LAMAVE Volunteer Terms and Conditions
1. Definitions and Interpretations
1.1. In this document, the following terms and expressions are used:
“Applicant” means any person applying to participate in any one of LAMAVE’s research projects who has only submitted the Online Volunteer Application Form and has not received confirmation from LAMAVE on acceptance into the Project.
“Arrival Date” means the date of Arrival at the destination country.
“Deposit” means the 20% non-refundable first donation instalment required upon confirmation of Placement.
“Force Majeure” means any situation or event beyond the control of LAMAVE including (but not limited to) an act of God; war or threat of war; riot; civil strife; industrial dispute; terrorist activity and its consequences; natural or nuclear disaster; volcanic activity; fire; outbreak of disease or imposition of quarantine; epidemics or health risks; closed or congested airports, ports, or stations; changes imposed by re-scheduling or cancellation of transport by the transport supplier such as flights by airlines or main charter; the alteration of transport, transport schedule or transport types; adverse weather conditions (actual or threatened); technical failure with transport; foreign government advice changing and/or advising against travel to the Project destination; poor local infrastructure, or where LAMAVE deems the safety of a group could not be guaranteed.
“LAMAVE” means Large Marine Vertebrates Research Institute Philippines Inc., a non-profit, non-governmental organisation duly registered under the laws of the Republic of the Philippines, with principal address located at Barangay Kalipay, Puerto Princesa City, Palawan
“Placement” means the assignment of the Volunteer to the project site and duration in which they will be based on site.
“Placement Start Date” means the arrival date which the Volunteer has confirmed with LAMAVE to arrive at the Project house and become part of the research team.
“Project” means the planning, preparation and training for, and ultimately the participation in the research activities and other activities in accordance with the research objectives as described on the website www.lamave.org for the minimum required length of time agreed at the time of application confirmation.
“Project Leader” means the person employed by LAMAVE who has sole discretion for making decisions on behalf of the team during the Project duration in relation to the Project.
“Project Information” means the information available on the LAMAVE website listing the specifics of the Project objectives including but not limited to an overview of the Project, example of life on site, responsibilities, FAQs.
“Project Start Date” means the date at which the Project Leader has commenced Project operations.
“Research Assistant” means the assigned adult at the Project who is not the Project Leader or a Volunteer that assists the Project Leader with the daily operations of the Project.
“Team Manual” means the document given to confirmed Volunteers that outlines in detail the Project rules and guidelines, health and safety considerations, information about daily life at the Project, research methods and data inputting, and suggested reading material.
“Volunteer” means any person who has signed and submitted the Volunteer Waiver and Forms and associated online forms and has a placement confirmed by LAMAVE to be at the Project.
“Volunteer Application” means the online application form on the LAMAVE website (www.lamave.org/apply-now) which includes statements on previous volunteer experience, occupation, skills, medical conditions/disabilities, dietary restrictions etc.
“Volunteer Waiver Pack” means the documents and Online Volunteer Information Forms on LAMAVE’s website that will be shared with accepted volunteer applications and is required by LAMAVE to formally accept a volunteer at the respective Project that includes: contact and personal details of the volunteer, medical questionnaire, arrival information, medical insurance, waiver of liability, confidentiality policy, non-disclosure agreement and media release policy, and constitutes a signed declaration of intent to accept these terms and conditions.
2. Your Agreement
2.1. The Applicant must be minimum 21 years old at the time of application.
2.2. When you submit your Volunteer Application, you do so on behalf of yourself. You warrant and guarantee that you have the authority to accept, and do accept, these Terms and Conditions as well as those stated in the Volunteer Waivers and Forms, which shall apply to your application.
2.3. Applicants should read the Project Information of the project site they are interested in applying for (available on the website www.lamave.org/volunteer) and ensure they understand the necessary requirements for each Project. Volunteer Applications will be made through the completion of the online form on the LAMAVE website (www.lamave.org/apply-now), on receiving an application a follow up email will be issued to confirm your application and to request a CV and cover letter.
2.4. The confirmation of your Placement is only secured once LAMAVE has accepted your Volunteer Application, received your CV and cover letter, given you a copy of the Team Manual and in turn LAMAVE has received from you the signed and completed Volunteer Waiver Pack along with the Deposit.
2.5. You confirm that the Volunteer Waiver Pack and details included in the Volunteer Application have been completed fully and accurately, and you will inform us in writing as soon as possible, and not less than 60 days before Arrival Date if any of the details provided in either of the aforementioned have changed.
2.6. The website, Project Information and Team Manuals are prepared in advance before the Project Start Date and although every effort is made to ensure complete accuracy, it is inevitable that prices or details may have changed since the documents have been released. To the best of our ability, we will inform you prior to confirmation of your Placement of any changes to the Project that we are aware of at that time.
2.7. It is the responsibility of the Applicant to read the fine print of all documents given to them including the Team Manual, Volunteer Waiver Pack, and these Terms and Conditions to understand the Project requirements, what is expected of them and what they can expect from the Project.
3. Health & Safety—Declaring Medical Conditions, Illness or Disability
3.1. If the Applicant has any medical conditions or disability, please state this in the Online Volunteer Application Form so we can advise as to the suitability of the chosen project. For accepted applications, Applicants must disclose all medical conditions, illness or disabilities in the medical questionnaire provided in the Volunteer Waiver Pack.
3.2. If any medical problems or disabilities are suffered between the Volunteer Application submission and the Arrival Date, you must notify LAMAVE immediately. We reserve the right to decline or cancel a Placement or part of the Placement without having to pay any compensation if:
Any medical condition or disability is not disclosed to us on the online Volunteer Application form.
Any medical condition or disability is disclosed to us after the Volunteer Waiver Pack is submitted to us but before the Arrival Date; or
Any medical condition or disability is not disclosed to us; and such medical condition or disability is likely to prejudice the applicant’s health and safety or the health and safety of anyone else at the Project.
3.3. LAMAVE may require a Volunteer to obtain a further confirmation from a medical professional of our choosing that she/he is fit to travel and participate in the Project. You acknowledge and agree that if we reasonably believe that any Volunteer is not sufficiently fit to partake in the Project we may decline or cancel that Volunteer’s Placement at any time without compensation.
3.4. Where any Applicant or Volunteer has come into contact with any infectious disease, you must notify LAMAVE immediately. Where the Arrival Date falls within the accepted quarantine period for transmission of the disease, we reserve the right to exclude that Volunteer as set out in Condition 3.2.2 above; this shall be deemed cancellation arising from an event of Force Majeure.
4. Your Responsibilities
4.1. By signing the Volunteer Waiver Pack, you confirm that you agree to these Terms and Conditions and to the Terms and Conditions set out in the Volunteer Waiver Pack.
4.2. By signing the Volunteer Waiver Pack, you confirm that you are aware of, understand and consent to the likely physical demands of the Project. You confirm that you are aware of the possible effects of such things as, but not restricted to sea sickness, travel by boat, travel sickness, poor local hygiene, heat related illnesses, fatigue, jungle and tropical diseases. You declare yourself to be sufficiently physically fit and medically healthy to participate safely. You confirm that you consent to the Team Manual and accept the authority of the Project Leader.
4.3. You confirm that you are aware and take responsibility for the inherent risks of scuba diving which may result in serious injury or death. Diving with compressed air involves certain inherent risks including drowning, decompression sickness, embolism or other hyperbaric injury that can occur that require treatment in a recompression chamber. Open water scuba diving trips may be conducted at a site that is remote, either by time or distance, from a recompression chamber.
4.4. You confirm that you are aware and take responsibility for the inherent risks of freediving and snorkelling. Freediving and snorkelling involves certain inherent risks including pressure-related injuries, decompression sickness, ‘shallow water blackout’, and drowning.
4.5. During boat travel to and from survey sites, you agree to follow all safety instructions from the Project Leader and the captain / crew members and take care while getting on or off the boat and while on board to avoid slipping, falling or drowning.
4.6. We recommend that you research your chosen destination, safety and security measure and any health considerations prevalent in that jurisdiction, medications, inoculations or prophylaxis required (including the timescales for securing inoculations/taking prophylaxis).
4.7. You must at all times throughout the Placement abide by the laws and customs of the country visited and behave in a respectful and considerate manner to local people and to other members of the Project.
4.8. Your behaviour during the Placement must not prejudice the safety and wellbeing of all or any member of the Project, or its satisfactory progress.
4.9. Any arrangements which you make independently which do not form part of the published Project itinerary are entirely at your own risk. In such an event we will have no liability to you.
4.10. We provide research equipment for the Project and we are responsible for the maintenance of such equipment. Where you deliberately or recklessly cause damage to any such equipment, during the Project, you shall indemnify us and keep us indemnified from all losses arising from any such wilful or reckless damage so caused including legal costs of making a recovery against you.
4.11. You will be responsible for arranging any transfers from your arrival airport to the project site and back to your arrival airport at the end of your Placement.
5. Volunteer Donation
5.1. Upon receiving a notice of your accepted application, the applicant must pay the required Deposit to confirm their Placement. The remainder of the balance must be paid no later than 60 days prior to the Placement Start Date, otherwise LAMAVE reserves the right to cancel your Placement. If the balance is not paid in time and LAMAVE cancels your Placement, LAMAVE shall retain your Deposit.
5.2. If an application submission is received by LAMAVE within 60 days of Placement Start Date, full Volunteer Donation must be made upon notice to Applicant of acceptance to the Project.
5.3. The Volunteer Donation is a donation made by the Volunteer to LAMAVE, to support the organisations long-term conservation efforts in the Philippines. It compliments grants and independent funding, contributes to core funding, and helps support the long-term activity of LAMAVE research and conservation project sites.
6. The Placement
6.1 As a Volunteer, during your placement you will join the LAMAVE research team at the project that has been agreed upon by you and LAMAVE. On site, you will be provided with a bed (shared accommodation) in the project house, three (3) meals per day, transportation to and from the survey site and the use of project equipment strictly for research work.
6.2. LAMAVE does not provide the following, for which you are responsible for:
Any air transportation (to/from the host country and to/from the Project site) and all other associate air taxes, ticket fees, and any country departure taxes
All transportation and accommodation costs prior to and subsequent to the Volunteer’s Placement dates
Medical and travel insurance (required)
Passports (required), visa fees (required) and any vaccinations or medications that may be required
Academic or internship credit
Any activities undertaken by the Volunteer during their day off/free time
6.3. You are responsible for any additional costs you may incur during free time and personal time, and activities outside the Project program. LAMAVE is not responsible for any acts of failures of anyone else who provides service to you.
7. Cancellation and Refund
7.1. In the event that you cancel your Placement for any reason, you must notify LAMAVE in writing with confirmation receipt by LAMAVE.
7.2. If you cancel your Placement, cancellation fees are applicable based on the days before cancellation (even for those who have submitted applications during this time period) and therefore you will only receive a partial refund according to the refund schedule listed below:
60 days or more prior to Placement Start Date: Deposit is non-refundable. 100% of non-deposit balance is refunded.
60 to 30 days prior to Placement Start Date: Deposit is non-refundable. 50% of non-deposit balance is refunded.
Less than 30 days prior to Placement Start Date: Deposit is non-refundable. 0% of non-deposit balance is refunded.
7.3. LAMAVE will not refund airfare penalties or transfer fees under any circumstances.
7.4. LAMAVE will not refund any unused portion of the Placement due to any inability of the Volunteer to conduct any Project-related work.
7.5. LAMAVE reserves the right to modify or cancel a Project at any time. Every reasonable effort will be employed to operate the Project as planned; however, should unforeseen events and conditions require the Project to be modified, postponed or cancelled, LAMAVE may do so for the safety and best interest of the team.
7.6. If LAMAVE cancels the Project prior to the Placement Start Date for reasons other than a) foreign government travel warning that applies to the country you are travelling including the country of Project location, or b) circumstances and/or events beyond the control of LAMAVE such as but not limited to Force Majeure, LAMAVE will honour the following options:
Refund the total amount of the Volunteer Donation (including the Deposit).
Provide the option to reallocate the Volunteer to an alternate Project subject to conditions and availability.
Issue a non-refundable voucher for the total Volunteer donation which may be applied to the same or different Project of the same Donation value for use within 12 months from the original Placement Start Date, subject to availability.
7.7. If LAMAVE cancels the project, we will not be liable for any indirect consequential loss suffered by you such as, but not limited to, loss of earnings, travel arrangements, subsequent tours/activities, or flight arrangements.
Note: If Volunteer cancellation reasons are within the terms of the Volunteer’s insurance policy, then the Volunteer should inform his/her insurance carrier for possible reimbursement. It is the Volunteer’s sole responsibility to do so and LAMAVE accepts no liability for any acts or omissions of your insurance company.
8. Passport, Visa, Immigration requirements and Local laws and Regulations
8.1. As a Volunteer your specific passport and visa requirements, and other immigration requirements are your responsibility, and you should confirm these with the relevant Embassies and/or Consulates. LAMAVE do not accept any responsibility and shall not be liable if you cannot travel or cannot participate in any Project related work because you/the Volunteer have not complied with any passport, visa or immigration requirements.
8.2. You are responsible for obtaining and having available the necessary documents (including but not limited to full, current passport valid for the duration of the Placement and at least [6] months from the last day of the Placement and complying with the visa schedule of the host country) enabling you to participate in the Project (including all costs, charges or fees relating to the same).
8.3. You shall comply with all local legislation and regulations of the Countries in which the Placement takes place (including immigration requirements, customs regulations and currency exchange). You shall indemnify us against any loss or expense that we may incur or suffer as a result of breach of this clause by you.
9. Insurance
9.1. All Volunteers are required to secure medical and travel insurance for the duration of the Placement. The Volunteer agrees to be personally responsible and liable for ensuring that such insurance cover fully meets their personal requirements.
9.2. Volunteers assigned to projects where scuba diving is an activity or who are planning on scuba diving on their ‘day off” must have insurance that covers SCUBA diving, this could be as a separate policy or incorporated into your medical insurance cover. The Volunteer agrees to be personally responsible and liable for ensuring that such insurance cover fully meets their personal requirements and the project activities.
9.3. It is the Volunteer’s responsibility to thoroughly read and review any insurance policy, specifically in regard to cancellation circumstances. LAMAVE is not responsible for any travel/trip insurance actions, exclusions, or omissions.
10. Covid 19
10.1. You acknowledge the contagious nature of COVID-19 and voluntarily assume the risk you may be exposed to or infected by COVID-19 during your Placement with LAMAVE and that such exposure or infection may result in personal injury, illness, permanent disability, and death.
10.2 You agree to comply with all national, provincial, and local mandates, as well as any policies of LAMAVE, relating to social distancing, hygiene, personal protective equipment (PPE), cleaning and disinfection and any required health screenings.
10.3 If you contract COVID-19 for any reason, regardless of adhering to the national, provincial, local and LAMAVE- issued policies and guidelines, it is your responsibility to cover the associated costs that have been outlined in the respective mandates i.e., facility-based isolation, mandatory testing, medical expenses, etc.
10.4 You agree to self-isolate at your own expense if you have been exposed to COVID-19 in the past 14 days, are not feeling well or are displaying any symptoms of COVID-19. You also agree to immediately notify the Project Leader if you experience any of the foregoing during the course of your Placement.
10.5 You understand that the risk of becoming exposed to or infected by COVID-19 during the Placement may result from the actions, omissions, or negligence of yourself and others, including, but not limited to, LAMAVE employees and volunteers, Project stakeholders, and the local community. You voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to yourself (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense, of any kind, that you may experience or incur in connection with attendance during the Placement.
10.6 You hereby release, covenant not to sue, discharge, and hold harmless LAMAVE, its employees, agents, and representatives, of and from the Claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto. You understand and agree that this release includes any Claims based on the actions, omissions, or negligence of LAMAVE, its employees, agents, and representatives, whether a COVID-19 infection occurs before, during, or after participation in any LAMAVE Placement.