Changes and Cancellations

Participating in an international workcamp involves coordination among overseas host organizations, travel agencies, and other parties. From submitting an application to the actual departure, changes and cancellations at different stages are handled differently. The following outlines the general arrangements for changes, cancellations, or inability to participate in an international workcamp, so that participants can understand the relevant arrangements before registering. For full details, please refer to the complete Terms and Conditions.

Before Submitting Your Application

Before submitting your application, you are recommended to confirm that you will be able to participate in the entire duration of the workcamp. At the same time, once your place in the work camp has been confirmed, you must purchase travel insurance yourself to cover losses arising from unexpected circumstances such as illness, family emergencies, or flight cancellations.

After Submitting Your Application (Place Not Confirmed / Outbound Travel Service Fee Not Paid)

After submitting your workcamp application, if your place has not yet been confirmed or you have not yet paid the outbound travel service fee, you may still request a change or cancellation for personal reasons.

• If you wish to change the workcamp you applied for, you must pay a HK$500 change administration fee. The request will be processed as a new application, and the final arrangement will depend on workcamp availability and the decision of the overseas host organization.
• If you choose to cancel your application, you will not be refunded any fee already paid to VolTra (including the Program Preparation and Support Fee).
• If you fail to pay the Outbound Travel Service Fee by the payment deadline stated in the email, this will be treated as a cancellation of your application. Fees already paid to VolTra (including the preparation and support fee) are non-refundable, and the relevant workcamp place will be released to other participants.

If VolTra is unable to arrange a workcamp place for you (for example, because the program is full), this will be considered a non-personal reason. You may choose to apply for a Program Preparation and Support Fee Voucher for future applications, or request a refund (subject to a HK$500 administrative fee).

After Your Place Has Been Confirmed and the Outbound Travel Service Fee Has Been Paid

Once your work camp place has been confirmed and payment has been completed, different arrangements will apply.

• If you wish to change your workcamp, you must submit the request at least 21 days before the start of the work camp and pay a HK$500 change administration fee. The change will be processed as a new application, and whether it is successful will depend on availability and the arrangements of the overseas host organization. If the change is successful, you must pay any difference between the cost of the new program and the original program. If the new program costs less, the difference will not be refunded in normal cases.
  
• If you cancel or withdraw for personal reasons, all fees already paid are technically non-refundable. However, if you request cancellation 21 days or more before departure, you may choose to apply for another work camp instead (subject to the change administration fee), or request a partial refund. A HK$2,000 administrative fee charged by the designated travel agency will apply to partial refunds, and only the refundable portion will be returned (such as the Outbound Travel Service Fee or Camp Fee, depending on the relevant supplier’s policy). Fees already paid to VolTra, such as the Program Preparation and Support fee, are non-refundable.

If you cancel within 21 days before departure, this will be treated as a late cancellation, and all fees paid are non-refundable.

If You Are Unable to Participate for Non-Personal Reasons

If you are unable to participate because the workcamp is cancelled, the program is full, the dates are changed, or your visa application is rejected (with relevant supporting documentation), different arrangements may be available depending on the circumstances.

• If your place has already been confirmed by the local host, you may change to another workcamp once free of charge, without paying the HK$500 change fee. However, you must pay any difference in the cost of the new program, if applicable. You may also choose a voucher arrangement.
• If your place has not yet been confirmed by the local host, you may apply for a Program Preparation and Support Fee Voucher. If your place has already been confirmed and you have paid the Outbound Travel Service Fee, you may apply for an Outbound Travel Service Fee Cash Voucher. Both vouchers can be used for future workcamp applications.

You may also choose to request a refund. The refund amount will be calculated according to the actual refund arrangements of the travel agency, overseas host organization, or relevant supplier, and applicable administrative fees (generally HK$500) will be deducted. Refunds are normally processed within 14 working days.

In the Case of Unforeseen Circumstances (Force Majeure)

If the workcamp is cancelled due to special circumstances (such as natural disasters, pandemics, travel advisories, or government restrictions), the cancellation will be handled under the arrangements for cancellations for non-personal reasons. In some cases, the travel agency may charge ticket cancellation fees or other applicable charges in accordance with regulatory requirements.

Absence / No-show

If you fail to attend the workcamp without notifying VolTra before it starts, or fail to report at the designated time and location, this will be treated as a no-show. In such cases, all fees paid are non-refundable, and VolTra reserves the right to refuse related applications in the future.

Program Preparation and Support Fee Voucher

The voucher can be used to waive the VolTra Preparation and Support Fee once. It may be transferred to another person and is valid for 12 months.

Outbound Travel Fee Cash Voucher

The voucher is equivalent to the amount paid to the travel agency. It may only be used by the original applicant and cannot be transferred, refunded, or exchanged for cash. When used, it can deduct the travel-agency-related costs of a new work camp. The applicant may also, when using the Outbound Travel Service Fee Cash Voucher for the same application, waive one new VolTra Program Preparation and Support Fee. If a group workcamp is selected, the applicable terms and conditions of that program must be followed.

Summary of Change and Cancellation Arrangements

* Applications to change workcamps are subject to workcamp availability, arrangements by the overseas host organization, and local arrangements. Therefore, a successful change is not guaranteed. If changing to a new workcamp results in an additional cost, the applicant must pay the difference. If the new workcamp costs less, the difference will not be refunded.