FAQs

The easiest way to enroll is by going to www.bluedottours.com/register and enter your Group Number given out to you by your teacher/Group Leader. Participants can also enroll by phone at 877-604-4000 x2.

Please note that if you are enrolling multiple family members for a tour, each enrollment must be done separately.

Most tours include round-trip airfare, hotel accommodations, daily breakfast and dinner, entrance fees for scheduled activities, a full-time Tour Director, transportation to scheduled activities and 24/7 emergency support. On tour travel protection is also included at no extra cost. Inclusions can change from tour to tour, please see your tour’s portal for specific details.

Not included are passport/visa fees, lunches (unless otherwise noted), optional excursions, personal expenses, and any airline baggage fees. Gratuities for your Tour Director and bus drivers are not included unless specifically noted.

We offer monthly payment plans, full payments upfront, and flexible installment options. Payment deadlines and amounts will be outlined in your Travel Portal. Unlike other companies in the industry, we do not charge a fee for credit card use.

Yes — Blue Dot offers several flexible options:

Land-only travel: Available on most tours. Land-only participants book their own flights and meet the group at the first hotel. You’ll be responsible for your own airport transfers and for handling any delays or flight issues on your own.

Individual flight changes: Travelers may request alternate arrangements during enrollment, such as staying ahead/behind the group or departing from a different city. These requests carry a $145 service fee plus any additional airfare costs. Outside the standard tour dates, travelers handle their own transfers and logistics. Please note, we cannot guarantee you’ll share flights with your group if you choose this option.

Group stays: Entire groups can request to extend their tour together. For groups of 15 or more, Blue Dot can help arrange hotels and activities for an additional cost. Groups arranging their own stay ahead or stay behind are responsible for their own airport transfers.

Travelers under 15 may not select land-only, individual extensions, or alternate gateway options unless accompanied by an adult. Group Leaders also have discretion to allow or deny these options.

Cancellation requests must be done in writing to [email protected]. Cancellation penalties vary based on how far in advance the cancellation occurs. Travel protection plans are available for added flexibility. Refunds will be sent according to the method of payment.

*Please note: certain fees, including optional travel protection policies, are non-refundable.

Travelers must follow the terms of their chosen payment plan. If you’re on a manual plan, it’s your responsibility to make payments by the deadlines shown in your Traveler Portal.

Any missed or returned payment, declined credit card, or bounced check may incur a fee of up to $50 and could result in your trip being canceled per the standard cancellation fees.

If you have concerns about your payment schedule or need to request a change, contact us immediately at [email protected]

The minimum age for a traveler to participate on a tour is 6 years old. If the traveler is between 6 and 10 years old, they must be accompanied by an adult chaperone and room in hotels or cabins with that adult.

Please visit https://www.bluedottours.com/my-account/forgot-password, fill in your email address, and follow the prompts.

All travelers age 69 or younger are automatically covered by Blue Dot On-Tour Protection at no additional cost. This includes:

• Emergency medical coverage
• Emergency evacuation & repatriation
• Trip interruption (for covered reasons)
• Travel delay and political/security evacuation
• 24/7 travel assistance services

Yes. Travelers under age 70 may choose to upgrade to one of the following at enrollment:

• Student Plus: Adds trip cancellation coverage (for covered reasons), higher medical and evacuation limits, and protection for baggage, missed connections, and delays.
• Student Plus with Cancel For Any Reason (CFAR): Includes all Student Plus benefits, plus the flexibility to cancel for any reason and receive 75% of cancellation fees back.

Requirements:

• Must be selected at enrollment
• Must be purchased at least 60 days before departure
• Full trip cost must be insured

Travelers age 70+ are not eligible for the student plans. Instead, they may purchase the 360 Group Choice plan, which includes:

• Trip cancellation (for covered reasons)
• Emergency medical and evacuation coverage
• Trip interruption, delay, and baggage protection

(CFAR is not available for travelers age 70+.)

Prices vary by traveler age and trip cost. For example, a traveler under 35 years old on a $4,250 tour would pay:

• $158 for Student Plus
• $260 for Student Plus with CFAR

Adults over 70 on the 360 Group Choice would see higher rates.

Plan pricing is based on age and trip cost, and will be shown during enrollment

Student Plus and 360 Group Choice must be selected and paid in full by your final trip payment deadline.

Student Plus with Cancel for Any Reason must be selected at the time of enrollment and purchased at least 60 days before departure.

Student Plus Plans: https://policy.travelexinsurance.com/SPRZ-0823

Group Choice Plan: https://policy.travelexinsurance.com/GCZ-1023

A valid passport is required for all tours. Processing can take up to 12 weeks, so we recommend applying as soon as you decide to travel.

For U.S. citizens, your passport must:

• Be valid for at least six months after your tour returns
• Contain at least three blank pages
• Match the name exactly as it appears on your Blue Dot account

Once you have your passport, confirm your details on your Account page. Passports are not just for flying — many attractions now require passport information well in advance in order to grant entry.

Depending on your destination and citizenship, you may also need a visa. Travelers are responsible for researching and obtaining their own visas. In some cases, even airport transfers may require one. A good resource is Sherpa, or you can check directly with your embassy or consulate. We recommend waiting until your trip is fully confirmed (about 75 days before departure) before starting the visa process.

Electronic Travel Authorizations (ETAs) are also becoming more common — already required in the UK and soon in the European Union. ETAs are usually quick to apply for online and come with a small fee. Sherpa is also a helpful resource here.

Packing light is key for comfortable travel — most travelers find they only need about half of what they expect. A carry-on is ideal, not just for convenience but also because any baggage fees, including those for internal flights, are the traveler’s responsibility. Be sure to bring comfortable walking shoes, layers for changing temperatures, a reusable water bottle, an adapter for electronics, and any necessary personal medications. Liquids must be in small bottles if carried on, and keep in mind that some religious sites require shoulders and knees to be covered, so plan your outfits accordingly.

We partner with reputable, major airlines for all tours to ensure a safe and reliable experience. Flight details are typically available 45 days before departure, and e-tickets will be sent about three weeks before your trip.

Before You Fly
Please confirm that the name on your airline ticket exactly matches your passport—even minor differences can result in costly penalties. We recommend arriving at the airport at least three hours before your scheduled departure and checking in as a group.

Seating & Connections
Most tours include at least one flight connection depending on your departure city, final destination, and date of tour. Seating is typically in group space, meaning travelers will likely be seated together toward the back of the aircraft.

Arrival & First Day
Upon landing, travelers will collect their luggage and proceed through customs as a group. Your Tour Director will be waiting in the public terminal with a sign to guide you to your private transportation. Hotel check-in is usually in the afternoon, so be prepared for a full day of touring upon arrival.

Our standard hotels are clean, safe & comfortable in locations within 40 minutes of a major landmark in the city center. Consistency and not using poorly rated hotels is very important to us, we expect to never get a 'Poor' evaluation for a hotel for a controllable situation. Group Leaders can choose to upgrade to more central hotels with more amenities.Zbgt6zabtgaa

For students (22 and under):
Students are placed in rooms with two or three same-gender travelers. If a group isn’t traveling privately, students from different schools may share a room. Rooms vary by hotel and country — some may have twin beds, others shared doubles. Because hotels in Europe especially have many different layouts, rooming can change from city to city. Flexibility is important, and it’s part of the experience of traveling abroad.

For adults (23 and over):
Adults stay in double-occupancy rooms by default and pay a rooming supplement. Adults are paired with a same-gender roommate unless they request to share with a spouse, partner, or friend. Single rooms are also available for an additional supplement. If your group is traveling with others, adults may be paired with someone from a different school unless a private room has been arranged.

For families traveling together:
If one parent and one child are traveling and wish to room together, both travelers must upgrade to twin rooms. Families of three or four may request to share a triple or quad room, if available. We will do our best to honor these requests, but hotel layouts sometimes limit what is possible. Please note that if an adult chooses to room with their family, the adult twin-room supplement is still required and will not be refunded.

Other rooming situations:

• Room sizes in Europe are generally smaller than in the U.S., with less storage space.
• On overnight trains, cabins are compact and bathrooms are often shared. Travelers may be assigned to cabins with up to six people and they may not be gender exclusive.
• Overnight ferry cabins are also compact. Single rooms are not available on cruises or overnight ferries.

Most tours include breakfast and dinner daily, however it is important to visit the inclusions on your tour page for specifics for your tour. Breakfasts will be at your hotel and will generally include cereal, bread, jam, juice, yogurt, protein, coffee and tea. As the breakfasts are provided by each hotel, they can somewhat vary property to property. Lunch is typically on your own. Most of the time dinners will be in a local restaurant, although sometimes may be in the hotel. Dinner menus are pre-arranged for the group and typically consist of three courses with a mix of familiar and typical to the country you are in. Every group will get a farewell meal on their final evening. Like hotels you are free to save a little money for more value style meals, or pay more and get more.

We understand the importance of catering to various dietary needs. Please clearly specify any dietary restrictions or allergies to your Group Leader and Tour Director who will do our best to provide appropriate alternatives. However, please be aware that complete accommodation cannot always be guaranteed in all destinations, we recommend those with dietary restrictions bring additional snacks. Travelers should also request special meals with the airlines a few days before their flights.

Most group bookings do not allow a frequent flier account to be added. You may attempt to do so directly with the airline before or after your flight if it is important to you. Blue Dot is unable to get involved.

Flight details are usually posted about 50 days before departure. Hotel information may appear earlier, but you should expect all hotels to be listed about 30 days prior to departure.

Group travel works differently than booking an individual trip. Airlines and hotels often release or adjust space later in the process. When you see information posted closer to departure, it doesn’t mean something has gone wrong — it means Blue Dot is making sure we’ve explored every option to secure the best reservations for your group.

Our team is available 24/7, and every tour has built-in medical protection. If there is an emergency, your Tour Director will immediately assist and communicate with our offices.

We continuously monitor and follow safety recommendations from government agencies and organizations like the European Tourism Association and Department of State. These organizations help define safe areas for group travel and provide crucial real-time updates about potential concerns. In cases of heightened threats - whether from terrorism, civil unrest, severe weather, or other safety concerns - we immediately adjust our operations to avoid any compromised areas.

If an emergency situation suddenly develops in a public area, groups are instructed to move quickly to an emergency meeting point that your Tour Director will provide. Groups will be told to avoid lingering in major tourist areas during any emergency situation.

Safety in international travel requires both careful preparation and the ability to respond quickly to changing situations. Our protocols are built on decades of experience and are continuously updated to address new challenges.

Risk Assessment
Our commitment to safety begins well before any tour departs. We conduct thorough assessments of planned activities, accommodations, restaurants, and transportation providers. All suppliers must meet strict safety certification requirements and adhere to local safety regulations. We regularly audit our providers to ensure compliance with our safety standards.

Specific Guidelines
Our safety protocols extend to every aspect of your tour. While we encourage students to embrace new experiences, we maintain clear guidelines to ensure everyone's wellbeing.

Hotel Safety
Students and Group Leaders should familiarize themselves with emergency exits near their rooms upon arrival. Room assignments remain fixed throughout each stay, and curfews as determined by the Group Leader are enforced. Visitors are not permitted in student rooms. Group Leaders may conduct room checks at their discretion. Any room damage should be reported to Tour Directors immediately upon discovery.

Transportation Safety
Different countries have different traffic patterns and rules. Groups should use designated crosswalks and follow local traffic signals. Students must remain aware of all vehicles, including bikes and trams that might not be common at home. Tour Directors will review local transportation guidelines that may vary from country to country as the tour proceeds.

Free Time Protocol
During designated free time, students must stay in assigned groups and within boundaries established by Group Leaders and Tour Directors. All students should have their Group Leader's contact information and know the meeting point and time. Groups must check in at predetermined intervals.

Swimming and Water Activities
Swimming is only permitted with prior Tour Director and Group Leader approval, and never alone. All posted rules and regulations must be followed. Groups must stay together and follow local guidelines.

Medical Management
Group Leaders must be informed of all medications and medical conditions before departure. All prescription medications should remain in their original packaging with clear instructions. Our medical coverage details will be provided, including how to access care if needed.

Alcohol Policy
Alcohol is strictly prohibited for travelers under the age of 18.

If you are of legal drinking age in the country you’re visiting, and you have permission from both your parents and Group Leader, you may be allowed a small amount in moderation (for example, a glass of beer or wine). Hard alcohol, excessive drinking, or anything that disrupts the tour is not tolerated.

Group Leaders may also choose to enforce a zero-alcohol policy for their group, regardless of age, and all travelers are expected to respect that decision. Violations of this policy may result in dismissal from the tour at the traveler’s expense.

If you become ill during your tour, you must inform your Group Leader or Tour Director before rejoining group activities. If diagnosed with a contagious illness, separation from the group may be required based on local health guidelines or CDC recommendations. While we will assist in making necessary arrangements, any costs associated with quarantine or separation (including accommodations, transportation, and medical care) are the traveler's responsibility. Those who have purchased our travel protection plan should contact Travelex directly regarding the coverage of expenses.

While the main group continues with planned activities under the Group Leader's supervision, a chaperone will accompany the affected traveler through the replacement process. Any costs associated with obtaining emergency documentation, including transportation and expedited processing fees, are the traveler's responsibility. Those with travel protection should contact Travelex regarding coverage for these expenses.

All travelers are expected to follow the Blue Dot Code of Conduct. This includes:

• Treating fellow travelers, guides, and locals with respect
• Following safety instructions from your Group Leader and Tour Director
• Staying with the group or buddy during free time and respecting curfews
• No alcohol under 18, no drugs, and no reckless behavior
• Respecting hotels and accommodation (no damage, no outside visitors)

Minor infractions may lead to warnings or loss of privileges. Serious violations (like breaking curfew, underage drinking, or unsafe behavior) may result in dismissal from the tour at the traveler’s expense.

In the event of a lost or stolen passport, remain calm - this happens more often than you might think, and we have established procedures to handle it. Immediately notify your Tour Director and Group Leader. The Tour Director will assist in filing any necessary police reports and coordinating with the nearest U.S. Embassy or Consulate to obtain emergency documentation.

We are committed to creating an inclusive travel experience for all participants. Travelers with special needs should contact their Tour Consultant well in advance to discuss dietary restrictions, mobility accommodations, medical requirements, and any additional assistance needed during the tour. Our team works diligently to ensure every traveler can fully participate and enjoy the educational travel experience.

On tour, the Tour Director oversees logistics. That means liaising with hotels, coach companies and drivers, restaurants and guides. Tour Directors are also there to deliver important information to the group including general history & culture for your location, practical information such as dress, restaurant ideas & shopping, as well as requirements such as health and safety.

The Group Leader is responsible for the supervision of student behavior & discipline, chaperoning the students (day and night), familiarity of medical histories, and punctual attendance.

A tour is most successful when Tour Director and Group Leader work together as a team and stay in regular communication - multiple times on a daily basis. Please be mindful & understanding that if you and your group are consolidated, the Tour Director has to balance the preferences of all Group Leaders while on tour.

The first thing to know is that our standard tours are designed for students. That means a fast pace, a good bit of walking (bring comfortable shoes!), and maximizing your time. Typically wake up calls are around 6:30 AM, out of the hotel by 8. You may then have a 3 hour sightseeing with some stops to get off the bus, 2 hours free time for lunch, and then an excursion outside the city in the afternoon. Then you could go right from the excursion to your restaurant for dinner, and from there choose to go back to the hotel on the bus or stay in the city. Don’t be surprised if you average 8000 or more steps a day.

Arrival day is exciting, but it can also be one of the most challenging parts of the trip. Groups may arrive early in the morning after an overnight flight, with a full day of activities before hotel check-in in the late afternoon. That combination of travel fatigue, jet lag, and excitement can make the first day feel like a blur.

The best approach is to stay active and engaged — keep moving, drink plenty of water, and embrace the new surroundings. Tour Directors and Group Leaders build in lighter activities and usually schedule the first dinner on the early side, so you’ll be able to get to bed and reset for the days ahead.

Every traveler experiences arrival day differently, but almost everyone feels adjusted and energized by the second or third day. Knowing that in advance helps take the pressure off — the initial fatigue fades quickly, and the excitement of being in a new country soon takes over (hydration really helps!).

Free time on tour isn’t one-size-fits-all – it depends on the itinerary, optional excursions, and the preferences of your group. Some groups like to stay on the go with full schedules, while others prefer more downtime to explore. There’s no right or wrong; every group finds its own rhythm.

Tour Directors often suggest ways to use free time, whether it’s exploring a neighborhood, visiting a museum, relaxing in a café, or browsing souvenir shops. Whatever you do, it’s important to use free time responsibly.

Key guidelines for free time:

• Students must follow boundaries set by Group Leaders and chaperones.
• A buddy system is key — no one should be alone.
• Groups must know their meeting time and place and check in as instructed.
• Everyone should keep an eye on their belongings.

Handled responsibly, free time gives students a chance to explore more independently while still being supported. It’s often one of the most memorable parts of the tour.

Optional excursions are extra activities that aren’t included in the standard tour but can be added for those who want more. They give groups and individuals flexibility: some may prefer free time, while others want to experience every opportunity.

Group Leaders may decide that everyone participates in a particular optional, or they may leave it up to individuals. Most optionals require a minimum number of participants to run. In many cases, you can sign up in advance through your Traveler Portal, but some excursions are also available for purchase on tour.

If an optional excursion doesn’t run, refunds are provided. Either way, you won’t miss out — Tour Directors always have ideas for how to make the most of that time.

The amount varies by destination, exchange rates, and personal spending habits, but a good guideline is about $60 per day. This typically covers lunches, drinks, souvenirs, and optional free-time activities.

Keep in mind that tipping is not included in this amount — see our tipping guidelines for details. Credit cards are widely accepted in Europe and are often preferred, but it’s a good idea to carry some local currency for small purchases.

Every traveler is different — some spend very little, while others like to shop more — but planning around this guideline helps families set expectations.

Tipping is customary in educational travel and is an important way to recognize the people who make your tour run smoothly. Travelers are expected to tip their Tour Director, full-day bus drivers, and local guides.

You can choose to pre-pay tips as part of your tour price, or tip in cash on tour. If tipping in cash, we recommend collecting the money before departure to make things easier during the trip.

Suggested tipping amounts (if not prepaid):

• Tour Director: $6–$8 per day, per traveler
• Full-day bus driver: $3 per day, per traveler (no tip needed for transfer or half-day drivers)
• Local guides: $1–$2 per traveler, per sightseeing

Your Tour Consultant can provide more details for your specific itinerary.