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Terms and Conditions

Volunteer Society Nepal provides services to you subject to the following conditions. If you volunteer with us, you accept these conditions. Please read the terms and conditions carefully.

Acceptance of Terms

We would like to request you to verify and affirm that you agree to abide by the following Terms and Condition in order to volunteer with Volunteer Society Nepal (VSN). We reserve the right to update or amend these Terms and Conditions at any time. It is therefore your responsibility to check the Terms and Conditions regularly for any changes.

Please be aware  that  your volunteering program can be altered at all times due to different circumstances in Nepal. For example, programs can be altered due to special holidays, strikes, exams at school or any other unexpected event. Volunteer Society Nepal will offer you alternative programs when this occurs.


Volunteer Society Nepal does not arrange flights or make any travel arrangements to Nepal. This is the responsibility of the volunteer. General advice concerning passport, visa and health requirements is available in VSN volunteers’ pre-departure information. The pre-departure information will be sent to you after confirmation of your booking. Where VSN makes suggestions and provides advice on travel documentation, this is indicative only. Volunteers are solely responsible for having the correct and necessary travel documents that they require for their travel.

Passport, visa and health requirements

Passport, visa and health requirements are subject to change and you must check current requirements before departure. It is your responsibility to obtain all documents required for your trip. To ensure that these are in proper order and to take them with you. VSN will not be liable if you fail to do so. You will be responsible for meeting any additional cost incurred by reason of such failure. It is the responsibility of the volunteer, not VSN, to make sure that the relevant visas and/or permits are in place. Please check with the appropriate Embassy or Consulate well before you travel. The volunteer is responsible for carrying all necessary documents when traveling abroad. This includes, but is not limited to passport and visa. If you choose to obtain a visa ‘on arrival’, VSN is not liable in any respect if, for whatever reason, you are refused a visa and cannot enter the country. VSN cannot accept responsibility if entry to Nepal is denied due to incorrect visa or passport documentation.


VSN does not provide the volunteer with insurance of any kind. However while (travel) insurance is not mandatory on some VSN programs, it is strongly recommended. The volunteer is solely responsible for deciding the type, extent and level of any insurance they require during the planned travel period and is responsible for organizing this insurance.


Each volunteer is responsible for checking and confirming the vaccinations required for their specific type of travel. Where VSN makes suggestions and provides advice on vaccinations, these are indicative only. Volunteers are solely responsible for having the correct and necessary vaccinations that they require for their travel. We strongly recommend that volunteers visit their health professional eight weeks before traveling.

Reservation Fees

You will have to transfer 100 euro as part of your fees to secure your volunteer placement. As soon as your reservation fee has been received by VSN, you will be provided with all the information and support you need to prepare for your upcoming volunteer program.

Remaining Fees

The payment of remaining fees are to be made in cash once you arrive at the VSN Nepal office and can be paid in Nepali rupees, American Dollars, Pounds Sterling or Euros in cash.

Cancellations and Refund Policy

VSN Volunteers’ program fees are designed to be affordable. As our projects are totally rely on volunteers’ fees and lots of work have already been done by the person in charge to secure your placement. Therefore, the reservation fee euro 100 is not refundable.
Once you arrive in Nepal and the remaining fees is paid, the fee cannot be refunded. However, 25% of the fees for the outstanding period may be refunded if a situation beyond your control occurs (such as death or serious illness of family member). Unless justified health and security reasons are presented, a change of the fee shall not be accepted. Please note that any of the fees paid at the VSN office in Nepal should be refunded at the VSN office in Nepal, before your departure.

Change of Dates and Duration

Once registered and before they begin their placement, the volunteer may change the start date and program duration once, subject to availability, at no additional cost.


VSN is committed to arrange your placement in a responsible and practical manner. In case of any unsolvable or medical problem, you are requested to contact VSN immediately. VSN tries to provide help and assist in the underlying matter.


You will be provided the same food as prepared for the rest of the family two times a day during your home stay. The family will provide for you as well in case of diets, vegetarians or vegans. However, please mention this to us beforehand. The fees cover only food and accommodation twice per day for the period of your placement but you can buy additional food you like at your own expense.


In some cases you have to share room, bathroom and toilet facilities. Please be aware that the standard of hygiene in Nepal is lower than western countries.

Personal Risks

Volunteering often involves traveling to and working in parts of the world where there may be some personal risk. The volunteer acknowledges and accepts sole responsibility for any such risks of whatever nature that may occur during the term of this volunteering agreement. Volunteering placements are often in areas where the standards of accommodation, transport, safety, hygiene, telecommunication facilities, level of infrastructure development and medical facilities are not the same as you are used to at home, or would find on a conventional holiday. VSN cannot accept any responsibility for accidents, injuries, loss of personal effects or death. You understand that during the placement certain events may occur, including, but not limited to, accident or illness in remote places without medical facilities, political instability and the forces of nature. You acknowledge that volunteering requires a degree of flexibility, and understand that the itinerary, accommodation and modes of transport are subject to change without prior notice due to local circumstances.

Code of Conduct

  • Volunteers shall seek to understand and respect Nepali tradition, religion, culture and customs of local people while in Nepal as you will also get more respect by doing this.
  • Dress modestly and behave in a culturally sensitive manner.
  • Illegal or violent behavior shall result in immediate termination from the program.
  • Volunteers shall not get involved in any kind of proselytizing, evangelizing and political affairs apart from illegal activities.
  • Volunteers are strictly prohibited to bring any book magazines, CDs, DVDs that are inappropriate for anyone in Nepal. The use of narcotic drugs is sternly prohibited.
  • Always keep a photocopy of passport with you. Don’t pass your telephone number, email address to any stranger.
  • Do not walk alone after it gets dark. You should be at your host family at the time stipulated by the family. Keep VSN informed of your plans about trips and weekends. Follow the rules provided by host family.
  • Volunteers shall not engage in obvious sexual behaviors or any kind of physical contact between male and female during the stay in host family.


Violation of any of the terms mentioned above can result into termination of this contract. Apart from this, volunteers have to leave the program without notice if the volunteer is believed to behave in threatening or unacceptable manner or program staff or the VSN staff or associate organizations deem so. If the agreement is terminated due to any of the terms mentioned above, volunteers shall not be entitled to any refund from VSN.