Terms of Service – Explorer Field Trips

Please read these Terms of Service carefully before placing an order or using the Explorer Field Trips website. By placing an order, submitting a purchase order number, or using this website, the School agrees to be bound by these Terms.

1. Who We Are

Explorer Field Trips is a California-based educational materials vendor and school concierge service operating as a sole proprietorship under a filed Fictitious Business Name. We provide curriculum-aligned field trip kit materials and act as a ticket procurement agent on behalf of purchasing schools. Explorer Field Trips is an approved vendor with schools throughout California.

2. Who These Terms Apply To

Explorer Field Trips sells products and services exclusively to accredited K-12 schools and educational institutions (“School”). All purchases must be made by an authorized school representative on behalf of the School. By placing an order or submitting a purchase order number, the person completing the transaction represents that they are authorized to bind the School to these Terms.

Explorer Field Trips does not sell products or services to individual consumers, parents, or students. Purchases made outside of an authorized school account will be cancelled and refunded. Families and teachers who interact with Explorer Field Trips after a kit has been purchased by their school do so as designees of the School, not as direct customers.

3. Nature of the Service

Explorer Field Trips provides three components as part of each field trip kit:

Educational Kit Materials: Digital curriculum-aligned materials including projects, worksheets, and activities accessible through the Kit Materials Vault.
Trip Planning Support: Explorer Field Trips provides guidance to families and school staff in selecting destinations, understanding kit materials, and planning their field trip. This support is informational only and does not constitute trip organization, supervision, or management. All final trip decisions rest with the school and participating families.
Ticket Procurement Service: A concierge service through which Explorer Field Trips purchases admission tickets directly from locations on behalf of and at the direction of the School, using student and trip information provided by the School.

Explorer Field Trips is not a ticket reseller, ticket broker, or secondary ticket marketplace. Tickets are purchased directly from locations at the School’s direction, in the name of the School’s students, using information provided by the School. Explorer Field Trips does not acquire tickets speculatively or in advance of a school kit purchase. Explorer Field Trips is not a trip organizer, transportation provider, or event operator, and has no role in the planning, supervision, or conduct of the field trip itself.

4. Ordering and Payment

All orders must be placed through an authorized school account on the Explorer Field Trips website. Explorer Field Trips accepts payment by school purchase order and school credit card.

Schools paying by purchase order: By entering a purchase order number at checkout, the School agrees to these Terms of Service and authorizes Explorer Field Trips to fulfill the order and invoice the School for payment. Explorer Field Trips will process the order upon receipt of a valid PO number.

Schools paying by credit card: By completing checkout, the School agrees to these Terms of Service. The credit card used must belong to or be authorized by the School.

Kit prices include educational materials access, ticket procurement fees, location costs, applicable taxes and shipping where required, merchant processing fees, and one year of kit coverage for unexpected ticket price changes. Explorer Field Trips reserves the right to update kit prices and will always reduce prices when location costs decrease.

5. Kit Terms

Each kit purchased grants the School access to digital educational materials and one ticket procurement request for the designated field trip destination.

Kits are digital products only — no physical materials are shipped. Each kit expires one year from the date of purchase, has no cash value, and is non-transferable. Kits cannot be used, refunded, credited, or extended once expired.

6. Refund and Cancellation Policy

Before Trip is Planned:

Kits cancelled within fourteen (14) days of the order date that have not been used to plan a trip are eligible for a full refund.
Kits older than fourteen (14) days that have not been used to plan a trip may be cancelled for a full store credit applicable to other approved field trips, or cancelled for a refund less a $30.00 cancellation and processing fee per kit.

After Trip is Planned / Tickets Purchased:

Once admission tickets have been purchased by Explorer Field Trips on the School’s behalf, the ticket order is final and non-refundable, except as described below.
If a location cancels, postpones, or reschedules an event, Explorer Field Trips will request a refund from the location and pass any refund received through to the School within 30 days of the cancellation, or reinstate the kit as unused.
Explorer Field Trips is not responsible for refunds that the location declines to issue.

Expired Kits:

Kits that have reached their one-year expiration date cannot be refunded, credited, or extended under any circumstances.

7. Ticket Procurement

When the School or School designee submits a trip planning form request, Explorer Field Trips will purchase admission tickets from the location on the School’s behalf using the student and trip information provided. Tickets are typically delivered by email within one to two business days of trip planning form submission. Some locations require physical tickets by mail, which require two to three weeks lead time.

Ticket availability is subject to location capacity and scheduling. Explorer Field Trips will notify the School or School designee if tickets cannot be obtained for the requested date and will work to find an alternative. Explorer Field Trips does not guarantee ticket availability for any specific date or location.

Explorer Field Trips is not responsible for location-imposed conditions of entry, location closures, changes to location pricing or offerings, or any circumstances beyond its control, including any waiver requirements imposed by the location.

8. School Responsibilities

By placing an order, the School represents and agrees that:

The School is an accredited K-12 school or educational institution.
The person placing the order is authorized to make purchases on behalf of the School.
Kit purchases are made through the School’s appropriate procurement channels.
Student information provided through the trip planning form is submitted with the School’s authorization and in compliance with the School’s own student privacy policies.

9. Limitation of Liability

To the fullest extent permitted by California law, Explorer Field Trips’ total liability for any claim arising from the purchase or use of a kit or ticket procurement service shall not exceed the amount paid by the School for the specific kit(s) at issue.

Explorer Field Trips is not liable for any of the following:

Accidents, injuries, losses, or events occurring at the field trip destination or in transit.
Location closures, cancellations, changes to location offerings or pricing, or other circumstances beyond Explorer Field Trips’ control.
Any act or omission of the School, its designees, or accompanying adults.
Indirect, incidental, or consequential damages of any kind.

10. Privacy and Student Data

Explorer Field Trips collects personal information from school-authorized users through its website forms, including student names, family contact information, and ages, solely for the purpose of fulfilling ticket purchases on the School’s behalf.

Explorer Field Trips does not use student personal information for marketing, advertising, or any commercial purpose unrelated to the field trip service. Student data is not sold, rented, or shared with third parties except as necessary to complete ticket purchases with the location. Explorer Field Trips complies with California’s Student Online Personal Information Protection Act (SOPIPA).

For complete details, see our Privacy Policy.

11. Changes to These Terms

Explorer Field Trips reserves the right to update these Terms of Service at any time. Updated Terms will be posted on this page immediately upon adoption. Continued use of the website or placement of orders after updated Terms are posted constitutes the School’s acceptance of the updated Terms.

12. Governing Law

These Terms of Service are governed by the laws of the State of California. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

13. Contact

For questions about these Terms of Service, please contact us using the Contact page of this website.