Frequently asked questions
Our most commonly asked questions and their answers.
Your Questions Answered
Have questions about traveling with Academy Travel? Our FAQs listed below cover everything from booking and tour inclusions to accommodation, group sizes and travel insurance.
If you can’t find what you’re looking for, feel free to contact us.
Tour Bookings
1.How do I book?
View our Booking Process here ›
You can book your place on tour in any of the following ways:
Online – Complete the online booking form available on each tour webpage.
PDF Booking Form – Download and complete the PDF booking form, then return it by email or post.
By Phone – We are happy to accept bookings by phone. To confirm your booking, you will need to complete either our online or PDF booking form within seven days, confirming that you have read and accepted our Terms and Conditions.
To confirm your booking, a per person tour deposit must accompany your completed booking form. If we receive your booking form without a deposit, we will hold your place for up to seven days while you finalise your booking.
2.Can I hold a place before I book?
Yes. We are happy to hold a place on most tours for up to seven days while you make a final decision or finalise your travel arrangements or travelling companions. If you think you may need more time, please contact us and we will do our best to assist. However, we may not be able to extend the hold period for tours that are close to selling out.
3.Which payment methods do you accept?
Academy Travel accepts payment by direct deposit, credit card and debit card. If booking online, card payments are processed securely through Stripe. Travellers using a PDF booking form may either provide their card details on the form or pay by direct deposit.
4.Why is my deposit non-refundable?
Your initial tour deposit secures one of the limited places available on the tour and allows us to begin making commitments to hotels, transport providers and other suppliers on your behalf. It also removes that place from sale to other travellers and contributes to the tour reaching its minimum numbers.
For these reasons, we ask that you are committed to travelling when you book. If you do need to cancel, your initial deposit is transferable and will be held as a credit with Academy Travel for use on any future tour. There is no time limit on using this credit.
5.Why is there an instalment payment for some tours?
Some tours require Academy Travel to make substantial payments well in advance to secure services such as performance tickets, cruises, rail journeys or accommodation. Where this applies, a second deposit will be shown on the tour webpage, detailed itinerary and your invoice.
Unlike the initial tour deposit, an instalment payment is non-refundable and non-transferable, as these funds are paid directly to suppliers and cannot be recovered if you cancel your booking.
6.Why is there a supplement for solo travellers?
Hotels charge Academy Travel for each room, regardless of whether it is occupied by one or two people. Travellers who wish to occupy a room on their own are therefore required to pay a supplement equal to the difference between the single and shared-room rates. Wherever possible, Academy Travel books the same standard of room for solo travellers as for those sharing a twin or double room.
7.If I change my mind about a tour, can I transfer my deposit to another tour?
If you change your mind or if something else prevents you from travelling on a tour, you are able to credit the value of your deposit towards any future Academy Travel tour, with no time limit for use. Please advise us by email notification that you wish to transfer your deposit. Please note that instalment payments (see above), if requested, are non-transferable.
8.How do I cancel my booking?
If you need to cancel from a tour, please inform us as soon as you can. If you cancel by phone, we require you to follow up with an email notification of your decision. You are not required to inform us of the reason for your cancellation, but we do appreciate knowing the circumstances behind your decision.
9.What if Academy Travel cancels the tour?
The vast majority of Academy Travel tours depart as planned. If Academy Travel cancels a tour for any reason, you will receive a full refund of all monies you have paid towards the cost of the tour and travel arrangements to get to and from the tour. Before purchasing non-refundable airfares from a travel agent or airline, we strongly suggest that you contact us to reconfirm that the tour is proceeding. If Academy Travel is booking your flights we will not request payment until we are certain that minimum numbers have been met and the tour is proceeding.
10.How soon before departure might Academy Travel cancel a tour?
If there is any doubt about tour numbers or security, a final decision to proceed or cancel is made about 90 days before the start date. Feel free to contact us at any time to check on booking numbers and the tour viability. For the great majority of tours, we have a clear idea about the viability of our tours at least six months before the start date.
11.Is it safe to go…?
All Australian travellers should keep themselves abreast of travel security advice provided by the Department of Foreign Affairs and Trade (DFAT) through its Smart Traveller website. Academy Travel continuously monitors DFAT advice. If DFAT advice is to not travel to a destination, or to avoid non-essential travel, Academy Travel will either cancel a tour outright or modify the itinerary to eliminate the security risks that have been identified. The timing of changes due to security advice is beyond Academy Travel’s control. We will do our best to make clear decisions about changes well in advance of a tour, but we cannot exclude the possibility of cancelling or making significant changes to a tour immediately before the start or even during a tour. In these situations your personal security is our highest priority.
Practical Arrangements
1.Will you book my flights for me?
Academy Travel is a full-service travel agent. We are happy to make flight bookings and other travel arrangements, such as insurance and individual pre and post-tour travel. We charge a service fee of $300 per traveller to provide this.
2.Do you suggest particular airlines?
Before publishing a final itinerary for a tour, Academy Travel checks flight schedules and determines the most convenient start place and time for travellers who are joining the tour directly from Australia. We suggest the airlines whose schedules best correspond to these arrangements. If the tour begins in a major city, there are usually several suggested airlines, whereas for more remote destinations there may be only one suggested airline. Recognising that many Australians earn points through the Qantas/One World alliance, we often schedule tour start and finish times to correspond to this network’s flight schedules. There is no requirement for you to use our suggested airline. However if you travel with another airline you may find that your waiting time at airports increases or that there will be additional costs with pre-tour accommodation etc.
3.What about flights within the tour?
If flights are included within a tour, Academy Travel will book and pay for economy class travel for all passengers. It is not possible to change to another airline for these internal flights, and upgrades are subject to availability. Please note that economy class luggage weight restrictions may apply on these flights.
4.Can I change my flight dates? Can I upgrade my flights?
The cost and availability of changes and upgrades depends on the booking conditions for the ticket you have purchased. Generally speaking, the more discounted the ticket, the less flexible and more costly it is to make changes, cancel or get an upgrade. We advise you to consider carefully the conditions of your ticket before purchase.
5.Can Academy Travel book flights using my frequent flyer points?
No. Frequent flyer points are managed directly between you and the airline, and Academy Travel is not authorised to access your account or redeem points on your behalf. If you wish to book flights using your points, you will need to make the booking directly with the airline.
6.I have special dietary requirements. Will this be a problem?
In most countries which Academy Travel visits, most dietary requirements can be satisfactorily accommodated. Some countries deal with dietary requirements better than others, and an equivalent variety or quality of food cannot be guaranteed. If you provide us with clear and specific advice about your dietary requirements we are able to check on how well they can be accommodated and make arrangements on your behalf. For some dietary requirements in some countries, it may be necessary for you to bring your own supplies of some foods.
7.I’d like to extend my holiday. Can I amend my hotel booking?
Most Academy Travellers combine some additional travel with the group tour. The most popular option is to arrive at the destination a few days before the tour begins in order to recover from the flight and adjust to the time differences. Academy Travel can extend the group hotel booking for you at either the beginning or end of the tour, subject to availability. To avoid the inconvenience of changing hotels we suggest you inform us of your plans as early as possible so that bookings can be made.
8.I’d like to move to a different hotel at the end of the tour. Can I do this through you?
Yes. Some travellers choose to change hotels for a change of scene or to splurge or save. We are happy to make bookings for you in alternative hotels either before or after the tour.
9.Can you arrange an itinerary for my extended holiday?
Yes. Academy Travel is a full-service travel agency, with many years’ experience in organising travel to a wide range of destinations. We are happy to provide suggestions for your pre and post-tour travel and to make arrangements on your behalf.
10.Can Academy Travel arrange insurance?
Yes. Academy Travel can provide reliable, comprehensive insurance for your travel. The cost of policies depends upon your destination, the length of travel, your age and any pre-existing medical conditions you have. Please contact us to arrange a quote.
11.What does my insurance need to cover?
Not all travel insurance policies cover all circumstances or provide the same level of cover. If you are travelling on a pre-paid group tour you should ensure that both adequate pre-departure cancellation and a suitable level of medical cover for the destination are provided, as well as cover for delays, theft, damage etc. If you have close relatives, especially parents, with pre-existing medical conditions, you should check carefully the circumstances under which you will be able to vary or cancel your travel due to their health.
Policies & Style
1.What kind of people travel on Academy Travel tours?
Academy Travel’s tours are designed to appeal to travellers with a strong interest in history, culture and the arts. We plan our tours carefully around themes in these areas, and engage an articulate, enthusiastic and experienced expert to provide insightful leadership throughout the tour. No special qualifications are required to join an Academy Travel tour. Many Academy Travellers are intellectually curious: they read books, watch films and attend public lectures on topics that interest them. Many are also repeat travellers.
2.Is there a minimum and maximum age for your tours? How fit do you have to be?
The minimum age for Academy Travel tours is 18. However, most Academy Travellers are 50+ years old. Rather than age, the most important consideration is whether you can comfortably meet the fitness requirements of your chosen tour. Every Academy Travel tour is assigned one of five Tour Styles, which provides clear guidance on the level of fitness, mobility and activity required. We encourage all travellers to read the Tour Style description and any additional fitness requirements listed on the tour webpage and in the detailed itinerary before booking.
View our Fitness Requirements here ›
3.Is the reading list compulsory?
No. The reading and film list is provided for those who enjoy finding out more about a destination before they travel. We find that some travellers have read everything on our list before travelling (and more!), whereas others prefer to experience the destination first, then reflect on their experience through film and literature.
4.I am a solo traveller, will everyone else be a couple?
While the composition of each group varies, most groups have between four and seven solo travellers, both men and women. You are free to check with us the composition of the group prior to making a booking, though we cannot provide you with the names or contact details of other travellers.
5.What is the standard of the group meals?
Food is a significant component of the travel experience, and we try to make dining a significant aspect of your tour. Some meals are simple and designed primarily to meet the essential needs of the group, such as when the group arrives at a remote destination at the end of a long day. Other meals are more elaborate and are designed to showcase the best of local traditions. Keep in mind that some destinations, such as Japan, Italy and France, are renowned for their food, whereas others have a more modest culinary tradition. Wine, beer and non-alcoholic drinks are included in all Academy Travel group meals.
6.Is there a dress code on your tours?
Most travellers dress comfortably for the nature of the sightseeing in the itinerary. There are generally one or two occasions on each tour where more elegant clothing is appropriate, so men may wish to bring a jacket. Music tours with performances at prestigious venues may require more formal attire. For tours to countries where local customs favour more modest dress, such as destinations in the Middle East and North Africa, we recommend clothing that covers the shoulders and knees when visiting religious sites and in more traditional communities. Specific guidance, where applicable, is provided in the detailed itinerary and pre-departure information.
7.How do you choose your tour leaders?
The key requirement for our tour leaders is a high level of knowledge and genuine insight about the places visited on a tour. This usually means that they possess a post-graduate research degree but have also demonstrated their ability to translate their academic skills into accessible and meaningful information for the non-specialist. The second requirement is good social and leadership skills. The tour leader shapes the ‘tone’ of the tour and needs to be approachable and able to diplomatically use their expertise to guide the group through the itinerary to maximum effect – not too slow, not too rushed, not too detailed, not too superficial. On some of our tours the academic tour leader also acts as the tour manager, attending to the logistics of the tour as well as the content. On other tours we engage both a tour leader and a tour manager. In some destinations we are also required to work with a national guide or a local tour manager.
8.Do you work with incoming tour operators?
Depending on the destination, Academy Travel may work independently or may engage a local ground operator to organise services. In the United States and the United Kingdom we work directly with suppliers with no incoming tour operator involved. All our destinations are carefully researched before the tour. The tour leader has travelled to the destination, usually several times over many years, hotels have been inspected, restaurants tried and local guides are known to the company.
9.Can I book through my travel agent?
Yes. If you prefer to deal with your trusted travel agent, please do so. There is no requirement that you deal with Academy Travel directly. If you are a travel agent and have a client who wishes to book on an Academy Travel tour, we are happy for you to arrange flights, insurance and additional travel, and we can pay you a modest booking fee.
10.Illness on tour
Should any traveller display flu like symptoms, they will be required to undertake a Rapid Antigen Test (RAT) and if positive to Covid or Influenza, will be required to isolate from the group activities until symptom free. Your tour manager and tour leader will assist with arrangements.
Problems & Feedback
1.I have a complaint
While Academy Travel goes to considerable lengths to ensure that its tours are enjoyable and problem free, you may find that a tour does not live up to your expectations, or that your dealings with Academy Travel prior to departure are unsatisfactory. Please let us know as soon as possible and we will make every attempt to address and rectify the problem. You can call our office or send us an email to let us know the situation. The quality of some services, such as flights and airport transfers, are beyond Academy Travel’s control, but may nevertheless seriously impact on your enjoyment of the tour. We appreciate knowing what went wrong even if it just means we can try to avoid the issue in the future. Similarly, if you were especially impressed by aspects of your tour, it’s good to know this as well, so we will be sure to include it in future tours.
2.How can I provide feedback about my experience with Academy Travel?
If there is a problem that can be addressed immediately, please let us know as soon as possible. For example, if your hotel room is unsatisfactory, please alert the Tour Manager or Tour Leader immediately and they will resolve the issue. If you are on tour and think that the tour leader or tour manager are not doing their job properly but don’t feel that you can raise the issue directly with them, please let our Sydney office know immediately by email or a quick phone call. We’ll do our best to resolve the issue quickly and tactfully. About two weeks after a tour concludes, we’ll send you a detailed evaluation form. The information provided on these forms is read very carefully and helps us to continually improve our tours.
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