Resources

Do I need to call Earthwatch Expeditions to pay my final balance, or will you charge my credit card on file?

There is no need to call us if your credit card information remains the same as what we have on file. If, however, you have a change in payment preferences, a new credit card number, or an updated expiration date, you can email concierge@earthwatchexpeditions.com and your Adventure Concierge will provide instructions on how to update your payment information online. We also offer the option to pay by e-check. This secure payment method uses your bank routing and account numbers and is processed electronically, similar to a traditional paper check. As an added benefit, guests who pay their final balance by e-check will receive a 2.5% credit toward the final balance of a future booking (minimum e-check charges of $4,000 to qualify for credit).

If I have a new credit card or a revised expiration date, can I update that information online in order to pay my final balance?
Yes. Please email concierge@earthwatchexpeditions.com and your Adventure Concierge will provide instructions on how to update your payment information online. If there are no changes to the credit card provided for your deposit, there is no need to call us. We will apply the final balance to the card on file.

If I booked flights on my own rather than through Earthwatch Expeditions' Travel Desk, where do I email my flight itinerary?
If you have arranged your own flights, please forward the entire flight itinerary as received from your airline (including the 6-digit record locator/confirmation number) to flights@earthwatchexpeditions.com. Please do not cut and paste partial flight itineraries into a separate email. Thank you!

Why have I received links to trip forms for other members of my travel party?
If you are a group organizer, links for each group member’s forms are automatically emailed to you with your confirmation. Please forward the form links to each individual. If you request separate confirmations for each group member and provide their email addresses, we are happy to send confirmation emails to them directly.

When is my final balance due?
Final balance for most trips is due 120 days prior to departure. Please consult the specific trip page on our website for details, and refer to your trip invoice to confirm the final balance due date for your particular trip. In addition, we will send a reminder email about 10 days prior to your payment due date.

If I am renewing my passport before my trip, how should I notify Earthwatch Expeditions of my new passport information?
Please enter PENDING in the passport information field on your booking forms, then call us (U.S. & Canada: 800-548-7555, international: 303-222-8861) with your new passport details as soon as you have them.

Can Earthwatch Expeditions help me book my flights?
Our in-house Travel Desk can book your flights to any of our destinations outside the U.S. and Canada. It can often be complicated to make efficient flight arrangements to the remote international locations we visit, so we are pleased to provide this service for a small ticketing fee. For travel within the U.S. and Canada, our guests are able to utilize extensive online resources to make their own arrangements with ease. If you are booking your own flights and have any questions about arrival and departure details, please check with your Adventure Concierge, who will be happy to help.

Can Earthwatch Expeditions help me book extra hotel nights if I want to extend my stay?
Yes! If you want to arrive early or stay beyond the last day of your Earthwatch Expeditions itinerary, our Travel Desk can book your extra hotel nights. While we offer the best possible rates available to us for additional nights’ accommodations, you may find better prices online. Please be aware, however, that bookings you make independently at reduced rates may not include breakfast or may be for a different room type than what we have contracted for—so it's possible you would need to change rooms on the night your Earthwatch Expeditions itinerary begins, or following the end of your trip. In order to keep the same room, we recommend booking extra nights through our office.

How is the insurance quote calculated if trip dates and fees for my adventure are not yet confirmed?
If your trip dates and fees are not confirmed at the time of booking, the insurance quote on your invoice reflects the current year’s pricing. Your insurance premium will adjust according to any changes in the program fee.

How can I obtain a packing list now, rather than waiting to receive my pre-departure briefing?
A detailed packing list will be included in your pre-departure package that is mailed 60-90 days prior to departure, but we would be happy to send you that list sooner upon request. Please contact your Adventure Concierge.