Group Leaders FAQs

Established in 1993, the team at Kaleidoscope Adventures has over two centuries of combined experience in the travel industry. Kaleidoscope Adventures is registered with the state of Florida as a seller of Travel and is members of the American Bus Association (ABA), Student Youth Travel Association (SYTA), Cruise Lines International Association (CLIA), National Association for Music Education (NAfME), and International Air Transport Association (IATA). We adhere to a strict code of ethics to maintain the above-mentioned memberships.

Kaleidoscope Adventures Cancellation Policy – Individuals

At Registration: Your full deposit is non-refundable when received by Kaleidoscope Adventures.

Between 2nd payment date and 35 Days Prior to Departure: The entire per person deposit is non-refundable + any unrecoverable fees paid to suppliers (including shared group costs).

35 Days or Less Prior to Departure: 100% of payments are non-refundable.

You will also have the option to purchase travel protection including special cancel for any reason coverage (not available in the State of NY) when you register.

We understand that circumstances may require trips to cancel before or even during travel.  The team at KA will work closely with your group leaders and school district to reschedule the trip.

There is nothing more important than the health and well-being of our travelers.  Your safety is always our priority.  To ensure that you have the safest trip possible, we are taking bold steps, starting with a 24/7 Professional Tour Director assigned to your group.  In addition, we:

• Increased safety protocol training for all KA staff and tour directors
• Include post-departure travel protection as a gift for each traveler

Our plan is designed to help you travel confidently and safely.  As always, you can expect constant communication, coordination, and troubleshooting from your Professional Tour Director, and access to a staffed, 24-hour emergency line during your trip.

As you plan your adventure, know that fluctuations in the economy have impacted the travel industry dramatically. As a result, your trip price may change.  For example, transportation costs may have increased, or your favorite restaurant may now be closed.

The KA staff is comprised of seasoned professionals who always provide travel beyond expectations.  They’ll put our stellar reputation to work to find the best alternatives or solutions for your group.  However, this may occasionally mean a price change.  Kaleidoscope Adventures will never sacrifice quality or your safety to save a buck.

You can purchase insurance up until the final payment is received by our company.  We use an insurance company and specific codes are given for each school.  Contact either your group leader organizing the trip or our office for that code.  After you have that code, you can use it to see the travel insurance options on our affiliate’s site (Travel Insured).

Generally, hotel check-in is either late afternoon or in the evening of your arrival date. If you have a morning or afternoon arrival to your destination, you will go directly to your first day activity. Most hotels do not allow group check-in before 3:00 pm. Check your final itinerary for specifics. Final itineraries are generally sent to the teacher/sponsor two weeks prior to your trip.

We generally recommend $10 to $20 per meal if eating on your own. However, some meals are generally included in the trip package, so please check with your teacher/sponsor for details regarding specific trip inclusions. Students may also want to bring additional money for souvenir shopping at your own discretion. We suggest each student takes $50 to $100 for souvenirs.

Adding travel protection to your KA trip after you’ve registered is simple:

1. Go to the trip website for your specific trip
2. Click on the registration link under the heading “Travel Protection Plans”
3. Follow the instructions on the Travel Insured International website

1. Sign in to your KA/We Travel account
2. Click on “My Trips”
3. Click on “Manage Booking”
4. Click on “Pay Installments.”  Select a saved payment method or enter a new one
5. Click “Confirm Payment”

Click here for more info:  How to Make Payments on a KA Trip

1. Sign in to your KA/WeTravel account and go to ‘My Trips’. Click on ‘Manage Booking‘
2. Click on ‘Update Participant Information’
3. You can edit the questionnaire fields, including your first name, last name, and email. This is useful if you’re booking the trip for someone else (i.e. your child).  You can also upload files here if your travel organizer has instructed you to do so
4. Click on the ‘Update Information’ button

Click here for more info:  How to Update Info for a KA Trip

The instructions on how to set up the page and share it on social media and by email are in the link below: https://help.wetravel.com/en/articles/4498861-how-to-set-up-a-contribution-page

1. Any requests to cancel or drop from the trip must be submitted in writing to help@mykatrip.com
2. Please include the name of the traveler(s) that is cancelling and the name of your trip/group in the email.  You may also include a reason for the cancellation (not required)
3. All requests will be handled in the order they are received
4. Refunds, if available, will be returned via your original form of payment once your request is fully processed

NOTE:  If you purchased the optional Travel Protection, your policy information will be provided to you once your cancellation has been processed by our team.  Cancellation policies will apply based on the date your request is submitted.

Click here to view our standard cancellation policies

We cannot allow deviations from trip package pricing without the consent of your group leader.  Please have the group leader contact us if you are requesting an exception.

1. Click the site link provided by your group leader
2. Click the green “Select” button or “Join Waitlist” button
3. Enter your name and email
4. If you need a specific package type, include this information in the “Notes to Organizer” section
5. Click “Submit”
6. You will be notified if/when there is availability

Invitations are typically sent within 24-48 hours of your request on regular business days

If you are trying to register multiple individuals, please submit a request for each person you wish to add

The email invitation is titled “A spot is now available for[YOUR TRIP NAME]” and is sent from the system email noreply@wetravel.com.  If you do not see this in your inbox, please check your spam/junk folders.

If you still do not see the invite, please email help@mykatrip.com to reach out to our help desk directly.

If you have questions about your trip activities and inclusions, please contact the teacher/director/group planner at your children’s school or organization directly

Please email help@mykatrip.com with the name of the traveler, group trip, and package to which you’d like to be switched.  We may need to get approval from your group leader before we can accommodate your request (particularly if the room type is different)

Log in to your account on www.wetravel.com.  The sign in link is in the top right corner (box with blue text that says “sign in”)

An email from noreply@wetravel.com will include a verification link for you to click.  Once you click the link, you can log in and make payments

You can reset it by clicking on “forgot password” on the WeTravel website.  The password reset email comes from noreply@wetravel.com . You can also directly use the chat on WeTravel.com (bottom right corner – click on the blue speech bubble) for instant support

Please use the direct chat on the Wetravel.com website to ask for this to be changed (bottom right corner – click on the blue speech bubble)

Here’s a full walkthrough of how to pay from WeTravel’s help files: https://help.wetravel.com/en/articles/2015969-how-do-i-pay-my-next-installment

It could be a browser compatibility issue, which is addressed in the following article: https://help.wetravel.com/en/articles/5951860-supported-browsers

You can always email the help desk directly at help@mykatrip.com.  Please include your name and the trip name in your request, as well as a detailed description of your issue.  It is always helpful if you can send a screenshot of any error message you may be receiving, so we can troubleshoot your issue most effectively