Mission Adventures Harpenden is a ministry of Youth With A Mission Harpenden, a registered charity number 1156783, company registration number 8807913 in England and Wales. Mission Adventures is a programme designed to offer training and mission trip opportunities to groups of youth and individual young people, with a particular focus on evangelism, mercy ministry, and practical service. All Mission Adventures teams serve alongside local missionaries, to ensure sustainability in the work, and to support the long-term vision and efforts of the missionaries in the field.
Mission Adventures by its very nature involves some risk, particularly as can be expected when you are travelling in a foreign country where you do not speak the language or know the customs. That being said, all due care and caution is taken when planning these trips and we do not take teams into places we deem to be unsafe. All of our leaders receive training in risk assessment in order to help minimise risk, and know what to do in the event of an emergency. We also respect the advice of the hosts within the local area, and adhere to any recommendations they give regarding safety and appropriate social conduct. In the unlikely event of a security alert in your outreach location in the lead up to Mission Adventures we will be in touch to discuss options to suit you and your team.
The following conditions shall apply for participation in the Mission Adventures programme. They are to be read in conjunction with the Mission Adventures Code of Conduct, Group Leader Responsibilities, and YWAM Harpenden’s Summary Safeguarding Policy Statement, the terms of which shall be considered part of these conditions.
1. Applications & Programme Fees
1.1 Apply
The leader who is applying to bring a group will need to fill out the online application form to register their group, and subsequently have each team member fill out their personal application form.
1.2 Pay Registration Fee
We acknowledge that it takes time to raise awareness and funds for a mission trip, as such we do not expect full payment for the programme until 30 days prior to its start. There are however a number of administrative related expenses that are incurred during the lead up to Mission Adventures in order to process applications and to get the relevant documents in order, thus there is a registration fee in place to cover these costs. Once we know the total number of people in your group, we will send the group leader an invoice for the non-refundable £50 per person registration fee, which is to be paid within 30 days of receiving the invoice.
1.3 Confirmation of Outreach Location
Once we have received the initial application from the group leader we will get in touch with them to discuss and confirm outreach location. As far as possible, our hope is to send everyone to the outreach of their choice and the earlier an application is submitted the more likely that the desired outreach will still be available, as they are assigned on a first come first serve basis.
1.4 References & Background Checks
1.4.1 All participants are required to provide two references: the references are to be filled out by a parent/youth leader/pastor etc, depending on the type of application.
1.4.2 All participants aged 18 or over must also have or apply for a current DBS (Disclosure and Barring Service) certificate, which is subscribed to the update service, or have a current equivalent police background check. Whenever possible, the DBS check should be instigated through the sending church or school, if for any reason this is not possible, please contact the Mission Adventures Admin Team.
1.5 Pay Programme Fee
1.5.1 Fundraising for a mission trip is an incredible opportunity to see God provide. This can come from generous gifts from family and friends, through grants or other donations, or from serving and fundraising as a group. We will invoice the group leader for the remaining programme fees of £500 per person. We understand that fundraising takes time so the payment is not due until 30 days prior to the start of the programme. This ensures we have enough time to arrange currency conversions and make any necessary transfers before your arrival.
1.5.2 Payments
1.5.2.1 For group applications, the church/school/group leader is responsible to collect and manage payments from individual team members and any money raised through fundraising. YWAM Harpenden will invoice the group leader with a collective total for all group members, in order to receive one payment per group for the registration fees, and one payment per group for the programme fees.
1.5.2.2 Mission Adventures programme fees can be paid by cheque or bank transfer.
Please make cheques payable to “YWAM Harpenden”, write your group name and Mission Adventures on the back and mail it to the following address:
Mission Adventures,
6 Highfield Oval Harpenden,
Hertfordshire
AL5 4BX
Please make bank transfers to the following bank account with the relevant note/reference so that the transaction can be easily identified by our accounting team:
Account Name: Youth With A Mission Harpenden
Sort code: 23-05-80
Account Number: 30512626
Reference/Notes: MA - “Group Name”
BIC/SWIFT: MYMBGB2L
IBAN : GB71MYMB23058030512626
1.5.3 What is Included in the Programme Fee
All meals & accommodation for the duration of the programme
Transportation (on location during the outreach)
Airport pick-ups and drop-offs during the programme
Camp training and materials (speakers, worship, welcome pack)
Mission Equip - Youth Missions Prep Video Series
1.5.4 What is Not Included in the Programme Fee
Travel to/from the Training camp or Debrief (flights or ground transportation)
Transportation to/from the outreach location (with the exception of airport drop offs/pick ups)
Travel insurance
Covid-19 tests & any quarantine related fees (if required)
DBS/background check (only required if aged 18 or over)
Vaccinations (if recommended by your travel nurse or doctor)
Travel visa (if required)
ETIAS - European Travel Information and Authorisation System (entry to EU if required)
ETA - Electronic Travel Authorisation (entry to UK if required)
2. Flights and Flight Payments
2.1 Flights should not be purchased until after YWAM Harpenden has received all team members applications, references, and DBS checks/alternative background check (DBS/background checks are required for all participants aged 18 or over).
2.2 In most cases, Mission Adventures/YWAM Harpenden staff will liaise with a travel agent to identify the optimal flights for the group to ensure that all participants are able to be booked together on the same flight itinerary. In the event of a flight cancellation by the airline, booking this way would result in the team being transferred onto a new flight together, rather than risk the team being separated across multiple flights. This also enables us to ensure that minors are travelling with those adults who are acting in loco parentis for them.
2.3 Mission Adventures/YWAM Harpenden does not purchase flights on behalf of a group or individual, but will provide contact information for a travel agent and flight itinerary, and participating groups/individuals are responsible for making payments for the flights through the travel agent or to the airline directly. In the event of a cancellation by the airline, or extended delay that would qualify for a refund from the airline, groups/participants are responsible to pursue refunds directly with the travel agent/airline from whom they booked, and will be subject to the terms and conditions of their ticket purchase. Please be aware that once flights are booked, they may be subject to changes by the airline. If there are any changes which would significantly affect the programme schedule, YWAM Harpenden will work with the participating group/travel agent/airline to try and find alternative flight arrangements.
2.4 In the event where flights are purchased before YWAM Harpenden has received all of the necessary documents pertaining to an individuals application, YWAM Harpenden reserves the right to deny acceptance to the programme (at the discretion of the programme leaders should there be an issue of concern in the application or references received), and is not responsible for the reimbursement of those flights in any way.
3. Cancellations
3.1 Cancellation by Group/Participant
3.1.1 In the event that a group/participant needs to cancel, YWAM Harpenden must be notified of the decision to cancel in writing by mail or email, and the date on the postmark or email will be used to establish the cancellation date. YWAM Harpenden will retain your non-refundable registration fee.
3.1.2 If a cancellation is made up to 30 days before the start date, YWAM Harpenden will refund any programme fees that have paid.
3.1.3 If a cancellation is made within 30 days of the start date or at any time during the programme, YWAM Harpenden will not be liable to make any refunds, and if the decision is made on the part of the participant to terminate their involvement during the programme, it is their responsibility to incur any costs associated with their return travel home.
3.1.4 Participant applications are accepted on the basis that the refund decision of YWAM Harpenden is final.
3.2 Cancellation by Mission Adventures/YWAM Harpenden
3.2.1 YWAM Harpenden reserves the right to cancel a mission trip for any reason at any time up until the point at which a group has purchased flights.
3.2.2 From the time at which a group has purchased flights onwards, YWAM Harpenden will not cancel a trip unless it is due to circumstances outside of their control, such as in the event that the UK government issues an adverse travel advisory, an act of terrorism, civil unrest/political instability, an act of God, natural or man-made disaster, or other extraordinary event, which has made the mission trip unviable, the decision for which is made at the sole discretion of YWAM Harpenden and in conjunction with their hosts/ministry partners in the outreach location.
3.2.3 Should YWAM Harpenden cancel a trip after flights have been purchased for such reasons as listed above, YWAM Harpenden is not responsible to reimbursement participants for any money lost from flight purchases or other expenses incurred in preparation for the trip.
YWAM Harpenden will endeavour to offer an alternative outreach location option, which may involve additional costs to the participant/group.
4. Passports & Visas
4.1 It is the responsibility of the group leader to ensure that every member of their group has a valid passport. Please note, in some countries your passport is required to be valid for a defined set of time after the dates of travel. It is not the responsibility of Mission Adventures/YWAM Harpenden to ensure your passport is valid. We recommend all participants bring a colour photocopy of the photo page of their passport, for either themselves or their group leader to carry while on outreach, this will help HM Passport Office or relevant embassy to process an application for a replacement passport if the current passport is lost or stolen. We would also advise leaving a copy at home to ensure there is a copy available in the event that luggage is lost or stolen and both the physical passport and carried photocopy are inaccessible.
4.2 If you are a British passport holder then it is unlikely you will need a visa for any of our current outreach locations, as visas are generally not required to make a short-term entry into these countries. The Mission Adventures Admin Team will notify you if a visa is required.
From the end of 2022 onwards, when travelling to countries within the EU, British citizens (as well as Canadian and American citizens) will be required to complete an ETIAS application for a visa waiver (European Travel Information and Authorisation System) to travel within Europe. The ETIAS visa waiver for UK citizens will be valid for 3 year periods and will allow unlimited entries into the region.
5. Vaccinations & Health
5.1 It is the responsibility of each participant to check regarding the vaccinations necessary to gain entry to any country visited and obtain any vaccinations as required. We recommend that participants visit with their doctor or a travel nurse as soon as they are accepted to explain where they will be going, what they will be doing on outreach, and follow any medical advice they are given.
5.2 Mission Adventures trips are both physically and mentally demanding. YWAM Harpenden will do our best to accommodate participants with additional needs, and where necessary, will aim to suggest an alternative opportunity (e.g. another mission trip where medical facilities or suitable accommodation/ministry opportunities are more easily accessible/appropriate for a particular physical disability or medical condition).
5.3 It is the responsibility of the group leader/parents of those participants under the age of 18, to determine their physical and emotional preparedness to participate, and should consult with their doctor to determine their readiness, making arrangements for their health and physical requirements.
5.4 The medical questionnaire in the Mission Adventures application form must be completed accurately and YWAM Harpenden informed of any pre-existing medical condition, or condition that arises subsequently to your completing the application form (as soon as it is known), that may adversely affect your involvement on the mission trip, or the involvement of other participants. Any assessment regarding the suitability of an applicants participation in Mission Adventures regarding the medical information provided will be reviewed and decided by YWAM Harpenden’s Medical Officer who is a suitably qualified medical professional.
5.5 Participants/parents of those participants under the age of 18 will be provided with the option in the application to give consent for the administration of medical treatment for them/their child in the event it is needed.
6. Insurance
6.1 All groups/participants are required to hold a comprehensive travel insurance policy which includes repatriation and a minimum of £1 million liability coverage. We recommend participants book their insurance for a minimum of 2 days after the scheduled return flight to cover any unexpected travel delays, and also advise ensuring that the policy covers any pre-existing health conditions. Any costs incurred for travel insurance will be the responsibility of the group/participant. Each participant can hold their own individual policy or a group policy may be purchased to cover all group members in one policy. Please note, due to the nature of this being a missions trip, where team members will be serving in various ministries, many insurance company would not deem this a ‘holiday’ and a basic insurance package may not cover this type of trip, so it is essential that participants purchase appropriate insurance coverage for a missions trip.
6.2 A copy of the policy summary of coverage and certificate must be provided to YWAM Harpenden before arrival. For groups, the group leader is responsible to collect this information from group members and provide it to YWAM Harpenden.
7. Liabilities
7.1 YWAM Harpenden endeavours to provide a safe environment for all Mission Adventures participants, as such in the absence of any negligence or other breach of duty by YWAM Harpenden, participation in Mission Adventures is entirely at the participant’s own risk.
7.2 YWAM Harpenden will not be responsible or pay compensation for any injury, illness, death, loss, damage or expense, cost or other claim of any description if it results from:
7.2.1 The act(s) and/or omission(s) of the person(s) affected;
7.2.2 The act(s) and/or omission(s) of a third party unconnected with the provision of the services contracted for and which were unforeseeable or unavoidable; or
7.2.3 Unusual or unforeseeable circumstances beyond YWAM Harpenden’s control, the consequences of which could not have been avoided even if all due care had been exercised, or,
7.2.4 An event which YWAM Harpenden could not, even with all due care, have foreseen or forestalled.
7.3 In the event that YWAM Harpenden is negligent in the performance of its duties, taking into account all relevant factors, YWAM Harpenden will pay reasonable compensation provided that it can be shown that YWAM Harpenden has been negligent and has caused loss or damage (excluding consequential loss or damage). The amount of compensation if YWAM Harpenden are found liable under this clause shall be limited to the cover provided by the liability insurance held by YWAM Harpenden.
8. Personal Information
Mission Adventures/YWAM Harpenden may provide your personal information, as well as any personal information you provide in relation to other members of your group, to suppliers and carriers who might be located outside the UK/EU, to enable the facilitation of the mission trip requested. If you make special requests, which include, but are not limited to, special dietary, religious or disability-related requirements, which constitute sensitive information, the relevant data may also be passed to relevant suppliers and carriers to enable provision of services to you. Full details of how Mission Adventures/YWAM Harpenden deal with all personal data supplied to them can be found in our privacy notice www.ywamharpenden.org/privacy.
9. Accommodation
9.1 The mission trip/outreach may be taking place in a location where travel and accommodation standards may be less than in the UK. Standards of accommodation will vary from location to location, and YWAM Harpenden cannot guarantee a set standard of accommodation.
9.2 During the training portion of the Mission Adventures programme, accommodation will be assigned to separate males and females, and those under the age of 18 from those over the age of 18 (some exceptions may be made at the request of group leaders/parents and with written parental consent, for example in the case of family members).
9.3 For any portion of the programme taking place outside the UK, accommodation will be arranged to ensure compliance with the local Safeguarding/Child Protection laws in that nation.
9.4 Depending on the availability of accommodation, it is possible that some participants from different groups may be in shared accommodation with others of their same age group and gender.
10. Code of Conduct and Expectations
10.1 All participants must comply with the expectations outlined in the Mission Adventures Code of Conduct. Should a participant conduct themselves in a way deemed by YWAM Harpenden to be untrustworthy or disreputable, he/she is liable to be sent home at his/her own expense. YWAM Harpenden reserves the right to terminate the involvement of any participant if they are found to have misled YWAM Harpenden in any way, or if their conduct is prejudicial to the good running of the outreach or the reputation of YWAM.
10.2 All participants must comply with the laws and regulations of the outreach country and comply with all instructions of the Mission Adventures team leader relating to the safety and organisation of the mission trip. If in the opinion of YWAM Harpenden, mission partner/host or other person in an official capacity (airline staff, law enforcement, etc) feels that a participant is behaving in such a manner as to cause danger, distress or risk to others or cause damage to property, that participants involvement in the mission trip may be terminated. In such an event, YWAM Harpenden is not liable for any refunds, paying any compensation or meeting any costs or expenses incurred as a result. Furthermore, the participant or their parent/guardian must pay for any expenses resulting from that behaviour.
10.3 Applications are received with the understanding that participants are committed to using their talents, strengths, time and energy to serve, even in areas where they do not have natural preference, with a willing heart, and that they are prepared to give up their rights to comforts, as can be necessary in an outreach situation. They will act respectfully towards the different backgrounds, cultures and viewpoints of others they encounter during the programme and are prepared, if necessary, to prefer others in the way they dress and behave or act in order to limit offence or misunderstanding. They will respect the leadership, decisions and direction of YWAM Harpenden staff and group leaders in their respective areas of authority.
11. Age Restrictions & Loco Parentis
11.1 The minimum age for a participant is 13 years old, however YWAM Harpenden will consider applicants as young as 12 if a group leader feels it is in the best interest of their group. Under 12 year olds may also participate in certain mission trips when accompanied by a parent/guardian. The maximum age for participants is mid 20s, unless coming as a group leader/support leader.
11.2 All participants under the age of 18 are required to travel with an adult to whom parents/guardians have given consent in writing for them to act in loco parentis, which is signed by both parents/guardians, for the duration of the programme. This may be required when passing through immigration/customs when entering and exiting country borders.
11.2.1 For participants attending with a church/school group, the responsibility to act in loco parentis must be given to the youth worker/school representatives leading the group, and it is their responsibility to bring appropriate documentation to verify they are acting loco parentis for the under 18 year olds they bring with them.
11.2.2 For individual applicants not attending with a group, YWAM Harpenden will provide parents with documentation to sign to allow YWAM Harpenden outreach leaders to act in loco parentis for their child(ren) for the duration of the programme.
11.3 In order to meet appropriate Safeguarding/Child Protection ratios, we require the sending church/school to provide at least one adult per 10 participants under the age of 18.
12 Safeguarding/Child Protection
There are four main elements involved in YWAM Harpenden’s safe recruitment procedure:
12.1 Application Process:
YWAM Harpenden is responsible for safely recruiting not only our own outreach leaders, but also all participants. All participants, including youth, youth workers/school representatives/group leaders/support leaders, and Mission Adventures/YWAM Harpenden outreach leaders must complete the application process which requires a personal application, and a minimum of two references, to give context to the applicants character and purpose for pursuing the trip. YWAM Harpenden outreach leaders have been recruited safely and have been deemed suitable to lead or co-lead a Mission Adventures outreach.
12.2 Safeguarding Training:
12.2.1 YWAM Harpenden staff are required to attend mandatory regular safeguarding training.
YWAM Harpenden outreach leaders receive updated and relevant safeguarding training in preparation for leading the Mission Adventures outreach.
12.2.2 All participants are required to complete YWAM Harpenden’s induction safeguarding training during the training camp, prior to leaving for outreach, in order to safeguard not only the teams participating but also the children and adults at risk they will engage with while on outreach.
12.2.3 All participants are required to read and adhere to the guidance outlined YWAM Harpenden’s Summary Safeguarding Policy Statement.
12.3 Self Disclosure Forms:
All participants and YWAM Harpenden outreach leaders of every age will complete a self-disclosure as part of their application form to declare they are not barred from working with children or adults at risk.
12.4 DBS/Background Checks:
12.4.1 All participants and YWAM outreach leaders over the age of 18 are required to have a current DBS certificate. This should be a DBS issued through the sending church or other body with valid access to the update service, or if this is not possible (for a valid reason), a participant may choose to provide a certificate that is dated less than one year prior to the start of the Mission Adventures programme. If it is not possible for a participant to acquire a DBS certificate through the sending church or other body, then YWAM Harpenden can instigate one on their behalf at an additional cost.
12.4.2 Any participant turning 18 in the month before, or during the Mission Adventures programme, should do their best to start the DBS process if possible, and provide YWAM Harpenden with the application reference number. Where this is not possible, the applicant will be required to remain in the presence of other team members who have been DBS checked at all times when working with children and adults at risk.
12.4.3 For participants over the age of 18 applying to Mission Adventures from outside the UK, then a DBS equivalent criminal background/police check will be required to be submitted from their country of residence. For participants applying from the USA and Canada, this process must be competed through Accufax (details will be provided upon application).
12.4.4 YWAM Harpenden is unable to process Mission Adventures applications for participants over the age of 18 without the completion of a DBS or equivalent criminal background check from their country of residence.
12.4.5 Acceptance to the Mission Adventure programme will be at the discretion of YWAM Harpenden.
13. Personal Belongings
Participants will be responsible for their own personal belongings. If participants choose to bring valuables with them, either to the camp or on outreach, they do so at their own discretion and YWAM Harpenden is not liable for any loss, theft, or damage of any personal belongings.
14. Photographic Consent and Written Materials
14.1 All participants will have the option to provide consent for photos/videos of them to be taken and used for the purpose of furthering the work of Mission Adventures/YWAM and the promotion of future programmes in the application.
14.2 It is not possible to give any remuneration for any image or other material that is used.
14.3 If a participant provides their own images or written contributions to YWAM Harpenden, we receive it on the understanding that they can be used on the same terms as outlined above.
15. Working Partnership with Churches/Schools/Group Leaders
15.1 Where a church/school/group is sending a group of youth to participate in Mission Adventures, that church/school/group enters into a working agreement with YWAM Harpenden for the duration of the Mission Adventures programme and the preparation time prior to.
15.2 YWAM Harpenden Mission Adventures programme leaders are primarily responsible for coordinating with the local missions partners in the outreach location and planning all of the logistical aspects of the mission trip, such as food, accommodation, transportation, and ministry schedule.
15.3 YWAM Harpenden outreach leaders will be primarily responsible for the practical decisions during the outreach, and serve as a liaison between the local hosts and the team.
15.4 The group leader will be primarily responsible for the young people they are bringing, including but not limited to their pastoral care, physical wellbeing, and whereabouts. In addition, the group leader is responsible to complete the areas of responsibility outlined in the Group Leader Responsibilities document in preparation for attending Mission Adventures.
15.5 The group leader will commit to fostering a healthy working relationship with YWAM Harpenden leaders, including trusting their guidance on decisions related to outreach, and communicating clearly with them about any concerns, in a way that protects the functioning of the team.
15.6 In the event that YWAM Harpenden deems it necessary to send home one of the participants that is sent by a church/school/group, the group leader will defer to the policies of YWAM Harpenden and support their decision.
16. Law and Jurisdiction
Your contract will be governed by English law and any disputes will be dealt with in the courts of England and Wales, Scotland, Northern Ireland, the Channel Islands, and the Isle of Man.
Version 2.3 - Updated 06/12/2023