COSTA RICAN HUMANITARIAN FOUNDATION

INTERNATIONAL VOLUNTEER PROGRAMS

VOLUNTEER PARTICIPANT AGREEMENT, TERMS & CONDITIONS, ASSUMPTION OF RISK AND RELEASE

Costa Rican Humanitarian Foundation (CRHF)
P.O. Box 458, Santa Ana, San José, Costa Rica

Website: https://www.crhf.org/volunteer-programs-in-costa-rica/

1. PURPOSE AND SCOPE

These Terms and Conditions (“Agreement”) govern participation in volunteer programs organized, coordinated, or administered by the Costa Rican Humanitarian Foundation (“CRHF,” “we,” “us,” or “the Foundation”).

This Agreement applies to CRHF’s two-week international volunteer programs and may also apply, as appropriate, to individual volunteer placements, family programs, holiday-break programs, service and adventure programs, and other volunteer opportunities offered by CRHF.

The specific activities, dates, accommodation, itinerary, services, and donation/program contribution applicable to each participant will be communicated by CRHF as part of the registration and program confirmation process.

Where a program has additional or specific terms, those terms will be considered part of this Agreement.

By submitting a registration/application, making a payment, or participating in a CRHF program, the participant confirms that they have read, understood, and agreed to these Terms and Conditions.

2. ABOUT THE VOLUNTEER PROGRAMS

CRHF’s volunteer programs provide participants with opportunities to contribute time, skills, resources, and service to communities and projects in Costa Rica.

Depending on the particular program, volunteer activities may include, but are not limited to:

Light construction and renovation;
Painting and maintenance;
Community improvement projects;
Food collection and distribution;
Educational and community activities;
Working with children and youth;
Environmental and conservation activities; and
Other charitable, humanitarian, educational, or community-development activities.

Activities vary according to community needs, weather, project schedules, participant abilities, and other circumstances.

CRHF does not guarantee that every advertised activity will take place during every program. CRHF may modify the itinerary, activities, locations, or schedule when reasonably necessary.

3. ELIGIBILITY

Participants must generally be 16 years of age or older.

Participants under 18 must provide written consent from a parent or legal guardian and comply with any additional requirements established by CRHF.

Families are welcome to participate, subject to the suitability and requirements of the particular program.

CRHF primarily serves participants from North America but welcomes participants from other countries.

English is generally sufficient for organized group volunteer programs. Participants participating independently or in individual placements should have sufficient basic Spanish to communicate appropriately in their volunteer environment unless CRHF has expressly agreed otherwise.

CRHF reserves the right to determine whether a participant’s language ability, age, experience, physical ability, or other circumstances are appropriate for a particular placement or activity.

4. REGISTRATION AND PROGRAM INFORMATION

Interested participants must complete the CRHF registration/application process.

Following submission of the registration form, CRHF will provide information regarding the applicable program, dates, accommodations, itinerary, services, and required contribution/donation.

Program costs vary depending on the program, duration, accommodation, transportation, activities, and other factors.

Current program information may also be available through:

CRHF Volunteer Programs in Costa Rica

The program-specific information provided by CRHF to the participant forms part of this Agreement.

5. PROGRAM CONTRIBUTION / DONATION

CRHF is a nonprofit humanitarian organization. The amount requested from a participant varies according to the program selected.

The applicable amount will be communicated to the participant following registration and may also be published on CRHF’s website.

The participant understands that amounts paid to CRHF are used to support the costs associated with organizing and operating the volunteer program and, where applicable, supporting CRHF’s humanitarian programs and activities.

The applicable program contribution is based on the total amount communicated by CRHF for the participant’s program.

6. PAYMENT SCHEDULE

Unless otherwise agreed in writing by CRHF:

a. Initial payment:
Fifty percent (50%) of the total program amount is due at the time of registration/sign-up.

b. Final payment:
The remaining balance must be paid no later than 15 days before the participant’s scheduled arrival date.

CRHF may require full payment before allowing a participant to begin the program.

Failure to make the required payment by the applicable deadline may result in cancellation of the participant’s reservation or participation, subject to the cancellation provisions below.

7. CANCELLATION BY THE PARTICIPANT

Cancellation requests must be submitted to CRHF in writing.

Cancellation charges are calculated based on the total amount payable for the participant’s program, not merely the amount already paid.

More than 60 days before arrival

If the participant cancels more than 60 days before the scheduled arrival date, CRHF will retain 5% of the total program amount and may refund the remaining 95%, subject to any amounts that are legally or contractually non-refundable and any third-party costs already incurred specifically on the participant’s behalf.

31–60 days before arrival

If the participant cancels 31 to 60 days before the scheduled arrival date, CRHF will retain 50% of the total program amount.

Any remaining amount paid above the applicable cancellation charge may be refunded.

30 days or less before arrival

If the participant cancels 30 days or less before the scheduled arrival date, 100% of the total program amount is retained, and no refund is due.

The same cancellation schedule may apply to participants who fail to arrive, arrive late, leave the program early, or voluntarily discontinue participation, except where CRHF expressly agrees otherwise in writing.

8. SERIOUS ILLNESS OR DEATH OF A CLOSE FAMILY MEMBER

CRHF recognizes that exceptional circumstances may arise.

In the event of:

the serious illness of the participant; or
the death of an immediate/close family member,

the participant may contact the Director and request special consideration.

Any refund, credit, postponement, or other accommodation in such circumstances will be considered by the Director on a case-by-case basis and is not automatically guaranteed.

Participants are strongly encouraged to purchase travel insurance that provides cancellation and interruption coverage for these and other unforeseen circumstances.

9. CANCELLATION BY CRHF

If CRHF voluntarily cancels a program for reasons within CRHF’s control, CRHF will refund all amounts paid to CRHF for the affected program.

However, CRHF is not responsible for the participant’s international airfare, travel insurance premiums, visa expenses, personal expenses, or other costs paid to third parties.

10. EVENTS BEYOND CRHF’S CONTROL / FORCE MAJEURE

CRHF may be required to modify, postpone, interrupt, or cancel a program because of circumstances beyond its reasonable control.

Such circumstances may include, without limitation:

Natural disasters;
Severe weather;
Flooding, landslides, earthquakes, or other natural events;
Epidemics or pandemics;
Government restrictions or orders;
Civil unrest or security situations;
Political or transportation disruptions;
Closure of roads, airports, communities, or facilities;
Public-health emergencies;
Acts of God;
War or terrorism;
Strikes or transportation disruptions;
Loss of access to a volunteer project;
Conditions affecting the safety of participants, staff, beneficiaries, or communities; or
Other circumstances that make the program impractical, unsafe, or impossible to operate.

Where cancellation or interruption results from circumstances beyond CRHF’s reasonable control, CRHF will not be responsible for refunds beyond those provided under the participant cancellation policy above, unless otherwise required by applicable Costa Rican law or expressly agreed by CRHF.

CRHF may make reasonable efforts to modify the program or substitute activities, locations, accommodations, or services when possible.

11. WHAT IS INCLUDED

Unless otherwise specified in the participant’s program confirmation, the program contribution may include:

Accommodation;
Three meals per day;
Transportation associated with the scheduled program;
Materials necessary for approved volunteer activities;
Organized volunteer activities;
Tours and/or adventure activities included in the program itinerary; and
Other services specifically identified in the participant’s program confirmation.

The exact services included vary by program.

12. WHAT IS NOT INCLUDED

Unless specifically stated otherwise, the program contribution does not include:

International airfare;
Passport expenses;
Visa or immigration expenses;
Travel insurance;
Personal medical expenses;
Personal purchases;
Alcohol;
Personal entertainment;
Additional excursions or activities not included in the program;
Additional nights of accommodation;
Airline change fees;
Lost or stolen personal property; or
Other personal expenses.

CRHF may assist participants with information concerning travel dates, flight schedules, and transportation options. However, the participant remains fully responsible for making and confirming their own international travel arrangements.

13. TRAVEL ARRANGEMENTS

CRHF may provide general guidance or assistance regarding appropriate arrival and departure dates and may assist participants in identifying suitable flights or travel arrangements.

Such assistance does not constitute the purchase, sale, or guarantee of airline transportation by CRHF.

Participants are solely responsible for:

Purchasing their international airfare;
Ensuring that their passport is valid;
Obtaining any required visa or entry authorization;
Meeting immigration requirements;
Arriving in Costa Rica on the agreed date;
Confirming their airline itinerary;
Allowing sufficient time for immigration and customs procedures; and
Paying any airline or travel-related fees.

CRHF is not responsible for flight delays, cancellations, missed connections, denied boarding, lost luggage, immigration problems, passport problems, or other airline or travel disruptions.

14. TRAVEL INSURANCE

Participants are required to obtain appropriate travel insurance before participating in a CRHF program.

CRHF strongly recommends that the policy include:

Emergency medical treatment;
Hospitalization;
Emergency medical evacuation;
Repatriation;
Trip cancellation;
Trip interruption;
Lost or delayed baggage; and
Coverage for activities in which the participant intends to participate.

Participants are responsible for understanding the terms, exclusions, deductibles, and coverage limits of their insurance policy.

CRHF is not an insurance provider and does not guarantee that a participant’s insurance will cover any particular claim.

15. HEALTH, MEDICAL CONDITIONS AND DISCLOSURE

Participants must provide CRHF with accurate and complete information concerning any medical condition, allergy, medication, dietary restriction, disability, physical limitation, or other condition that may affect their ability to safely participate in the program.

Participants must inform CRHF of any condition that could reasonably affect their participation or require special assistance.

Failure to disclose relevant information may increase risks to the participant and others.

CRHF may determine that a particular activity or program is unsuitable for a participant where CRHF reasonably believes participation presents a safety concern.

16. EMERGENCY MEDICAL TREATMENT

In the event of an emergency, the participant authorizes CRHF and its representatives, to the extent permitted by law, to seek or arrange appropriate medical assistance or emergency transportation when CRHF reasonably believes such action is necessary.

Participants understand that CRHF may not always be able to contact the participant, parent, guardian, emergency contact, or family member before emergency assistance is obtained.

The participant is responsible for medical treatment, hospitalization, medication, evacuation, transportation, repatriation, and other medical or emergency expenses not covered by insurance or another responsible party.

For participants under 18, the parent or legal guardian acknowledges and authorizes CRHF to take reasonable emergency measures in accordance with applicable law.

17. ASSUMPTION OF RISK

Participation in international volunteer programs involves inherent risks.

Participants acknowledge that these risks may include, without limitation:

Travel-related risks;
Road and pedestrian accidents;
Uneven or unfamiliar terrain;
Falls;
Slips and trips;
Ladder use;
Construction and renovation activities;
Painting and maintenance activities;
Use of hand tools;
Use of power tools where appropriate and only when the participant is comfortable and authorized to use them;
Exposure to dust, dirt, weather, insects, plants, animals, and environmental conditions;
Food-related illness or allergies;
Illness or infectious disease;
Physical exertion;
Heat, humidity, rain, and sun exposure;
Community and neighborhood environments unfamiliar to the participant;
Water-related activities;
Surfing, rafting, hiking, swimming, or other adventure activities;
Risks associated with third-party activity providers;
Loss or theft of personal belongings;
Delays or changes to transportation;
And other risks inherent in travel, volunteer service, community work, and recreational activities.

Participants voluntarily accept and assume these inherent risks.

Participants agree to follow all reasonable instructions, safety rules, warnings, and directions provided by CRHF personnel, volunteer coordinators, accommodation providers, transportation providers, guides, and third-party activity providers.

18. VOLUNTEER ACTIVITY SAFETY

CRHF will determine which activities are appropriate for participants based on the circumstances and the requirements of the project.

Volunteer participants may participate in light construction, renovation, painting, community projects, food distribution, environmental activities, and similar activities.

Power tools may only be used when appropriate, when the participant is comfortable using them, and when CRHF or the responsible project supervisor authorizes their use.

Participants will not be required to operate vehicles, boats, or heavy machinery as part of ordinary CRHF volunteer activities.

Ladders may be used when appropriate.

Participants must immediately inform CRHF staff if they are uncomfortable with, unable to safely perform, or unwilling to participate in a particular activity.

Participants must not undertake activities beyond their experience, training, physical ability, or authorization.

19. ADVENTURE ACTIVITIES AND THIRD-PARTY PROVIDERS

Certain programs may include recreational or adventure activities such as surfing, rafting, hiking, swimming, ziplining, or similar activities.

Some activities may be provided by independent third-party companies or operators.

Participants acknowledge that CRHF does not control the operations, equipment, employees, safety practices, or policies of independent third-party providers.

Participation in such activities may be subject to the third party’s own terms, waivers, safety requirements, eligibility rules, and insurance requirements.

Participants agree to comply with all instructions and safety requirements established by the third-party provider.

To the fullest extent permitted by Costa Rican law, CRHF shall not be responsible for the independent acts or omissions of third-party providers, except to the extent liability cannot legally be excluded or limited.

20. RELEASE AND LIMITATION OF LIABILITY

To the fullest extent permitted by applicable Costa Rican law, the participant voluntarily assumes the risks associated with participation in the CRHF program and releases and holds harmless CRHF, its directors, officers, employees, volunteers, representatives, and authorized agents from claims arising from the inherent risks of participation, including injury, illness, property loss, travel disruption, or other loss arising from circumstances outside CRHF’s reasonable control.

This release applies to claims arising from participation in volunteer activities, travel arranged or coordinated by CRHF, community activities, recreational activities, and activities provided by independent third parties, to the extent permitted by law.

Nothing in this Agreement is intended to exclude, waive, or limit liability that cannot lawfully be excluded, waived, or limited under Costa Rican law.

Nothing in this Agreement releases CRHF from liability arising from intentional misconduct or any other circumstance for which a limitation or release would be legally ineffective.

21. PERSONAL PROPERTY

Participants are responsible for their own personal belongings.

CRHF is not responsible for the loss, theft, damage, or disappearance of money, passports, electronics, luggage, clothing, jewelry, or other personal property, except to the extent liability is imposed upon CRHF by applicable law.

Participants should avoid bringing unnecessary valuables and should maintain appropriate travel insurance.

22. PARTICIPANT CONDUCT

Participants must conduct themselves respectfully and responsibly at all times.

Participants agree to:

Follow CRHF instructions;
Respect CRHF staff, volunteers, community members, beneficiaries, children, and other participants;
Respect local customs and communities;
Follow safety procedures;
Treat volunteer beneficiaries with dignity;
Protect confidential information;
Respect accommodation rules;
Avoid behavior that could endanger themselves or others; and
Comply with all applicable Costa Rican laws.

CRHF may immediately suspend or terminate a participant’s participation for serious or repeated misconduct.

Examples include, without limitation:

Violence or threats;
Harassment or discrimination;
Sexual misconduct;
Theft;
Illegal drug use or possession;
Excessive or unsafe alcohol consumption;
Criminal activity;
Deliberately dangerous conduct;
Abuse or inappropriate conduct toward children or vulnerable persons;
Repeated refusal to follow safety instructions;
Serious disrespect toward beneficiaries or community members; or
Conduct that materially harms the reputation, operations, safety, or beneficiaries of CRHF.

Where participation is terminated because of misconduct, the participant will generally not be entitled to a refund.

23. WORKING WITH CHILDREN AND VULNERABLE PERSONS

Some CRHF programs involve interaction with children, youth, families, elderly persons, persons with disabilities, or other vulnerable members of the community.

Participants must maintain appropriate professional and personal boundaries.

Participants may not engage in inappropriate physical contact, private communications, unsupervised activities, or other conduct that could place a child or vulnerable person at risk.

CRHF may establish additional safeguarding requirements depending on the activity.

CRHF reserves the right to immediately remove a participant from activities involving children or vulnerable persons if CRHF believes the participant’s conduct is inappropriate or presents a safeguarding concern.

24. PHOTOGRAPHY, VIDEO AND SOCIAL MEDIA

Participants must respect the privacy and dignity of community members, beneficiaries, children, and other persons encountered through CRHF programs.

Participants may not photograph, record, publish, or otherwise distribute identifiable images or recordings of beneficiaries or community members without appropriate permission.

Consent must be obtained from an authorized CRHF representative and/or the subject of the image, as applicable.

Particular care must be taken when photographing or recording children.

Participants must not publish confidential information, personal information, addresses, medical information, or other sensitive information concerning CRHF beneficiaries.

CRHF may establish additional photography restrictions for particular projects or communities.

25. CRHF PROMOTIONAL USE

Participants authorize CRHF, subject to applicable law and any specific consent requirements, to use photographs, videos, and other media in which the participant appears for CRHF’s legitimate nonprofit purposes, including:

Website content;
Social media;
Newsletters;
Annual reports;
Educational materials;
Volunteer recruitment;
Fundraising;
Public awareness;
Program documentation; and
Other nonprofit communications.

Participants do not receive compensation for such use.

Any commercial use or creation of content for profit by a participant involving CRHF beneficiaries, projects, facilities, or program activities requires prior written authorization from CRHF and all legally required permissions or consents.

26. CONFIDENTIALITY AND PRIVACY

Participants may encounter personal, family, medical, financial, or other confidential information during their volunteer service.

Participants agree not to disclose or publish confidential information obtained through their participation.

Participants must not share personal information concerning beneficiaries or community members on social media or with third parties without appropriate authorization.

CRHF will handle participant information in accordance with applicable Costa Rican law and its applicable privacy practices.

27. CHANGES TO PROGRAMS AND ITINERARIES

CRHF may reasonably modify program schedules, activities, locations, accommodations, transportation arrangements, or itineraries when necessary because of weather, safety, community needs, operational considerations, availability, third-party changes, or circumstances beyond CRHF’s control.

CRHF will make reasonable efforts to provide comparable alternatives when practical.

An advertised activity or itinerary is not a guarantee that a particular activity, destination, accommodation, or service will be available.

28. EARLY DEPARTURE

If a participant voluntarily leaves the program before its scheduled completion, no refund will ordinarily be provided.

Participants are responsible for their own transportation and additional expenses associated with leaving the program early.

Exceptions may be considered by the Director in cases of serious illness, death of a close family member, or other exceptional circumstances.

29. LANGUAGE

Participants in group programs are not required to speak Spanish.

For individual volunteer placements, basic Spanish may be required depending on the nature and location of the placement.

Participants acknowledge that communication may sometimes occur in Spanish and that CRHF cannot guarantee translation or interpretation for every interaction.

30. INDEPENDENT CONTRACTORS AND THIRD PARTIES

CRHF may work with independent hotels, transportation companies, tour operators, guides, restaurants, activity providers, airlines, and other third-party service providers.

Such providers are independent entities and are not employees or agents of CRHF unless expressly stated otherwise.

CRHF will make reasonable efforts to select appropriate providers but does not control their independent operations.

To the fullest extent permitted by law, CRHF is not responsible for the independent acts or omissions of such providers.

31. PARTICIPANT’S RESPONSIBILITY FOR DOCUMENTS AND LEGAL REQUIREMENTS

Each participant is responsible for ensuring that they possess all documents and authorizations required for international travel and participation in Costa Rica.

This includes, where applicable:

Valid passport;
Visa or entry authorization;
Required immigration documents;
Travel insurance;
Medical documentation;
Parental/guardian authorization;
Vaccinations or health documentation if legally required; and
Any other documentation required by Costa Rican or applicable international authorities.

CRHF may provide general information but does not provide legal, immigration, medical, or insurance advice.

32. MINORS AND PARENTAL/GUARDIAN CONSENT

Participants under 18 must provide written authorization from a parent or legal guardian before participating.

The parent or legal guardian confirms that they have reviewed this Agreement and authorize the minor to participate in the program.

The parent or legal guardian acknowledges the risks described in this Agreement and authorizes CRHF to provide or arrange reasonable emergency assistance in accordance with applicable law.

CRHF may require additional documentation for minors.

33. DISPUTE RESOLUTION

The participant and CRHF agree to make reasonable good-faith efforts to resolve disputes through direct communication with the CRHF Director before initiating formal legal proceedings.

Where appropriate, the parties may agree to mediation or another alternative dispute-resolution process.

Nothing in this provision prevents either party from seeking urgent legal relief or exercising rights that cannot legally be waived.

34. GOVERNING LAW AND JURISDICTION

This Agreement shall be governed by and interpreted in accordance with the laws of the Republic of Costa Rica, subject to any mandatory rights or protections that cannot legally be waived.

Any legal proceedings relating to this Agreement shall be subject to the jurisdiction of the competent courts of Costa Rica, to the extent permitted by applicable law.

35. SEVERABILITY

If any provision of this Agreement is determined to be invalid, unlawful, or unenforceable, that provision shall be modified or limited to the minimum extent necessary to make it enforceable, where legally permitted.

The remaining provisions shall continue in full force and effect.

36. ENTIRE AGREEMENT

This Agreement, together with the participant’s registration, program confirmation, payment information, and any additional written program-specific terms provided by CRHF, constitutes the agreement between the participant and CRHF concerning participation in the applicable program.

It supersedes prior discussions or representations concerning the same subject matter, except for written representations expressly incorporated into the participant’s program confirmation.

37. AMENDMENTS

CRHF may update these Terms and Conditions from time to time.

The terms applicable to a participant will generally be those provided to or accepted by the participant at the time of registration, unless an updated provision is required by law or is otherwise agreed between the participant and CRHF.