Terms & Conditions

English in Mind Institute offers organized volunteer trips to Haiti. The following terms and conditions apply for these programs.

Program Fees

The participant of any EIM volunteer trip agrees to pay the applicable program fee for his/her trip. To reserve placement on a trip, a 50% deposit, payable via credit card, check (to “Friends of EIM”) or cash is required and is applied toward the total program fee. The deposit assures EIM of the participant’s commitment to participate in the program and allows EIM to make the necessary arrangements. Refunding this deposit is only possible with enough advanced notice. If a participant chooses to cancel their program within 60 days of the start date, a refund is no longer available.

The balance of the program fee and any required volunteer paper work, is due 30 days in advance of the selected program start date. When enrolling within 30 days of the selected program start date, the balance of the program fee must be paid to EIM trip leaders in full upon enrollment.

If the program fee is not paid in full within the deadlines described above, and the volunteer has not been granted an extension by EIM, the participant will be cancelled from that program and the EIM Cancellation Policy will apply for any funds paid.

The participant is responsible for his/her own travel arrangements and personal expenses (alcohol, souvenirs, etc.) during the program. The participant agrees to take personal responsibility for his/her own effects and EIM will not be held responsible for any loss or damage of personal effects. EIM cannot be held responsible for Haiti’s decision to refuse entry, exit, or the right of passage.

Switching Program Dates

If a participant decides (prior to 30 days of the trip date) to switch his/her trip for another date, EIM will apply any deposit and program fees towards the new trip. However, if a participant switches trips within 30 days, EIM holds the right to charge an additional $100 transfer fee.

In the event that English in Mind Institute needs to change the start date of a trip, EIM will notify confirmed participants within 90 days of the scheduled trip. At this point, participants are entitled to a full refund of both the deposit and program fee. Participants have 30 days to ask for this refund. Cancellations within 60 days of the revised program start date are under the same terms as our regular trips, and as such, deposits will not be refunded.

EIM is not responsible for any fees participants incur from airlines or travel insurers as a result of changed trip dates.

Cancellation Policy

If a participant cancels his/ her trip in advance of 60 days of the program’s start, 100% of the deposit and program fee (excluding the additional fees EIM is charged from online vendors such as Bank of America and Paypal) will be returned to the participant.

If a participant cancels his/ her trip between 60 and 2 days of the program’s start, the $350 deposit will NOT be returned, however, the remaining trip fee (excluding the additional fees EIM is charged from online vendors such as Bank of America and Paypal) will.

Participants who cancel the day before, day of, or after the start date of a trip are not entitled to a refund of their deposit OR program fee. Any refunded money at this point is at the discretion of EIM.

In the event that English in Mind Institute needs to cancel a trip, EIM will notify confirmed participants within 90 days of the scheduled trip. At this point, participants are entitled to a full refund of both the deposit and program fee. Participants also have the option of transferring their deposit and program fee to another trip for no additional fee.

In the event that a trip is cancelled by EIM and a participant incurs a fee from his/her airline or travel insurer as a result, EIM agrees to pay a maximum of $100 per participant to offset these fees. This additional refund will not be paid automatically but only if directly requested from participants who also show appropriate proof from their airline or travel insurer.

Applicant Acceptance & Responsibility

English in Mind Institute reserves the right to refuse to offer the EIM program to anyone for any reason or to cancel a participant’s participation in the program. If the participant is cancelled from the program, space may not be available on the selected start date should the participant try to re-enroll.

The participant is responsible for informing EIM of any physical or medical condition, including mental health conditions, at least 60 days prior to the start date. EIM reserves the right to require documentation from a medical practitioner verifying that the participant is fit and able to undertake a program, and EIM reserves the right to cancel a participant’s program on the grounds of the medical practitioner’s comments.

Participants are responsible for accurately representing the EIM volunteer program on any external fundraising sites or on any fundraising communications. EIM is not responsible for misrepresentations made by volunteers to sponsors regarding the EIM program.

Although approved minors with adult supervision may volunteer with English in Mind Institute throughout the year, no person under the age of 18 will be allowed on an organized EIM volunteer trip.

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