Terms and Conditions

Placement and Location

It is a condition of your booking that you are prepared to be flexible in relation to your placement and its location. If you are not happy with it or a suitable alternative cannot be found, we will refund any monies you have paid less any costs involved in processing your application and trying to find you a suitable alternative. Every reasonable effort has been made to accurately describe the placement and location. We cannot therefore be held responsible for any changes that become known after the information has been provided, nor can we accept liability for happenings outside our reasonable control. We undertake to advise you of any material changes known to us prior to your departure.


As part of each placement, your sleeping arrangements may be private or shared, and in most cases you will be required to share a bathroom and toilet facilities. It is important for you to realize that standards of hygiene will be in accordance with local norms, and may sometimes be very basic.


You are responsible for arranging and paying for your own travel (including your air fare) and for your return journey at the end of your placement. We will not plan a programme until you have sent us your flight details. We are unable to reimburse or otherwise be responsible for any flight, travel or other costs or expenses of any nature, for example if your flight is cancelled.

Collection from the Airport

Comprehensive directions to our office in Kathmandu, both in english and Nepali, and contact numbers will be provided to you prior to your departure. You are responsible for organising and paying for a local taxi to bring you to Kim Dole Chok (Umbrella’s office location). We will arrange for the volunteer co-ordinator to meet you out of your taxi and bring you directly to Umbrella.


You are responsible for all of your personal expenses and for the cost of extra activities (paragliding, rafting, bunjee jump and trekking) incurred during the course of your placement.

Travel Insurance

You must take out your own insurance cover for the period of your placement: you are responsible for ensuring that the amount and type of cover is sufficient and appropriate for the nature and location of your placement. You must provide us with a copy of your certificate of insurance as soon as possible. This insurance should at least cover the cost of cancellation of the placement by you, the cost of assistance (including repatriation) in the event of accident or illness, legal liability and expenses, lost baggage, cancelled flights, medical expenses, kidnapping, liability arising due to personal injury to you or a third party, cancellation of your placement for any other reason beyond our control.

Passport & Visas

You must ensure that you have a full passport, valid until at least 6 months after your planned return date. You are responsible for organizing your own tourist visa, as Nepal does not issue visas specifically for volunteers.

Problems during your Placement

You are responsible for showing a high level of independence, flexibility and initiative in dealing with problems yourself as they arise, taking common sense steps as an independent traveller to protect your safety on a day to day basis. Your coordinator will provide practical help should you need to return home or seek medical assistance before completion of your placement as a result of illness or other personal reason.

Your Obligations

You must comply with any reasonable request by your placement coordinator. This may involve being transferred to a site in the locality provided it does not place you in any danger. Travel must be reasonable and suitable accommodation provided. You may not enter into any direct negotiations or contractual arrangements for employment during your placement. You must take care of and be responsible for any materials provided for your use by your placement, and are responsible for any damage or loss you cause to such materials (directly or through neglect). Likewise, you are responsible for any damage to your accommodation caused by you or your guest(s). You must behave appropriately in accordance with locally accepted behaviour and custom during your placement, and Umbrella does not accept responsibility for failure to secure work or dismissal from such work due to inappropriate behavior.

Criminal Background Check and Reference

In accordance with our Child Protection Policy, you will be asked to provide a suitable reference and criminal background check during the application process. This is standard practice in any responsible child-first organisation. If in our opinion, the reference and/or criminal background check we receive about you or any other information you provide make you unsuitable for your chosen placement, we are entitled to refuse to proceed further with your application. In these circumstances, we will not refund your deposit in order to cover our costs in processing your application and trying to find you a placement.

Cancellations and Refunds

The Umbrella Foundation does not offer any refunds once the volunteer has paid for the programme. Likewise, volunteer positions are non-transferable. If you must cancel or postpone your placement prior to commencement, for serious illness or personal reasons, Umbrella will rearrange your placement for a suitable future date.

Program Dates

Dates of your programme are agreed prior to arrival in Kathmandu. You may leave your placement early with agreement of the Umbrella Foundation, but no refund will be granted. You may extend your volunteer period at the discretion of and with prior agreement of The Umbrella Foundation provided monies for the extra months are paid in advance.


You should receive at least two meals a day throughout your placement, which will be of a suitable quality and quantity by local standards. If you wish to supplement your diet with other foods, the responsibility of these expenses are yours. We will only cover food and accommodation for the period agreed for your placement. For example, if you go trekking or wish to stay in Nepal after your agreed period of placement you will be responsible for your own expenses. If you decide to go away during your placement, we cannot refund you any monies and you do this at your own cost.

Code of conduct

All participants on our programmes are expected to adhere to proper conduct, listen to the coordinator’s instructions and follow Umbrella Foundation’s code of conduct. This covers, but is not limited to, respecting others’ cultures and beliefs, working responsibly at your project, respecting the accommodation, and avoiding drugs and illegal activities. Also participants will be removed from their programme without refund if they engage in illegal, violent or improper behaviour. Finally, volunteers agree to follow the laws of Nepal, the policies of the community in which they volunteer, and/or the rules of the host family, failure to do so will result in the termination of their programme and forfeiture of all programme fees.