Languages ​​& Travel Terms and Conditions

As Languages ​​& Travel is a registered travel agency (lic. A 1602), we adhere to the general terms and conditions for travel agencies. You can download them here General terms and conditions applicable from 1/01/2024.  According to the law, Languages ​​& Travel is a travel organizer.

Languages ​​& Travel's Special Conditions

Registration and payment

To register for a language course organized by Languages ​​& Travel, simply complete our online registration form . Your registration will be processed upon receipt of a deposit of at least 30% of the total cost (refer to the quote we may have sent you or the prices listed on the website for your chosen program). For courses including flights with an approximate cost of at least €1000, your deposit must cover the cost of the flight. The balance must be paid no later than one month before departure to allow us to pay all the service providers involved in your language course.

In case of late registration (less than one month before departure), the total amount of the invoice will be paid at the time of registration.

Languages ​​& Travel registration and follow-up fees apply to all bookings (if you register for multiple stays in the same year, they will only apply once):

– Short stay (up to 4 weeks): €100

– Long stay (from 1 month to 1 year): €200

No registration fees when purchasing a single medical insurance or transport service.

These registration fees cover, in particular:

– A personal cloud account will be created upon registration; the link will be sent to you shortly before your departure and will contain all confirmations and documents related to your stay.

– All bookings for services that you have booked with Languages ​​& Travel

– Any travel documents (paper version) provided during a pre-departure appointment (otherwise, a link to your personal Dropbox account will be sent to you, see above)

– The follow-up provided during the stay (answers to questions, emails, etc.)

– Any request for a certificate before or after the stay (school registration, ONEM…).

Right of withdrawal

The consumer does not have a withdrawal period (see article 6. 45. 11° of the Code of Economic Law) after completing our registration form .

The costs

Our prices are generally fixed for the entire calendar year, except in the event of a revision during the year due to significant fluctuations in foreign currency exchange rates against the Euro. These prices are listed for each program on our website or on the quote provided upon request.

Some activities and excursions are optional and offered at cost by our partners. Meals are included or not depending on the accommodation package chosen. Transportation is never included in our prices (due to significant seasonal variations, depending on flight occupancy rates, regular/low-cost airlines, kerosene prices, and airport taxes that fluctuate based on exchange rates).

Travel insurance… because it doesn't just happen to other people!

Even though Languages ​​& Travel and its partners do everything possible to make your stay as safe and comfortable as possible, illness or accident can never be ruled out. It can even happen before your departure. Languages ​​& Travel has selected the best insurance policies on the market to minimize your costs:

1/ Before your departure: cancellation insurance

Imagine for a moment that you fall ill just before your departure and are unable to travel. Don't panic. Thanks to cancellation insurance, all sums paid and/or due, with the exception of the insurance premium itself and the Languages ​​& Travel registration and follow-up fees, will be refunded. The premium amounts to 4% of the total amount . essential to purchase this insurance at the time of registration ; afterwards, it's too late! Minimum premium: €50, maximum: €300. See cancellation fees below if you cancel your stay and have not purchased cancellation insurance. Cases of fraud, double booking, or false information are not covered by cancellation insurance. A doctor's certificate or proof of academic failure is required.

2/ During your stay: medical insurance

You become ill while abroad and consult a doctor. You have an accident of any kind. You cause damage to a third party (person or property). This can happen especially if you are going on a long stay, traveling locally, or doing a job or internship. It's reassuring to know that your medical insurance will do what you expect: cover medical care (keep the receipts if you have to pay upfront), cover hospitalization costs, repatriate you, etc. Following a change in European law regarding insurance sales, you will purchase your medical insurance policy directly from the insurance company Click here to subscribe.

Passports and visas

As a citizen of the European Union, a valid identity card is sufficient for any stay within Europe. Outside of Europe, a valid passport is absolutely required. Both documents can be obtained from the local municipal administration office in your area. Allow approximately one to ten days for processing.

Minors (under 18) must have with them on the day of departure a legalized exit permit issued by the local municipality (or by a notary/lawyer). A passport serves as parental authorization.

British immigration authorities also require parental authorization translated into English for minors. Most of our partner schools will provide you with this document.

The US also require you to complete an online travel authorization called ESTA , regardless of your age. Go to this website to complete the process online BEFORE your departure: http://www.esta.us/francais.html . The cost is US$14.

Canadian authorities require (as of March 15, 2016) that you apply online for an Electronic Travel Authorization (eTA) . This must be done before your departure. Click here to apply. The cost is CAD $7.

In the case of Australia , and for the Working Holiday Visa, it is generally granted within 24 hours of application, or even immediately (after payment of the fee). In very rare cases, the Working Holiday Visa is not granted. Depending on the countries you have visited in the last 5 years or the answers you provided regarding your health, Australian immigration may require you to undergo medical tests. These tests are and remain your responsibility in all cases, even if you do not obtain the visa.

Depending on the length of the courses taken or the number of class hours per week (US), some countries require a student visa covering the entire duration of the program. Factor in the time required to obtain the visa (contact us for details) when you register. For some visas, it's best to allow at least one month for processing.

All visa and passport fees are your responsibility.

Cancellation fees

In the event that you cancel your language course, here are the fees that will be charged to you if you are not covered by cancellation insurance:

1/ More than 30 days before departure: 30% of the total amount of our invoice.

2/ Between 8 and 30 days before departure: 50% of the total amount of our invoice.

3/ Less than 8 days before departure or “no show” (non-use of the stay / no presentation on the day of departure): 100% of the total amount of our invoice.

Registration and follow-up fees are non-refundable in case of cancellation.

Fees due to a change in your file initiated by you

Any modification to your booking requested after the initial reservation (change of destination, package, school, course, transportation, etc.) that results in additional administrative work will be charged €100 to cover our staff and administrative costs. Any requested change will only be implemented after receipt of payment, subject to availability and any additional fees charged by partners, airlines, etc. All change requests must be made in writing (email, letter, fax).

The code of conduct

If, despite warnings, you violate the rules of conduct in place at our partner organizations, you risk being sent back to Belgium at your own expense and without any compensation for the remainder of your stay. But we hope it won't come to that!

Financial insolvency insurance

Languages ​​& Travel, the policyholder, is insured with the AMLIN against the risk of its own financial insolvency. This is a legal requirement for all travel agencies. In practical terms, this means that AMLIN guarantees the continuation of your trip or your repatriation should Languages ​​& Travel become bankrupt during your stay. Any sums paid to Languages ​​& Travel before your departure would be refunded if Languages ​​& Travel were unable to fulfill its obligations to you before the start of your trip. This is yet another reason to trust Languages ​​& Travel rather than an organizer operating without the status of a travel agent . So be vigilant!

Thank you for taking the time to read our general and specific terms and conditions; we hope we have been as thorough as possible.

It's already been an excellent language stay!