Question 1

How much is the deposit?

Accepted Answer

The seminar deposit ranges from $400-$1000 and varies depending on the duration of the program and the number of services we provide for your respective program.   For example, if Workshops Foundation is also organizing your group airfare, the deposit may be higher to account for the deposits paid to the respective air carrier to you’re your group block and reservation.  Please check with person coordinating the program with your school, or organization for more information about the deposit amount and due date.

Question 2

Why is the seminar deposit non-refundable?

Accepted Answer

The tuition deposit used to reserve key logistical components of each program: airfare (if applicable), accommodations, motor coach transportation, meals, event ticketing and program planning. Several of these costs are non-refundable once reservations are confirmed.

Most are submitted several months in advance to secure the best rates and priority access for all our guests. A portion of the deposit and tuition payments also support the time, effort, and administrative costs deployed by the Workshops Foundation team to create a successful and memorable program for your student.

Question 3

What is your cancellation policy?

Accepted Answer

Group program organized with your school, organization, or association:

Please refer to your specific group's cancellation policy, as some may be subject to different dates depending on the services we provide. For example, if the Workshops Foundation is planning your air travel, there may be a slightly different timeline to remain in compliance with group airfare contracts.

Seminar Deposit:  					Non-Refundable			
Cancel 60 Days Before Travel			Loss of 50% of the total tuition
Cancel 30 Days Before Travel			Loss of 75% of the total tuition
Cancel 1-29 Days Before Travel			Please see provisions below

Programs you enroll in as an individual attendee:

Seminar Deposit:  					Non-Refundable	
Cancel 60 Days Before Travel			Loss of 50% of the total tuition
Cancel 30 Days Before Travel			Loss of 75% of the total tuition
Cancel 1-29 Days Before Travel			Please see provisions below

We understand and appreciate family plans and life circumstances change. The timeline above was designed to maximize flexibility and spread the tuition payments over multiple installments.

Should a student or chaperone need to cancel after enrollment, please get in touch with the coordinating faculty member from your school or a written cancellation sent to our office as soon as possible: info@workshops.org. The closer a cancellation date is to the beginning of the program, the more challenging it is to recover tuition payments made toward the services provided during the program experience. Should you need to cancel after any of the dates outlined above, we will do our best to try and recoup tuition paid up to that point, but we cannot guarantee that a refund will be possible. For additional assurances, we recommend purchasing travel insurance to protect your investment.

Question 4

Is travel insurance provided? Is it required?

Accepted Answer

Travel insurance is NOT required to participate in our seminars, but we recommend trip cancellation insurance to protect your investment. If you are traveling with a group, the Workshops Foundation is happy to organize travel insurance for your entire group, but group policies typically need to provide the same level of coverage for every traveler in the group.

For more flexibility, we recommend families purchase their own individual policy to cater to their specific needs.

Any specific questions about the various options for coverage should be addressed directly to your preferred travel insurance company. If you decline to procure travel insurance coverage, you will personally assume any financial loss associated with changes or cancellations to your participation in the seminar.

Some reputable travel insurance companies follow:  
Seven Corners
Allianz
Travel Guard by AIG
Insuremytrip.com.

Question 5

Active elements, medical conditions, and special assistance.

Accepted Answer

By registering for a Workshops Foundation program, you certify that you do not have any mental, physical, or other condition or disability that would create a hazard for yourself or other participants.

Our seminars incorporate active elements such as walking, climbing stairs, and light hiking. We will make reasonable efforts to accommodate your needs, but you must notify us when booking to determine what assistance we can reasonably provide.

We regret that we cannot accommodate you if you have special needs for ordinary daily activities, such as walking and dining. In no instance will our program partners or staff physically lift or assist you onto or off any vehicles. If we cannot accommodate your special needs, you must be accompanied by a companion who will be responsible for independently providing the needed assistance.

Question 6

How can I stay in contact with my child?

Accepted Answer

Each group program is typically organized with your respective school, or organization and they may have specific guidance regarding the use of mobile phones.   In general, you can keep in touch with your child through:

The designated school chaperones leading the program
Mobile phone
The Workshops Foundation Office:
(800) 368-5688
2101 L Street, NW
Suite 300
Washington, DC 20037

Question 7

Why is there a dress code?

Accepted Answer

Your Workshops Foundation experience is more than just a tour. First and foremost, your students represent your school and community, and we want them to look their best and make the most of their time in Washington, DC.

Participants will be required to follow the dress code outlined in the daily schedule. Chaperones and staff will review the dress code each day to assist students with daily planning and expectations.

Please check this link for additional information about our dress code and the typical types of dress are summarized below:

Casual:			Nice jeans (no holes), tennis shoes and a nice t-shirt or hoody

Business Casual:	Chinos, slacks, skirts and collared shirts or a blouse

Professional:		Suits, Slacks or Chinos with a Blazer, Dress or Pant Suit.  Necktie

Appropriate attire is always required during the program. This also applies in the hotel, conference center or university residence halls. Pajamas and bare feet are only permissible in the guest room and not allowed in common areas.

Question 8

What happens if my group needs to change travel dates, or travel disruption?

Accepted Answer

In the event, the confirmed program dates need to change due to travel restrictions, or disruptions, we will work on behalf of your group to adjust the date and all corresponding scheduling and reservations to a newly agreed upon program date.

Unfortunately, we cannot guarantee the tuition level would stay the same due to the potential fluctuation in rates and/or penalties to re-schedule; however, we will advocate on behalf of your group to keep the tuition rate at the same level if possible and apply credit to the re-scheduled program date.

Question 9

My student has dietary needs, will they need to bring their own food?

Accepted Answer

We plan meals at a variety of reputable restaurants and dining facilities. If your child has specific dietary needs, please complete this section of their enrollment form and coordinate with your designated school leader, or our office for special requests.

In most cases we are able to coordinate a range of healthy dining options with our partner restaurants and dining facilities. Children may travel with their own food if you have specific requests, we aren’t able to accommodate. We also have access to local services that provide diet specific meals that can be prepared and delivered. Additional fees may apply.

Question 10

How many students stay in one room?

Accepted Answer

Hotel Based Programs: 
The typical room configuration in hotels is 3-4 students per room; however, doubles and singles can also be requested. The room configuration is one of the factors that determines the tuition for each program. For example, a hotel room with 3-4 students will have a lower per room cost compared to a double or single room.

University or Conference Center Programs:
Students typically stay 2 to a room unless connected suites are available.

Question 11

What are acceptable forms of payment for the program tuition?

Accepted Answer

Major Credit Cards:  Amex, Visa, Master Card, Discover
Checks:  Personal checks, cashier's check, money order

Question 12

How far in advance do I need to book by group?

Accepted Answer

As soon as possible!

We typically begin planning our school or organization group programs 6-9 months in advance of travel. It is never too early to begin planning to help us procure the best airfare, hotel availability, and priority access to various events and activities. Shorter notice and last minute travel is also possible, so please contact our office as soon as possible to discuss options.

Question 13

What security measures are in place for attendees?

Accepted Answer

All WF staff undergo background checks throughout the year, including just prior to the summer programs.

The program director, program managers, and support staff will be present on-site with students. They also guide and accompany students throughout the list of scheduled activities.

Overnight chaperones stay up throughout the night to monitor the halls and dorm facilities. The dorms have access control in place and each student will be issued a keycard to enter the dorm. The university also has 24-hour security monitoring the buildings and movements on campus.

Students are not allowed to leave the group to take part in activities outside of the program schedule, even to meet with relatives or friends.

Question 14

How are rooms and roommates assigned?

Accepted Answer

School group programs:  Room assignments are created by the leadership from your school. Please contact your coordinating administrator or teacher for more information.

Individual programs:  Roommate requests are reviewed on a case-by-case basis and the WF will be happy to accommodate rooming requests, if possible. If there is no preference, students will be assigned rooms by gender and by their varying geographic locations to allow students to meet colleagues from different regions of the United States.

Question 15

What happens if my child gets sick?

Accepted Answer

We will contact you immediately for your input. Any medical or dental situation that arises will be taken care of at one of the several hospitals in the DC area.

IF YOUR INSURANCE CARRIER IS KAISER, PLEASE CHECK WITH THEM TO SEE IF YOU NEED AN “OUT OF REGION” NUMBER THAT IS GOOD FOR 90 DAYS.

Question 16

What is the biggest mistake travelers make when choosing clothing for the trip?

Accepted Answer

They wear shoes that are not comfortable for walking. We literally walk miles each day and shoes have to be broken in and comfortable for large amounts of walking.

Question 17

Should my child bring a cell phone on the trip?

Accepted Answer

We follow the guidance of each school with respect to cell phone policy. We encourage students not to use cell phones during meetings, or scheduled activities during the program unless they are capturing a photo to add to their memories from the program. Students are not allowed to use the hotel or conference center phones (so they will be contacting you with their cell phones. If your child does not have a cell phone, they will be able to use a chaperone’s cell phone in order to call home.

FAQ

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