MedTreks Policies, Terms & Conditions

Payments & Cancellation Policy



Because of the limited space on most of our trips, trip deposits are non-refundable.

Final Payments: 

Final payments are due 90 days before trip departure. Participants can sign up for a payment plan upon booking if it is before 90 days of trip start date.


If you need to cancel a trip or transfer to a different trip, please refer to the cancellation fee schedule below.  We recognize that emergencies happen and would like to be as supportive to our customers as possible, however we work hard to find vendors that align with our principles and often have to book our trips way out in advance. For this reason, we have set up a cancellation fee policy calculated from the date we receive written (emailed) cancellation notice. 

2023-2024 Departures Cancellation Fee Schedule: 

90 days before departure: full refund (minus deposit)

0-90 days before departure: 100% trip cost

*** written notice of cancellation must be provided via email

We recognize that emergencies happen and we want to support our participants as much as possible with their MedTreks Adventures. For this reason we highly recommend purchasing Trip Insurance. Trip Insurance/Travel Protection is inexpensive and can cover all trip costs including trip payments and airfare if you were to need to change plans or cancel. Please refer to Travel Insurance section below.

Travel Restrictions

If there is a travel restriction placed by the country of your MedTreks destination and MedTreks is not able to run a trip to this location, we will refund 100% of your trip funds.

Liability Waiver

All participants will be required to read and sign our liability waiver as part of the registration process.



With the increase in rapid testing and COVID-19 vaccination campaigns, we cannot be more excited to gather people safely in beautiful regions of the world to explore, learn and help give-back. At MedTreks we are working diligently to make this next year of travel as safe and comfortable as possible, knowing that some risk factors are simple out of our control. Here are a few ways that we are working to mitigate risks:

Monitoring & Keeping Informed: We understand that in these unprecedented times, things can change quickly. Our MedTreks team is constantly monitoring the global news and recommendations from the public health and local authorities.

Participant Screening & Testing: The COVID climate and technologies are changing rapidly. We will make sure to use a combination of all existing, appropriate technologies (testing, screening and/or vaccination) prior to departure of your itinerary.

Physical Distancing & Mask Use: Participants will be required to wear masks anytime they are inside a vehicle or building, and whenever they are within 6 feet of someone else. Guides, faculty and staff will also follow these same guidelines in addition to any time they are preparing or serving food. MedTreks will have surgical masks available for participants.

Hand Sanitation: Hand sanitizer will be available at all food and beverage stations. Guests are also encouraged to wash their hands generously throughout the day and carry their own personal, small-sized hand-sanitizer for use throughout the trip and in between activities.

Facility & Equipment Cleanliness: Our team has been careful to select the facilities and venues that are dedicated to high standards of cleanliness. Every piece of equipment (bikes, automobiles, rafts, paddles, yoga mats) will be disinfected after every use. Communal use of equipment will be kept to a minimum. All surfaces will be cleaned regularly.

Food and Beverage Service: The operation of food service will comply with established cleaning and hygiene protocols. All staff will have food-handlers certifications. Most meals will be served buffet style by the guide or wait staff, wearing gloves and masks. Individual meals will be served to you by our guides/wait staff. In general we encourage our groups to spread out and physically distance during meals, unless you are coming on the trip with your own COVID friendly pod (family or friends who have agreed to buddy up during travel).

Destination Specifics: MedTreks has been working with all of our outfitters and local hosts to ensure that they are following similar guidelines. We feel luck to partner with some of the best guiding services and resort/hotel facilities in the local areas of our MedTreks destinations. Upon signing up for a trip, each participant will receive a separate COVID-19 safety plan specific to their trip and destination. We will have one of our MedTreks guides available 24/hrs a day during your trip who will be available for any concerns or questions.

Thank you for your patients as we continue to navigate this unprecedented time. We are so excited to be able to explore the world again, as safe, comfortable and responsible as possible.

Travel Insurance

Travel Insurance & Trip Protection

During these uncertain times, we require that everyone purchase travel protection insurance. For your convenience, we offer travel protection plans through Travelex Insurance Services. You may choose to purchase travel insurance from any company of your choice.

Why is travel insurance so important?

In today’s changing travel environment, it’s important to protect your travel investment so you can relax and enjoy your trip. Unforeseen events such as flight delays, baggage loss or even a sudden sickness or injury could impact your travel plans. For your convenience, we offer a Travelex Insurance Services protection plan to help protect you and your travel investment against the unexpected. 

Travelex Insurance

We have found Travelex to be high quality and competitively priced. Click on the link HERE  or for more information on the available plans contact Travelex Insurance 800-228-9792 and reference location number 37-0152. More on why we choose Travelex below. 

Travelex Trip Insurance

For years, one of the most common questions that we receive is which insurance policy is the best for an upcoming MedTreks trip. We have taken the time to research the different travel insurance companies in depth and have decided on the Travelex Company ( It is important to note that although travel insurance is not inexpensive, it has an important role to play in these uncertain times as the global community begins to rebound from the COVID pandemic. Travel insurance not only protects one from trip cancellation costs but more importantly for any evacuation costs that a traveler may need. For example, if you were to break your leg on a trip and want to be transferred to a western hospital for a surgical procedure, the cost of the evacuation could be extremely expensive.

Why Travelex? 

Below are listed some of the most important reasons that we selected the Travelex Company.

  • Their policy is very comprehensive and covers all the most common needs of our travelers.
  • They have been in business for over 25 years, are underwritten by Berkshire Hathaway, a very reputable company and they have an excellent claim repayment history.
  • Many of the large adventure travel companies have switched to them.
  • Their policy is very price competitive with all the other major companies. Beware that some of the cheaper policies do not carry the same coverage amounts.

Please note: We require everyone provide proof of travel protection with emergency medical coverage of at least $15,000 and medical evacuation/repatriation coverage of at least $100,000 to participate in this trip. You may purchase this coverage from the provider of your choice. If you do not have travel protection, we ask you to sign a waiver stating your decision to decline travel insurance. 

For Travelex insurance policies please VISIT HERE

Please refer to your policy for a complete list of plan exclusions and limitations. The purchase of this product is not required in order to purchase any other travel product or service. Your travel retailer might not be licensed to sell travel insurance and will only be able to provide general information about the product. An unlicensed travel retailer may not answer questions about the terms and conditions of the insurance offered AND may not evaluate the adequacy of your existing insurance coverage. The products being offered provide insurance coverage that only applies during your covered trip. You may have insurance coverage from other sources that provide similar benefits but may be subject to different restrictions depending upon the coverage. You may wish to compare the terms of the travel policy offered through Travelex with any existing life, health, home and automobile insurance policies you may have. If you have questions about your coverage under your existing insurance policies, contact your insurer or insurance agent or broker. The product descriptions provided here are only brief summaries and may be changed without notice. The full coverage terms and details, including limitations and exclusions, are contained in the insurance policy. If you have questions about coverage available under our plans, please review the policy or contact us. Travelex Insurance Services Inc. 810 N. 96 th St., Suite 300, Omaha, NE 68114. Toll Free 800.228.9792. Email: Any inquiry regarding claims may be directed to, P.O. Box 2986 Clinton, IA 52733; 855.487.1745. Inquirers regarding new, existing or denied claims and any other claims questions may also be directed to this address. Consumers in California may also contact: California Department of Insurance Hotline 800.927.4357 or 213.897.8921. Travelex Insurance Services, Inc. CA Agency License #0D10209. Consumers in Maryland may contact: Maryland Insurance Administration 800.492.6116 or 410.468.2340. All products listed are underwritten by, Berkshire Hathaway Specialty Insurance Company. To view a sample of your state-filed policy, call 800.228.9792 or visit U96