FREQUENTLY ASKED QUESTIONS
Staff Trip 2018/2019

December 27, 2018—January 5, 2019

*Approximate dates, TBD based on flight confirmations

Sign up here: https://www.metowe.com/volunteer-travel/staff-trips/

Approximate cost is $1,300 CAD for flight (land cost for staff members covered by the organization). There is also an additional $100 cost to cover some New Year’s Eve surprises.

Staff can bring a guest along with them at a discounted cost. We ask all guests to pay an additional $1,000 on top of their flight cost to help us cover the costs on the ground. This is a great way for friends and family to learn more about what you do and why you do it! Children under two years old are invited to join for only an additional $250.

Any staff participating in the trip who will be booking their own flights will be charged a $100 non-refundable deposit, which will help the country teams stretch the budget to ensure some extra-special surprises on the ground.

When you register:

$500 deposit due for those taking part in the group flight

$500 deposit for guest joining on the trip (group flight or not)

September 10:

$700 payment for remaining cost of group flight (cost to be confirmed), which can be made by credit card

$100 payment for staff not taking the group flight

October 10:

1,000 payment for guests joining the trip

If you are flying on the group flight:

We have made the request to our airline supplier and hope to hear back from them as soon as possible to determine what the times and routing are for the group flight.

If you are flying independently of the group flight:

Please wait to book your flights until we are able to confirm the group flight details, as this will determine the times we will ask you to arrive and depart Quito.

If you arrive or depart outside of the determined times, we will be unable to support you with an airport pickup or accommodations. As you can imagine, the logistics are very challenging coordinating this trip for potentially 60 people, and therefore we can recommend some best practices and local hotels that we have used with our groups before and deem safe.

You are required to use three vacation days representing your time away from the office on January 2–4. If you plan to be out of the office on any additional days before or after the staff trip, please note that you need to take additional vacation days and clear this with your director.

Accommodation allocations:

We want everyone to be able to sign up to share their accommodations in the Amazon with their friends! Please note these will be shared accommodations and that you will be able to sign up on a Google Doc closer to the departure date.

Activity Group Allocations:

As we will be 60+ people, we will need to split up the group for activities so that everyone has a chance to interact with community members and take part in the activities planned (hikes, tours, community walks, etc.). Because of this, we will also ask that you sign up for your group allocation in a future Google Doc.

These allocations only represent the time you spend during the day, as we will all be eating meals together as a larger group as well as taking part in the evening activities—so you’ll have lots of time to spend with the entire team.

Travel medical insurance is required for your trip, and is now an entry requirement to enter Ecuador. We strongly recommend trip interruption and trip cancellation coverage as well. If you are a full-time employee who has passed probation, you are likely covered for travel medical through work. It is up to you to check and confirm your coverage.

For guests joining the trip, travel medical insurance is required and proof of medical insurance must be sent to the staff trip coordinator. We strongly recommend trip interruption and trip cancellation coverage as well. Guests must provide proof of medical coverage before departure.

If you are looking to purchase insurance, we can provide you with a quote from Manulife Insurance that is fully comprehensive and includes travel medical, cancellation and interruption and baggage. We will be able to provide a quote for insurance once our flight details have been finalized.

Please visit a travel doctor to make sure that all of your vaccinations are up-to-date for travel to Ecuador. The doctor will need to know where you are travelling—the areas you will be visiting are Quito and Napo Province, east of Tena, along the Napo River in the Amazon. Please note that this is an additional expense and is not included in the trip cost, nor can it be expensed.

A video information session will be shared with all staff in the next few weeks via WE Connect.