an ATM/debit card (card must display the Visa or MasterCard logo). To proceed with the payment plan, the customer must provide an electronic signature confirming that they are the authorized user of the credit/debit card provided. Due to weekends and holidays, IFA reserves the right to debit the customer’s account up to three days after the scheduled payment date.
If the customer makes adjustments to their program that result in changes to cost of program, the addition or reduction in charges will be redistributed over the remaining payment schedule.
Payment Due date
- 1st Installment 30 days after the deposit payment
- 2nd Installment 60 days after the deposit payment
- 3rd Installment 90 days after the deposit payment
After the final installment payment is made, should any additional items be added to the cost of program, those payments are due in full at the time of purchase (i.e., an added international phone plan purchased through IFA Gap Year). Such payments will no longer be automatically deducted.
Manual Payment
Payment can be made by ATM/debit card (with Visa or MasterCard logo) or credit cards with Visa or MasterCard logo using the payment link in the email that will be sent to the participants.
Participants are responsible for making on-time payments per the schedule above. A payment reminder email will be sent to participants 10 days before the deadline. Failure to make payments on time may result in program cancellation. All payment due dates refer to the dates by which each payment must be received by IFA.
IFA reserves the right to cancel the participant’s reservation if any payment is past due in which case the Standard Cancellation Policy will apply.
A customized payment schedule may be available. For more information, please mail IFA at support@italianforawhile.com and speak with an IFA Gap Year Consultant.
ESSENTIAL ELIGIBILITY CRITERIA (EEC)
Essential Eligibility Criteria (EEC) for all IFA Gap Students IFA provides experiential education programs for all ages.
Successful students are active experiential learners who create growth goals for themselves for enhancing their personal development and intercultural knowledge and then commit to making progress on-program through cultural immersion and hands-on learning.
The health and well-being of our students and promoting student growth are our highest priorities. Our programs can present physical and mental challenges due to their fast-paced nature, which may be outside our travelers’ familiar comfort zones.
This program requires students to be fully committed to and capable of working hard, taking responsibility for themselves, and working effectively within their cohort. This program is not a therapeutic or rehabilitation program (including for court-mandatedadjudication) and is not suitable for students that require professional help in these areas.
Successful program participants will be able to meet the Essential Eligibility Criteria (EEC) for IFA programs. If you are unable to meet certain criteria, please contact us to discuss further.
Each IFA Program participant must be able to:
1. Maintain a positive attitude and exhibit a willingness to try new things in a foreign environment and culture.
2. Travel independently including from your home to scheduled programming and between program components, independently manage daily personal care, and cope with various environmental challenges (heat, cold, altitude, insects, changes in diet). Many program activities require participants to walk unassisted for several miles, be able to lift 40 lbs and follow detailed instructions to avoid hazards. In some cases, participants may choose to opt-out of activities in consultation with program staff and parents.
3. Effectively communicate with staff if you are under stress and need assistance. Be able to exercise independent judgment in the absence of direct supervision.
4. Practice self-management techniques in relation to mental health and self-care while abroad. Techniques include the ability to proactively seek help from staff, utilize de-stressing habits such as journaling, exercise, meditation, yoga, deep breathing, proper sleep routines, peer support, and the ability to self- administer ongoing medical treatment while away from home support system.
5. Carry a copy (copies) of your medical and mental health history from your health care provider(s) at all times and leave a copy (copies) with your designated emergency contacts. Take responsibility for your own self-care and manage any known medical and mental health conditions with a robust support and communication plan between you and your physician(s). If taking prescription medications, be able to independently manage storage, dosage, and administration, and bring a sufficient amount of medication to last for the duration of the IFA Gap program or have a plan for how to restock while abroad. Avoid weening or eliminating prescription medication while on the program, unless instructed by your health care provider.
6. Understand and follow instructions and acknowledge risks and hazards flagged by staff during the program and comply with recommended preventative measures. Students should also exercise good judgment and maintain situational awareness appropriate to circumstances.
7. Show respect through speech and actions for the new culture and customs that you will encounter while abroad.
8. Contribute to a learning environment—no verbal or physical abuse or inappropriate behaviour is tolerated for any reason.
9. Effectively communicate ideas and concerns on an individual and group level.
10. Abide by our General rules and obey all local, national and international laws.
Failure to comply with these EEC may lead to disciplinary action, early dismissal or medical evacuation from the program or any combination of these. Associated costs will be borne by the program participant or their parents/guardian.
