Traveler Visit Policies
Our Vision Statement: To ignite hope in the world.
Our Mission Statement: Inspired by Christ’s love, Children’s HopeChest releases the potential existing within vulnerable communities, starting with the children.
Children’s HopeChest policies have been carefully developed to ensure the safety of participants and the integrity of our ministry. These policies exist to protect the communities we serve, our national staff, and the organization. All participants, including leaders, are expected to fully respect and adhere to the authority of Children’s HopeChest leadership and staff before, during, and after their visit. Compliance is required without exception due to the legal and operational responsibilities Children’s HopeChest carries in each country. While we strive to provide a positive experience for every group, the scale of our ministry means individual decisions can have far-reaching impacts. Additionally, some requirements are determined by governmental laws, regulations, and local policies.
Personal Commitment:
Understanding that this experience is rooted in connection, learning, respect, and collaboration, I commit to the following:
- I will engage with others in a respectful, thoughtful, and culturally sensitive manner.
- I will cooperate fully with the team leader and fellow participants in all aspects of the experience, including daily activities, lodging, meals, transportation, and schedules, and I will remain with the group when expected.
- I will be mindful of my behavior, recognizing that my actions reflect not only myself but the organization and communities we serve.
- I understand that teamwork and cooperation are essential to the success of the experience, and I take responsibility for contributing positively to the group.
- I agree to follow the guidance and authority of the team leader and Children’s HopeChest staff for my safety and the well-being of the entire group.
- I will approach the experience with flexibility, humility, and a team-first mindset, setting aside personal preferences when needed for the good of the group.
- I will respect local cultures and customs, seek to learn from them, and refrain from criticism—whether through words or actions—of the local community
Physical, Mental & Emotional Requirements:
We want every traveler to have a meaningful, safe, and well-supported experience. International travel, especially outside of a familiar environment, can be deeply rewarding, and it can also involve physical, mental, and emotional demands. We encourage each traveler to thoughtfully consider the following as they discern whether this experience is a good fit:
- Physical mobility: Travelers should be able to carry their own luggage up two flights of stairs and walk moderate distances (up to a half mile at one time), sometimes on uneven terrain.
- Environmental conditions: The climate may be warmer than what you’re used to, with limited access to temperature regulation (i.e. air conditioning).
- Infrastructure variability: Interruptions in electricity are common. Travelers who rely on medical equipment that requires continuous power (such as a CPAP machine) should carefully consider whether this could impact their health and well-being during the trip.
- Mental and emotional demands: Traveling outside of familiar cultural and environmental contexts can involve moments of uncertainty, discomfort, or emotional strain. Situations you encounter may differ significantly from what you are accustomed to and will require flexibility, patience, and emotional resilience.
Because these experiences are shared—both within the travel team and with the community being visited, a traveler who is unable to function within these realities may unintentionally create disruption for fellow travelers, local partners, and Children’s HopeChest staff facilitating the experience. For this reason, it is vital that travelers use thoughtful and appropriate discernment when deciding to travel with Children’s HopeChest, prioritizing not only their own well-being but also the care and dignity of others.
Children’s HopeChest Visit Cancellation/Reschedule Policy:
Children’s HopeChest continues to closely monitor events in the areas around the world in which we operate. Due to the nature of international travel, there may be very rare occasions when, for the safety of team members and field staff, Children’s HopeChest will be required to reschedule or postpone your visit upon short notice. While we work diligently to avoid these kinds of situations, there may be significant crises or political unrest that occur spontaneously. We consider the following when deciding to reschedule or postpone a visit for the safety of all involved:
- Regionally specific U.S. State Department Warning in your team’s location AND/OR
- The U.S. State Department is asking U.S. Citizens to evacuate that country AND/OR
- The U.S. State Department is asking U.S. Citizens to avoid travel to that country AND/OR
- Input from Children’s HopeChest In-Country Leadership on their first-person accounts of the situation AND/OR
- Hostilities occur between the U.S. or an ally of the U.S. and the host country.
If there are safety concerns prior to or during your visit, Children’s HopeChest will be in frequent contact with field staff and consistently monitoring the U.S. State Department’s recommendations and multiple news outlets. You will be advised of a change in team itinerary by your assigned Children’s HopeChest representative.
Children’s HopeChest strongly recommends registering you and your team members through the United States STEP Program, thus allowing travelers to receive travel warnings, alerts, or updates directly from the U.S. State Department.
While Children’s HopeChest is diligent in reducing both risk to persons and financial loss, the final risk for financial loss and/or risk to my personal safety rests with those traveling.
Children’s HopeChest strongly recommends purchasing refundable tickets and airline ticket insurance when purchasing airline tickets.
If Children’s HopeChest cancels or postpones travel:
At the time trip cancellation, if funds already paid by travelers exceed the costs already incurred by CHC, the excess will be refunded to donor(s) OR |
A traveler may opt to donate funds paid toward Children’s HopeChest general funds |
If an Individual Traveler cancels or a Partner cancels the entire trip:
4+ weeks from visit date: | $500 is non-refundable. In most situations, if funds already paid by travelers exceed $500, the excess will be refunded to donor(s) |
0-4 weeks from visit date: | No refunds will be processed. |
Trip Costs:
The intention of Children’s HopeChest travel experiences is for participants to connect with one another, with new friends, and with God—free from unnecessary distraction. We aim to provide experiences that are comfortable, safe, and financially accessible. Trips are offered at an up-front, all-inclusive price rather than an individual, itemized budget. Teams may choose optional experiences that incur additional costs, which will be reflected on the final invoice.
Costs Included in Partner Visit Budget:
- Children’s HopeChest Visit Planning Expense
- Trip Insurance (including coverage for international medical expenses)
- In-country ground transportation
- Lodging
- Meals (alcohol not included, See Alcohol, Tobacco and Drug Agreement below)
- Snacks and bottled water
- Translator fees and expenses
- Host fees and expenses
- Tours and day-off excursion (if applicable)
- Tips
- Staff services and incidentals
Personal Support Raising and Refund Policy:
Children’s HopeChest recognizes that some travelers may choose to raise personal support to fund the cost of their visit. Children’s HopeChest strongly encourages that raising of personal support be administered through the church/organization in partnership with Children’s HopeChest.
- Travelers raising more than 100% of their HopeChest trip invoice cost support through CHC’s platform may request reimbursement from Children’s HopeChest up to the cost of their airfare for the trip. Reimbursements can only be requested for payments exceeding $50 of the visit costs. These are the only costs Children’s HopeChest can reimburse to travelers. A payment confirmation of the flight will be requested for this reimbursement, and the refund will be processed after completion of the trip. The reimbursement request must be submitted within 30 days after completion of the trip. Please contact your Travel Manager to request reimbursement.
- Any additional funds remaining after visit costs and airline tickets will be applied to Children’s HopeChest General Fund
Background Checks:
Every traveler 18 years and older must complete a background check through Children’s HopeCchest’s chosen vender ScreeningOne at the time applications are due. Background checks are done to ensure the safety of all parties, and any flags will be evaluated by the Executive Leadership Team at Children’s HopeChest. HopeChest reserves the right to deny any application for any reason for the safety of the children we serve, HopeChest staff and volunteers and the traveling team. Background checks are good for 12 months – if you are traveling with Children’s HopeChest twice in 12 months only one background check will be required.
Visit Communication:
To help ensure clear, timely, and well-coordinated communication throughout the planning and travel process, Children’s HopeChest follows these communication practices:
Prior to Travel:
- Travelers are asked to communicate with Children’sHopeChestthrough their Trip Leader, who serves as the main point of contact.
- Trip Leaders will communicate in the designated Partnership Slack channel, which includes the U.S. Travel Team and in-country team members, allowing everyone to stay aligned.
- All travellogisticsand arrangements are coordinated through the U.S. Travel Team and Children’s HopeChest to ensure consistency, safety, and smooth planning.
While on your trip:
While in the field, clear and thoughtful communication helps ensure that everyone is supported and that situations are handled smoothly. If questions, ideas, concerns, or needs arise, team members are encouraged to share them with the Trip Leader, who serves as the primary point of contact for the group.
The Trip Leader will then connect with the appropriate Children’s HopeChest in-country staff member, who may consult with additional leadership as needed to ensure the best response.
Note: Our translators play an important role in helping teams connect and communicate, and they are often warm and supportive partners. However, they are sometimes contracted professionals and are not Children’s HopeChest in-country staff, so organizational decisions are handled by Children’s HopeChest staff members.
Personal Information:
Do not exchange any personal contact information including but not limited to: personal or work address, email, social media accounts or phone numbers with country staff, community members, local church staff, government officials, service providers or others that you may encounter during your travel experience.
This is a protective measure for the staff members, travelers, and the child/family in our program.
*Please see Child Protection Policy for expectations and prohibitions around sharing personal information with children and families*
Team Size:
Minimum number of travelers is 5; Maximum of 20. (Special approval needed for teams larger than 20)
All members of your team must arrive and depart on the same day and at a similar time. (If this is not possible, additional costs will be incurred).
Deadlines:
To complete all tasks for visit planning in a timely manner, Children’s HopeChest has established deadlines. Submission after these deadlines may result in potential disruption of trip planning, acquiring appropriate lodging and transportation.
Failure to meet payment deadlines may result in cancellation of the trip.
Trip Leaders should monitor the completion and submission of documentation and payment from each team member according to deadlines.
Team Leaders to notify the Children’s HopeChest Travel Team in advance if any individual team member cannot submit paperwork on time.
Children’s HopeChest requires all visit expenses to be paid in full, 6 weeks prior to your team’s departure date. When final payment has been received, Children’s HopeChest will send all emergency contact information, insurance cards, etc. to the Trip Leader. The Trip Leader will then distribute the documents to the team. Any extensions on deadlines will be approved on a case-by-case basis.
Itinerary Requests:
Itineraries are created by Trip Leaders, the U.S. Travel Team and CHC In-country team members. If an individual traveler has an idea or request related to the team’s time in-country, please talk with the Trip Leader prior to the travel experience. Once the final itinerary has been published (2 weeks before travel), requests for changes will be challenging.
Individual Visits:
Due to the volume of travel being coordinated by the U.S. and In-country teams, CHC cannot accommodate or accept individual visits. This includes impromptu visits to a CarePoint while a Partner may be in-country for other reasons. Although these visits are well-intended, CHC wants to ensure staff time and resources are respected and appropriately supported.
This also includes team or individual interest in extension of travel outside the Standard HopeChest travel experience. HopeChest does not have the capacity to facilitate this additional travel and will not be assisting in any way in facilitating additional travel experiences.
*Travel Insurance purchased by Children’s HopeChest specifically covers only the Partner Visit dates facilitated by Children’s HopeChest*.
In-Country Monetary Guidelines:
Oftentimes during a visit, a team will see needs at their CarePoint or in the community that might necessitate funding. So that all donations are closely accounted for, monitored and reported upon, teams are prohibited from leaving money with in-country staff or community members.
Any projects, initiatives, or needs that a team or an individual would like to fund must always be funded through Children’s HopeChest and align with priorities in the Community Development Plan.
Gift-Giving Policy for Traveling Teams:
Travel with Children’s HopeChest is centered on building meaningful relationships grounded in mutual respect and partnership. Being present and connected is often the most impactful gift we can offer. To support this focus and promote equity within the community, Children’s HopeChest asks that partners refrain from bringing individual gifts for CarePoint children.
This also helps to:
- Protect community dignity: Individual or spontaneous gifts can disrupt group unity, shift expectations, or impact long-term development goals.
- Support local economies: Bringing large quantities of goods may unintentionally compete with local businesses and systems we aim to strengthen.
- Complications at Customs: It’s possible that a traveler or team may experience issues when going through customs related to items in luggage intended for gift-giving.
- Reduce the appearance of Favoritism: We want to, at all costs, avoid any appearance of favoritism. This includes our attention and energy. We want all children to feel loved, seen and cared for equally. Please avoid showing special attention to one child.
If you still have questions related to a specific idea for gifts:
- Follow local guidance: All gifts must be coordinated through Children’s HopeChest staff, who best understand cultural context, real needs, and fair distribution. Gifts must also be purchased in-country and ideally not distributed while the partnering community is visiting the CarePoint.
- Prioritize shared gifts: When appropriate, focus on community-wide items such as sports equipment, art supplies, books, or items specifically requested by CarePoint leaders.
Of note:
- Supplies needed for planned activities that cannot be sourced locally may be brought with prior approval.
Alcohol, Tobacco, Drugs Agreement:
- HopeChest is a highly relational, cross-cultural organization and expects respectful and culturally sensitive behavior from all travelers.
- Public consumption of alcohol or smoking is strictly prohibited at the CarePoint or in public places.
- In many cultures where CHC partners, it is taboo for Christians to drink alcohol. Please be culturally sensitive to your surroundings. When in doubt, choose not to drink.
- Private alcohol consumption should be done discreetly, moderately and only after hours, such as:
- At the Guest House
- At dinner with the team (no CarePoint staff present)
- Travelers under 21 are not permitted to consume alcohol, tobacco, or illegal substances—even with parental consent.
- Use of illegal substances or violating alcohol/smoking policies may result in:
- Immediate removal from the trip
- Return to the U.S. at the traveler’s full expense
Kidnapping and Hostage Taking of Children’s HopeChest Employees and Volunteers:
International acts of terrorism, violence and kidnapping are a tragic part of current reality. As Children’s HopeChest grows and touches the lives of more people in a variety of countries, it is always possible that Children’s HopeChest employees or volunteers may be affected.
Children’s HopeChest recognizes the difficult decisions involved when hostages are taken; however, we believe that governments, organizations, and individuals have a common interest in not giving in to terrorist demands. Children’s HopeChest strongly believes that concessions, whenever they are made, only encourage further attacks and put additional people at risk. Children’s HopeChest is prepared to use every legitimate means to secure the release of any of our employees or volunteers being held hostage.
We at Children’s HopeChest acknowledge that this form is intimidating. However, all organizations in our field to our knowledge require similar forms and HopeChest staff have signed it themselves. In our history, we have not encountered the threat of or an actual abduction; nor have we had any group, individuals or employees directly impacted in an actual terrorist attack. However, such events, especially abductions for ransom, are becoming more commonplace and are occurring in unexpected parts of the world. When traveling internationally, everyone needs to acknowledge that anything is possible, however unlikely. The purpose of the following policy statement is not to scare but to establish how Children’s HopeChest would deal with acts of terrorism involving its employees or volunteers.
Employee / Volunteer Agreement:
Children’s HopeChest recognizes that the risks to personal safety encountered by Americans traveling abroad are greater now than in past years. While safety for our travelers and our field staff is top priority, we follow U.S. policy on terrorism, kidnapping and hostage taking. Children’s HopeChest will make no concessions to terrorists. We will not negotiate for the payment of ransom for the release of hostages or prisoners. Children’s HopeChest will cooperate with the appropriate governmental agencies to ensure ensure that all perpetrators of violent acts against its employees / volunteers are brought to justice. Without exception, all volunteers and employees of Children’s HopeChest who are / or potentially will be in areas of the world where this is a risk shall sign a document affirming they have read and understood this policy. Travel related to the development work of Children’s HopeChest is expressly an assumed risk.
Medical Authorization and Limited Power of Attorney:
I wish to participate in a Children’s HopeChest short-term visit. In consideration of acceptance for this visit, I, being of legal age, do hereby authorize any necessary medical and/or dental treatment on my behalf/ on behalf of my minor child, should I be unable to give such consent, and confer upon Children’s HopeChest a special power of attorney for that purpose. This consent and power of attorney includes reasonable medical and/or dental treatment including but not limited to diagnostic tests, x-rays examinations, anesthesia, or other procedures within the country visited which may be deemed necessary to my medical well-being / the medical well-being of my minor child for the duration of the visit. “Deemed necessary” means the reasonable judgment of Children’s HopeChest staff and the Team Leader of the visit under all circumstances thereafter.
Minors Traveling:
All minors traveling abroad must have a signed Power of Attorney (POA) & Memorandum of Understanding. Even if one or both parents are traveling, there must be a Power of Attorney and Memorandum of Understanding on file. This is to ensure safety and well-being of all minors in the event of unexpected circumstances
Release and Hold Harmless Agreement:
I hereby voluntarily release, waive all claims against, and hold harmless (i) Children’s HopeChest, its officers, agents, and employees (ii), the Team Leader and other members of the mission team, and (iii) the church or other organization which has sponsored the team, as well as its pastoral staff, directors, elders and other executives, whether acting in their official capacities or otherwise from all manner of suits, actions, claims, demands, and liabilities which may arise from my participation / the participation of my minor child in this visit. I authorize the designated leader of the visit to arrange for my / my minor child’s early return home should this be deemed necessary. I understand that this will be at my own expense should the reason be, as concluded by the leader in his or her sole and absolute discretion, my / my minor child’s inability to work together with the team in an appropriate manner, regardless of cause.
I recognize that conditions in some of the places to which I / my minor child will travel will not meet customary U.S. standards in terms of, among other things, sanitation and cleanliness, public health, food safety or preparation, public safety or conduct of public and police officials. Such conditions are inherently unpredictable and outside of the control of Children’s HopeChest. I allow my minor child to participate in this visit with knowledge of this.
I understand that this document constitutes a full and complete waiver of all possible claims, including claims of negligence in personal injury or property loss and / or damage, arising out of my participation / the participation of my minor child in this visit. By reading this agreement, I acknowledge that I have read and accept its terms.
I have read the Kidnapping and Hostage Taking of Children’s HopeChest Employees and Volunteers section of this application, and fully understand that in the event that I am abducted and held against my will under any circumstances, Children’s HopeChest will use every legitimate means to secure my release but will not make any concessions nor negotiate payment of ransom for my release.
In the event of any disagreement respecting the interpretations, application or enforcement of Personal Covenant, Employee/Volunteer Agreement, Medical Authorization, Power of Attorney, Release and Hold Harmless Agreement, Child Protection Policy, or any term or condition of same, the matter shall be resolved under the exclusive jurisdiction of Peacemaker Ministries, and under its procedural rules. Neutral personnel of Peacemaker Ministries shall preside over the arbitration of the matter at hand, whose decisions shall be binding and from which there shall be no appeal. Prior to arbitration, the parties shall engage in a Christian Conciliation process supervised by Peacemaker Ministries. The parties understand the scriptural injunction against taking other believers to court and understand that they are voluntarily surrendering their secular right to take matters to civil court.
All matters respecting the above agreements shall be governed by the substantive law of the State of Colorado.
Attestation of Trip Leader: By signing below, I attest that I have read, understand and agree to hold my team (the list of individuals shared with the U.S. Travel team and whom I share the registration link with) accountable to the policies outlined in this document.
Attestation of Individual Traveler and Trip Leader: By signing below, I attest that I have read, understand and agree to follow the policies outlined in this document.
