I. Passport and visa responsibilities.
- I am responsible for holding a current passport that will remain current for not less than 6 months after my arrival in the Placement Partner Country in which I am to be a volunteer, unless I am a current resident in the Placement Partner country.
- I am responsible for obtaining any necessary visas and permits and assuming the costs associated with visa and permit requirements.
II. Deposit and payment terms.
- I agree that I will pay a deposit to AEI at the time of booking, at least 6 months before my departure. The amount of the deposit will be $750 Canadian. I understand this deposit is non-refundable. If I decided to cancel my trip after I send in my deposit, AEI will allow me to use these funds to transfer to another experience for up to one year after I cancel my trip. After one year, these funds will no longer be transferable.
- The balance of my AEI experience fee will be due in full, 60 days prior to my departure. I understand that my experience will be cancelled if my payment is not received 40 days before my departure.
III. Cancellation policy.
- If I cancel my experience more 60 days before my departure I will be refunded 100% of my experience fees (minus the deposit).
- If I cancel my experience between 30 and 59 days prior to departure, I will be refunded 50% of my experience fees (minus the deposit).
- If I cancel my trip 29 days or less prior to departure, I will forgo my refund and I understand that it will be used towards a donation to the Placement Partner.
- If I am applying less than 60 days before departure my deposit will be 50% of my total fees. The deposit will be due 7 days after my interview. My full fees will be due 14 days after my interview.
IV. Early departure policy.
- If I leave the experience early, I am not entitled to a refund. I understand that my fees will be used towards a donation to the Placement Partner.
V. AEI's right to cancel:
- AEI reserves the right to cancel my experience at any time prior to departure in the event of terrorism, natural disaster, political instability, or any other external events that make the experience unsafe or not viable.
- If AEI cancels my experience, I will have the choice of applying the fees to a different experience or receiving a refund (minus the deposit).
VI. Insurance requirements.
- AEI provides travel medical and medical-evacuation insurance. If I choose not to use this insurance, I am responsible for providing my own adequate travel medical and medical-evacuation insurance prior to my arrival in the Placement Partner's country. My insurance will cover the activities associated with the experience for the entire length of the experience. My insurance will include animal (domestic and wildlife) handling.
VII. Timeline and documentation requirements.
- AEI requires your contract, waiver and deposit 6 months before departure. If you are applying less than 6 months before departure some exceptions can be made- the Volunteer Coordinator will discuss possible solutions with you at the time of your interview.
- 6 weeks before departure, I agree to provide AEI with:
- – Proof of travel medical and medical-evacuation insurance (if not using the insurance provided by AEI)
– Proof of doctor examination
– Proof of vaccinations/protective titre levels
– Relevant education transcripts
– Relevant professional certificates/qualifications/licenses
– Valid photo identification (passport)
VIII. Health and safety.
- I understand the risk of contracting infectious diseases in the Placement Partner's country (including malaria in countries where malaria is endemic) and accept that it is my responsibility to consult a qualified medical practitioner regarding the need for appropriate vaccinations and other medications during my visit to the Placement Partner's country.
- I agree to have all necessary vaccinations, as recommended by a qualified medical practitioner, including the complete series of pre-exposure rabies vaccinations if required, before my arrival in the Placement Partner's country. I understand that vaccination against rabies is mandatory if I will be participating in an experience that will have me handling rabies-vector animals. Please note that the entire series of pre-exposure rabies vaccines could take 1 month to complete. If rabies vaccinations are not taken I must supply AEI with medical evidence of immunity against rabies (protective titre reading). I agree to provide AEI with a copy of the evidence of relevant rabies vaccination or titre levels 6 weeks before my departure.
IX. Status and conduct.
- I understand I will not be paid by AEI or by the Placement Partner. I am a client of AEI and a volunteer of the Placement Partner. I am not an employee or representative of AEI.
- I agree to abide by the rules and requirements of AEI and the Placement Partner at all times. I agree to work alongside local staff and international volunteers as instructed. I acknowledge that failure to do so may result in me being asked to cease participation in the experience.
- I acknowledge that I am responsible for all costs and expenses related to my participation in the AEI experiences.
X. Media and representation.
- For the purposes of furthering the work of AEI (and its Placement Partners), I agree that AEI may have access to, use, or give others permission to use, any photographs taken by me or of me while working in my capacity as a volunteer, without giving acknowledgement or compensation to me.
- I agree to take advice from appropriate Consular, Embassy, or High Commission personnel and appropriate local personnel if the security situation in a Placement Partner country deteriorates.
- I agree to not make any private or public representation of, or on behalf of, AEI or its Placement Partners, or make any comment or provide any material to any newspaper or other media outlet without written permission of AEI.
XI. Conduct and respect.
- I agree that I will not use my position as a client of AEI to request advantages or obtain favours, including any financial or sexual favours or the obtaining of any material gifts.
- I agree to avoid making references to political or military situations in official or private communications, including conversations, telephone calls, radio messages, emails, faxes and letters.
- I agree to pay due respect to the religious beliefs, customs, traditions and habits of the local population, and conduct myself accordingly.
- I agree to act responsibly at all times for my own safety and the safety of others.
- I agree to observe strictly all laws and regulations of the Placement Partner country.
XII. Liability and indemnification.
- I agree to hold AEI indemnified, free and harmless against any claim, loss or damage arising now or in the future out of any act, negligence or omission by me during my stay in the Placement Partner country or in connection with any work related to AEI.
- I agree that I will be financially responsible for any damage incurred while participating on my AEI experience.
XIII. Acknowledgment.
- I agree to accept fully the risks associated with the experience work which I will be undertaking, and therefore hold AEI indemnified, free and harmless from any claim, loss or damage occurring to myself or my possessions whilst undertaking the experience work in the Placement Partner country.
- I agree that any person who accompanies me on my visit to the experience and enters the Placement Partner's facilities or site who is not a registered AEI volunteer will also be bound by these conditions.
- I agree to comply unconditionally with the Terms & Conditions contained within this document.
AEI reserves the right to alter these terms and conditions. Any variations will be posted on the website. Please review the Terms & Conditions prior to departure. Please read our Privacy Statement if you have any questions about the information we collect.
