We are Artist Immersion Program, LLC. The terms “AIP,” “we” and “our” refer to Artist Immersion Program, a United States of America organization, which offers and operates all the trips listed herein. All trips are offered subject to AIP’s standard terms and conditions. Please review the terms and conditions carefully prior to completing your reservation. Some of these terms and conditions are set out below to draw your attention to the fact that our obligations to you are limited. In order to travel with us, take any workshops, or collaborate with us, all participants must sign our official waiver(s). 

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Early bookings are recommended because our group size and departure dates are limited. Upon submission of the registration form, you will be directed to the payment registration options. Once you have made a secure payment in full or with a deposit, your booking will be confirmed and the invoice will act as receipt and confirmation. Approximately 2-3 months prior to the travel experience, we will provide you with a pre-trip packet for planning purposes. Additional registration information including, but not limited to, liability waivers will be required to be reviewed and submitted prior to 30 days of the beginning of the travel dates.

 

Once the trip begins, we will do everything possible to ensure your enjoyment, and we rely on you to tell us if something is not working. We look forward to a successful partnership together, and we hope that you sit back, relax and enjoy the ride.

​​CANCELLATION POLICY OVERVIEW

AIP TRAVEL IMMERSION EXPERIENCE trips are non-refundable under any circumstance. Please make sure you can attend before signing up and paying for the travel experience. AIP pays in advance for trip components such as suppliers and accommodations, as well as other facets of organizing the immersion experiences that are represented by the “operating expenses” portion of the registration fee.

 

Please make sure you can make it before paying and signing up for the trip. We have to pay in advance for a trip to suppliers etc. You are required to pay in full before the trip. 

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MANDATORY TRAVEL INSURANCE

We REQUIRE that all participants immediately purchase travel insurance and make sure that your package is as thorough as possible including for unforeseen health or environmental disasters. When choosing your travel insurance provider, we recommend considering companies that have coverage to accommodate the decision to cancel for any reason including, but not limited to, personal or business-related complications. 

 

Please visit our Trip Insurance Tab for the links to non-affiliated travel insurance companies and our broader statements on health concerns and travel.

 

Note that we will enroll all participants in group excursions/ group travel in CISI medical insurance prior to departure which has very good coverage for a variety of medical scenarios that could happen. This does not cover your personal items or trip interruption or cancellation. 

 

When purchasing your flight, it is highly recommended that you obtain the flight insurance and make sure to purchase the policy that would include trip interruption or trip cancellation.

 

If you choose to cancel your travel with us, please note again that this is a non-refundable experience. For our planning purposes, all participant cancellations must be made in writing. They are effective once received. 

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CANCELLATIONS, CHANGES + POSTPONEMENTS BY

Artist Immersion Program    

 Artist Immersion Program LLC reserves the right to refuse, block or cancel a booking at any time, for any reason, at its sole discretion. Artist Immersion Program LLC reserves the right to cancel any workshop/trip at any time for any reason, including if there are too few participants, or if the quality of the trip or the safety of travelers is judged by Artist Immersion Program in our sole discretion to be compromised. AIP is not responsible for any loss incurred on account of non-refundable or non-transferable air or other transportation tickets.

 

Artist Immersion Program LLC reserves the right to reschedule any AIP travel experience due to force majeure, or circumstances deeming it to be unsafe to travel, and allow participants to attend the rescheduled trip or any other trip during the same or within the subsequent 2 years on a case by case basis. In the rare event that Artist Immersion Program LLC is forced to postpone a trip for any unforeseen circumstance beyond the reasonable control of AIP, such as, but not limited to: acts of nature, war, labor strikes, pandemics, earthquake, flooding, government travel restrictions, etc., Artist Immersion Program LLC will bank 100% of your paid fees as a credit to use for a future travel experience. You will have the option to travel on your rescheduled trip date or transfer 100% of your booking amount to travel on another Artist Immersion Program departure on a case by case basis.

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In the rare situation where an AIP experience is canceled for foreseeable reasons, you agree that a full refund of trip payments made to AIP minus a non-refundable administrative fee of $500 will constitute full settlement of any claims you may have against the Artist Immersion Program or our suppliers. 

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Artist Immersion Program does not guarantee recovery of any advance payments made on behalf of travelers, and the use of reasonable efforts to recover these payments will not include the institution of legal proceedings in foreign jurisdictions. 

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Travel insurance is required. Please make sure you can travel during the designated schedule and have read the Artist Immersion Program descriptions thoroughly before you register for a trip. By agreeing to our terms with your payment, you acknowledge understanding that a schedule can be changed.

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CANCELLATIONS AND CHANGES BY TRAVELERS + REFUND POLICY 

To cancel your booking, you must email your complete booking details and purpose of cancellation to info@artistimmersionprogram.com

 

There are no exceptions to this cancellation and refund policy, including, and not limited to reasons related to: weather, terrorism, civil strife, changes in the ongoing pandemic, personal, family, medical emergencies, or any other circumstances beyond our control. For this and other reasons, we encourage you to purchase trip cancellation and interruption insurance and travel protection. Any cancellations by a traveler should be filed with your travel insurer as you forfeit your program fee.

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On a case by case basis, if a replacement traveler is secured to take your spot, you will receive a refund sans a $500.00 USD administration fee AND any additional fees that have been incurred to make the transaction; ONLY- once the transaction for the new traveler has been completely processed at any time up until the start date of the program to allow for transferable registration procedures. Participants may choose to keep their deposit in an Artist Immersion Program holding account sans the administration fee of $500.00 for use on future travel experience. This option will be evaluated on a case-by-case basis and may not be applicable to your trip.

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Once the trip begins, NO refunds will be provided for any reason for the unused portion of a trip including if you leave a trip for any reason or have to be removed from a trip. The trip price is a package cost and refunds are not available for services not used.

 

IF a potential traveler puts down a deposit for an AIP trip and fails to continue making payments on their trip of choice prior to the trip's respective payment deadline, AIP reserves the right to retain the deposit amount with no refund to the potential traveler. 

 

Artist Immersion Program LLC is not responsible for expenses incurred by participants in preparing for a trip (eg. nonrefundable advance purchase air tickets, equipment, etc.) or for any additional arrangements pre- or post-departure date. The term applies whether the Program is altered, modified, or canceled by us or by you for any reason. Due to the fact our trips may be canceled or altered when a minimum number of participants have not signed up, we recommend that you wait until we have confirmed with you that the trip is happening approximately 3 months up to 30 days prior to the Program that we have a sufficient number of participants to purchase your flight, or purchase a refundable or changeable ticket. Please see your airline for more information on each policy. 

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CANCELLATIONS by Traveler DURING INSTALLMENT PLAN

​There are no exceptions to our cancellation and refund policies, including for reasons related to weather, terrorism, civil strife, pandemics, personal, family, or medical emergencies, or any other circumstances beyond our control. If for any of these reasons, you have decided to forgo, forfeit, or delay your registration and installment plans, you must provide notice in writing via email to info@artistimmersionprogram.com with detailed information on reasons why and your chosen option - which program you will opt for in the same or subsequent year - and how you plan to fulfill your registration obligation with AIP.

 

If you are experiencing financial hardship due to loss of employment, health issues or other unforeseen situations that are causing challenges in completing your payment, please notify us in writing via email of the situation and we will respond on a case-by-case basis to *adjust your installment plan in duration to lower your installment payment price even if this means registering you for a later date or alternative destination in a subsequent year.

*Please note that this will not always be possible based on our advanced payments to suppliers and other pre-departure fees. Please note that installment plans are not always available. 

 

Canceling your trip registration while not having paid registration in full is not a release of the balance of funds due to AIP for the program and operational expenses. Upon request, we can alter the terms of the installment plan based on the date of the alternative program you have selected in the same or subsequent year.

 

RESCHEDULING A TRIP AS a traveler  

If you have not chosen an alternative program, we reserve the right to place you on an alternative trip to the same destination for the following year. If you cannot attend that program due to schedule conflicts, please notify us in writing.

 

If you choose to stop payment at any time with or without written notice, we reserve the right to pursue legal action and/or debt collector services for the balance of the unpaid fees. AIP travel experiences are based on a certain number of participants and your cancellation without finalizing your financial obligations may jeopardize an entire program.

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PRICING, INCLUSIONS & EXCLUSIONS

For the most part, we make our trips all inclusive and most meals, experiences and transport are provided for, allowing you to be in the moment and focus on your experience. 

 

The trip prices are in U.S. dollars, based on double occupancy rooms, and includes the services specified in the daily itineraries which include accommodations and may include meals, admission fees, and guided activities as stated per destination.

 

A single supplement AKA “VIP Trip package” is paid by participants who request single accommodations, which are subject to availability.

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Prices do not include any item not specifically listed or in the itinerary, including but not limited to, air and other transportation to and from trip start and termination points; services and meals not listed in the itinerary; all expenses during leisure time including admission fees, meals, and beverages; passports or other travel documents; travel insurance or travel protection (i.e., additional medical insurance, emergency evacuation, and similar services); airport arrival/departure fees or country taxes; personal expenses; gratuities; and all items of a personal nature.

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Unless otherwise specified, prices do not include any local taxes or use-fees, including foreign departure, security, port charges, park fees, customs, immigration, agricultural, passenger facility charges, or international transportation tax. 

 

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TRAVELER RESPONSIBILITIES

All travelers assume the responsibility to select or design the trip most appropriate to their physical abilities and interests. Travelers are responsible for being in sufficiently good health to undertake their trip; for obtaining the appropriate cancellation insurance; for studying all pre-departure information; and for acting in a manner considerate of fellow travelers and the countries visited. Travelers assume full responsibility for all risks, including but not limited to any loss, injury, death or damage to them, their family or their dependents arising in connection with their participation and for ensuring that they have adequate insurance coverage to cover any loss.

 

Participants agree they will indemnify and hold AIP harmless for any claims arising with the connection to third parties arriving from the misconduct of travelers, family members or associates. Travelers further agree that they will indemnify and hold AIP harmless in respect of any claims arising in connection with the trip made by: i) third parties, which arise from the misconduct of the travelers; ii) the traveler’s family members, dependents or heirs, iii) third parties, which the traveler, their estate, their family members, dependents or heirs have sued, if damages are recovered from such third parties, to the extent the third party obtains any indemnification from AIP; except where the loss, injury, death or damage is caused by the reckless or fraudulent conduct on the part of AIP, or their employees, guides, shareholders, officers or directors. Any legal proceedings that occur in regards to AIP must be taken up and handled within the state of Ohio.

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AIP reserves the right to decline accepting or retaining any traveler whose health or actions in AIP’s sole judgment impede the operation of a trip or the welfare or enjoyment of fellow travelers.

 

TRAVEL RISK

Any form of travel contains inherent risks. Travelers must recognize that medical facilities and services may not be easily accessible and may not be sophisticated or at a level of expectation based on your home country experience. There are other risks associated with the trips, such as theft or loss of or damage to property. Some of the services provided in connection with the trip, including lodging, transportation, food service, and local tours and activities, are obtained from independent suppliers over whom AIP has no control.

 

AIP has no control over the design of steps and the architecture of cities in which we visit. We recommend being prepared and aware of your body and belongings in space at all times, as you are responsible for your physical person and affects. 

 

Although AIP endeavors to choose appropriate independent suppliers to provide services on the trips, AIP has no right to control their operations and therefore makes travel arrangements for the trips on the condition that AIP will not be liable for any act or omission of any independent supplier or any unrelated third party. The services provided by independent suppliers are subject to the laws of the place where the services are provided, and any conditions imposed by those suppliers. The liability of the independent suppliers may be limited by their tariffs, conditions of carriage, tickets and vouchers, and international conventions and agreements.

 

Travelers further agree that they will indemnify and hold AIP harmless in respect of any claims arising in connection with the trip made by: i) third parties, which arise from the misconduct of the travelers; ii) the traveler’s family members, dependents or heirs, iii) third parties, which the traveler, their estate, their family members, dependents or heirs have sued, if damages are recovered from such third parties, to the extent the third party obtains any indemnification from AIP; except where the loss, injury, death or damage is caused by the reckless or fraudulent conduct on the part of AIP, or their employees, guides, shareholders, officers or directors.

 

NEED MORE INFORMATION?

Please contact us with any additional questions or to preview the required forms on the final registration component of the travel experience.

 

AIP LIVE REMOTE COURSES / WORKSHOPS

Terms and Conditions

Participants who sign-up, register for or subscribe to any of our content or classes are subject to these policies. We reserve the right to refuse service to anyone and also reserve the right to terminate participation based on a violation of any of these policies and codes of conduct.

 

Upon registration, each participant agrees to the terms and conditions. Agreeing to this document also implies and constitutes, without any exceptions, that you agree to the full list of terms and conditions of conducting business with Artist Immersion Program, LLC. in any type of capacity. 

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Copyright:

• AIP and our instructors reserve all copyrights and intellectual property rights to the fullest extent of the law. You may not record, photograph, distribute, share, copy or scan any of our classroom activities, methodologies, art or student hand-outs or notes in any way, shape or form, in a professional or personal capacity, utilizing any type of publication, platform, communication methods or distribution efforts or services.

• Violating our copyrights may lead to hefty fines and even prison sentences under State, Federal USA and international copyright laws.

 

Ethical conduct:

• We require respectful, ethical, lawful, and professional business conduct at all times. We do not conduct any business with minors. You must be 18 years or older to conduct any type of business with us. Parents or legal Guardians can conduct business on behalf of a minor with us if we deem it appropriately so.

• You cannot misrepresent our business or damage our reputation or business in any way, shape or form.

• You may not use our business as a platform for promoting yourself or your art and you may not usurp our business with other individuals, businesses or organizations in any way, shape or form.

• You may never represent, promote or create anything on behalf of our business or claim unauthorized endorsements from us in any way, shape or form.

• You are responsible for working with us. We cannot force you to have results. Results depend on your ability and willingness to work with us and continue to build upon what you learn in class, at home, on your own.

• We are not responsible for promoting your art or advancing your career or business ventures in any way, shape or form.

• All work you do with us, all homework, all work submitted in applications or for job purposes must be your own.

• You have to honor class-times and meeting times and respond to all email communications in a timely fashion.

• You are responsible for your own art-making process and creating a suitable art-making environment at home as well as for any extra supplies you may need.

• We do not tolerate bullying or harassment of any kind.

• We cannot cater to any issues in your personal life.

• If you do not follow our terms and conditions, we reserve the right to terminate all business with you.

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Safe studio practice and liability:

• We are not liable for any theft, losses, damages, illnesses, injury, death or terminal conditions of any kind that anyone may suffer while doing business with us.

• We are not responsible for carrying insurance of any kind on your behalf and you will be responsible for your own safety and liable for any harm you cause to yourself or any third party.

• You have to follow safety procedures, instructions, policies and requirements (verbal or written) at all times.

• You have to wear safe attire for art-making even in your own studio.

• Until further notice, our live remote courses are conducted via zoom and require an internet connection from your end to participate. We are not responsible for weak connections that may prevent you from participating in the live meeting.

• We ask each participant to follow safe guidelines in your own home or studio as well as conduct in the virtual realm.

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Classroom / online conduct:

• We have a zero-tolerance policy regarding bullying, lewd or disrespectful conduct or harassment of any kind in person or online – this also covers, but is not limited to, our assistants, contractors, family members, friends, other students, property, facilities or online classroom environments.

• You cannot bring any third parties, unauthorized materials, recording equipment, entertainment devices, toys, guests, unlawful substances or irrelevant art or projects from outside the classroom to our remote classes. Please refrain from recording and inviting or sharing content with others. You may not invite an additional party to join you in your side of the virtual learning environment.

• We require our students to attend any and all classes with a positive attitude, ready to learn and we do not tolerate bad learning attitudes or habits.

• If a class needs to be canceled, discontinued, or postponed, each participant will be notified accordingly and provided options as to reschedule.

• Scheduling, commencement and continuation of any classes must be honored according to all our terms and conditions. Failure to do so may result in canceled classes without reimbursement.

• Participants may not demand reimbursement for any reason once the course has begun including whether or not you were able to participate fully. Not having the outcome you anticipate at the end of a course session or the entire course does not constitute a valid excuse for a refund of registration or other fees incurred. Course registration fees are non-refundable and any non-participation forfeits your registration fees as the course is a live remote experience. In extreme circumstances such as health issues, please contact AIP to discuss alternatives to your participation by being moved into a future class.

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Payments and Communications:

• You must honor all our payment and communications policies and procedures as required for any transaction 

• Payments and communications are required online.

• We cannot accept cash, checks or cryptocurrency or currencies in any other monetary unit besides the USA dollar.

• Payment will not be accepted unless contract agreements are signed and/or terms and conditions as we stipulate are agreed upon in writing or by marking such as agreed-upon online.

• Each remote course must have a minimum of 10 participants. If this minimum is not met by the start date, you will be notified as such and an alternative date in the future will be established for the same course. If additional participants cannot be found within 6 months to start the course you will be provided the option of using your registration funds for an alternative course, hold them in course bank for an additional 6 months for an alternative course, or request in writing a refund.

Final Disclosures:

• It is understood that AIP does not offer any degrees nor are we an accredited academic institution.

• It is understood that AIP does not claim to teach all methods of art-making, but has a focus on only certain types of art-making as set out in each course overview and description.

• It is understood that instructors are independent contractors of AIP in delivering their course material.

• It is understood that AIP does not accommodate nudes in terms of themes or subjects as part of our instruction or classroom conduct both in-studio and online. This also pertains to any related exhibitions, shows, or events we may conduct.

• AIP reserves the right to change/update and adjust our policies, terms, and conditions as we may see fit at any time and these will still be binding.

• Participants will be notified when any significant changes in policy, terms, and conditions ever occur.

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Our Trip Waivers:

 

Artist Immersion Program [AIP] Program Terms 

 

On-Site Meetings 

 

For university students receiving academic credit, meetings on-site are mandatory and any absence from the on-site meeting, without advance permission from AIP, may result in disciplinary probation. 

 

Expulsion or Removal by Home or Host Institution/University 

 

The host or home institutions, hotel, workshop or facilities,  have the right to expel or remove an AIP participant from at any time after acceptance to an AIP program. This will result in dismissal from the AIP program. Participants may be required to fly home immediately and at their own expense. 

 

Financial Responsibility 

 

AIP participants are responsible for payment to AIP or its service providers (e.g., hotels, transportation vehicles, etc.) for all financial obligations associated with the program. This includes any and all damage caused by them or charges incurred by them while on the program. If the AIP participant pays the home or host institution directly for any 

portion of the program fee, they are subject to the home or host institution financial deadlines and policies. Participants agree to be personally responsible for all financial obligations associated with the program in which they are enrolled and understand that if they have not paid in full by the program deadline or by the other date agreed upon with AIP in writing, the balance due is subject to a 1.5% monthly surcharge until paid in full. The monthly surcharge is distinct from any late fee that AIP may assess for any balance not paid by the deadline. 

 

Payment must be made in full prior to attending the in-country program. 

 

Housing 

 

AIP participants may decide to not live in AIP arranged housing without penalty only if AIP is notified in writing on or before the AIP payment deadline. AIP will not reimburse participants for housing expenses incurred if they leave the program early or voluntarily move into alternative housing during the program. Participants are required to keep AIP informed of their current address in the host city during the AIP program dates. If AIP participants choose to live in their own housing arrangements, the program fee stays the same. 

 

Transportation/Transfers 

 

For most programs we offer airport transfers and transportation for the group to the site. When staying in cities we give instructions for a cab or individual arrangements to get to the site. When we collect your flight information we can link you to other travelers so you can share a ride. If our location is more remote, we always arrange transportation for the group. If your do not arrive in time for our group departure, you are responsible for getting to the site on your own. The app ‘Rome To Rio’ is our favorite for looking at international transportation options.

 

Airport transfers are included in your program price if your flight arrives at the designated airport before the designated time. In event that your flight is delayed or you miss the scheduled transfer, then participant is responsible for transportation to the program location. 

 

In-country transportation associated with program outings are covered under the program fees. 

This includes: 

 

• Tips and fees for drivers 

• Tips and fees for land agents 

• Tips and fees for tour guides

 

Flights to and from the program location are not included. AIP will provide a designated airport for participant to fly in/out of. 

 

Please email AIP for any questions regarding transportation. 

 

On-Site Meetings 

 

Meetings on-site are mandatory and any absence from the on-site meeting, without advance permission from AIP, may result in disciplinary probation for a university student. 

 

Expulsion or Removal by Home or Host Institution/University 

 

The host or home institutions have the right to expel or remove an AIP participant from at any time after acceptance to an AIP program. This will result in dismissal from the AIP program. Students may be required to fly home immediately and at their own expense. 

Food 

 

Participant is responsible for all meals during travel before and after the program. 

 

Upon arrival to the program location, all meals will be included except on program outing days. Due to the nature of the outings, participants will be required to purchase their own meals. 

 

However, each program location will have a local breakfast, lunch and a group dinner when onsite. 

 

Workshop and Supply Fees 

 

Workshops and course supplies are an addition to the course program. Additional fees will depend on the course in which the participant is enrolled. This will be paid onsite or in advance. You will be notified of the fee in advance. Participants are expected to bring most supplies with them for their course. In certain cases, supplies will need to be ordered, to be delivered to the site, or brought by the instructor. 

 

Typically fees will not exceed $100 USD 

 

Lab Fees 

 

Some courses, which require equipment, may require a lab fee. You will be notified in advance. The total cost is shared among all participants in the course. 

 

ASSUMPTION OF THE RISK, RELEASE AND INDEMNIFICATION 

The Participant understands that there are certain dangers, hazards, and risks involved in international travel and in the activities included in the AIP Program that could include serious or even mortal injuries and property damage. 

With knowledge of these dangers, hazards, and risks and in consideration of being permitted to participate in the AIP Program and all associated activities, including, but not limited to, those described above, I, the Participant, on behalf of myself, my family, spouse, estate, heirs, executor, administrator and personal representative, agree to assume all the risks and responsibilities arising out of my participation in the AIP Program, the transportation to and from the Foreign Country, and in any independent research or activities undertaken as an adjunct thereto. 

I release and hold harmless AIP, its governing board, officers, employees, agents, and interns ("Releasees") from and against any and all liability for any harm, injury, damage, claims, demands, actions, causes of action, costs, and expenses of any nature whatsoever which I may have or which may hereafter accrue to me, that may be sustained by me or any property belonging to me, even if caused by any negligence or carelessness of the Releasees. 

I understand and agree that this assumption of the risk, release and indemnification agreement shall be in effect while (a) I am in or in transit to or from the Foreign Country where the Program or any adjunct to the Program occurs or is being conducted; (b) during any independent travel or activities undertaken by me; and (c) arising out of or relating to my participation in the Program. 

It is my express intent that this release and hold harmless agreement shall bind the members of my family and spouse, if I am alive, and my family, estate, heirs, administrators, personal representatives, or assigns, if I am deceased, and shall be deemed as a "Release," Waiver, Discharge, and Covenant not to sue the above-named "Releasees." 

I, the Participant and the Undersigned, agree to indemnify, defend and hold harmless Releasees from all liabilities, damages, losses, expenses, and attorney’s fees arising out of any claim, cause of action, or demand made by any person or legal entity arising out of my travel to and from the Foreign Country, participation in the Academic Program, and independent travel, even if such claims, causes of action, and demands are based in whole or in part on any negligence of the Releasees. 

In signing this Release, I, the Undersigned, acknowledge and represent that I have become fully informed of the content of this assumption of risks and hold harmless agreement by reading it before it, that I have been afforded ample time within which to consult with an advisor of my choice, and, by signing this document as my own free act and deed, confirm that no oral representations, statements, or inducements, apart from the foregoing written statement, have been made. I, the Participant and 

Undersigned, execute this release for full, adequate, and complete consideration fully intending to be bound by the same. 

 

CODE OF CONDUCT 

All participants, including students, faculty and AIP staff, are required to follow the Code of Conduct. These were created to allow your experience to be positive and ensure safety to all those who participate in a study abroad experience. These codes are applicable and include the free time of program participants. 

Participants must comply with any rules of conduct by AIP or the host institution, and are required to act in an appropriate manner at all times. Continued eligibility for participation in the program is conditioned upon attendance of any orientation sessions, regular attendance of classes and scheduled activities, maintenance of an adequate standard of academic work, and adherence to the rules stated throughout AIP website and documents. 

While enrolled in an AIP program, participants are ambassadors for their home country and AIP at all times. 

Participants agree to abide by the AIP Code of Conduct and understand and agree that engaging in conduct that violates this code shall be subject to disciplinary actions. AIP acknowledges that each University has a Student & Faculty Code of Conduct. In the event there is a conflict, AIP will work with the University to determine the best path forward for those individuals involved in any disputes. 

AIP’s policy covers the following: 

• Plagiarism