We are very excited that your son(s) or daughter(s) will be joining us soon! As much as we like to avoid extra paperwork and busy work, one of the very important things we really need from you is your written permission for your child(ren) to join us. So, we would appreciate it if you would please:
Please note: Receipt of this document is mandatory 30-days before arrival to Costa Rica.
Upon receipt of your application and deposit, we will e-mail you indicating receipt of your registration within one business day. Then we will start the process of confirming your placement. Some programs require a wait period of 1-2 weeks before placement can be confirmed.
Some projects, especially those that involve children, also require criminal background checks. We reserve the right to cancel a volunteer's placement if information is found that disqualifies the volunteer from a certain program. By consenting to this form, you are also allowing Tropical Adventures to run a criminal background check if necessary.
Upon confirmation of your volunteer placement, we will e-mail you:
*A confirmation email with arrival and other information. Please do not buy plane tickets or make other travel arrangements until you receive this letter with your official dates.
*A Welcome packet with specific information to prepare you for your trip. You will often receive this information over the course of several weeks through a variety of different e-mails.
*A Volunteer Placement Questionnaire, which we ask that you fill out and send back to us as soon as possible. Certain programs do not require a Volunteer Placement Questionnaire.
Upon full payment, we will e-mail you:
*A volunteer manual detailing the organization with which you will be volunteering.
One or two weeks before your start date, we will e-mail you:
*Airport pickup confirmation
*Homestay confirmation, if applicable to your program. Please keep in mind that homestay information may arrive only a few days before your departure during high season.
*Any changes that might have occurred between your registration and your start date.
We ask that volunteers make their full payment at least 60 days before their start date so that their money can reach the project well in advance of their arrival.
Volunteers will be assessed a rush fee of $100 if full payment is not received at least 45 days before the start date.
In certain programs, volunteers can be cancelled if full payment is not received at least 45 days before the start date. This policy reflects the fact that these projects rely on volunteer donations and work and are affected negatively when volunteers cancel at the last minute.
The application deposit and late fees are nonrefundable, unless the placement requested by the volunteer cannot be made. This policy reflects the work that goes into booking and arranging logistics for each volunteer.
Project Changes and Extensions
If you would like to change the dates or any details concerning your volunteer project placement, you can do so at no extra charge by sending an e-mail to Tropical Adventures at least 60 days before your start date.
If you change your volunteer placement less than 60 days before your departure, you will be charged $100. Some programs cannot be changed less than 45 days in advance without paying a significant fee. These fees reflect the fact that the volunteer organization has already scheduled the volunteer and received a donation.
If you are interested in extending your volunteer project once it has begun, you can add extra weeks at the project location for the additional cost stated on the price list by sending an e-mail to Tropical Adventures (email@example.com).
Cancellation and Refund Policy
If you choose to cancel your project, you can do so by sending an e-mail to your Volunteer Travel Advisor (or to firstname.lastname@example.org). Your cancellation will become effective from the day your Volunteer Travel Advisor receives this notification.
The following refund policy applies:
1. If you cancel 61 days or more before your start date, you will receive the full amount paid, minus the application deposit.
2. If you cancel between 31 and 60 days before your start date, you will receive 50% of the amount paid minus the application deposit.
3. If you cancel 30 days or less before your start date, no refund will be issued.
4. If you cancel once your project has started, no refund will be issued.
5. The initial application deposit and any rush, late or change fees are non-refundable, unless we cannot place you with the volunteer project for which you enrolled. In that case you will receive a full refund of all money paid to Tropical Adventures.
Accommodations, Meals and Other Inclusions
It is the responsibility of the volunteer to confirm what is included in the project cost.
The eating and living facilities at your project location will be of a local standard, and may differ from what you are accustomed to in your home country. You may be required to share a bedroom and/or bathroom. Volunteers are expected to adapt to and show respect for local living conditions.
Commutes between host families, language schools and projects are normally very short. However, depending on the project you are assigned, these commutes can vary, and may be up to an hour in certain locations. This again is part of daily life for your host family members.
If you choose to be away for a weekend or a holiday during your placement, you will not receive a refund for the time you are away from your project for any meals or accommodations.
Flights and Transportation
You are responsible for arranging and paying for flights to and within your chosen country. You should not purchase your plane ticket until you receive a confirmation letter from Tropical Adventures with your specific dates. Tropical Adventures will arrange the airport pickup and all other transportation, but volunteers pay for all transportation costs, such as transport between host families, schools, volunteer projects and return to the airport.
At many locations, activities and excursions are provided to the volunteer at no additional charge. However, some activities and excursions at some locations require the volunteer to pay a fee to participate. Others may not fit into the volunteer's daily schedule because of volunteer hours and commute times.
It is understood that any participant in a Tropical Adventures program will obey the laws of the host country. This forbids alcohol consumption by minors and the use of illegal drugs. Volunteers are expected to be courteous and respectful at all times, and abusive behavior will not be tolerated. Tropical Adventures reserves the right to expel (without refund) any volunteer whose behavior violates the project provider's policies or those of special program providers, tour operators, etc. Furthermore, any expenses incurred by the project provider in terminating the program of a volunteer who violates the center's policies will be the responsibility of the participant. This includes special transportation costs.
It is the responsibility of the volunteer to obtain all necessary documentation to enter the country and travel to, from, and within the program. This documentation can cost extra money and may take several weeks. Some countries have additional requirements for minors. You should check with the airlines and the embassy or consulate of the country to which you are traveling (www.embassyworld.com).
Although we will do everything possible to ensure placement on your desired project, there is always the chance that your placement may be disrupted by an unusual event or circumstance that Tropical Adventures could not have reasonably foreseen.
Oftentimes these events are a result of weather events, or a problem with a particular non-profit organization or other situations beyond Tropical Adventures' control. If this event is serious enough to affect your placement, we will try to arrange a suitable alternative placement at another location. If you are not satisfied by the alternative placement, we will offer you a refund of all monies paid to Tropical Adventures.
Tropical Adventures is not responsible for refunding or reimbursing any flight costs or any other costs incurred that arise as a result of your placement not proceeding or being cancelled, curtailed, withdrawn or changed due to circumstances outside our control or the control of our partner organization. This includes changes made by airlines for canceling, changing or transferring flights, or any other events out of our control.
Tropical Adventures does not provide any free insurance. We work with an excellent travel insurance company out of Australia, World Nomads, and are happy to assist you with the purchase of a policy. You are responsible for being familiar with your insurance coverage and for having a copy of your insurance card with you while you are at the project and in the country. Information about this coverage is available on the website at: http://volunteer-info.com/
Release of Liability, Assumption of Risk, & Insurance Requirements
This document is a legally enforceable waiver of my legal rights.
I. Release of Liability and Assumption of Risks
I am voluntarily participating in a study abroad program as either a student or a volunteer with Tropical Adventures/Jungle Healing LLC. I acknowledge that travel to, from and within the foreign country in which the program is located, including at my chosen volunteer site, school, accommodations and any in-country excursions, have inherent risks and dangers that I may be exposed to and possibly harmed by. These include, but are not limited to, personal injuries, property damage, accidents involving motor vehicles, aircraft and other forms of transportation, sickness, diseases (including food, water or insect borne diseases that are not commonly encountered in the United States), riots, political instability, crime, acts of terrorism, detention by government authorities or individuals, burglary, assault, encounters with dangerous wildlife and other hazards. I acknowledge that as a participant in the program, I may travel to remote rural areas and will lodge and eat with the residents in those areas. As such, the accommodations, food and sanitary conditions may be substantially below, the standard I am accustomed to in the United States. I also acknowledge that health care facilities, medical supplies and medical personnel on the program may be very limited and, if available at all, may be below or substantially below U.S. standards.
I understand that Tropical Adventures has contracted with independent local organizations, outfitters, suppliers and vendors for the provision of certain aspects of the program, including, accommodations, food and excursions ("Vendors"), and that Tropical Adventures does not own or operate any of these Vendors. While Tropical Adventures has used its best efforts to select reliable and safe Vendors, Tropical Adventures is not responsible for any negligent or willful act or omission of a Vendor or other third party, and I hereby release Tropical Adventures from all claims arising out of, or related to, the willful or negligent acts or omissions of these Vendors.
I represent to Tropical Adventures that, to the best of my knowledge, I am in good mental and physical health. I am voluntarily participating in the program, with knowledge of the risks and dangers involved. I expressly accept and assume all known and unknown risks on behalf of myself.
In exchange, and in consideration for participation in the program, I hereby release TA and its employees, agents, volunteers, officers, directors and representatives (each, a "Releasee") from any and all injuries, deaths, losses, liabilities, damages, claims, actions, suits and judgments whatsoever including costs, expenses and attorney fees (collectively, "Claims") that I may have now or in the future, directly or indirectly, arising from, connected with or related to my participation in the program, including with respect to the attached medical durable power of attorney, whether caused by any Releasee or some other person or cause. I agree that I will not, at any time, directly or indirectly, on behalf of myself, my child and my heirs, commence or prosecute any action, suit or other proceeding against any Releasee arising from, connected with or related to my participation in the program. I agree to indemnify, hold harmless and defend each Releasee from and against any and all claims whatsoever that the Releasee may suffer arising from, connected with or related to my participation in the program, whether inside or outside of the U.S.
Further, I hereby grant full permission to TA to use any photographs, videotapes, motion pictures, website images, recordings, comments I make in questionnaires or letters or any other record of the program for purposes of commercial advertising, marketing or promotional literature without the need for further consent from me.
II. Insurance Requirements
I acknowledge that I have been fully advised that there is no included insurance and that an insurance policy is available for purchase. Should I choose not to purchase any insurance package outside of what I'm being offered through TA, I acknowledge that I have independently verified the sufficiency of the coverage for my needs.
III. General; Signatures
* Governing Law. This document shall be governed by the laws of the State of California, United States, and shall be honored in any jurisdiction where it is presented.
* Binding Effect; Modifications. This document shall be binding upon me and all persons having or claiming rights on my behalf. If any provision of this document is held to be invalid or unenforceable, the remainder of this document shall be not affected thereby and shall be valid and enforced to the fullest extent permitted by law.
This document may not be modified orally.
Participant Name ____________________________________
Participant Signature __________________________________
Participant Passport Number __________________________ (required by Costa Rican law...your privacy is important to us and this information will be treated respectfully and well guarded)
Participant Passport Expiration Date ____________________
Date Signed ________________
City Signed __________________________
I, __________________________________, hereby acknowledge I have read, understand and agree with all of the Enrollment Policy, Terms & Conditions outlined above and I give my full permission for my son/daughter ________________________________ to participate in this Tropical Adventures program.
Parent Name ______________________________________
Parent Signature ____________________________________
Parent ID type _______________________________ (i.e., “driver’s license from XX State” or “passport”)
Parent ID Number __________________________ (required by Costa Rican law...your privacy is important to us and this information will be treated respectfully and well guarded)
Parent ID expiration date ________________________
Date Signed ________________
City Signed __________________________
Tropical Adventures Foundation
Costa Rica 51101