MISSION TRACK/MISSION ADVENTURES
2025 BOOKING TERMS & CONDITIONS
DEFINITIONS AND INTERPRETATIONS
“YWAM Harpenden”
Youth With A Mission Harpenden, a ministry of YWAM and YWAM England. Registered charity number 1156783. Company registration number 8807913 in England and Wales.
“Neighbours and Nations”
Neighbours and Nations (N&N) is a touring ministry of Youth With A Mission Harpenden (YWAM). We send travelling teams of young missionaries to partner with local churches across the UK and Europe and run Neighbours & Nations Camp.
“Mission Adventures”
A ministry of YWAM internationally, with a local expression at YWAM Harpenden serving teenagers in overseas mission trips. The terms Mission Adventures and Neighbours & Nations Mission Track may be used interchangeably. The Mission Adventures ministry will facilitate the optional mission trips for Neighbours & Nations Camp, in addition to other mission trips for teenagers throughout the year.
“The Booker”
Any company, charity, church, youth leader, group leader, or person ordering tickets, extras, or any other item related to their attendance at the event, including their staff, volunteers, and young people.
“Booking System”
The online computer system that handles all NN Camp ticket bookings.
Solidrock Technology Limited,
Duke Studios, 3 Sheaf Street,
Leeds, LS10 1HD.
“Fee”
The total sum payable by you to YWAM Harpenden as specified in the booking.
“The Card Handler”
The online computer system that handles all card transactions and fees.
Stripe Payments Europe, Limited,
The One Building, 1 Grand Canal Street Lower, Dublin 2, Co. Dublin, Ireland.
“Application System”
The online computer system that handles all Mission Track/Mission Adventures applications.
ServiceReef LLC,
1718 Gardiner Lane,
Louisville, KY 40223.
“Terms”
These booking terms and conditions.
“Ticket Holder”
Any individual who receives tickets as part of the booking.
“Ticket Price”
The face value of any ticket purchased, excluding other charges such as booking fees and postage costs.
“We”, “Our”, and “Us”
Refers to YWAM Harpenden.
“You” and “Your”
Refers to the person, firm, or company making a booking or participating in the camp/mission trip.
“Written” and “Writing”
As used in this agreement, these terms include communication sent by email.
“Event”
Refers to Neighbours and Nations Camp and Mission Track/Mission Adventures.
The Neighbours & Nations Mission Track is facilitated by Mission Adventures Harpenden, 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 travelling in a foreign country where you do not speak the language or know the customs. That being said, all due care and caution are 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 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 Neighbours & Nations Mission Track/Mission Adventures programme. They are to be read in conjunction with the Mission Adventures Code of Conduct and YWAM Harpenden’s Summary Safeguarding Statement, the terms of which shall be considered part of these conditions.
1. APPLICATIONS AND FEES
1.1 Get In Touch
The first step to participating in the Neighbours and Nations Camp Mission Track/Mission Adventures is to get in touch with our admin team, either by contacting nn@ywamharpenden.org or hello@youthmissions.co.uk. We will discuss outreach opportunities with you and find the best fit for you. For individual applicants aged 15-18, we will endeavour to have a conversation with both the applicant and their parents prior to application.
1.2 Outreach Location Confirmation
Individual applicants will have designated outreach locations visible on our website, www.youthmissions.co.uk. Group leaders will have the option of any other available location that has not been designated for individuals. 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 served’ basis.
1.3 Apply
Once your outreach location has been confirmed by the admin team, you’ll be sent a link to apply to that specific outreach in our application system (ServiceReef). It is helpful for group leaders to apply first so we can assign them admin permissions, and they can help manage the applications for the rest of their group. For youth applicants under 18, they will need a parent to create an account first and then add their child to their ‘household’ in ServiceReef. This allows parents to help their child complete their own application and the subsequent tasks assigned to them, as well as access all the relevant documentation (kit list, code of conduct, etc.) and be copied into communications with their child.
1.4 Purchase Neighbours & Nations Camp Mission Track Tickets (functions as a deposit)
Tickets to Neighbours and Nations Camp Mission Track will need to be purchased via our booking system (SolidRock). £50 of the purchase price of Neighbours and Nations Camp Mission Track tickets (£150) will serve as the non-refundable deposit to participate in the Mission Track/Mission Adventures outreach. There are a number of administrative-related expenses that are incurred by YWAM Harpenden during the lead-up to Mission Adventures in order to process applications, get the relevant documents in order, and facilitate the outreaches.
For individual ticket holders (unaccompanied minors aged 15-18), a food voucher will be included automatically when you purchase your ticket. Youth groups will have the option to either self-cater during the camp, provided they bring a designated camp cook who will not be attending the trip or the Mission Track sessions, or to purchase food vouchers for their group. Our recommendation would be for groups to purchase food vouchers and have food provided by YWAM Harpenden.
1.5 References & Background Checks
1.5.1 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.
1.5.2 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 initiated through the sending church or school. If for any reason this is not possible, please contact the Mission Adventures Admin Team at hello@youthmissions.co.uk.
1.6 Pay Outreach Fee
1.6.1 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 outreach fees of £400 per person (total cost of £550 to YWAM Harpenden - £150 Mission Track tickets). Flights are paid separately and directly to the airline/travel agent; see section 2. 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.
1.6.2 Payments
1.6.2.1 For group applications, the church/school/group leader is responsible for collecting and managing 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 to receive one payment per group for the programme fees.
1.6.2.2 Mission Adventures Outreach fees can be paid by cheque or bank transfer. Please make cheques payable to “YWAM Harpenden”. Write your group name and either ‘N&N Mission Track’ or ‘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
BIC/SWIFT: MYMBGB2L
IBAN: GB71MYMB23058030512626
Reference/Notes: MA - “Group Name”
1.6.3 What is Included in the Outreach Fee
All meals & accommodation for the duration of the outreach
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
1.6.4 What is Not Included in the Outreach Fee
Travel to/from the campsite at the start/end of the programme
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 PAYMENTS
2.1 Flights should not be purchased until after YWAM Harpenden has received all team members’ applications, references, and DBS checks/alternative background checks (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 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 risking 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. 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 an extended delay that would qualify for a refund from the airline, groups/participants are responsible for pursuing 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 that 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 individual’s 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 deposit of £50.
3.1.2 If a cancellation is made before June 1, YWAM Harpenden will refund any outreach fees that have been paid.
3.1.3 If a cancellation is made after June 1 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 for reimbursing 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 & CUSTOMS
4.1 Passports
It is the responsibility of each applicant and their group leader (if coming with one) 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. The majority of our outreach locations require 3-6 months left before your passport expiry, after the intended date of departure. 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 the 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 Visas
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.
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.
International applicants coming to the UK to participate in the Mission Track/Mission Adventures will require an ETA (Electronic Travel Authorisation) to enter the UK. The ETA will be valid for 2 years from the date of issue and will allow unlimited entries into the UK.
4.3 Customs
There are strict rules about goods that can be brought into and taken out of the countries you will visit. You must declare anything that may be prohibited or subject to tax or duty. Please check the specific rules for the countries you will visit. Mission Adventures/YWAM Harpenden is not responsible for you adhering to the customs rules for the nations you visit.
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 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 staff 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 must be 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. If, based on the medical information provided, YWAM Harpenden deems it necessary for an assessment regarding the suitability of an applicant’s participation in Mission Adventures to be conducted, our admin team will notify the applicant/their parents to arrange for their GP or other relevant healthcare professional to complete a medical reference form for that applicant.
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 that 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 companies 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 insurance coverage appropriate 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 for collecting this information from group members and providing it to YWAM Harpenden.
7. LIABILITIES
7.1 YWAM Harpenden endeavours to provide a safe environment for all Mission Track/Mission Adventures participants. As such, in the absence of any negligence or other breach of duty by YWAM Harpenden, participation in the Mission Track/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 is found liable under this clause, shall be limited to the cover provided by the liability insurance held by YWAM Harpenden.
8. PERSONAL INFORMATION
8.1 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 the 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 at 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 Neighbours and Nations Youth Camp portion of the programme, accommodation arrangements will be made to separate males and females, and leaders from youth.
9.3 Accommodation arrangements on outreach will differ by location and may require leaders to share with youth in large open rooms such as a church hall. Appropriate arrangements/mitigations for this will be made in conjunction with location hosts and in accordance with YWAM Harpenden’s Safeguarding Policy.
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 & EXPECTATIONS
10.1 All participants must comply with the expectations outlined in the N&N Mission Track/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(s) relating to the safety and organisation of the mission trip. If, in the opinion of YWAM Harpenden, a 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 potential danger, distress, or risk to themselves/others or cause damage to property, that participant’s 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 a 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, behave, and 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 coming as part of a group) 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; however, that parent/guardian cannot count towards the group’s total safeguarding ratios. Please discuss this with our admin team to see if this would be possible for your group/location. The maximum age for participants is 18 unless attending in a leadership role.
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 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/church leader/school representatives leading the group, and it is their responsibility to bring appropriate documentation to verify they are acting in 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 1 DBS-checked 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 applicant’s 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 Mission Track/Mission Adventures participants are required to complete YWAM Harpenden’s induction safeguarding training during the Neighbours and Nations Youth 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 Mission Track/Mission Adventures participants are required to read and adhere to the guidance outlined in 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 aged 18 or over are required to have a current DBS certificate or equivalent. This should be a DBS issued through the sending church, school, or other body with 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 initiate 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, and a risk assessment will be undertaken regarding their participation.
12.4.3 For participants over the age of 18 applying to Mission Adventures from outside the UK, 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 completed 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 Adventures 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 & WRITTEN MATERIALS
14.1 Consent to Photo and Video Publication:
Images and video footage will be taken from the event, and all participants consent to their image being used by their attendance. Images may appear in our printed publications, on our website, or both. Participants’ names will not appear in the publications or on the website. Please note that websites can be seen throughout the world, and not just in the United Kingdom, where UK law applies.
14.2 Conditions of Use:
We will not include details or full names of any person in an image on websites or in printed publications. We will not include personal email/postal addresses or telephone numbers on websites or in printed publications. We may use group images with very general labels, such as “youth enjoying social activities” or “young people at our event.”
14.3 Exclusion of Use:
If you have a legitimate reason as to why you or anyone in your group may not have their image used in publications and web material, please get in touch with the Neighbours and Nations camp team at nn@ywamharpenden.org, and we will advise you on our procedures to avoid images being taken of the person/people in question. We can also attempt to give them something identifiable to wear, such as a particular colour lanyard, etc.
14.4 It is not possible to give any remuneration for any image or other material that is used.
14.5 If a participant provides their own images or written contributions to YWAM Harpenden, we receive them on the understanding that they can be used on the same terms as outlined above.
15. WORKING PARTNERSHIP WITH CHURCHES/SCHOOLS/GROUP LEADERS
Where a church/school/group is sending a group of young people 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 participating 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.
15.5 The participating group leader will commit to fostering a healthy working relationship with YWAM Harpenden leaders, including trusting their guidance on decisions related to the 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 & JURISDICTION
YWAM Harpenden may enforce these terms in accordance with the provisions of the Contracts (Rights of Third Parties) Act 1999 (the “Act”). Except as provided above, this agreement does not create any right enforceable by any person who is not a party to it under the Act but does not affect any right or remedy that a third party has which exists or is available apart from that Act.
All of these terms and conditions are governed by English Law, and any disputes arising out of any transaction with YWAM Harpenden are subject to the exclusive jurisdiction of the English Courts.
NEIGHBOURS & NATIONS CAMP
2025 BOOKING TERMS & CONDITIONS
1. GENERAL
1.1 The following conditions apply to participation in Neighbours and Nations Camp. They are to be read in conjunction with the site rules and YWAM Harpenden’s Summary Safeguarding Statement, the terms of which shall be considered part of these conditions.
1.2 All attendees of the event (young people, leaders, and team members) must agree to adhere to the site rules. It is the group leader’s responsibility to communicate these rules to all members of their group. For individual participants, it is the parent/guardian’s responsibility to ensure their child understands and follows the site rules.
1.3 Once a booking is made, the group leader takes responsibility for the care, behaviour, and enforcement of site rules and curfews for all participants in their group (including other leaders).
1.4 Youth With A Mission Harpenden reserves the right to refuse admission or evict ticket holders from the site due to unacceptable behaviour that may cause damage, nuisance, or injury.
1.5 Youth With A Mission Harpenden accepts no responsibility for any personal property.
1.6 If participants choose to bring valuables with them, either to the camp or Mission Track, they do so at their own discretion. YWAM Harpenden is not liable for any loss, theft, or damage of personal belongings. Participants are responsible for their own personal belongings.
1.7 Group coordinators may wish to seek advice regarding their organisation’s safeguarding policies and procedures, insurance coverage, and risk assessments.
2. BOOKING/REGISTRATION
2.1 Your ticket remains the property of YWAM Harpenden and is a personal revocable license, which may be withdrawn, and admission refused at any time upon refunding the printed purchase price. Any unacceptable behaviour likely to cause damage, nuisance, or injury shall entitle YWAM Harpenden to eject you from the event.
2.2 All booking fees shall be charged on top of the ticket cost and are payable at the time of booking. This fee does not go to YWAM Harpenden and is handled by the booking system operator and the card handler. If paying at the door or by invoice, booking fees shall be added to the cost of the tickets and paid back to the booking system operator.
2.3 Wristband passes will be available for collection on arrival at Neighbours and Nations Camp. For group bookings, passes may only be collected by the group leader or another designated person. Passes will only be supplied in exchange for your tickets or a copy of your booking confirmation.
2.4 Wristbands must be worn at all times. Entry to venues will be refused without one. Lost or damaged wristbands will be replaced at a cost of £10 and will be available from the YWAM Harpenden reception desk.
2.5 Camp bookings will close at midnight on 11th July 2025. All week participants wishing to book after this point must contact the Neighbours & Nations Team to confirm availability: nn@ywamharpenden.org. Entry will not be permitted until full payment is made, payable by credit/debit card only.
2.6 Mission Track/Mission Adventures bookings will close at midnight on 30th May 2025. Due to the additional coordination required for youth groups/mission teams travelling overseas, it is unlikely to be possible to bring a team or join a mission trip after this date. However, participants wishing to book after this point can contact the Mission Track admin team to discuss possibilities at: hello@youthmissions.co.uk.
2.7 Day passes may be available from 1st July 2025, subject to full-week ticket capacity. However, we reserve the right not to offer day tickets if full-week ticket capacity is too high. Day tickets may be available on the website or at the gate. Costs will be advertised on the website: www.neighboursandnations.co.uk.
2.8 Booking editing cut-off date: Ticket information can be edited at any time prior to 10th June 2025 by the booker through their member portal on the booking system:
https://events.solidrock.io/admin/profile.
2.9 Unassigned tickets will be available for purchase until 10th June. However, all ticket information for unassigned tickets must be entered by the lead booker by midnight on 10th June. Failure to provide all requested information may result in the cancellation of your tickets. Tickets can be edited in your member area on the booking system:
https://events.solidrock.io/admin/profile.
2.10 When a group booking or booking to join an existing group is made, the booker assumes sole responsibility for the overall care and wellbeing, proper behaviour, whereabouts, and enforcement of curfews for all participants (leaders and young people) in their group.
2.11 For individual bookings, while YWAM Harpenden has staff available to offer pastoral and practical support to ticket holders for the duration of the camp, the booker (parents/guardians) of those ticket holders still assumes sole responsibility for the overall care and wellbeing, proper behaviour, whereabouts, and enforcement of curfews for their child/children. For individual Mission Track ticket holders, where parents have signed ‘in loco parentis’ forms for designated YWAM Harpenden staff members, those staff members will be responsible for the above for the duration of the programme.
2.12 All participants agree to abide by and adhere to all Neighbours and Nations Camp site rules.
2.13 YWAM Harpenden reserves the right to cancel bookings that it reasonably suspects to have been made fraudulently.
2.14 For information about your bookings, including people joining your group using your group code, please visit https://events.solidrock.io/admin/profile and select either “my bookings” or “groups I lead” from the menu on the left-hand side. Alternatively, contact nn@ywamharpenden.org, quoting your name, email address, and the order number provided at the conclusion of your order.
2.15 IT IS YOUR RESPONSIBILITY TO CHECK YOUR BOOKING; mistakes cannot always be rectified at a later date.
2.16 It is the booker’s responsibility to inform YWAM Harpenden of any change of address, contact phone number, or email address after booking. Please note: Our preferred method of contact for a participant’s booking is by email to nn@ywamharpenden.org. Care should be taken to provide a current, valid email address.
2.17 Volunteer/staff team placements are subject to availability, application, references, and a clear DBS check. These must be completed and received by YWAM Harpenden prior to the event and cannot be completed on-site.
2.18 If you are unsuccessful in applying for a volunteer/staff team role but wish to attend Neighbours and Nations Camp, you will need to register as a participant by joining a group that is already booked. You are not guaranteed a participant place on-site if the volunteer/staff team application is refused.
3. PAYMENTS & REFUNDS
3.1 While YWAM Harpenden strives to ensure that all prices on our websites are accurate, errors may occur. If YWAM Harpenden discovers an error in the price of tickets you have ordered, a member of the Neighbours and Nations Camp admin team will inform you as soon as possible and give you the option of reconfirming your order at the correct price (and crediting or debiting your account as applicable) or cancelling your order. If YWAM Harpenden is unable to contact you, you agree that YWAM Harpenden may treat the order as cancelled. If you choose to cancel after you have already paid the incorrect ticket price, you will receive a full refund.
3.2 Once purchased, all refunds are approved solely at the discretion of YWAM Harpenden. However, YWAM Harpenden shall not unreasonably deny any refund request. Should a ticket holder wish to seek a refund, they should notify the Neighbours and Nations Camp admin team at nn@ywamharpenden.org in writing immediately. The date of receipt will determine the basis for any refunds. Please note that the Neighbours & Nations Camp admin team will confirm receipt of your cancellation request. If you do not receive confirmation, this means your email or letter has not been received, and you will not be entitled to any refund.
3.3 Subject to the above point, all refunds made will be issued as follows:
3.3.1 GROUP/INDIVIDUAL CAMP TICKETS
Prior to 1st June 2025: 100% refund minus an admin fee of £5 per ticket.
From 1st June 2025: No refunds available.
3.3.2 GROUP/INDIVIDUAL MISSION TRACK TICKETS
Prior to 1st June 2025: 100% refund minus a mission track deposit fee of £50 per ticket.
From 1st June 2025: No refunds available.
3.3.3 All booking fees (3%) and card handling fees (1.4% + 20p) are non-refundable.
3.4 Paying through the online system is preferable. However, if a lead booker/youth group leader needs to pay by bank transfer, please set up your order and proceed to the payment page. At this point, email the Neighbours & Nations Camp admin team to request an invoice, providing your email address and order number: nn@ywamharpenden.org.
3.5 If paying by bank transfer, payment must be made within 14 days of the invoice date. If payment is not made within 14 days, your order will be cancelled, and your tickets released.
3.6 YWAM Harpenden reserves the right to charge statutory interest at the standard rate (currently 8%) + the Bank of England base rate if invoices are not paid.
3.7 All tickets will be charged at the advertised rate on the date of purchase. Any early bird rate tickets cannot be purchased after the rate deadline (e.g., if a booker purchases a ticket at £75 in January and adds another ticket in March, the newly added ticket will be charged at £95, as the early bird deadline has elapsed).
3.8 Deposits paid for Neighbours & Nations Camp and Missions Track/Mission Adventures are non-refundable.
3.9 Discount Codes: All discount codes are issued at YWAM Harpenden’s discretion and must be used within the terms of use. Discount codes or any other offers may be withdrawn at any time without notice. All tickets issued before the offer is withdrawn will be valid for the event.
3.10 Should the event be cancelled due to unforeseen circumstances, ticket holders will be offered tickets to a rescheduled event (subject to availability) up to the face value of the tickets minus booking fees. Alternatively, if the ticket holder is unable to attend the rescheduled event or the event is not rescheduled, a refund will be issued. Refunds for tickets purchased prior to the date of the original event will be given up to their face value minus any booking fees. If only one day is cancelled, a partial refund may be payable corresponding to the day(s) cancelled. To claim your refund, please apply in writing to the Neighbours and Nations Camp admissions team at nn@ywamharpenden.org, and they will send you a refund request form. You must comply with any other reasonable instructions from YWAM Harpenden.
3.11 For accounting purposes, any claim must be received within 28 days from the date of the cancelled event (or any other date YWAM Harpenden deems fit, which will be no less than 28 days from notification of cancellation). This does not affect your statutory rights. Please note, in the event of Neighbours and Nations Camp being cancelled or postponed, YWAM Harpenden cannot be held responsible for any costs incurred by the booker for travel, accommodation, or any other related service. We advise you to explore insurance to cover this unlikely eventuality.
3.12 YWAM Harpenden reserves the right to alter or vary the advertised programme due to events or circumstances beyond its reasonable control.
3.13 YWAM Harpenden’s liability shall not exceed the face value of the ticket purchased. This does not include the booking fee (2%) or card processing fees (1.4% + 20p). YWAM Harpenden shall not be liable for any loss of enjoyment or wasted expenditure. Personal arrangements, including travel, subsistence, and accommodation relating to Neighbours and Nations Camp, which have been arranged by the booker, are at the booker’s own risk. You may wish to consult an insurance broker to arrange cover for this possible eventuality.
4. TRANSPORTATION
4.1 You are responsible for arranging your own transport to and from the event. We are unable to offer any assistance with transportation for UK residents.
4.2 International groups must arrange their own transportation to and from Neighbours and Nations Camp, including air travel and travel between the airport and the YWAM Harpenden site.
4.3 In the case of international unaccompanied participants aged 15-18, we will endeavour to collect and drop off at specific airports. This must be arranged in advance with the Neighbours and Nations Camp admin team and may require waiting at the airport to pick up/drop off multiple participants in one trip. There may be an additional cost to cover transportation to and from the airports.
4.4 Neighbours and Nations Camp is held at YWAM Harpenden. The address is:
YWAM Harpenden,
Highfield Oval,
Harpenden,
Hertfordshire,
AL5 4BX,
UK.
5. PARKING
5.1 Free on-site parking will be available for cars, vans, and minibuses. Unfortunately, our site does not have parking space for coaches. Therefore, groups travelling by coach will need to arrange to be dropped off and picked up, as the vehicle cannot be parked on-site for the duration of the event.
5.2 To ensure the safety of everyone on-site, our campsite is vehicle-free. When you arrive at YWAM Harpenden, you will be directed to one of our designated car parks for campers. You will need to carry your luggage from there to your camping pitch. Vehicles will not be permitted onto the campsite to load/unload.
5.3 No caravans or campervans are permitted to stay on-site without prior express agreement from us. Please email nn@ywamharpenden.org if this is something you would like us to consider.
5.4 Small, lightweight trailer tents that can be pulled safely by hand are permitted on the main campsite area. However, any trailer tent requiring motorised support cannot be permitted on-site without prior permission from us.
5.5 Please note, the use of vans or other vehicles as accommodation at the event is not permitted.
6. CAMPSITE
6.1 All participants purchasing a camping ticket will be allocated space in our campsite. They must provide their own camping equipment, including but not limited to tents, marquees, roll mattresses/air beds, pumps, lights, pillows, sleeping bags, etc.
6.2 Site rules and guidance from Neighbours and Nations Camp staff/volunteers must be followed regarding the placement of tents, gazebos, etc., to comply with fire regulations and accommodate other groups/individuals.
6.3 Access to the camping area is restricted to registered participants and authorised individuals. The campsite is not gated or fenced but will be clearly signposted, denoting access restrictions.
6.4 Indoor accommodations are limited and are reserved/prioritised for Mission Track ticket holders, unaccompanied minors, international participants, and those requiring accessibility support. If you require access to this accommodation, please contact us directly to discuss availability and eligibility: nn@ywamharpenden.org.
6.5 The site is open to the public from Monday through Saturday, between 8:00 AM and 8:00 PM, and on Sunday from 8:00 AM to 1:00 PM. These hours accommodate visitors to our on-site café and provide designated space for dog-walking.
6.6 YWAM Harpenden reserves the right to adjust the site’s opening and closing times at its discretion, which may include opening or closing the gates earlier or later than the stated hours.
6.7 Electrical hookups are not available on the campsite, and portable generators are not permitted. Some of our venues will have power for charging phones during operating hours.
6.8 Ticket holders with genuine medical requirements for an electrical hook-up may be eligible for indoor accommodation options. Proof of condition will be required, such as a letter from a doctor or proof of receipt of disability allowance.
7. FOOD
7.1 Neighbours and Nations Camp offers two food options: self-catering (bringing your own food/cooking supplies and a camp cook) or purchasing food vouchers from YWAM Harpenden, which will provide meals for each voucher holder.
7.2 Food Vouchers:
Food vouchers can be purchased until 1st August at the time of ticket purchase or added to an existing booking until 1st August via the booking system.
7.2.1 Food vouchers include breakfast, lunch, and dinner. The first day only includes dinner, and the last day includes only breakfast and lunch, in accordance with programme start/end times.
7.3 Individual ticket holders (unaccompanied minors aged 15-18) will have a food voucher included automatically with their booking. Group ticket holders will have the option of purchasing food vouchers for each group member or self-catering. For groups participating in the Mission Track/Mission Adventures, there will not be time in the schedule for group leaders travelling on the mission trip to also cook for their group. If a youth group wishes to bring a camp cook who will not be participating in the Mission Track sessions, they may choose to self-cater; otherwise, food vouchers will be required.
7.4 Self-Catering:
You are required to bring your own cooking equipment and utensils, as these are not supplied on-site. This includes portable cooking devices, fuel sources (if required by portable cooking devices), and food preparation tools.
7.4.1 If self-catering, please ensure your volunteers/leaders who will be cooking have completed appropriate health and safety courses and that you have completed any necessary risk assessments for your group.
7.4.2 Groups must cook within the parameters outlined to them in advance of arrival and follow any guidance from Neighbours and Nations Camp staff/volunteers. Please keep fire safety in mind when cooking, maintaining appropriate distances from tents, etc.
8. AGE RESTRICTIONS & SAFEGUARDING
8.1 The minimum age for joining Neighbours and Nations Camp is 13 years old when attending with a youth group.
8.2 The minimum age for individual participants (unaccompanied minors) is 15 years old.
8.3 The maximum age for participants is 18 unless attending in a group leadership role.
8.4 To meet appropriate safeguarding ratios, groups are required to bring a minimum of one DBS-checked adult leader for every ten young people, although you are welcome to bring more adults if desired. We offer a discount to provide one free leader ticket for every ten young people attending to make this easier for you.
8.5 Group leaders should ensure that all parents/guardians of group members complete a consent form to bring them to Neighbours and Nations Camp. This does not need to be submitted to YWAM Harpenden but should be part of your own safeguarding/child protection procedures and records.
8.6 For individual bookings (unaccompanied minors aged 15-18), YWAM Harpenden will require parents/guardians to complete a consent form. The Neighbours and Nations Camp admin team will reach out to bookers to send these forms. They can be returned to: nn@ywamharpenden.org.
8.7 Individual participants (unaccompanied minors aged 15-18) will have specific YWAM Harpenden staff assigned to be available and contactable at all times. Details of how to contact them will be sent to the booker in advance of the event and provided to the ticket holder at registration. The designated YWAM Harpenden staff will also act as village hosts in a defined area of the campsite where all unaccompanied minors will stay. The village hosts will stay in an identifiable tent in that campsite should ticket holders need assistance.
8.8 YWAM Harpenden is committed to providing safe environments for all Neighbours and Nations Camp participants. Our full safeguarding policy can be viewed at: https://www.ywamsafeguarding.co.uk/.
9. PHOTOGRAPHIC CONSENT AND WRITTEN MATERIALS
9.1 Consent to Photo and Video Publication: Images and video footage will be taken at the event, and all participants consent to their image being used by attending. Images may appear in our printed publications, on our website, or both. Participants’ names will not appear in the publications or on the website. Please note that websites can be accessed worldwide, not just in the United Kingdom, where UK law applies.
9.2 Conditions of Use: We will not include details or full names of any person in an image on websites or in printed publications. We will not include personal email/postal addresses or telephone numbers on websites or in printed publications. We may use group images with very general labels, such as “youth enjoying social activities” or “young people at our event.”
9.3 Exclusion of Use: If you have a legitimate reason why you or anyone in your group may not have their image used in publications or web material, please contact the Neighbours and Nations Camp team at nn@ywamharpenden.org. We will advise you on our procedures to avoid images being taken of the person/people in question. We can also provide them with something identifiable to wear, such as a particular-coloured lanyard.
9.4 It is not possible to offer any remuneration for any image or other material used.
9.5 If a participant provides their own images or written contributions to YWAM Harpenden, we will use them on the same terms as outlined above.
10. LIABILITIES
10.1 YWAM Harpenden endeavours to provide a safe environment for all Neighbours and Nations Camp participants. However, in the absence of any negligence or other breach of duty by YWAM Harpenden, participation in Neighbours and Nations Camp is entirely at the participant’s own risk.
10.2 YWAM Harpenden will not be responsible or pay compensation for any injury, illness, death, loss, damage, expense, cost, or other claim of any description if it results from:
10.2.1 The act(s) and/or omission(s) of the person(s) affected;
10.2.2 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
10.2.3 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
10.2.4 An event which YWAM Harpenden could not, even with all due care, have foreseen or forestalled.
10.3 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 is found liable under this clause, shall be limited to the cover provided by the liability insurance held by YWAM Harpenden.
10.4 YWAM Harpenden will not be liable for any failure or delay in performing our obligations where that failure or delay results from any cause beyond our reasonable control. Such causes include, but are not limited to: power failure, internet service provider failure, strikes, lock-outs, or other industrial action by third parties, riots and other civil unrest, fire, explosion, flood, storms, earthquakes, subsidence, Royal mourning, national mourning, lockdowns, and other national or local restrictions imposed by central or local government, acts of terrorism (threatened or actual), acts of war (declared, undeclared, threatened, actual, or preparations for war), epidemic, pandemic (including COVID-19 or similar), or other natural disaster, or any other event beyond our reasonable control.
11. PERSONAL INFORMATION
YWAM Harpenden takes the security of your personal data very seriously and will collect, hold, and process your data and the data of the ticket holder(s) in accordance with UK data protection legislation. Full details of how YWAM Harpenden deals with all personal data supplied to them can be found in our privacy notice at www.ywamharpenden.org/privacy.
12. LAW AND JURISDICTION
YWAM Harpenden may enforce these terms in accordance with the provisions of the Contracts (Rights of Third Parties) Act 1999 (the “Act”). Except as provided above, this agreement does not create any right enforceable by any person who is not a party to it under the Act but does not affect any right or remedy that a third party has which exists or is available apart from that Act.
All of these terms and conditions are governed by English Law, and any disputes arising out of any transaction with YWAM Harpenden are subject to the exclusive jurisdiction of the English Courts.