AMIGOS Travel Procedures

AMIGOS partners with Flightfox, a premier travel management platform specializing in complex group logistics and personalized flight coordination. Flightfox selects compliant flight routes within AMIGOS parameters, securely handles airline ticketing, and provides active real-time monitoring and proactive rebooking support on travel days.

Flight booking outreach begins only after a volunteer is officially Accepted and has received their Project Assignment.

Stages:

1. Passport Form

• What Happens: Volunteer passport and preferred airports for departure/return are confirmed.
• Family Action Required: Upload valid passport (valid 6+ months after project start date) and 3-digit airport codes on their AMIGOS Application Dashboard.

2. Flight Coordination

• What Happens: The AMIGOS Onboarding Lead emails families a dedicated link to register with Flightfox and begin flight coordination within AMIGOS group parameters.
• Family Action Required: Follow the emailed link to register with Flightfox, submit required traveler information, and coordinate proposed flight itineraries.

3. Ticket Purchase

• What Happens: Airfare is issued and confirmed directly by Flightfox once payment/discounts are completed.
• Family Action Required: Pay full or any remaining airfare directly to Flightfox via credit card. If receiving airfare financial assistance, it will be applied during booking (pay remaining balance or $0). Voluntary changes may incur additional costs and are coordinated with Flightfox.

4. Day of Travel

• What Happens: Volunteers travel through designated gateway hubs to their destination. Flightfox and AMIGOS monitor flights in real time.
• Family Action Required: Check in for flights, follow communication protocols. Volunteers will meet AMIGOS Project Staff outside Customs in the project country.

Airfare Cost: Paid directly by families to Flightfox via credit card. If you are receiving airfare financial assistance, Flightfox will apply this credit directly at booking. Families are responsible for any airline fare differences or change fees incurred after tickets are issued. The table below represents estimated airfare costs only (based on average historical flight pricing from the previous year). Actual flight costs may vary:

Non- Refundable Travel Support & Coordination Fee ($225): Billed directly by AMIGOS as an itemized line on the regular Program Fee Billing statement. It is paid via ACH following the same timeline as the Program Fee.

• What it includes: Flight routing coordination, centralized booking management, 24/7 virtual day-of-travel emergency support, active flight monitoring and disruption handling, plus dedicated in-person airport staff at key gateway hubs (Houston – IAH and Miami – MIA).
• What it does not include: Layover meals, airline baggage fees, or overnight hotel accommodations and any associated expenses if required during domestic connections.

Participants in the Montañas y Mar project operate under a mandatory Unaccompanied Minor (UM) travel protocol due to their age:

Authorized Departure Gateways: Travel is restricted to direct nonstop flights from San Francisco (SFO), Houston (IAH), or Newark (EWR) only. Families are fully responsible for transporting their volunteer to/from one of these three designated gateway cities.

Mandatory UM Fee ($300): Billed via ACH in addition to the AMIGOS Program Fee and Travel Support and Coordination Fee to cover the Unaccompanied Minor service.

Travel Logistics for Montañas y Mar Volunteers:

1. A designated parent/guardian must present government ID at the United Airlines check-in desk at SFO, IAH, or EWR to formally transfer custody to airline staff. Volunteers cannot arrive or check in alone.
2. United Airlines staff escorts the volunteers through security, to the gate, and onto the aircraft.
3. During the flight, the flight crew supervises the volunteer. Upon landing in Costa Rica, United staff escorts the volunteer through immigration, baggage claim, and customs.
4. Custody is officially transferred directly to authorized AMIGOS Project Staff waiting outside customs.
5. For the return journey, this exact protocol is mirrored in reverse, requiring the designated parent/guardian to present ID at the arrival airport to receive the student.