A. APPLICATION AND PAYMENT TERMS
Spaces for the YA Program are limited. Applications will be reviewed on a rolling basis by AFS staff or AFS’s officially designated representatives. Admission is based on the following YA Program eligibility criteria:
Registration Fee
At the time of your application to the YA Program, you will be asked to pay a registration fee (“Registration Fee”). The amount for the Registration Fee is USD 300 for individuals registering for any package throughout all registration periods.
It is possible to submit an individual application or a group application for groups of five (5) individuals or more. See delegation partner webpage for more requirements.
No application will be processed and completed before receiving the applicable Registration Fee.
For applicants whose application is rejected, the Registration Fee will be refunded.
For accepted applicants (those that receive a written notice from AFS that their application has been accepted) the Registration Fee is non-refundable and non-transferable, except as provided herein.
Package Fee
In addition to the Registration Fee you will be required to pay the Package Fee applicable to your package selection within 8 weeks from the date you receive the notice from AFS that your application has been accepted. Together with your notice of acceptance you will receive detailed instructions about how to make the Package Fee payment and the exact deadline. On a case by case basis, AFS may accept late applications in which case the Package Fee is due upon receipt of AFS notice that the application has been accepted.
The Package Fee includes various thematic events based on the package you selected, but they all include accommodation during the days of the package and days of the YA Program, ground transportation, assistance of YA Guides, Manhattan boat cruise, electronic certificate of completion for the Youth Assembly, meals inclusive of breakfast and souvenirs.
The fees are as follows for each Package, inclusive of the Registration Fee: “International Affairs” USD 2950 (double) / USD 3250 (single), “Changemakers” USD 3550 (double) / USD 3850 (single), and” Climate Entrepreneurship” USD 3550 (double) / USD 3850 (single).
B. CANCELLATION BY PARTICIPANT
Registration Fee
The Registration Fee is non-transferable and, except as provided below, it is non-refundable in the event of cancellation by Participant for any circumstances and reasons whatsoever. These circumstances and reasons may include, but are not to be limited to, medical conditions, family conditions, impossibility to travel due to Covid restrictions or any other government restriction, issues related to visa applications with U.S. embassies abroad, etc. Upon submitting application forms and paying the Registration Fee, AFS reviews, processes, and may accept those applications. In return for this service, accepted applicants may not request refund, credit or dispute the charges before, during, and after the YA Program, except for receiving partial refunds of the Registration Fee as listed below:
| Date of Written Cancellation Notice by Accepted Applicant |
Available Refund Per Person |
| On or before December 31, 2022 (12am EST time) |
100% of Registration Fee |
| On or before April 1 2023 (12am EST time) |
50% of Registration Fee |
| On or before May 1, 2023 (12am EST time) |
25% of Registration Fee |
Package Fee
The Package Fee is non-transferable. If an accepted applicant that has paid the Package Fee cancels its participation to the YA for any circumstances and reason whatsoever at any time prior to the start of the YA Program, such individual is entitled to request and receive either
– a 60% refund of the Package Fee paid to AFS; or
– to receive a credit for the next Youth Assembly to be organized in the future by AFS, for an amount equal to 80% of the Package Fee.
No other Package Fee refunds or credits will be available in the event of cancellation by Participant for any circumstances and reasons whatsoever.
Notice
To be entitled to any refund or credit under this section, the required written notice has to be given to AFS by the Participant as follows: send a message to the AFS staff using your account on the Youth Assembly portal with your full name, registration ID, email address stating that you wish to cancel your reservation and (optional) briefly list the reason for canceling the reservation.
C. CANCELLATION BY AFS
AFS may cancel the in-person YA Program at any time, if it determines that it is not possible to hold the in-person event due to circumstances beyond its control, including but not limited to Acts of God (force majeure), strikes, riots, natural disasters, epidemic or pandemic, war, crime, sickness, threats or acts of terrorism per US Department of State Advisories, governmental acts or omissions, changes in laws or regulations or other events that AFS determines would result in unsafe travel conditions or would not allow AFS to safely offer the YA Program services in person.
In this case the Registration Fee is non-refundable. AFS will provide an online alternative format for the Youth Assembly, the schedule and log in information will be shared with YA Participants after notice of cancellation of the in-person YA Program. YA Participants that wish to attend the online Youth Assembly format will be responsible to have the adequate technical equipment required to join, including access a computer, smartphone or other digital device with an integrated webcam and mic plus a stable internet connection to take part in the online live sessions and other content that may be made available.
For The Package Fee paid to AFS, Participant can choose to receive either:
- a partial refund of 50% of such Package Fee, or
- a credit for the next Youth Assembly to be organized in the future by AFS, for an amount equal to 100% of the Package Fee.
D. TERMINATION
AFS can terminate the participation of any Participant in the YA Program if AFS or its agents or representatives deem said Participant to be detrimental to the YA Program or to the reputation of AFS itself. In this case the Registration Fee is not-refundable and AFS shall have no responsibility for any expenses incurred by any such Participant. AFS reserves the right to expel any Participant for disruptive behavior at any point during the YA Program as deemed appropriate by on-site AFS staff and volunteers (or online moderators in the case of online Youth Assembly format). All consequential costs of Participant expulsion shall be borne by the Participant without recourse to refund of unused YA Program benefits.
E. MODIFICATION OF AGREEMENT & SUBSTITUTIONS
AFS reserves the right to modify these Terms, including the YA Program services and costs, if AFS’s anticipated expenses are affected by unforeseen monetary fluctuations, changes in costs of services and accommodations, changes in transportation tariffs, or other circumstances beyond the control of AFS. In this event, AFS shall provide notice as soon as practicable to the Participant. If such changes result in a Fee increase that exceeds 10% of the YA Program Fee, the Participant may cancel the contract and request to receive a refund of the payments made by the Participant to AFS, minus any out of pocket expenses paid by or to be paid by AFS.
F. LIMITATION OF LIABILITY
In the event that YA Program meeting venues, activities, conference agenda, or any other parts or all of the YA Program are changed, delayed, postponed, canceled or otherwise not provided, AFS’s liability is limited to the provision of such substitute or supplementary venues, and/or services as can be secured or provided at no additional cost to AFS. AFS shall have no responsibility in refunding to the YA Participant due to such change, nor for any expense that may be incurred by the Participant due to such changes. AFS may refund to the YA Participant any amount that AFS is able to obtain as a refund from the service provider for the lost services.
IN NO EVENT WILL AFS OR ITS AFFILIATES OR ANY OTHER PERSON OR ENTITY BE LIABLE TO THE YA PARTICIPANT FOR ANY CONSEQUENTIAL, INCIDENTAL, EXEMPLARY, PUNITIVE OR SPECIAL DAMAGES, INCLUDING ANY LOSSES RELATING TO PARTICIPANT, SUCH AS LOST DATA, LOST PROFITS, BUSINESS INTERRUPTION, OR LOST SAVINGS. SOME STATES OR JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL, CONSEQUENTIAL, OR SPECIAL DAMAGES, SO THE FOREGOING LIMITATIONS MAY NOT APPLY. IN NO EVENT SHALL THE TOTAL LIABILITY TO THE YA PARTICIPANT (WHETHER IN CONTRACT, TORT, INCLUDING NEGLIGENCE OR OTHERWISE) EXCEED THE FEE PAID BY THE PARTICIPANT FOR THE YA PROGRAM.
G. PROPERTY DAMAGE
AFS shall not be responsible for any property belonging to the YA Participant that is lost or damaged during the course of the YA Program. Further, the Participant understands that he/she is responsible for, and shall indemnify AFS against, any and all claims made against AFS, its agents and representatives, for damage to property caused by any Participant during the YA Program.
H. CREDIT
Participant agrees to credit AFS prominently in any publicity, brochures, films, videotapes, exhibitions, visual materials, or other materials that the Participant may be authorized by AFS to produce or distribute in connection with the YA Program. Such credit shall be listed or mentioned separately from any other recognition of support, e.g., “This photo/video was taken during The Youth Assembly, a project of AFS Intercultural Programs, Inc.”
I. WAIVER OF LIABILITY
PARTICIPANT AGREES THAT AFS SHALL NOT BE RESPONSIBLE FOR, AND PARTICIPANT HEREBY WAIVES ANY CLAIM AGAINST AFS FOR, AND RELEASES AFS FROM, ANY LIABILITY OF ANY NATURE WHATSOEVER FOR LOSS (INCLUDING ADDITIONAL EXPENSES CAUSED BY DELAYS AND/OR CHANGES IN MEETING VENUES, ACTIVITIES, CONFERENCE AGENDA OR OTHER SERVICES), DAMAGES (INCLUDING CONSEQUENTIAL DAMAGES), OR INJURY TO PROPERTY OR PERSONS DUE TO ANY CAUSE WHATSOEVER, INCLUDING, WITHOUT LIMITATION, ANY ACT, OMISSION, OR NEGLIGENCE OF ANY HOTEL, AIRLINE, BUS, COMPANY, RAILROAD OR OWNERS OR CONTRACTORS PROVIDING ACCOMMODATIONS OR OTHER SERVICES, OCCURING DURING THE DURATION OF THE YOUTH ASSEMBLY PROGRAM, EXCEPT FOR CLAIMS BASED ON THE WILLFUL MISCONDUCT AND/OR GROSS NEGLIGENCE OF AFS. NOR SHALL AFS BE RESPONSIBLE FOR ANY LOSS, COST, DAMAGE, INJURY, DELAY OR EXPENSE ARISING FROM ACTS OF GOD, STRIKES, WEATHER, WAR, CIVIL DISORDER, CRIME, SICKNESS, PANDEMICS, OR OTHER EVENTS BEYOND THE CONTROL OF AFS AND ANY LOSS OR EXPERIENCE ARISING FROM THE ABOVE CONTINGENCIES SHALL BE BORNE BY THE PARTICIPANT INVOLVED.
J. INDEMNIFICATION
In connection with the YA Program and the conduct thereof, Participant agrees to indemnify and hold AFS, and its agents, affiliates, officers, employees, volunteers and directors (the “Indemnified Party”) harmless from and against any and all loss, liability, claim, suit or demand, including reasonable attorney’s fees arising there from, which may be asserted against the Indemnified party by any person or organization on account of the Participant’s involvement with the YA Program, except if such loss, liability, claim, suit or demand is based on AFS’s willful misconduct and/or gross negligence.
K. CHOICE OF LAW
These Terms and their performance shall be governed by and in accordance with the laws of the State of New York, exclusive of any choice of law rules, and that law shall be applicable to the merits of any dispute between the parties..
L. ARBITRATION
All disputes arising in connection with these Terms shall be settled under the Rules of the American Arbitration Association. The place of arbitration shall be in New York City. The arbitration shall be conducted in English. No consequential, punitive or incidental damages shall be awarded to the parties by the members of any arbitration tribunal hearing a case in respect to this Agreement.
M. AGREEMENT
This Agreement, along with the notice of payment schedule, encompasses the entire agreement of the parties, and supersedes all previous understandings and agreements between the parties, whether oral or written.
Changemakers Package Terms – Insurance Requirements
The following terms apply to those Delegates of the 28th AFS Youth Assembly that will also attend additional activities at the University of Pennsylvania campus for the social impact hackathon program (the “Changemakers Package”):
Delegates participating in the Changemakers Package activities who are not residents of the United States will maintain international health insurance including medical benefits, medical evacuation and repatriation for the full duration of the Changemakers Package activities. Those Delegates must submit proof of such insurance before the start of the Changemakers Package activities to be able to attend such activities. The coverage of such international health insurance must include, at a minimum:
i) medical benefits of at least $100,000 per accident or illness;
ii) repatriation of remains in the amount of $25,000;
iii) expenses associated with the medical evacuation to participant’s home country in the amount of $50,000; and
iv) a deductible not to exceed $500 per accident or illness.
AFS will share exact instructions about how to share the insurance documents in advance of the event.
Last Updated: February 22, 2023
THE YOUTH ASSEMBLY
A PROJECT OF AFS INTERCULTURAL PROGRAMS, INC.
