Terms & Conditions

1. Parties & Agreement

This agreement is entered into between Camp Europe E.V. (hereinafter "Camp Europe"), a registered non-profit association (Gemeinnütziger Verein) under German law, with registered address at Bahrenfelder Steindamm 22, 22761 Hamburg, Germany (Vereinsregister Amtsgericht Hamburg, VR 19970), and the individual submitting an application for a placement program (hereinafter the "Applicant").

By submitting an application, creating a profile, or using any of Camp Europe's services — whether online or in person — the Applicant confirms they have read, understood, and agreed to these Terms & Conditions in their entirety.

This agreement is governed by and construed in accordance with the laws of the Federal Republic of Germany. Any disputes shall be submitted exclusively to the competent courts of Hamburg, Germany.

2. Definitions

• Applicant — Any individual expressing interest in participating in a Camp Europe program prior to placement confirmation.
• Participant — An Applicant who has been offered and confirmed a placement and is performing the agreed service at a Host Camp.
• Camp Europe — Provider of recruitment, selection, placement coordination, training facilitation, and administrative services.
• Host Camp — Any third-party partner summer camp offering placements through Camp Europe's services.
• Placement — A confirmed volunteer or paid service agreement between a Participant and a Host Camp, facilitated by Camp Europe.

3. Eligibility & Application

Applicants must be at least 19 years of age at the time of their placement start date. Applicants must hold a valid passport for a minimum of three months beyond the planned placement end date.

By submitting an application, the Applicant warrants that all information provided is accurate, complete, and truthful. The submission of false, misleading, or incomplete information may result in immediate rejection or dismissal without refund.

Applicants are solely responsible for verifying and obtaining any visa, work permit, or residence permit required by the laws of the host country, at their own expense and initiative. Camp Europe does not provide immigration advice.

4. Application Process

Step 1 — Online Application

Applicants must review all available program information, FAQs, and these Terms & Conditions before submitting the online application form. Submission of the form constitutes acceptance of these terms.

Step 2 — Interview

Eligible applicants will be invited to a video interview (via Google Meet or equivalent platform). A pre-interview fee of €75 (€55 Early Bird for interviews booked on or before 21 December 2026) is required to confirm an interview slot. This fee covers the cost of the interview service and acts as a commitment filter. It will be fully refunded if Camp Europe is unable to offer a placement following the interview. If the applicant withdraws from the process, or continues after receiving a placement offer, the fee is retained as the administration fee for Camp Europe's services.

Step 3 — Placement Offer

Upon successful interview and profile review, Camp Europe will issue a Preliminary Placement Offer. The Applicant has 21 calendar days to confirm participation by submitting the signed Memorandum of Understanding (MOU) and all required documents.

Step 4 — Confirmation & Deposit

Confirmation requires payment of the full published program deposit and submission of all required documentation within the specified deadline. Failure to complete payment within 30 days of placement confirmation will result in automatic withdrawal and forfeiture of the deposit.

Key deadlines: Final application deadline 30 May 2026 · Refund claim deadline 3 July 2026.

5. Fees, Deposits & Refund Policy

Camp Europe incurs administrative costs throughout the application process. Program fees are charged to all applicants, including returning participants, to cover organisational, training, and administrative expenses.

• The program deposit (currently €300 for Camp Counselors, €155 for Language Coaches and €510 for the Outdoor Education Diploma, each including a €10 bank transfer fee; returnees approved by the office pay €155, or €105 with approved reviews) is collected upon placement confirmation and is refunded, less inbound and outbound bank transfer fees, once the Participant has completed two placement weeks (Outdoor Education Diploma: at the end of the full program).
• First-year Camp Counselors and Language Coaches volunteer for their first four placement weeks (full room and board, travel reimbursement up to €150, training and certification included) and receive a weekly stipend of €75 from the fifth placement week onwards. Returnees receive €150 per week (second year) or €250 per week (third year onwards) from their first placement week. Outdoor Education Diploma participants receive €75 per placement week; training weeks are not remunerated.
• If an Applicant withdraws after receiving a placement offer, the deposit is non-refundable, except as provided below.
• At Camp Europe's discretion, a partial or full refund may be granted in cases of documented visa rejection, serious illness, or medical incapacity. Supporting documentation must be submitted within the refund claim deadline.
• Camp Europe reserves the right to adjust fees with reasonable notice. Fee changes do not affect confirmed placements.

6. Required Documents

To complete placement confirmation, participants must submit the following within the specified deadline:

• Copy of valid passport
• Signed Memorandum of Understanding (MOU)
• Proof of travel booking to training location (Hamburg or Walsrode)
• Proof of program fee payment
• Valid First Aid Certificate
• Recent Non-Criminal Record Check
• Doctor's note confirming good health
• European Health Card or valid travel insurance for the full placement duration
• TEFL Certificate (Language Coach placements only)
• EU Schengen Visa (where applicable)

7. Conduct & Participant Obligations

Participants agree to abide by all Host Camp rules, internal regulations, and Camp Europe's code of conduct at all times. Participants further agree to:

• Arrive punctually for all training sessions, transport arrangements, and placement start dates.
• Perform all assigned duties responsibly, professionally, and respectfully.
• Comply with all applicable laws and regulations of the host country.
• Depart the host country no later than six months after the date of entry.
• Report any concerns or incidents to Camp Europe's staff immediately.

Hostile, aggressive, discriminatory, or non-compliant behaviour may result in immediate expulsion from the program without reimbursement of any fees or deposits paid.

8. Cancellation & Dismissal

Cancellations must be submitted in writing to info@campeurope.net immediately upon the decision to withdraw. Verbal cancellations are not accepted.

Withdrawals for non-medical reasons will result in forfeiture of the program deposit and any associated insurance surcharges. Camp Europe reserves the right to reject or terminate any application or placement at its discretion, including but not limited to cases of incomplete documentation, dishonest conduct, or failure to meet program requirements.

9. Limitations of Liability

Participants acknowledge that they are not employees, agents, or representatives of Camp Europe or its affiliates. Camp Europe accepts no responsibility for the operations, management, conduct, or decisions of Host Camps.

Camp Europe and its officers, employees, and representatives are released from all liability for injury, loss, damage, theft, accident, delay, or expenses arising from causes beyond their reasonable control, including but not limited to:

• Acts of God, natural disasters, or extreme weather events
• War, terrorism, civil unrest, or political instability
• Industrial action, strikes, or government-imposed restrictions
• Illness, epidemics, quarantine measures, or public health emergencies
• Transport delays, cancellations, or failures by third-party providers

Camp Europe's total liability under this agreement, to the extent not excluded by applicable law, shall be limited to the program fees paid by the Applicant.

10. Medical Policy

Applicants must disclose all known pre-existing medical conditions, allergies, and physical limitations during the application and interview stages. Failure to disclose a relevant medical condition may result in dismissal and forfeiture of all payments.

Participants must purchase and maintain valid medical and travel insurance covering the entire duration of their placement. Camp Europe reserves the right to cancel or delay participation if medical circumstances change materially before departure.

In the event of a medical emergency during the program, Camp Europe or its authorised representatives may arrange medical treatment or hospitalisation as deemed necessary in the interests of the Participant, without incurring liability for associated costs.

11. Transportation

Camp Europe does not provide, arrange, or take responsibility for international or domestic air travel. All travel costs to and from the host country are the sole responsibility of the Participant. Camp Europe provides a shuttle service from the main German train station (Hamburg or Hanover) to the training site as part of the program package.

12. Intellectual Property

All content on Camp Europe's website and materials, including but not limited to text, images, logos, and videos, is the property of Camp Europe E.V. and may not be reproduced, distributed, or used for commercial purposes without prior written consent.

13. Data Protection

Personal data provided by Applicants is processed by Camp Europe E.V. in accordance with the EU General Data Protection Regulation (GDPR) and applicable German data protection law. Data is used exclusively for the purposes of application processing, placement facilitation, and program administration. Camp Europe does not sell or share personal data with third parties except where strictly necessary for placement services. Please refer to our Privacy Policy for full details.

14. Amendments

Camp Europe reserves the right to amend these Terms & Conditions at any time. Applicants will be notified of material changes. Continued use of Camp Europe's services following notification constitutes acceptance of the revised terms.