TRIP POLICIES

Remember, the primary focus of this trip is to gain exposure to viewpoints and experience of as many professionals as possible.  Cultural exposure is also important, but is secondary.  You are encouraged to go out in the evenings and have fun, but only to the point that these activities do not interfere with our visits.  In other words, have fun, but do not stay out too late the night before a visit.  Know your limits and remember that you represent the school and your firm. We cannot and will not allow individual's behavior jeopardize the reputation of the school or the MBA program.  This applies to behavior at all times, whether during a company visit, at our hotels, while traveling, and touring.

We hesitate to mention all these items, but in years past we have had some difficulties.  We do reserve the right to have individuals remain in the hotel if these guidelines are not met.  Unprofessional behavior will also have an impact on the final grade.

Adaptability is key to success in business, but particularly when dealing with people with different backgrounds and traveling in unfamiliar surroundings.  We have done everything possible to insure a safe and pleasant trip for all.  Nevertheless, we are likely to have a few surprises simply because we are a large group.  Try to remain flexible, but realize that if there is a problem, you need to let me know and we will do whatever we can to rectify the situation.  Remember, our role is instructor, not tour guide or travel agent, but if you want to 'eat American' or are not getting along with your roommate, please let me know and we will steer you to a nearby McDonald's (reluctantly) or have a talk with the roommate.

You should have your passport and visas in hand.  In 1995 someone had to finish up the paper work while we were in Europe (it was doubtful at times whether he'd get to visit Brussels with us) and in 1996 someone had to go to New York and had to pay $400 to expedite visa processing.  Don't wait until Mid-January to begin application process - you may not get your documents in time.  If you need to, Accent can connect you with a visa service, but be forewarned, it can get expensive.  By the time classes begin, you should have all visas and a passport.  If not, please let me know at the end of the first class.

The US Embassy visits are subject to special requirements.  I don't ask for personal data (birth date, etc.) lightly.  Please consider that many heads of state may be in the same building, and for security reasons, the US Embassy requires that I provide information about each of us. I will collect this information at the beginning of the semester.  All participants should have received a letter and short form requesting personal information.  If you have not received such a letter, please see me at the end of the first class.

Keep a separate sheet of paper tucked somewhere in your luggage which includes visa and passport numbers; photocopies of the first few pages are even better.  (In case yours gets lost, it makes it a lot easier to get new ones if you have this information).

You may want to exchange some currency before we leave (available at major banks downtown and at the airport during the day at Thomas Cook booths).  Rates at airports or train stations, and especially at 'cambio' booths are typically not as good as banks' rates.  The WORST place to exchange money is at the hotel front desks.

Take a small gift for your hosts if invited to someone's home.  Also take 1.5 times the film you think you'll need (5 rolls instead of 3, etc.).

Although everyone's spending habits are different, an average amount of spending money is $300 for the 10 ten days (some spent as little as $250, others as much as $800).  Please use this as a rough guideline only.

Do not leave luggage unattended.  One student lost a piece of luggage because it got mixed up with another group.  His passport and clothes were on their way to Italy while we were on the way to Paris (all was returned, but we got really lucky on that one).  Another student left a piece of luggage on a train and never saw it again.

Do NOT, even in jest, talk about, mention, or suggest in ANY way that you or someone in the group has some explosive device, weapon or drugs.  Security is tight around the globe and you WILL be detained and possibly arrested.

VERY IMPORTANT TRAVEL ADVICE

[Not to be morbid, but it's a good idea to have a plan. In case something happens, the situation can be addressed quickly and with less stress. These next few items will help you develop this plan.]

Keep a separate sheet of paper tucked somewhere in your luggage which includes visa and passport numbers; photocopies of the first few pages are even better. (In case yours gets lost, it makes it a lot easier to get new ones if you have this information).

Please ask your spouse, significant other, or close family member to update their current passport, or to obtain one if they don't have a passport. Also, provide them with information about visas. You can get information about visas, embassy and consulate locations, and download a passport application from Professor Malhotra’s webpage.  In the event of a medical or other emergency, they ought to have the necessary documents so they can travel, if necessary.

Consider updating your will, or have one prepared if you don't have one. You will have some insurance that provides for medical emergencies (the school will not let you travel without it), but if you would like additional coverage for trip cancellation, lost luggage, or life, you can make arrangements through Accent or your own carrier.

Please also advise the professors and Philadelphia University if you have a medical condition that may be aggravated by this sort of travel.  We need not have any details, merely a physician's letter stating that you can travel without jeopardizing your physical or mental health.

You will be provided with two copies of the detailed itinerary (about ten pages) that lists the locations, contact people, contact information of all our hotels and corporate visits. You will also be provided with two copies of a contact list (one to two pages) that lists the same information, as well as emergency numbers in each of the cities we'll visit. Take one copy with you when you travel; leave the other with your spouse or other family member at home. Also provide them with copies of your passport and visas. If you want additional copies, please let us know.

REFUND POLICY

Travel Costs and Refunds

Refunds:

MB40 and MB92 both include a travel component. Before registering for class, please familiarize yourselves with travel industry standards about refunds. Airlines, hotels, and other travel-related businesses were faced with a large number of requests for refunds after September 11, 2001.  Some of these requests were honored, but as most people know, the travel industry suffered substantial losses in 2001 and 2002 from cancelled or postponed travel plans. Subsequently, travel-related businesses have made changes to their refund policies. In most cases, unless there is a substantial hardship, serious illness, or United States Department of State prohibition on travel to the destination, requests for refunds are generally denied.

Travel insurance that specifically covers trip cancellation is available, but must be purchased by the individual traveler. This insurance is not part of any package or provided by Philadelphia University or the travel agents making our arrangements.

Please be aware that even WITH insurance, canceling due to “fear factor” OR if the U.S. State Department merely recommends not traveling (it typically must be an actual travel advisory resulting from a terrorist incident) will not guarantee full, or even partial reimbursement of your expenses. If you purchase a policy, please read it carefully.

 

We will assist you in making your request to the travel agency or service providers we use by supplying information to you, or them, to substantiate your request, but Philadelphia University can not guarantee full or partial refunds under any circumstances.

Traveling is part of business. Unfortunately, terrorism is becoming more common in more places. Yet, international travel is a vital component of becoming more culturally sensitive to the environment in which you will work. Eliminating this from the curriculum would be a disservice to our students both in terms of the education they receive and in terms of their marketability upon graduation. Philadelphia University attempts to provide a safe environment in which to learn, while here and abroad and we will continue to do so.

Costs:

The cost of the international travel component for MB40 and MB92 is approximately $3,500. This is a separate cost, one over-and-above registration costs for the course. The estimated costs and that they are separate are publicized on the university’s web site, in catalogs and the brochures we make available. 

These travel costs cover airfare, hotels, some meals, travel between and among cities, guided tours, travel to and from corporate visits, corporate visit arrangements, gifts for our hosts, tips for porters, guides and drivers, and many other items. This is a package, the cost of which is approximately $3,500, over-and-above the cost for course. Philadelphia University receives a ‘package price’ for trip arrangements. It includes guarantees for exchange rates, air, train (sometimes), and hotel availability. An itemized bill for hotels, airfare, train… is not feasible, nor available.  It would be impractical and cost-prohibitive to break down costs of faxes, forward exchange contracts, motor coach seats (for corporate visits), tips for the porters who carry the luggage, and the hundreds of other components on a person-by-person basis.

General Travel Policies (whether traveling with Philadelphia University or on your own):

(1) Airline refunds: Once paid in full, the ticket is considered purchased and issued. If you decide not to go on the trip after you have paid for it, you may be able to apply the value of the ticket against another international ticket on the same airline up to a year from the date you bought the ticket. Airlines usually charge a reissue fee ($150-$200 is customary) on a new ticket. This varies by airline, so please check the most recent policies.

(2) Hotel bus and other ground arrangement refunds: Here the policy varies on the individual hotel and bus company; some will refund and some don't and it is not possible to predict who will do what under what circumstances. After the September 11 incident we had one hotel that is refunding and one that is not on trips that were cancelled last week.

(3) Trip cancellation insurance policy - The policy sent by us to the students does not cover cancellation resulting from an act of declared or undeclared war, or while participating in maneuvers or training exercises of an armed service (none of the travel insurance policies do). HOWEVER: The policy will cover trip cancellation for terrorism in a country which is part of your covered trip which causes the US Department of State to issue a travel warning that you should not travel within that country for a period of time that would include your trip.

Thus: If there is an outbreak of war, and  the State Department  issues a travel advisory for the countries you are visiting THEN  you are covered 100% if canceling  as a result if you have bought the insurance. If you feel uncomfortable and decide to cancel, you run the risk of not getting a refund for your hotel and you can only use your air money against another air ticket.

Penalties:

Please note that the university must often pay for expenses in advance. For instance airlines require we book 6months in advance; hotels request12 month advance notice and if we change the number of participants after a certain date, usually two – three months prior – we are assessed a penalty, sometimes the cost of the rooms fro the entire trip. When traveling between cities, the trains or air cannot be changed two to three months prior without forfeiting the entire amount of the unused tickets. Travel service providers require up to 50 percent or more payment prior to departure. We have to prepay other expenses as well, so we must pass some of these costs on to participants. There is a reason for the payment due dates. The dates and refund amounts are detailed below.

Before November 15    No Penalty

November 15 - November 30 - $250 penalty.

December 1 – January 15 - $500 penalty.

January 16 – February 15 – 50% of travel cost (approximately $1750).

February 16 – February 21: 75% of travel cost (approximately $2,625).

After February 21: 100% of travel cost (approximately $3,500).

Note that if you register for the course, attempt to make a deposit for the trip, or make the final payment past the due dates, Philadelphia University or travel agents may not be able to accommodate your request and you may be assessed a late fee. Hotels and airlines hold a certain number of seats or rooms for us for a pre-determined period and they limit our ability to change them – either lower OR raise the number..