Terms & Conditions

Please read these Terms & Conditions carefully. By submitting your application, you certify that you agree to the following:

Responsibility

Trek Relief may employ professional tour operators to organize and administer program trips. The designated Tour Operator acts only as an agent for any transportation carrier, hotel, ground operator, or other suppliers of services connected with specific programs (“Other Providers”), and the Other Providers are solely responsible and liable for providing their respective services.

Trek Relief, its subsidiaries, and their respective employees, affiliates, officers, directors, successors, representatives, and the tour operator will not be held liable for:

  1. Any damage to, or loss of, property or injury to, or death of, persons caused directly or indirectly by an act or omission of any Other Provider, including defects in aircraft, watercraft, or vehicles; and

  2. Any loss or damage due to delay, cancellation, or disruption caused by laws, regulations, acts or failures of governments, strikes, fire, flood, war, terrorism, epidemics, quarantine, theft, or any cause beyond our control.

Participants waive any claim against Trek Relief and/or the tour operator for such loss, damage, injury, or death.

Participants are responsible for any loss or damage to equipment lent during the program and are subject to charges from the provider.

Eligibility

  • Anyone under 18 must be accompanied by a parent or guardian for the entire program.

  • Participants must not have any mental, physical, or other condition or disability that could create a hazard for themselves or others. Any relevant conditions should be reported when registering.

  • Trek Relief encourages consultation with a doctor for advice about specific activities or destinations.

Travel

  • Participants are responsible for arranging and paying for travel to and from the host country, as well as local transport to the program’s meeting point unless otherwise stated.

  • Baggage and personal effects are always the participant’s responsibility.

  • Participants must carry all necessary travel documents and ensure they are valid. Trek Relief is not responsible for denied entry, transit issues, or required travel documents.

Itinerary Changes

Trek Relief and the Tour Operator may make changes to the published itinerary as needed for participant comfort, convenience, or safety.

Program Trip Fees

  • Trip fees are detailed on the Trek Relief website.

  • Fees cover accommodations, meals, and activities as indicated for each trip. Optional activities, travel insurance, flights (unless specified), visas, personal expenses, gratuities, and other costs not listed are the participant’s responsibility.

  • Funds raised in excess of the trip’s project needs will be used to support the organization's ongoing charitable mission.

Payments

  • A deposit is required 60 days from departure to reserve space. Deposits confirm acceptance and are non-refundable and non-transferable.

  • Final payment is due no later than 21 days before departure. Reservations may be canceled if full payment is not received.

Refunds and Cancellations

  • Trek Relief’s trips are funded through crowdfunding, so we do not provide refunds.

  • Trip credit may be held in the fundraiser/participant’s name for future use on another Trek Relief trip, subject to availability and Program Director approval (see policy below).

  • Arriving late or leaving early does not result in a refund.

  • Trek Relief may cancel trips due to low enrollment or safety concerns. If a trip is canceled before departure, participants receive a credit equivalent to the amount paid. If canceled in progress, a prorated credit is issued.

Trip Credit Policy

  • All trip credits are valid for a maximum period of two years (until the end of the calendar year) from the date of accrual.

  • Trip credit is non-transferable.

  • Credits must be designated for use on a trip at the time of accrual.

  • Expiring trip credits will be automatically allocated to the Trek Together Fund, which supports community projects, program development, and participant scholarships.

  • Trip credit may also be held for participants who donate or fundraise for Trek Relief with the intention of applying those funds toward a trip. Participants must indicate this at the time of donation or fundraising.

Personal Risks

Participants acknowledge and accept the risks of travel and volunteering, including but not limited to:

  • Personal injury or illness

  • Emotional or psychological stress

  • Death

  • Damage or loss of property

  • Natural disasters, political unrest, or acts of terrorism

Participation involves inherently dangerous activities, and participants accept full responsibility. Trek Relief and its staff, volunteers, and affiliates are not liable for losses, injuries, or damages.

Insurance

  • Travel insurance is mandatory and must cover the entire trip period.

  • Insurance should include coverage for medical evacuation, repatriation, and cancellation/interruption of non-refundable trip costs.

  • Participants must provide proof of coverage before departure.

Medical Authorization

If participants are incapacitated and cannot direct their own care, by registering they authorize any necessary medical treatment, including examination, anesthesia, surgery, or hospitalization, as deemed appropriate by a licensed physician.

Indemnity

Participants agree to indemnify and hold harmless Trek Relief and the independent local team from any liability arising from travel, temporary residence, or volunteer activities.

Photography and Video Release

  • Trek Relief may take photographs or videos for promotional or commercial use. Participants consent to use of their likeness without compensation.

  • Participants must abide by local laws regarding drone photography.

  • Failure to comply may result in dismissal without refund.

Privacy Policy

Participants agree to the conditions in Trek Relief’s Privacy Policy.

Code of Conduct

Participants are representatives of Trek Relief and are expected to:

  • Consume alcohol responsibly (only in designated areas)

  • Avoid illegal activity, including drug use

  • Refrain from sexual relationships with staff or local beneficiaries

  • Avoid violence and weapons

  • Respect local culture and communities

Infractions may result in expulsion without refund.

Miscellaneous

  • Trek Relief may modify Terms & Conditions at any time; the latest version is always available online.

  • Participants may be dismissed without refund for medical emergencies, code of conduct violations, or other serious reasons.

  • Emergency contacts may be notified if deemed necessary.

  • Trek Relief is not responsible for actions or omissions of independent local teams.

Sustainability & Mission Commitment

By participating, you commit to:

  • Travelling consciously and respectfully

  • Supporting community projects and ethical engagement

  • Upholding Trek Relief’s values of empathy, collaboration, sustainability, and trust

Tax Deductibility

Trek Relief is a 501(c)(3) organization. Donations beyond goods and services are tax-deductible under US law per the IRS.

You must request a tax receipt for a trip’s charitable portion from your Trip Leader. Keep your receipt for tax purposes.