These Terms & Conditions constitute a binding agreement between the participant (and their parent/guardian, if applicable) and Bold Earth Adventures, LLC d/b/a ARCC Programs (“ARCC”). By submitting an application, you agree to the following terms, policies, and expectations.
1. Admissions & Enrollment
ARCC has a selective admissions process designed to create well-balanced, cohesive peer groups for each program. Enrollment is limited, and applications are reviewed on a rolling basis. A deposit of $800 reserves your student’s space while completing the application process. This deposit is applied toward full tuition.
All programs require mandatory admissions materials to ensure each participant is an appropriate fit for the experience. Specific requirements and timelines vary by program type. ARCC reserves the right to cancel an enrollment if required materials are not received by the stated deadlines.
ARCC reviews each application to confirm that students are physically, mentally, and emotionally prepared for program participation. The organization reserves the right to deny admission or continued participation at its sole discretion.
ARCC does not discriminate on the basis of race, color, national origin, gender, or religion. If an applicant is not accepted, the $800 deposit will be refunded in full.
2. Summer Program Tuition & Payment
Note: The following tuition and payment policies apply only to ARCC Summer Programs. For Gap and Custom Program policies, please see Sections 11 and 12.
The $800 deposit is due upon application and applied to full tuition. The deposit is fully refundable until December 31, and non-refundable after January 1. The balance of tuition is due March 1. Applications received after March 1 require full payment upon acceptance.
Tuition may be paid by personal check, e-check, Visa, Mastercard, or American Express. A non-refundable 2.9% credit-card processing fee applies. All payments must be made in U.S. dollars. Checks and money orders from outside the United States must be drawn on a U.S. bank.
On March 1, the payment method on file will be automatically charged the remaining balance. Payment plans can be arranged on an individual basis. If a participant cancels after March 1, they remain responsible for the full tuition balance.
Tuition does not include airfare, baggage fees, personal expenses, or costs associated with early withdrawal or dismissal.
3. Summer Program Refund & Cancellation Policy
Note: The following refund policies apply only to ARCC Summer Programs. For Gap and Custom Program policies, please see Sections 11 and 12.
Prior to January 1, the $800 deposit is fully refundable (less any credit card processing fees). After January 1, the deposit is non-refundable. Full tuition is due by March 1. For cancellations after March 1, the deposit and tuition are non-refundable. No refund will be granted to a student who withdraws voluntarily or is sent home due to unacceptable behavior, illness, injury, or homesickness. All additional travel and accommodation expenses are the responsibility of the parent/guardian.
ARCC enforces this policy because program expenses are incurred in advance of each season. Cancellation fees represent cost recovery, not penalties. Families are strongly encouraged to purchase trip insurance for their protection. If ARCC is unable to operate one or more programs due to pandemics, border closures, or other reasons beyond our control, enrolled families may switch to another program with availability, transfer tuition forward with no fee, or request a refund.
4. Travel Protection
Travel protection is not required but is strongly recommended. Each year, students must cancel their participation in a program due to medical reasons or unforeseen family circumstances. Travel protection helps you recover the cost of the trip, as ARCC cannot issue refunds in these cases.
Travel protection can be purchased from the time of initial application until the final tuition payment is made. Travel protection is only offered to U.S. residents. New York residents are not eligible for the ‘Cancel For Any Reason’ option. ARCC recommends Travel Guard’s Cancel For Any Reason policy: https://www.travelguard.com/travel-insurance/benefits/cancel-for-any-reason.
5. Participant Expectations & Conduct
Participants must bring a positive attitude, willingness to try new things, and ability to contribute to the group community. All participants must abide by ARCC’s rules, policies, and leader instructions. ARCC reserves the right to terminate participation of any member who refuses to abide by program rules.
Zero Tolerance Policy:
A. ARCC does not tolerate the possession or use of any form of tobacco (including vaping), illicit or recreational drugs, misuse of prescription drugs, or alcohol.
B. ARCC will not tolerate relationships excluding others or of a sexual nature.
C. Disruptive, unsafe, or disrespectful behavior is grounds for dismissal.
D. Withholding or failing to disclose important medical information may result in removal from the program.
No refunds are granted in these cases; dismissal travel costs are the parent/guardian’s responsibility.
6. Health & Medical Policy
A completed and signed health history form is required for all participants. Parents/guardians are responsible for full disclosure of physical and mental health information. For SCUBA-related programs, a physician-signed PADI medical form is required. ARCC staff have the right to deliver first aid, secure a physician’s services, or hospitalize a participant if deemed necessary. Parents/guardians are responsible for all related medical costs, including transportation or staff accompaniment.
All participants must have valid medical insurance. Families should confirm that their policy covers the nature and location of the program; otherwise, supplemental travel medical insurance is strongly recommended.
7. Personal Property & Insurance
ARCC’s insurance does not cover theft, loss, or damage of personal property. Participants are encouraged to secure personal property insurance. Because cancellation or early withdrawal can create financial loss, travel insurance is strongly encouraged. See Section 4 for details.
8. Itinerary Adjustments & Force Majeure
While ARCC aims to follow published itineraries, travel always involves unpredictability. ARCC may change routes, accommodations, or activities for reasons including weather, natural events, or safety concerns. Comparable substitutions will be made when possible. ARCC shall not be liable for failure or delay caused by circumstances beyond its reasonable control, including natural disasters, pandemics, or government actions. In such events, ARCC will make reasonable efforts to offer alternatives but is not responsible for additional costs or losses.
9. Communication Policy
Students may bring a cell phone to use at the airport upon arrival and departure. After meeting leaders, phones will be collected and stored until program end. Students without phones may use leader phones for scheduled calls home. Families can reach students in emergencies through ARCC’s 24/7 emergency line.
10. Photo & Video Release
ARCC may use photographs or video recordings of participants for promotional purposes without compensation or additional permission.
11. Gap Program Deposits, Tuition & Refund Policies
Gap Application Fee:
A one-time, non-refundable $200 application fee will be processed for applicants of any ARCC gap semester program upon receipt of the initial application.
Gap Program Deposits:
After completing the admissions process, accepted students will be offered a position on the gap semester program. To accept the position, a non-refundable deposit is required within one week and is applied to the program tuition balance. Deposit amounts depend on the date of the acceptance offer:
Fall Gap Program Deposits:
Before June 1st: $1,000 deposit
Between June 1st & August 1st: 50% of program tuition
After August 1st: 100% of tuition due within one week
Spring Gap Program Deposits:
Before November 15th: $1,000 deposit
Between November 15th & January 15th: 50% of program tuition
After January 15th: 100% of tuition due within one week
Gap Tuition Deadlines:
Fall Gap Semester: 50% of tuition due June 1st; full tuition due August 1st.
Spring Gap Semester: 50% of tuition due November 15th; full tuition due January 15th.
Gap Refund Policy:
Gap program payments are non-refundable in all cases apart from limited exceptions.
12. Custom Program Deposits, Tuition & Refund Policies
Custom Program Deposits:
ARCC requires a deposit to secure your space on a custom program. The amount of the deposit varies per program and is determined by ARCC and the custom school or partner. The deposit is applied to full tuition.
Custom Program Tuition Deadlines:
Tuition payment schedules vary and are specific to each custom program. These schedules are determined together by ARCC and the partner school or organization.
Custom Program Refund Policy:
Refund policies for custom programs vary and are specific to each custom program. These policies are determined together by ARCC and the custom school or partner.
13. Legal Disclosure
ARCC Programs is a registered DBA of Bold Earth Adventures, LLC, a North Carolina limited-liability company. All payments, contracts, and legal obligations are made with Bold Earth Adventures, LLC d/b/a ARCC Programs.