Last Updated May 2025
KI Concerts LLC, a District of Columbia Limited Liability Company (“KI”) accepts reservations and provides services subject to the details, terms, and conditions outlined here (“Terms & Conditions”). Each participant must ensure they carefully read and understand these Terms & Conditions prior to registering for a tour, as registration and submission of the initial payment are understood to indicate acceptance and consent to these Terms & Conditions by the individual(s) associated with that registration record. KI reserves the right to modify or update the Terms & Conditions from time to time at our sole discretion; the most up-to-date version of the Terms & Conditions can be found at any time at https://www.kiconcerts.com/terms-conditions.
Each participant must complete the KI Acceptance of Terms, Release and Waiver of Liability, and Arbitration Agreement (“Release”) included as part of the tour registration process; a participant is not permitted to travel if they have not read and signed the Release. For any participant under the age of 18, an adult with the appropriate legal authority (i.e., a parent or legal guardian) must complete the Release on their participant’s behalf.
KI works directly with each group’s director or other designated leader (“Group Leader”) who sets the tour itinerary and serves as the KI liaison and group point-of-contact for the Travel Program. The Group Leader is understood by KI to have the authorization of all travelers to act as the group’s representative, and to make decisions on behalf of travelers regarding tour elements (such as the destinations, activities, schedules, etc.). All pre- and post-tour questions from travelers regarding group tour details should be submitted to the Group Leader; KI will work directly with the Group Leader to help them address and resolve traveler questions in a clear and timely fashion.
The tour package price per traveler is a quote based on the details discussed with the Group Leader during the tour proposal process, including the proposed Travel Program itinerary and the estimated number of participants traveling and touring with the group. This price per traveler may change if the number of travelers falls below the minimum required threshold, if the number of travelers opting for the Land Only (defined below) package changes, if there are adjustments to the Travel Program itinerary, if there are substantial fluctuations in fuel surcharges and/or currency exchange rates, or if other circumstances arise beyond KI’s reasonable control. Whenever possible, KI will work with the Group Leader to review available options and determine the best course of action before finalizing any changes that could affect the tour package price per traveler. In some cases, the Group Leader may opt to modify or remove elements from the itinerary to maintain the original price for the group. Prices will be locked in for travelers’ peace of mind two weeks prior to the first payment date, at which point KI will reach out to reconfirm the tour price and the start of registration. We know travelers will highly value knowing the price is guaranteed prior to embarking on the payment plan.
First payment for each traveler must be included with that traveler’s registration; no registration will be accepted for processing without a first payment. All payments must be submitted by the due dates listed in the group’s payment schedule. If any installment payment is overdue by more than thirty (30) days or if full payment is not received at least 120 days prior to departure, KI reserves the right to consider the traveler to have canceled their registration and to process the cancellation in accordance with the Traveler Cancellation section below.
Individual traveler registrations may be submitted after the due date for the first payment and will be accepted at KI’s discretion, subject to flight, coach, and hotel availability. Because of fluctuations in industry rates, late registrations may incur a higher tour price. Late registrations accepted by KI must be accompanied by a payment equal to the total amount then presently due by tour participants under the group’s payment schedule (if KI is not able to accept the late registration, this payment will be returned or refunded). For instance, if the late registration is submitted after the due date for the first payment but before the due date for the second payment, the late registrant must submit payment in the amount of the first payment with their registration; if the late registration is submitted after the due date for the second payment but before the due date for the third payment, the late registrant must submit a payment in the amount of the first and second payments combined.
Please note: KI is not able to give traveler-specific recommendations or advise on the terms of individually purchased insurance policies. Travelers are encouraged to carefully consider the optional insurance coverage available in the context of their particular requirements, to review policy documents for additional details, and to contact their insurance provider for further guidance as appropriate. Travelers should be aware that U.S. Medicare/Medicaid does not apply overseas, and most hospitals and doctors overseas do not accept U.S. health insurance. Additionally, KI strongly recommends that individual travelers register with the Department of State Smart Traveler Enrollment Program (STEP) program prior to travel to stay informed about safety conditions, enables quicker assistance in emergencies, and makes it easier for loved ones to reach them while abroad.
Where at least 80% of the tour group are U.S.-based “students”, defined as individuals who are, at the time of travel, under the age of 35 and enrolled in an academic institution in the United States for educational credit (“Student/Young Adult Groups”), KI tour packages automatically include basic group travel protection from Travel Insured. Coverage under the basic group travel protection plan may change but generally includes trip disruptions, medical emergencies, and evacuations for KI Concerts-sponsored bookings; this plan does not cover anything booked outside of the KI Concerts-sponsored trip. Travelers who are part of Student/Young Adult Groups also have the option to purchase individual supplemental travel protection if they desire more extensive protection for themselves and their travel investment against the unexpected, including protection against pre-departure traveler cancellation (see the Traveler Cancellation section for additional information on pre-departure individual cancellations).
KI is not able to provide group travel protection for U.S.-based groups that do not qualify as Student/Young Adult Groups (“Adult Groups”). Travelers who are part of Adult Groups may purchase individual travel protection to help protect themselves and their travel investment against the unexpected; in particular, KI strongly recommends travelers consider purchasing an appropriate supplemental travel protection plan covering pre-departure traveler cancellation (see the Traveler Cancellation section for additional information on pre-departure individual cancellations).
KI Concerts is not able to provide travel protection for individuals traveling with groups originating from a location outside of the United States (“Non-U.S. Groups”). Travelers who are part of Non-U.S. Groups may purchase individual travel protection to help protect themselves and their travel investment against the unexpected; in particular, KI strongly recommends travelers consider purchasing an appropriate supplemental travel protection plan covering pre-departure traveler cancellation (see the Traveler Cancellation section for additional information on pre-departure individual cancellations).
KI is committed to offering only those itinerary features which meet our high standard of service, and to continually improving itinerary features whenever realistic improvements are possible. If circumstances warrant, KI reserves the right to vary itineraries and/or destinations and to substitute hotels, restaurants, sightseeing attractions, activities, or other tour features in order to fulfill this commitment. While KI will work to mitigate any increased costs associated with, and proactively communicate regarding, such variations, we reserve the right to pass on these extra costs to the travelers. In addition, concert venues, repertoire, accompaniment, instrument rentals, and other performance details may be adjusted or modified, with final arrangements determined by thoughtful consideration of all relevant factors, including the total number of performance participants and availability. Changes to itinerary features will be communicated in a timely fashion to the Group Leader, who will be responsible for communicating appropriately with all travelers.
Under certain circumstances, travelers may be able to deviate from the tour’s group air arrangements. Specifically, travelers may opt for one of the following alternatives, provided KI receives appropriate advance notice in accordance with the terms detailed herein; please note, any air deviation is subject to a change fee as set forth below.
Option 1. Land Only Travelers wishing to participate in only the on-the-ground/’land’ part of the tour (“Land Only”) may opt to make all their own flight arrangements for the arrival and departure days. For tours that include flights during the tour (after arriving and before departing), these flights will be included for “Land Only” passengers and cannot be removed. In addition, while “Land Only” travelers may utilize the group transport to and from the airport provided it requires no delay or change to the full group’s arrangements, they must otherwise arrange their own ground transportation to and from the corresponding airports. KI is not in a position to offer assistance regarding ground or air transport to “Land Only” travelers. If the “Land Only” option is elected after the initial group reservation has been made but at least 120 days prior to departure, this change will be subject to a $175 USD change fee per traveler; in limited circumstances, and at KI’s sole discretion, it may be possible to accommodate a traveler wishing to elect the “Land Only” option less than 120 days prior to departure, however each traveler will be subject to a $1,000 USD change fee for any such deviation.
Option 2. Arrival/Departure Date Travelers wishing to start their visit earlier than or return later than the tour group may opt to elect a separate arrival and/or departure date if/as permitted by the airline. Most, but not all, airlines will permit one or more members of a tour group to deviate from the group’s flight schedule, provided the traveler fly into the group’s arrival city (in cases where the traveler is desiring to arrive early) and/or fly out of the group’s departure city (in cases where the traveler is desiring to depart late); in other words, only the date can change. The specific conditions applicable to the group’s tour will be advised once the flights are confirmed. If a traveler requires an arrival/departure date deviation, the deviation will be subject to a $100 USD change fee per traveler in addition to any other airfare increases that might apply; KI is not able to accommodate arrival/departure date deviation requests received less than 120 days prior to departure.
KI recognizes that circumstances arise where a registered traveler may find it necessary to cancel their participation in the tour. Substitutions – where the canceling traveler’s registration is transferred to a new traveler, thus substituting one enrollment for another – are permitted and can substantially reduce the costs incurred by the canceling traveler. While the majority of costs associated with registration are transferable, there may be one or more cost incurred in the registered traveler’s name for which KI is not able to arrange a transfer; for instance, the post departure protection, whether included in the tour price or paid separately, is nontransferable and nonrefundable.
The registered traveler is responsible for gaining permission in writing from the Group Leader and then notifying KI of their intention to transfer their registration at the time of cancellation so that KI can facilitate the back-end administration of the transfer. Substitutions are not permitted where a traveler’s registration has already been processed as canceled in accordance with the provisions of these Terms & Conditions. The substitute traveler must submit the appropriate registration materials and payment(s) in accordance with the Late Registration section before a refund to the original traveler can be made. Substitutions will incur additional change fees if the substitution impacts tour arrangements in such a way as to necessitate adding accommodation(s) in order to provide the equivalent level of services to the tour group post-substitution (e.g., the original traveler is substituted for a traveler who identifies as a different gender, requiring the addition of another hotel room to accommodate the updated group composition). No substitutions may be made within 120 days of the tour departure.
Travelers should communicate any pre-existing medical condition (including any serious or life-threatening allergy) or physical limitation that may require specialized attention or accommodation to KI prior to registering, or as soon as any condition or limitation arising after registration becomes known, so that KI can advise on accessibility considerations specific to that traveler’s group Travel Program itinerary. It is important to note that the nature of KI’s Travel Programs mean that participation often necessitates exposure to public and shared spaces, destinations, and activities which are used, owned, and operated by third parties outside of KI’s control, and thus access to tailored support for medical conditions and physical limitations may be unavailable or greatly limited. For example, KI’s Travel Programs include destinations and activities which require significant and/or sustained physical movement – such as standing, walking, and climbing stairs – in order to navigate. KI will make reasonable attempts to accommodate special needs and work with travelers to identify and arrange for reasonable accommodations where possible, in accordance with our KI Concerts Inclusion and Reasonable Accommodations Policy (https://www.kiconcerts.com/participant-inclusion-and-reasonable-accommodation-policy/), however, there may be times when travelers with special needs are not able to participate fully in the group Travel Program activities. KI will also provide notice of these requirements to our third-party service providers where we believe necessary and appropriate to support traveler needs; while we strive to work with third-party vendors and service providers who value and try to provide for people of differing abilities and needs, KI is not responsible for any third-party’s denial of services.
Special dietary requirements and food allergies should be communicated during registration, however travelers are advised that it is not always possible for service providers and venues to cater to individual dietary requirements and requests. KI will take reasonable steps to advise airlines and restaurants booked as part of the tour package of allergy restrictions and other special dietary requirements, but we cannot guarantee dietary requests will be accommodated, nor can we guarantee that any Travel Program environment will be free from allergens. Travelers are responsible for monitoring the food provided to them to ensure it meets their dietary needs.
KI is not able to guarantee a particular seat or seat section on tour flight(s), trains, or other transportation, or a particular room or room type in tour hotel(s). Where travelers provide notice during registration that they wants to associate their Travel Program airline bookings to their frequent flyer program account with a given airline, KI will attempt to assist in doing so, however we cannot guarantee that the airline will accept the association or grant any benefit to either the group or individual traveler(s) from the group airfares purchased. KI cannot guarantee that the airlines will accommodate any dietary or allergy restrictions on meals or snacks served by them.
All travelers are expected to respect the Travel Program guidelines, rules, and instructions which have been established by their Group Leader, KI, and our service providers. In particular, without exclusion, KI does not tolerate any form of harassment, discrimination, or abusive behavior toward our employees, service providers, or other members of the KI community. KI reserves the right to discontinue the provision of services to any participant who intentionally, repeatedly, or egregiously fails to follow Travel Program rules, or otherwise behaves in a manner that could potentially compromise the wellbeing, safety, or Travel Program experience of themselves or others. If a traveler is discharged from the Travel Program under this provision, they are responsible for making travel arrangements to return home at their own expense, with no right to refund.
KI is not responsible for any costs arising to travelers from lost or damaged personal property while on tour.
Each traveler must have a valid passport; many countries consider a passport to be valid for international travel only if it will be in effect for some period — up to six (6) months for some countries — beyond your scheduled stay. Each traveler is responsible for knowing and adhering to the necessary passport requirements applicable to them, and travelers are advised to review these requirements well in advance of the tour to avoid potential problems. At least 120 days prior to departure: (1) KI must receive a copy of the relevant page(s) of each traveler’s passport and (2) a passport photo must be added to the traveler’s registration profile. In addition, each traveler is responsible for taking and storing a picture of their passport prior to traveling and ensuring they have a way to access or obtain a copy of that picture in case of an emergency.
During the registration process, travelers should carefully review their information to ensure that their personal details (e.g., name, birthdate, etc.) provided at registration exactly matches their personal details as listed on their passport. Any inaccuracies in this information could result in substantial inconvenience (including delay in the ticket being issued, denial of boarding at the airport, or even inability to participate in some or all of the tour), and/or additional fees (including the cost of new airline tickets or incurring a minimum $150 fee for changing the name on an airline ticket). No refund or proration of the tour package cost will be given where a traveler is not able to participate in some or all of the Travel Program due to inability to present a valid passport in accordance with the above.
Before the tour, each traveler is responsible for applying for and obtaining any necessary travel visa(s) for each country to be visited; these visa requirements may change not only based on the traveler’s destination country but also based on the country for which they hold a passport. Travelers are advised to begin this process at least six (6) months in advance of the tour. United States citizens can visit www.travel.state.gov. for up-to-date visa requirements. Citizens of countries other than the U.S. should consult with their Embassy or Consulate to determine and obtain the necessary visa(s). No refund or proration of the tour package cost will be given where a traveler is not able to participate in some or all of the Travel Program due to lack of ability to present the necessary visa(s) in accordance with the above.
KI recommends travelers visit their physician prior to registration and again before traveling to ensure fitness to travel. Each traveler is responsible for knowing and complying with all pertinent health requirements (including, without limitation, requirements related to communicable disease testing and/or vaccination) for their country of origin and each country to be visited. United States-based travelers can refer to the U.S. Centers for Disease Control and Prevention Travelers Health Hotline at 800-CDC-INFO (800-232-4636) and website at www.cdc.gov/travel for up-to-date health and vaccination requirements specific to the United States. No refund or proration of the tour package cost will be given where a traveler is not able to participate in some or all of the Travel Program due to lack of ability to present the necessary proof-of-health requirements in accordance with the above.
KI reserves the right to refuse service to any traveler for any lawful reason.
Note: This traveler cancellation policy applies to all travelers, including both travelers who submit payment individually and travelers who submit payment as part of a group billing arrangement. Where a traveler submits notice of cancellation in writing to KI in accordance with this section at least 120 days prior to departure, the canceling traveler may recover 75% of their tour package price less any Non-Refundable Fees (defined below) provided the following additional conditions have also been met: (a) the traveler’s account is in good standing and all previous payments have been submitted on time and (b) the traveler informs their Group Leader of their intent to cancel prior to submitting notice to KI in order to ensure clarity and consistency of communication within the tour group. Non-Refundable Fees include credit card and payment processing fees, third-party vendor reservation fees (such as airlines, hotels, transportation providers, or ticketing platforms) which are not recoverable by KI, and any administrative fees incurred prior to cancellation.
Because of the substantial investments KI and its service providers and vendors make in each tour, especially in the months leading up to the tour when many costs to KI are unrecoverable, where a traveler submits notice of cancellation less than 120 days prior to departure and/or has any payments in arrears at the date of notice of cancellation, then KI will be entitled to retain 100% of the tour package price and no refund will be issued.
Cancellations are not eligible for refunds if payments due to date are in arrears at the date of notice of cancellation. All cancellations must be submitted via email to kiparticipants@kiconcerts.com with the Subject Line “Urgent – Travel Cancellation”. Where a canceling traveler elected a supplemental travel protection plan with coverage which is triggered by their cancellation, they are required to, having already notified KI of their cancellation per the conditions herein, then submit the travel protection claim through the travel protection plan carrier in a timely manner as part of the cancellation process. For more information, travelers are advised to refer to their travel protection plan details documents.
Should Unforeseen Circumstances (discussed below) result in the staging of the Travel Program as planned being impractical or impossible or should KI otherwise determine, at its reasonable discretion, that the safety of participants will be best served by modifying existing arrangements, KI reserves the right to alter the agreed upon itinerary and offer a comparable Travel Program at an alternate date and/or destination. KI will communicate with the Group Leader to assess and decide upon such an alternative Travel Program within ten (10) days of KI submitting its proposal. Should this offer not be accepted by the group within 10 days of the offering, the cancellation terms set forth in the Traveler Cancellations section will apply. “Unforeseen Circumstances” include acts of nature, actual or threatened war, actual or threatened terrorist activity, political or civil unrest, decision by government or governing authority which restricts or impedes movement within or between localities (including without limitation issuance of a heightened travel advisory from the U.S. State Department or other relevant governing agency within or outside of the U.S.), epidemic/pandemic or the threat or concern thereof, strikes or other labor disruptions, technical or maintenance issues with transportation, schedule changes or operational decisions by air carriers, overbooking, unavailability, or defective conditions of lodging facilities, and any other similar events.
KI acts only as a coordinator for travelers in arranging transportation, lodging, dining, sightseeing, performance, local guides and ground operation, and other services which are provided by independent third-party service providers as agreed up and appropriate based upon the tour itinerary. As such, KI is not responsible for the any action, error, or omission, including any negligent or willful act or failure to act, of any third-party service provider, nor is KI liable for any injury, damage, loss, accident, delay, irregularity, or denial of services, from whatsoever cause, which may be occasioned by any third-party service provider’s conveyance or provision of services.
KI must collect and store certain traveler personal information (including full name, address, payment information, passport information, and health information) in order to make tour arrangements. Because the success of the Travel Program depends on our ability to communicate with our land operators and other third-party service providers with whom we work to deliver the Travel Program, from time to time we must share travelers’ personal information. Please refer to our Privacy Policy at https://www.kiconcerts.com/privacy-policy/ for further information.
KI Concerts LLC is a registered seller of travel in: California (Registration #1009893-40; registration as a seller of travel does not constitute approval by the State of California); New York (License # LA-1703775, PC-1703775); District of Columbia (License # 3001461569).
These terms may be supplemented by additional terms and conditions specific to your Tour (“Supplemental Terms”). Any Supplemental Terms will only be valid if provided in writing by an authorized representative of KI. In the event of a conflict between this agreement and valid Supplemental Terms, the Supplemental Terms will prevail.
