Fundraising Challenges for Charities

No. We don't charge any registration or start up fees for the charity, and our services are free of charge. There is no additional £550 levy for having a dedicated advisor or a response time within 24 hours! You really matter to us and you will deal with either Charlie or Gaynor, from start to finish. From initial conversations and discussions, through to the completion of the trip, you will have the same advisor, with a same day response rate and there will be no spend required by your charity. Similarly, if you don't get enough people to make a viable team (and we look at each trip on a case by case basis - sometimes there are very good reasons for running it with only 4 or 5 people), there is no cancellation fee.

Yes, we can, and as we have our own ATOL, they will be ATOL protected.  If you want to do this, we will provide you with a flight inclusive cost for the whole trip.

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.

We make it as easy as possible. We put the trip up on our website, with a bespoke link, which you can link to in your publicity material. This page will have the itinerary, the kit list and a 'book now' link. When people book on to the trip, we let you know. They pay their deposit into our Secure Trust Account with, which is completely secure and carries a 100% financial guarantee from Protected Trust Services.

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.

Option 1 - Self-funder

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’ Secure Trust Account. 

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.

Option 2 - Minimum sponsorship

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 for the balance, which is called the Minimum Sponsorship Sun. We suggest that this should be set at a reasonably high level (trip cost less deposit plus 50% may work). Then, the supporter would fundraise for this sum and send the sponsorship money to the charity as it is raised. 

At least 80% of the minimum sponsorship sum must be sent to the charity ten weeks before departure and the remaining 20% should follow 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 when invoiced by Tribal Tracks 56 days before the group departs. The deposit and the balance will be paid into the Tribal Tracks Secure Trust Account, again providing 100% financial protection to the charity and the supporters. The charity will benefit by keeping the remaining sponsorship money and every pound over and above what is raised. 

If this option is selected, Tribal Tracks will need to have a simple contract with the charity and the supporters will also need to sign up to the Tribal Tracks booking terms and conditions (facilitated through the booking form).

If insufficient funds were raised, the supporter could either self-fund, or would not travel and would forfeit their deposit.

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.

Tribal Tracks has 100% Financial Protection. We are members of Protected Trust Services and any money that you pay to Tribal Tracks goes into a protected trust account, operated by PTS and governed by independent trustees. This means that it is ring-fenced and 100% protected. Our membership number is 5566. Flights booked for the clients by Tribal Tracks will be ATOL protected under our own ATOL.

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 will require details of this prior to departure. We encourage supporters to take out travel insurance as soon as they book.

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, pre-departure briefing 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.

Before departure, we run an online pre-departure briefing where we go through the itinerary in detail, the kit list, country specific details and anything unique to the trip.  This is a great opportunity for the group to meet and shortly afterwards, we create a WhatsApp group to allow the team to bond. Charlie or Gaynor are always part of this group. Before departure, we add the Tribal Tracks Leader to this group, so they are on hand for last minute queries.