General Expeditions Policies

Young Life Expeditions Policies

Registration, Funding and Due Dates

• All participants must complete registration in Managed Missions (“MM”) in order to be a registered participant. A trip leader or other administrator may register participants in MM, but they assume the responsibility of communicating Young Life (“YL”) Expedition policies in the MM registration system to participants. ​ ​
• All funds are to be paid in full by the deadline specified by YL. If any deadlines are missed, the participant is responsible for any penalties or expenses. Any outstanding balances may be subject to an additional fee if not paid by the deadline. ​ Full funding for an Expedition is due 5 weeks prior to trip departure.
• The IRS allows travel related expenses with Expeditions to be tax deductible based on many factors. ​ All money for Expeditions, unless otherwise noted, are considered donations by the IRS and are therefore non-refundable, even if a person cancels participation.
• A person serving with Young Life Expeditions is part of a team and fundraising for the overall costs of an Expedition.
• YL utilizes Managed Missions for all Expeditions online fundraising. This system is the ONLY online fundraising tool permitted for an Expedition. ​ (Websites like Go Fund-me and Crowd Rise are not allowed).
• Should YL purchase air tickets on behalf of an individual or a group, the participant or sponsoring YL group/organization must have sufficient funds to cover the cost of the air ticket in MM accounts by the date the airline requires traveler names. ​
• YL areas or organizations leading the trip may extend the due date for funds but will assume the financial risk of underfunded participants. ​ The burden of ticketing costs rests with the local YL area or organization leading the trip. ​

DOCUMENTS & MEDICAL INFORMATION

• YL does not reimburse for passports, baggage fees and immunizations or other travel costs beyond those included in trip details.
• Participants are responsible for obtaining any documents required for their participation in an Expedition such as a valid passport, all visas, vaccination certificates and any other documents at their own expense. ​ Participants will be responsible for costs incurred for rerouting or delay of travel.
• Passports must be valid for 6 months from the return date of the participant’s Expedition.
• Health Requirements: ​ Participants must be in good physical and mental health. ​ Any physical condition, diet or treatment requiring special attention must be reported in writing in the trip registration form. YL encourages participants to consult a doctor for specific medical advice about any activities or destinations. ​ Certain Expeditions may require that the participant obtain medical consent prior to departure as a condition of participation.
• In order to protect both our participants and our staff, YL requires that all travelers provide verification of medical insurance coverage while traveling internationally. ​ YL is able to provide this coverage for participants with a preferred vendor for travel/medical insurance for an additional cost if requested.​

CANCELLATIONS & REFUNDS ​ ​ ​ ​ ​ ​

If a participant cancellation is necessary, the following apply:

• Substitute travelers may be accommodated subject to additional costs associated with changes, depending on the airline rules and timing of substitution.
• Funds already raised will remain within their team's account, which is under the direction of Young Life.
• No request for refunds will be permitted.
• Funds may be transferred to another Expedition.
• Refunds, changes and cancellation of airline tickets purchased are subject to the airline carrier’s policies.YL encourages trip cancellation insurance if there are any possible reasons that may prevent a participant from traveling. ​ For those who are paying for an Expedition out of pocket, rather than fundraising, we strongly encourage purchasing trip cancellation insurance.