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My Trip Planning - Frequently Asked Questions

🌍✈️ Welcome to GoEco! 

We’re thrilled to have you join us and assist in planning your volunteer abroad journey. Here, you’ll find answers to Frequently Asked Questions (FAQ) about trip planning with GoEco. For queries not covered, refer to the Project Folder included in your Confirmation Package.

📁🔍 More Questions? Feel free to email us at [email protected]

 📞 Want to Chat? Schedule a call with our operations team here: https://calendly.com/operations-team-1/question-and-answer 

Your Deposit and Application Form

After you’ve completed your deposit, please check your email for payment confirmation and your detailed online application form. Please complete it promptly for approval.

For approval to the program, expect up to 5 business days for acceptance confirmation.

Only plan travel logistics after receiving the Official GoEco Confirmation Email Package with flight booking instructions.

If you don’t receive the application form within a few minutes of deposit payment, first check your promotions tab and spam folder as well in case it was routed there.

If ou still cannot find the form, please email [email protected] for a resend.

 

Yes! Please complete the form as soon as possible, skipping the passport section if necessary. We cannot approve your placement without your application form. 

Remember, many countries require passports to have at least 6 months validity for entry; apply for a new one if needed.

Once approved, you’re required to upload your passport to our system later. For any updates, simply email [email protected].

At this stage in your application process you have passed the interview and received a strong recommendation for the GoEco program!

While it’s rare for applications to be denied post-interview, except due to availability, rest assured that should your application not proceed, we’re here to assist you in finding an alternative program or refund your deposit.

Please remember, the registration deposit is non-refundable unless your application is denied through no fault of your own, ensuring peace of mind as you move forward.

Thank you for completing your registration!

Your application and our interview recommendation have been forwarded to the local program team for review. The approval process may vary from 1 to 10 days, depending on the project.

For those traveling within 30 days, we prioritize your applications.

If you haven’t received your Official Confirmation Package within 10 days, please first check your spam folder, then contact us at [email protected] for assistance.

Communicating with GoEco

Now that you have registered officially to your GoEco program, your main contact for all trip planning and logistics is our dedicated GoEco Operations Team:

GoEco ensures you’re well-prepared with both global and local emergency contacts before your program starts, all detailed in your Flights and Arrival Guidelines within your Program Information Folder.

About 2 weeks before your start, we’ll join forces on WhatsApp, creating a group with you, our GoEco global team, and the local program staff. This way, we’re just a text away to support you before and during your adventure. 

About My Confirmation Email

To secure your spot on a GoEco program, please make sure you’ve completed both your deposit and the online application form. After approval, you’ll receive your Official GoEco Confirmation Package, which includes three key resources for trip planning: 

  1. Your Project Folder
  2. Your personal Trip Planning Link
  3. A link to schedule a time to chat with GoEco

Congratulations on your approval for a GoEco program abroad! We’re thrilled to embark on this incredible journey with you 🙂 

Here’s what to do next:

1 . Visit your personal GoEco Trip Planning Link soon to access a checklist of all preparatory steps before your travel.

  • Note: Your program requires specific documents and information to be uploaded. Completing this early ensures a smoother preparation process.

 

2. Get familiar with your program: Dive into the detailed information we’ve compiled for you in the Project Folder. Understanding this will help ensure you have a fantastic experience.

 

We’re here to support you every step of the way!

Your Confirmation Package includes a personal Trip Planning Link with essential resources:

  1. A link to your program’s Project Folder, which contains detailed flight guidelines.
  2. A link for uploading your flight details post-booking, necessary for GoEco to coordinate your program logistics.

Please note, most programs have specific arrival and departure dates and times to ensure smooth transitions. Booking flights outside these guidelines may incur additional fees for extra logistics, all of which are outlined in your program’s detailed flight guidelines. We’re here to help make your journey as smooth as possible!

Your personal Trip Planning Link, found in your Official GoEco Confirmation Package, is your comprehensive resource for trip planning. Here’s what you’ll find when you access it:

  • Program Summary: Confirmed travel dates and a link to the Project Folder with all the necessary trip information and preparation details.
  • Flight Details: A section for uploading your flight information.
  • Payments: Details of your payments, remaining balance, due date, and a link for payment.
  • List of Required Documents: A checklist of documents and logistics needed for your trip, including a section for document uploads.
  • Summary for All Participants: If traveling with family or friends, you’ll see a combined summary for your group.

 

Everything uploaded to your Trip Planning Link is automatically received by GoEco and marked as complete. Please fill out all required sections promptly to ensure you’re fully prepared for your trip abroad. We’re excited to support you in your preparations!

In your Trip Planning Link, you’ll see the checklist for your program. Each item required will fall into one of the following categories below:

  • Forms Online: Links for direct online completion. Example: The medical form and flight form.
  • Project Specific Forms: Documents are found in the Project Folder to download, complete, and upload. Example: project waivers, project questionnaires, diving forms etc. 
  • Emailed documents: Certain forms are applicable for specific individuals and emailed directly to your email. Example: The parental consent form and/or the doctor’s approval.
  • Documents Supplied by You: There are also personal documents which only you can supply us. Example: a passport copy, local or online police clearance, and purchased travel insurance.

 

Once a document is successfully uploaded, its field will turn green, indicating completion.

We’re here to guide you through this process, making sure everything is set for your journey! You’re always welcome to schedule a call with us to go over your required documents. 

Yes you will receive one confirmation email per program.

Each program will have their own unique program schedule, flight guidelines, and required documents sent to you in their own unique email.

About My Trip Planning

You should not book flights before you have received the Official Confirmation Package for your trip. This email has your detailed instructions on when and where to book flights. 

Your Confirmation Package includes a personal Trip Planning Link with essential resources:

  1. A link to your program’s Project Folder, which contains detailed flight guidelines.
  2. A link for uploading your flight details post-booking, necessary for GoEco to coordinate your program logistics.

 

Please note, most programs have specific arrival and departure dates and times to ensure smooth transitions. Booking flights outside these guidelines may incur additional fees for extra logistics, all of which are outlined in your program’s detailed flight guideline document.

We’re here to help make your journey as smooth as possible, so please schedule a call with us to discuss your flights if you have questions before booking. 

Yes, please upload your flight details for our arrival and departure. It’s important for our teams to know your schedule even if you’re travelling independently before or after your program with GoEco.  

If you do not require a pickup from the airport, please check your flights and arrival documents for an alternative meeting point option. 

Combining multiple programs back-to-back is an exciting way to extend your adventure!

Each program has specific arrival and departure days, and depending on how these days align, your transition between programs may vary. If the dates match perfectly, transferring on the same day is straightforward. Should there be a gap between programs, booking extra nights at either location is often a simple solution. You’ll find details about additional nights in each program’s specific Flights and Arrival Guidelines document, with costs available on our website.

For personalized advice on program transfers, feel free to schedule a call with our expert operations team. We’re here to make your experience seamless! 

As a general rule most countries around the globe require travelers to have at least 6 months validity left on their passport from the date of departure.

If your passport will expire in 6 months or less from the date of travel, you MUST renew your passport before your trip to avoid the risk of denied entry. 

You can upload a copy of your new passport to your Trip Planning Link when you have received the updated passport. 

Your Trip Planning Link provides a summary of your payment details, including your balance due date and a link for full payment. Balance payments are due 60 days after registration or 60 days before your program starts, whichever is earlier.

Need a different payment schedule? No problem! Just send us a request at [email protected], and we’ll happily assist you in setting up a new due date.

GoEco requires a national police background check for all volunteer programs. This is a standard we uphold to protect our volunteers and the vulnerable communities we assist around the world. 

A national police clearance check is a document which proves an applicant has no criminal history. You must obtain this document from an official source, then upload a copy to your Trip Planning Link. 

We suggest the following official links for:

If you’re not from one of the above countries, please check with your nearest local police station to request a national background check. If your national police clearance is not in English, you’ll need to provide a simple English translation.

 

This requirement underscores our commitment to providing secure, communal living environments, allowing volunteers and our partners to trust in the reliability and safety of all program participants.

If obtaining a national police background check isn’t possible due to your country’s regulations or if you’re a minor, you can instead provide two professional reference letters. These letters, in English or translated, should come from individuals who’ve known you professionally for at least two years.

Referees should include their contact details and attest to your character and suitability for volunteering abroad, especially with vulnerable communities. Suitable referees include teachers, professors, coaches, employers, work supervisors, volunteer supervisors, and army commanders.

Once you’ve secured two reference letters, upload them as a single document to your Personal Trip Planning Link. We’re here to assist with any questions or guidance you might need!

On your Personal Trip Planning Link there is a spot on this link to upload a Parents Approval document for any participant who will be a minor at the time of travel.

This document was emailed to you, however you may also find a copy of the document to sign and upload HERE. 

IMPORTANT NOTE: Some countries require notarized parental consent forms and other documents for minors to enter the country unaccompanied. You must check in advance with the airlines and the embassy or your destination country regarding the rules for which documents may be required for a minor to travel unaccompanied or enter the country.  
 
This is especially relevant for South Africa as they have very strict guidelines for minors. 

If you notice a doctor’s approval requirement in your Trip Link, it’s likely due to one of these reasons:

  • You are 60 years old or above, for which our programs need doctor’s approval for travel.
  • You answered “YES” to a question on the general medical form online, necessitating a doctor’s approval.

 

Exceptions: If you believe a doctor’s approval isn’t necessary for a minor issue noted on the medical form, please reach out to us at [email protected]. We’ll review if an exception can be made.

The doctor’s approval form was sent via email, and a copy is available here: Doctor Approval Form. Alternatively, a general letter from your doctor confirming your fitness to volunteer abroad is also acceptable.

We’re here to help with any queries you might have!

Please consult your doctor regarding appropriate inoculations at least a month before you depart. Make sure you also review the CDC website for country specific travel health recommendations.

Some countries may have mandatory vaccines to enter the country, so be sure to consult the CDC link for those details. If your program specifically has other vaccine requirements, it will be listed in the Project Folder found on your Trip Planning Link. 

Governments categorize travel differently, often without a specific volunteering category, instead offering options like business, tourism, or family. Some countries do have a volunteering category, usually for long-term commitments of a year or more.

GoEco programs typically fall under the tourism category since participants cover their own expenses, don’t earn a salary, and contribute to local tourism through travel and sightseeing.

So, you can confidently categorize your trip as tourism, and we’ll provide an address and contact number in your Flights and Arrival Document for any needed declarations.

Important Note: On the off chance your program requires a specific visa, this detail will be clearly outlined in your Project Folder.

Your safety is our priority, so travel medical insurance is a must for your trip. It’s your responsibility to secure insurance before you depart, and while you’re free to choose any provider, we’ve listed some reputable options on our website for convenience.

Mandatory Coverage: Your policy should cover all basic medical needs, including visits to a doctor and treatment for common illnesses or injuries. Ensure it includes coverage for your program activities, such as diving or working with animals.

Trip Cancellation Insurance (Recommended): While GoEco does our best to ensure flexibility with most program credits for last-minute emergencies, ti cannot always be guaranteed, so we suggest a trip cancellation insurance. Especially for diving programs which have strict no-refund policies, trip cancellation insurance is a must for anyone partaking in a diving program.

Lost or Stolen Property (Recommended): Considering the risk of loss or theft in tourist areas, or bags getting lost on airlines, having your belongings insured provides peace of mind, despite available storage options in our programs.

Making Changes to My Trip

Traveling and volunteering with a friend is fantastic! Each applicant, including friends, must complete an individual interview to ensure a good fit for our GoEco programs. Encourage your friend to apply on our website and schedule their interview. During the interview, they should mention they’re traveling with you, so we can link your applications together. If you have any other doubts about this, you are always welcome to message our Operations Team at [email protected]. Happy planning!

Rescheduling your GoEco trip is hassle-free with advance notice! To make changes without a fee, it’s required to give us at least 31 days’ notice before your start date. For adjustments or to switch your program location, just email us at [email protected].

Your deposit is valid for 1 year from the payment date. If you need to postpone, let us know, and you can apply your deposit towards any trip within 2 years. Need more time? Postponing after 2 years is possible with a $100 rescheduling fee.

If your trip is less than 31 days away – see the Last minute change question below. 

Yes, it’s easy to change programs with GoEco as long as you provide us with some advanced notice. To switch programs, we require a minimum notice of 31 days before your scheduled start date. With this, you are free to apply your deposit to any program on our website for no additional fee.


Less than 31 days before your start date, it is not possible to change programs or locations. If your trip is less than 31 days away – see the Last minute change question below. 

If your flight details have changed, you can re-upload your new flight details into the same flight form you have on your Trip Planning Link. 

Make sure to send a message to [email protected] to inform us of the change so we may remove the old flight details from your record. 

Before you cancel your trip, please call our office or send us a message to [email protected] to let us know why you need to cancel. Often, our team can work together with you to find a solution to your problem or concern, so you may still enjoy your volunteering adventure abroad.

For example: If you have a schedule change, we offer free postponements. If your goals, interests, or internship requirements have changed, we offer free program switching.

If you still need to cancel your trip, here is our refund policy for cancellations which applies to all our programs:

  • Deposit: Although the $350 deposit is not refundable, it is 100% flexible to be applied towards any program on our website in 1-2 years as a GoEco credit.
  • Advanced Notice: Your balance payment (the full program fee minus the non-refundable deposit of $350) is fully refundable provided you request the refund with more than 31 days notice before your scheduled start date.
  • Last Minute: Any cancellation with less than 31 days notice is classified as last minute and non-refundable. If you need to cancel your trip last minute because of a genuine emergency outside of your control, we will require proof of such an event and can negotiate with the local team to minimize penalties or change fees. The first attempt for a monetary refund should be through your travel insurance for a genuine emergency. DO NOT change your schedule with less than 30 days notice without clearing it with GoEco first at [email protected]. 
  • Diving programs: GoEco diving programs cannot offer the same flexibility to postpone for free for any last minute emergencies no matter the reason. They are subject to the full cancellation policy of the local dive centers and therefore 100% of the fee is lost if a cancellation is done with less than 31 days notice. You must purchase a comprehensive travel insurance which covers trip cancellation coverage for all GoEco diving programs. 
  • Changing Programs: If you cancelled your trip with an advanced notice of 31 days or more, you’re free to use your credit to any program on our website. We cannot make location changes with less than 31 days notice. 

As mentioned above, GoEco guarantees 100% flexibility to our volunteers to freely change programs and schedules provided we have more than 31 days advanced notice before your start date. 

Less than 31 days notice before your travel date is considered last minute for our local program teams and non-refundable. 

Last minute changes are very difficult for some of our project teams as your program services are booked and arranged in advance. Changes less than 31 days before your arrival should only happen in case of genuine emergencies and must be dealt with on a case by case basis for us to evaluate any possible additional fees which could be relevant depending on your program. 

If you do have an urgent issue which may interrupt your schedule less than 30 days before your start date, you must email us at [email protected] before making any changes so we can assist from there. 

Our full Rescheduling, Flexibility and Refunds Policy is outlined as follows:

  • GoEco promises the flexibility to reschedule your trip for free in case of any changes and will save your program payment for you to reschedule, provided we have 31 days notice or more. 
  • Although the $350 deposit is non-refundable, it is 100% flexible to accommodate any schedule changes or even a program change down the road for 2 years.
  • With more than 31 days notice before your start date: GoEco offers total flexibility to make changes to the program location and your travel dates. All travelers are eligible for a full balance refund minus the non-refundable $350 deposit in the event of a trip cancellation.
  • With less than 31 days notice before your start date: Our teams rely on our volunteers, so we do not encourage making changes to your rip scheduled less than 30 days before your start date.  Some projects can be flexible to help you postpone the trip to a future date if a genuine emergencies outside of one’s control occurs.
  • Some projects are quite strict and cannot make any exceptions for postponements last minute for any reason, so trip cancellation insurance is highly recommended. All diving projects and some projects in Costa Rica and Ecuador are among these. Be sure to check the Project folder for project specific booking terms. 
  • Possible credits for last minute emergencies: If your trip is postponed with less than 31 days notice due to a genuine emergency, we first need to clear this with the local team to see if they can offer you a full credit to reschedule. Most projects can accommodate this with proof of such event (ie; medical emergency, death in a family, covid related government travel ban [travel advisories do not count as travel bans], catching covid before a trip and forced to quarantine.. etc). 
  • If a last minute postponement of your program is approved by the local team, all funds are saved on-site for you to return to the same project in the future (this includes if your trip is interrupted after you’ve already started). Switching programs or program locations is not possible with less than 30 days notice.
  • Full Cancellation Penalties for Diving projects: Diving projects cannot accommodate changes no matter the reason – trip cancellation insurance will be required as 100% cancellation penalties will be applied by the dive centers. 
  • Full terms and conditions here.

If any problems arise during the Program, please speak to your on-site volunteer leader first. It is important to initially raise and discuss the issue with program staff directly, as most issues can be solved in this manner. If the problem cannot be solved, you should contact GoEco in our WhatsApp group and we will do our best to support you and sort out the problem.

PLEASE DO NOT LEAVE THE PROGRAM (EARLY) BEFORE SPEAKING TO US.

The organization/Program relies on each and every volunteer, if you leave the Program in the middle it could seriously damage the work being undertaken. 

Our projects cannot offer refunds for leaving early, and we cannot change your project to a different location once you’ve arrived. Everything for your program (food, accommodations, training and staff support, transportation, materials to assist the volunteer work etc)  is booked and paid for in advance.  When it comes to problem solving on programs, it’s our first priority to make sure your time there on the project you’ve booked is as it should be. You are placed at a project with a professional team eager to assist you to make sure your volunteering is rewarding and great learning experience.

Completing My Trip Logistics

Congratulations! You’ve completed your Personal Trip Planning Link and are one step closer to your volunteer abroad adventure 🙂

About 2 weeks before you fly we will send a final trip summary email with everything you need. We will also connect on WhatsApp for quick communication.

Now is the fun part:

About 2 weeks before your departure, we’ll send you a final trip summary email with all the essential reminders for your journey.

This email will include a link to join your project’s WhatsApp group, so make sure to Download WhatsApp beforehand for seamless communication.

The WhatsApp group connects you with both GoEco and local staff, as well as past and current volunteers. It’s designed to provide support before your flight, coordinate airport pickups, and introduce you to the team upon arrival at your destination. Looking forward to connecting with you!

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