Cancellation Policies | Concordia Language Villages

Cancellation Policies

Cancellations and Refunds 

Academic Year Youth Sessions:

  • Our financial policies are strictly applied to ensure our ability to continue our mission and programs.
  • The registration fee, which offsets some but not all of the fixed and unrecoverable expenses we incur to plan and prepare to offer a program, is not refundable unless noted otherwise.
  • Virtual Village academic year youth sessions starting January 1, 2021 or later: payment in full due no later than 30 days prior to start of session.
  • Villagers who do not attend or report to a session will not receive a refund.
  • If a refund is approved, it will be processed within 30 days of session end date. 
  • Villagers sent home or unable to attend a virtual session due to disciplinary reasons, homesickness, or inability to manage pre-existing medical, mental, emotional or social health conditions, will not receive a refund.
  • Concordia Language Villages reserve the right to cancel or withdraw any program without notice.
  • Concordia Language Villages is not responsible for costs incurred by a participant in preparing for a program that has been altered or canceled.

Summer Youth Sessions

  • Our financial policies are strictly applied to ensure our ability to continue our mission and programs.
  • All fees must be paid by June 1. If registered after June 1, full payment is required at the time of registration. Cancellations and registrations are considered received in our office by referring to the postmark date or timestamp of your email or fax.
  • Registration fees are non-refundable. Fees for sessions are divided into two parts, a registration fee and a tuition fee, each of which has a separate cancellation policy:
    • Registration fee: Offsets some but not all of the fixed and unrecoverable expenses we incur to plan and prepare to offer a program and is refundable within 72 hours from the date of registration, but not after.
    • Tuition fees: May be refundable based on the terms outlined below. The COVID-19 surcharge fee of $75/week (applied only to residential programs to offset additional medical, facilities and staffing costs incurred) is considered a part of the tuition fee for Summer 2021 and will follow the same guiding principles.
  • Prior to May 1: If cancellation is received prior to May 1, a 100% percent refund of paid tuition and transportation fees, less the non-refundable registration fee, will be given. Upon cancellation, all discounts will be forfeited.
  • May 1 through May 31: If a cancellation is made between May 1 and May 31, a refund of fifty percent (50%) of the paid tuition and transportation fees, less the non-refundable registration fee, will be given. Upon cancellation, all discounts will be forfeited. All remaining tuition and transportation balances will still be due.
  • June 1 and after: If a cancellation is received on or after June 1, no refunds will be given.
  • Villagers who do not report to a session will not receive a refund. 
  • No tuition adjustment is made for late arrival, early departure or dismissal from camp.
  • A $25 transfer fee will be charged for all session changes made June 1 and after.
  • Any credit balance under $5 will not be refunded unless specifically requested.
  • If you have a dispute regarding the cancellation policy, contact Concordia Language Villages Registration within 30 days of your session cancellation.
  • Villagers sent home due to disciplinary reasons, homesickness or inability to manage pre-existing medical, mental, emotional or social health conditions will not receive a refund. 
  • We reserve the right to cancel or withdraw any program without notice.
  • Concordia Language Villages is not responsible for costs incurred by a participant in preparing for a program that has been altered or canceled.
  • CANCELLATION/INTERRUPTION INSURANCE (Summer youth programs only): The Program Protector Protection Plans are now available for purchase during the online registration process and if purchased, may protect up to the full cost of your session, and includes a variety of other benefits should the need arise. The Program Protector Protection Plans are offered through Trip Mate and are not directly affiliated with Concordia Language Villages. Purchase online or call the Customer Service Specialists for Program Protector at 833-297-2258. The code you will need to provide for Concordia Language Villages is CONC0901MN and refer to plan numbers F530S or F530E.