Prospective participants who wish to join the GEC program must meet the minimum Essential Eligibility Criteria, which is necessary for participation. The program’s admission policy is non-discriminatory and does not consider factors such as race, color, gender identity or expression, religion, national or ethnic origin, sexual orientation, age, or disability.
To apply for the program, interested individuals must fill out an initial application form and pay a $500 application fee. This fee is not an additional charge but is deducted from the total program tuition. After completing the application form, an email will be sent to invite applicants to schedule a phone interview with an Admissions team member.
Applicants have 7 (seven) days to complete the interview process once they have submitted their program application. GEC reserves the right to request additional medical information or references to ensure safe program operation. GEC may also refuse admission for reasons not listed in the Essential Eligibility Criteria.
Accepted applicants will receive pre-program information, including a gear list and other details about the program. If an application is refused, the full application fee will be refunded. However, the application fee is non-refundable once an applicant has been accepted into the program.
GEC considers enrollment to be complete only when a fully completed enrollment application, accompanied by the following documents, is received:
Failure to provide the necessary documents, including visa and insurance documentation 90 days before departure and flight information 60 days before departure, will result in a $150 administration fee. Participants who register later than 75 days before departure must provide their documentation to the Admissions Director within 48 hours of admission to the program.
The participant has the responsibility to meet the passport and visa requirements. For international travel, the passport must remain valid for at least six months beyond the intended return travel date, and in some cases, must have multiple consecutive blank visa pages. Failure to comply with this requirement may result in airlines denying boarding or immigration officials denying entry. GEC will not be liable for any additional expenses incurred or for any loss of time on the program due to failure to comply with these regulations.
For detailed information and the total cost of the program, please refer to the program description on our website. The payment includes shared lodging, meals as specified, ground transportation, group activities, and internal flights as indicated (excluding flights to the PROGRAM starting point and from the ending point). The advertised tuition is inclusive of taxes. The payment also covers the various services provided by GEC throughout the year and before departure to prepare for the program, such as itinerary research, planning, scouting, reservation, hiring, and training of summer staff, as well as providing information to participants and their parents. We strive to keep the program as published, but arranging travel requires flexibility, and the final itinerary may vary due to availability and other factors beyond our control. We reserve the right to adjust routes, schedules, and substitute services such as hotels, destinations, or activities of similar quality at our sole discretion. In case of missed or unused activities after departure due to no fault of GEC, we will try to provide a replacement of similar quality, but we do not issue refunds for such missed activities. Please note that we do not provide a breakdown of the program tuition or its components.
The quoted tuition rates for the PROGRAM do not cover expenses such as airfare to and from the program, internal flights within the program (unless stated otherwise), travel insurance, passport or visa costs, required testing (including COVID-19 tests) before, during, or after the program, airport departure taxes, baggage fees, meals not specified as included, additional course fees, personal snacks, laundry services, and activities not listed in the program itinerary. It is important to note that GEC does not employ personnel qualified to provide medical, dental, or other healthcare services to participants. Therefore, I acknowledge and agree to be responsible for all costs and expenses directly or indirectly incurred by GEC for any necessary care or other expenses related to the well-being of the participant.
Upon completion of the interview process, GEC may extend a program offer to an applicant. To secure their position, the applicant must make a payment of 50% of their total program balance, provided that it is done earlier than 75 days before the departure date.
The full program balance must be paid by the following dates:
| Program | Deadline |
|---|---|
| Teen Summer Programs: | April 15 |
| Fall Gap Programs: | June 15 |
| Spring Gap Programs: | November 15 |
For applications submitted within 75 days of departure, the full payment is due immediately. The application deadline is three weeks prior to the program departure.
If you want to make changes to your itinerary within 75 days prior to departure, you must pay a late change fee of $1,500 along with the adjusted program fee. The modified program is subject to GEC terms and conditions, and all changes are subject to availability. No program changes are allowed once the Program has started.
All dollar amounts are in USD.
We highly recommend that participants obtain Trip Cancellation Insurance. Any inquiries regarding the coverage of travel insurance should be directed to the insurance provider. GEC bears no responsibility for insurance premiums, terms of use, or any other aspects of the insurance policy that participants choose to purchase.
Cancellation by PARTICIPANT.
Due to GEC making commitments and financial decisions in advance based on enrollment, there are financial penalties in place for participant cancellations. The specific penalties vary depending on the timing of the cancellation. The following policies apply in all cases, regardless of the reason the participant chooses to cancel their participation in the program session.
| Cancellation Date | Refund Available |
|---|---|
| 75 days or more before departure | Full refund less the Application fee |
| 60 -74 days or more before departure | Full refund less the Application fee and 25% of the Program Fee |
| 45 – 59 days before departure | Full refund less the Application fee and 50% of the Program Fee |
| >44 – 0 days before departure | No refund |
| Cancellation Date | Refund Available |
|---|---|
| 60 days or more before departure | Full refund less the Application fee |
| 45-59 days before departure | Full refund less the Application fee and 25% of the Program Fee |
| 30 – 44 days before departure | Full refund less the Application fee and 50% of the Program Fee |
| 30 – 0 days before departure | No refund |
No refunds will be provided if you fail to join the program, join after it has already departed, or choose to leave before its completion.
In the event that a student is sent home early or decides to leave the program for any reason, such as illness, personal emergencies, or injury, they will be responsible for covering all medical expenses and travel costs associated with their early departure.
Cancellation or change of PROGRAM by GEC
GEC has the right to cancel or modify the program at any time, either before or during its operation, for any reason. If the minimum number of participants required for the program is not met and it is not financially viable, GEC may cancel the program. In such a case, a full refund will be issued for the program fee. However, GEC will not be responsible for any other costs incurred by students in preparation for the program.
In the event of GEC canceling the program before the scheduled start date due to factors beyond its control, such as entry restrictions or health, safety, or security concerns in the host country, a refund will be provided, deducting any costs that have already been incurred, such as flight fares and hotel bookings, as well as the application fee of $500. If GEC is unable to provide a full refund, it will provide supporting documentation for a travel insurance claim.
No refund will be issued for programs canceled due to events beyond GEC’s control during the program. Any airfare payments refunded will be subject to the carrier’s terms and conditions. In all cases, GEC is not responsible for any other costs incurred by clients in preparation for the program.
Refund Process
When applicable, the refunds will be issued in the name associated with the GEC account. The processing of refunds typically takes up to 30 business days after the request has been processed.
Please note that if the tuition was paid using a credit card, the corresponding Payment Service Fee amount will not be refunded.
Payments made towards the program cost may be utilized for a different program within the same session. However, these payments cannot be credited towards future sessions or treated as credits for future use.
In the event that a participant violates any aspect of the GEC Participant Agreement or behaves in a manner that is harmful to themselves, local inhabitants of the host country, other program participants, or in any way disrupts the program, GEC holds the right to send the participant back home without refund. Any participants who are sent back early or choose to depart on their own accord for any reason, including illness, personal emergencies, or injury, will be accountable for all associated expenses, such as medical and transportation costs connected to the early departure.
All students are responsible for making their own flight arrangements to the program’s starting location as well as their return flights from the program’s ending location. We provide comprehensive information to assist students in booking their flights. Additionally, we offer a referral to a travel agency that possesses all the necessary program details and strives to ensure that participants are traveling with others from their group. It is important to note that using this agency is optional, and families are not obliged to do so. We provide this referral as a convenience to simplify the travel arrangements for families.
Before the program departure, students and their families receive detailed information and instructions regarding the program’s arrival procedures. Upon arrival at the airport, program instructors will be present to greet and meet the students.
Students participating in the Teen Summer Program, have the option to meet their group at a designated hub city, where one of their instructors will join them. The group will then travel together from the hub city to the program’s starting location and return to the hub city once the program concludes. Please note that flights between the hub city airport and the students’ residences are not accompanied by an instructor.
All program participants are required to have travel insurance. The travel insurance must include coverage for emergency medical evacuation, medical care, COVID-19-related expenses, and emergency repatriation. We also strongly recommend that the insurance policy covers trip cancellation, trip curtailment, loss of luggage, and personal belongings.
It is the responsibility of the student and their family to understand the extent of coverage provided by their medical and evacuation policy, as well as to ensure that upfront payment for emergency services can be made when necessary. If you have any inquiries regarding the coverage details or limitations of your travel insurance, please direct them to the travel insurance company directly. GEC is not accountable for insurance premiums, terms of use, or any other aspects of the insurance policy that you choose to purchase.
GEC requires all program participants to be in good health and possess moderate fitness. If you have any questions or concerns about your health or fitness, please contact us. In case a student or a family member provides false information during the application process, the student may be dismissed from the program. Program Instructors may also dismiss a student if they deem it medically necessary. GEC cannot be held responsible for medical advice, medications, or vaccinations recommended by you or your doctor for your safe participation. It is the student’s responsibility to carry and self-administer any required prescription medications. Instructors may carry a backup supply of medication in case of loss or emergency. In the event of a medical emergency, GEC will try to provide medical treatment, but they cannot be held liable for medical care. We urge applicants to check their insurance coverage or purchase travel insurance to ensure sufficient coverage while outside their country of origin.
At GEC, we understand that some participants have food allergies or intolerances. While we are committed to ensuring the health and well-being of our participants, we cannot guarantee allergen-free meal settings or environments. Our staff are trained to respond to allergic reactions and contact emergency personnel if necessary. However, we may travel to remote areas where emergency services may not be readily accessible. Before enrolling, please inform us of your child’s specific needs so that you can determine whether your child can self-manage their allergies or intolerances.
Please note that traveling as part of a group may involve compromising to accommodate the diverse preferences and physical capabilities of group members. Our program instructors will make every effort to address any issues for the overall benefit of the group. By applying for a program, you acknowledge and accept the authority of the instructors and GEC to make decisions that may affect the group or individuals. For example, we may ask an individual to leave the group if we determine that their health is at risk, if they engage in illegal activities, if their behavior poses a threat to the safety, enjoyment, and well-being of the group, or if they do not meet the Essential Eligibility Criteria for the program.
Supervision of Gap Students
Please note that while our instructors accompany the group throughout the program, they do not provide 24/7 supervision. The program includes independent exploration time, during which students can explore with other group members without direct supervision. There are also occasions when instructors may be preoccupied with tasks such as purchasing food, arranging logistics, or attending to individual student needs and are not directly supervising the group. Therefore, it is important for students to exercise good judgment during times when direct supervision is not available. Furthermore, our instructors will not provide supervision to students who arrive early or travel independently before the program starts or after the program ends.
Supervision of Teen Summer Students
Our program ensures that students are accompanied by our experienced and dedicated instructors throughout the program. The instructors will set curfews and conduct nightly check-ins to ensure student safety. During free time or activities where the group may be more dispersed, students are expected to be in a buddy system with at least one other person, while instructors will always remain with the group. For those who have chosen our program add-on, instructors will supervise students starting at the hub city to fly to the program start and back to the hub city at the end of the program.
By participating in a GEC program, you acknowledge and accept that there are risks and rewards involved that surpass those of a typical vacation. You understand that the program is an adventure program and inherently involves dangers. Additionally, you are aware that the regions you will be traveling to may have varying standards of accommodation, transportation, safety, hygiene, cleanliness, medical services, telecommunications, and infrastructure development compared to what you are accustomed to at home or on a conventional holiday. Before joining the program, you have carefully reviewed the itinerary and eligibility requirements and have disclosed any pre-existing medical conditions. You willingly assume these risks and responsibilities and fully embrace the risks associated with travel. Moreover, you release GEC from any liabilities that may arise from these risks to the maximum extent allowed by law.
I grant GEC, its subcontractors, and its representatives the authorization to capture and/or utilize my or the participant’s image, photograph, video recording, or testimonial in any manner deemed appropriate, including but not limited to advertising, display, publicity, or other purposes, without any form of compensation.
At GEC, safeguarding your privacy is of utmost importance to us. We assure you that we will not sell or lease your personal information to any third party. By enrolling in our program, you agree to receive program-related updates and reminders from us via text message, email, or phone. By submitting this form, you acknowledge and accept the terms of our Privacy Policy, which can be found at https://gecexchanges.com/privacy-policy/.
I acknowledge that all aspects of my relationship with GEC, including this Application, will be governed by the laws of the state of Tennessee. Any disputes or claims must be filed exclusively in Nashville, TN. GEC is committed to providing exceptional client service, and we understand that situations may arise where you may need to address concerns. You agree to bring forth any claims against GEC within ninety days after the conclusion of the program and to initiate any legal proceedings within one year of the incident. In any event, GEC shall only be held liable for compensatory damages, and you agree to these terms of sale, expressly waiving any right to punitive damages. Additionally, you agree to pursue any claims against GEC on an individual basis and waive the right to serve as a representative, litigant, or participate in any capacity as a member of a class of claimants (in a class action) in any lawsuit filed against us.
In the event that any provision of these Terms & Conditions is deemed overly broad and unenforceable, such provision will be interpreted to the extent that it is enforceable. The invalidity or unenforceability of any provision will not impact the validity or enforceability of any other provision.
I confirm that I have provided truthful and complete information in all sections of the Application and that I have read, comprehended, and accepted the terms and conditions specified above. I acknowledge my responsibility to review all program-related materials and to fulfill all necessary forms by the indicated deadlines. I authorize my child’s involvement in all activities related to the GEC program, whether led by GEC or by external contractors working with GEC.