Booking Terms & Conditions

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1. What will I be charged?
If reserving a space on a team 90 days (120 days for Family Teams) or more before the team start date, Earthwatch requires a $300 non-refundable deposit to secure space on the team. If you wish to take advantage of our member rate on your expedition, you must be a member or join as a member at the time you make your reservation. Membership is $35 for one year. If reserving by credit card, we will charge your $300 non-refundable deposit to your credit card at the time you make your reservation.

Note: Regarding on-line reservations, your registration is not confirmed until you are contacted either via email or phone by a Volunteer Advisor.

If your reservation is made within 90 days of your team's start date (120 days for family teams), full payment of your contribution is due at the time of booking.

Note: If reserving by credit card on-line, the non-refundable deposit of $300 will be charged to your credit card at the time of booking and the balance of your contribution will be requested by the Volunteer Advisor when confirming your reservation.

All payments must be submitted in $US.

For information on Group bookings, please call 1-800-776-0188 ext 250 or email groups@earthwatch.org.

2. When do I pay the full Contribution?
If you reserve your space 90 days (120 days for family teams) or more before the team start date, the balance payment of your contribution is due 90 days (120 days for family teams) prior to your team start date. The balance payment will be solicited through monthly invoices or is payable at any time directly through your Volunteer Advisor.

The full contribution is required if reserving a space within 90 days (120 days for family teams) of your expedition's start date. You can pay with MasterCard or Visa. We also accept transfers of most US securities.

Note: If you fail to make your full payment 90 days (120 days for family teams) before you field, we reserve the right to treat your reservation as cancelled and give your space to another volunteer.

You may wish to consider starting an Expedition Fund (U.S. and Canadian residents only). You can open an Expedition Fund for yourself or for a friend or relative with a tax-deductible minimum contribution of $300 made by check or credit card. Contributions are tax deductible in the year that they are made (US residents only). After you open the Expedition Fund, you, friends, or family can add donations of $50 or more at any time. Expedition Fund contributions can be used toward the cost of an expedition for yourself or for anyone you designate for up to three years after you make the initial contribution.

Please note: Expedition Funds cannot be applied towards Family Teams and all Expedition Fund donations are non-refundable.

For information on Group bookings, please call 1-800-776-0188 ext 250 or email groups@earthwatch.org.

3. Transfer, Refund, and Cancellation Policy
You may transfer from one expedition to another without penalty up to 90 days before your expedition begins, after which time our cancellation policy applies. If you cancel more than 90 days prior to your expedition's start date, Earthwatch will apply the $300 initial non-refundable deposit either toward another expedition of your choice or to an Expedition Fund.

Cancellation between 45-89 days of the expedition start date will result in 50 percent of the total contribution amount being retained by Earthwatch. You then have the option to refund the remainder, transfer it to another expedition, or apply it toward an Expedition Fund.

Cancellation within 44 days of the expedition start date will result in 100 percent of the contribution amount being retained by Earthwatch. Under no circumstances is a refund available to those who cancel within 44 days of their start date. Trip cancellation insurance is available at an additional cost and is strongly recommended.

Note: Any funds retained due to late cancellation will support expedition field research and will be considered a charitable gift to Earthwatch Institute.

Please note that Earthwatch memberships are non-refundable as they are also considered a charitable gift.

In the unlikely event that Earthwatch must cancel an expedition, your expedition contribution will be refunded in full. Earthwatch does not reimburse airfare or other personal travel expenses associated with a cancelled expedition.

Please see below for terms and conditions for family teams.

4. Transfer, Refund, and Cancellation Policy for Family teams
If cancelling 120 days or more prior to departure: Deposits are non-refundable, Earthwatch will apply the $300 per person initial deposit toward another expedition of your choice.

Cancellation between 60 - 119 days of the expedition start date will result in 65% of the per person total contribution amount being retained by Earthwatch. You then have the option to refund the remainder or transfer it to another expedition.

Cancellation within 59 days of the expedition start date will result in 100 percent of your contribution being retained by Earthwatch. Under no circumstances is a refund available. Trip cancellation insurance is available at an additional cost and is strongly recommended.

Note: Any funds retained due to late cancellation will support expedition field research and will be considered a charitable gift to Earthwatch Institute.

Please note that Earthwatch memberships are non-refundable as they are also considered a charitable gift.

For information on Group bookings, please call 1-800-776-0188 ext 250 or email groups@earthwatch.org.

5. What does the contribution cover?
The cost of participation on an expedition, referred to as your contribution, covers your food, accommodation, on-site travel (not airfare), and all of the various costs of field research (field permits, equipment, etc.). For some expeditions, additional costs may exist so please check with your Volunteer Advisor if you have any questions. Please see our list of Frequently Asked Questions for further breakdown on how funds are distributed and information on additional expenses.

6. Are my project costs tax-deductible?
Each country has a different set of tax rulings.
U.S.A.: In the United States, Earthwatch Institute is a public charity described under Section 501(c)(3) of the Internal Revenue Code. It is not a private foundation, as it is an organization described in Section 509(a)(1) and 170(b)(1)(A)(VI) of the Internal Revenue Code. In general, contributions of cash, securities and property donated by US citizens to support scientific research expeditions sponsored by Earthwatch Institute are tax-deductible. Note: Contributions of cash or securities to a charitable organization are tax deductible only upon completion of giving. As such, your payment(s) towards an Earthwatch expedition may be tax deductible only after such payment(s) is non-refundable or, in other words, 45 days before your team start date (contribution is no longer refundable). Under certain circumstances, volunteers may deduct reasonable out-of-pocket expenses associated with their participation in an Earthwatch expedition including some expenses for transportation to and from the research site. AS WITH ALL TAX MATTERS, PLEASE CONSULT YOUR PERSONAL TAX ADVISOR ON ALL ISSUES CONCERNING TAX DEDUCTIBILITY.
Please note: Earthwatch Family Team Expeditions are not tax-deductible.

7. Can I be removed from a team?
Earthwatch Institute reserves the right to refuse reservations on our expeditions. This is an unusual event and is normally due either to an applicant's failure to meet the health requirements of a particular expedition or is in the interest of team compatibility. Earthwatch Institute will support the right of the scientist to send volunteers away from an expedition once in the field should their behavior compromise the safety, research objectives or general performance of the team. Self misrepresentation in any way, including but not limited to age, health, intentions etc. will be grounds for rejection of reservations or dismissal from expeditions. In the case of self misrepresentation, volunteers will not be eligible for a refund.

PLEASE NOTE: These terms and conditions are subject to change at any time, and each Earthwatch Institute office conducts its own policies according to the laws and subsidies of their country of residence.

FINAL REMINDER: Earthwatch Institute expeditions are scientific research expeditions, not tours. Earthwatch Institute makes every effort to describe field conditions accurately both in its publications and verbally, but fieldwork in remote locations is a delicate business and prone to last-minute change. We accept this as part of what makes an Earthwatch Institute expedition a unique experience.