Here you can find the answers too many FAQs, from funding through to the role we play. If there is anything else you want to know, just ask.
Who pays for the trips? How are they funded?
In general, there are two main ways in which a challenge like this can be funded. Whichever one you opt for is a decision for your charity - we are happy to accommodate either option, or a combination of the two.
With the self-funder option, the supporter covers the full cost of the challenge themselves and raises as much sponsorship as they can. The supporter will pay their deposit and final payments directly to Tribal Tracks’ Trust Account. In the past, we have found that some corporate supporters have either sent people on the trip, or, as a gesture, have covered the cost of another supporter going on the trip.
We suggest that the self-funder option generally has no minimum sponsorship requirement, although the supporter is still encouraged to raise as much money as they can for the charity. This option has no financial risk for the charity as the supporter will be covering the cost themselves. If they do not pay the balance of the trip (due 56 days before departure) in accordance with our terms and conditions, they would forfeit their deposit and would not travel. The place could be assigned to another supporter who would then pay the balance of the trip.
With this option, the supporter would pay the deposit of 30% when booking on the trip to Tribal Tracks as above, but would then go on to pledge to raise a minimum amount of sponsorship which we suggest should be set at a reasonably high level (trip cost plus 50% may work). Then, the supporter would send the sponsorship money to the charity as it is raised. At least 80% of the minimum sponsorship required must be sent to you ten weeks before departure and the remaining 20% within four weeks of completing the challenge. If the supporter has raised the necessary funds, the charity would then pay the balance of the expedition costs. Tribal Tracks would invoice the charity for the deposit (on a date to be agreed), and then final payments 56 days before the group departs. Both sums will be paid into the Tribal Tracks Trust Account, again providing 100% financial protection to the charity and the supporters. The charity would benefit by keeping the remaining sponsorship money and every pound over and above what is raised. If this option is selected, Tribal Tracks would need to have a simple contract with the charity and the supporters would also need to sign up to the Tribal Tracks booking terms and conditions. If insufficient funds were raised, the supporter could either self-fund, or would not travel. They would forfeit their deposit, but it could be transferred to another supporter wishing to join the trek. Again, there is no financial exposure to the charity if this option is selected as the trip is effectively financed by the fundraising. This is the type of funding model commonly used by other large charity expedition companies.
Please note: Under certain circumstances where airlines or suppliers require earlier payment not covered by the non-refundable deposit, we reserve the right to request those costs to be paid prior to 56 days.
We are happy to discuss this with you and generally, launching the trip is something we are more than happy to be involved in. In addition to a strong campaign across social media platforms, we have found an information evening to be helpful, as well as the all-important dedicated fundraising page, where we can provide images and detail.
Some of our other clients have also held pre-trip themed evenings in appropriate restaurants where they have met each other, us and the leader (if available). Some have even formed training groups! We really do pride ourselves on our bespoke service, so are happy to help wherever we can.
How will people book?
We make it as easy as possible. We put the trip up on our website, which you can link to in your publicity material. This page will have links to the full supporter-facing itinerary and also to our online booking form. When people book on to the trip, we let you know. They pay their deposit into our Trust Account, which is completely secure and carries a 100% financial guarantee from the body we are bonded with, the Travel Trust Association.
Security - Payment and Financial Protection
Tribal Tracks has 100% Financial Protection and is a member of the Travel Trust Association, member number Q6327. All client monies paid to Tribal Tracks are held in our dedicated trust account, which is supervised by an independent trustee. The trustee is a Banker, Chartered or Certified Accountant, or Solicitor appointed by the Travel Trust Association. This means that in the very unlikely event that Tribal Tracks ceases to trade, your money is safe. For more information and to verify our membership (Q6327) please visit www.traveltrust.co.uk. Flights booked for the clients by Tribal Tracks will be ATOL protected.
It is a requirement of Tribal Tracks booking terms and conditions that each supporter must hold their own travel insurance which covers the trip and the activities they are doing. We may require evidence of this.
Tribal Tracks is fully insured and carries public liability insurance up to £5 million.
We take the strain, so you don’t have to.
After the trip is publicised, we deal with all aspects of administration leading up to the trip, from booking, through to handling queries, to invoicing and obviously, ensuring that the trip itself will run like clockwork on the ground. When the team is in-country, we have a 24-hour support. We have robust in-country infrastructure with an expert local teams and the qualified UK based leader, will be handpicked for expertise as well as an ability to bond the team, make the trip fun and deal with any issues that arise.
Contact Us - Let’s get you on the right track…