TRAVEL/ Financial INFO
TRAVEL ARRANGEMENTS
Freedom House International provides your international flight itinerary from major international airports and covers hotel stays during transit. Team members are responsible for booking their own domestic flights.
If you need to change your international itinerary for personal reasons after it has been booked by FHI, you will be responsible for any airline change fees and airfare differences.
PASSPORT INFORMATION
To book international flights, FHI requires your passport information exactly as it appears on the passport, along with any required medical information and signed waivers. Deadlines for submitting these forms will be shared once you are accepted to a team.
As a general guideline, your passport must be valid for at least six months beyond your final day of travel. Many countries will not allow entry if this requirement is not met. If your passport will expire sooner, you must renew it before traveling with FHI to avoid extra fees or trip forfeiture.
If the name or date of birth you provide does not match what is on your passport, and airfare has already been purchased, you will be responsible for the airline’s change fee.
MINORS TRAVELING WITH FHI
If you are 18 or younger, please read the following information and communicate it to your parent or guardian.
Passport:
Minors must have a valid passport that is valid for at least six months after the return travel date.
Birth Certificate:
Many international borders require minors to carry a certified copy of their birth certificate due to child safety regulations. This document (plus the consent form below) should be given to your team leader before international travel. In some countries, a birth certificate is required for specific activities, such as certain excursions.
Consent Form:
All minors traveling with FHI must complete a notarized parental consent form. This document must be carried along with the minor’s passport and certified birth certificate throughout travel.
All minors traveling with AFM are required to download the following consent form below:
The consent form must be signed by a parent and notarized by a Notary Public. The minor will need to carry this document along with their passport and a certified copy of their birth certificate on their person when they travel with AFM.
DEPARTURE & RETURN GUIDELINES
Team members should schedule return domestic flights no less than four hours after the scheduled arrival time in the United States. We recommend opting for flexible or refundable domestic fare options in case international flights are delayed or cancelled. FHI is not responsible for missed domestic flights.
FHI books international flights from major airports and arranges hotel accommodations for the night before departure. It is recommended that you arrive early in the afternoon to allow for any unforeseen travel issues. Teams typically meet in person at the hotel the night before departure, giving you time to connect before traveling together.
International events & POstponements
If unusual events (such as health emergencies, political unrest, or other safety concerns) occur in a destination country, FHI reserves the right to reroute teams to serve in other locations before considering postponement of the trip. For teams serving in the Middle East, such as Lebanon, FHI has evacuation protocols in place should an immediate threat be present.
If a trip is postponed by FHI, all funds will remain with the organization and may be applied toward a future trip. As a 501(c)(3) nonprofit, FHI does not issue refunds. Please review the financial guidelines for further details.
Additional Expenses
(What Is / Isn’t Covered)
NOT COVERED by FHI:
Domestic flights
Ground transportation (taxis, Ubers, trains) during domestic travel
Seat assignments on any airfare
Meals during transit
Visas (country-specific, anywhere from $0–$100)
Domestic checked baggage fees
Travel insurance and vaccinations
Optional in-country activities beyond group excursions
Required COVID tests for departure (if applicable)
COVERED by FHI:
International airfare
Hotels for team travel
Meals, lodging, and transportation
while serving in country
Safari experiences
Additional activities for extended
teams (e.g., month-long teams)
Return COVID tests when applicable
SPENDING MONEY
Your spending money needs depend on your destination and personal preferences. It’s recommended to bring enough for meals during travel, snacks, and souvenirs. In most cases, $150–$200 is sufficient.
Frequent Flyer MileS
FHI works with travel agents to secure humanitarian airfares for teams. Because of this, frequent flyer miles may not be used toward FHI flight purchases.
FHI recommends that team members consider both:
Flight protection (often available when purchasing domestic tickets) — to allow flexibility for changes or cancellations
Travel insurance — covers medical emergencies, evacuation, and added travel protection while abroad
These are optional but can provide peace of mind and financial protection for unexpected circumstances.
Travel Insurance & Flight Protection
Domestic flight changes or cancellations are not reimbursed by FHI.
COVID vaccination requirements are set by destination countries and may change; team members are responsible for verifying requirements before travel.
If testing is required, PCR (not rapid) tests are generally needed for international travel.
Detailed financial and travel policies can be found in the FHI financial guidelines.