Policies & Procedures

Our Mission

To empower nomads and remote workers to explore the world one month at a time, advocating for a lifestyle where technology enables productivity from anywhere. We believe that traveling fosters personal growth, enriches human connections, and contributes to building a better, more compassionate world.

Our Vision

To create a global community of empowered travelers who feel at home anywhere in the world, connecting deeply with local communities while contributing to sustainable travel practices. We strive to lead the way in community-driven remote work programs, empowering individuals to thrive personally and professionally while shaping a more inclusive, inspired world through travel.

Our Core Values

Community First

We believe in the power of community to transform travel into something more meaningful. Our programs are designed to foster genuine connections—whether it’s among participants, City Leaders, or local vendors. By putting people first, we create spaces where everyone feels welcome, supported, and valued.

Authenticity

We prioritize real, unfiltered experiences that go beyond the surface. From working with local vendors to offering immersive cultural activities, we aim to show participants the true essence of each destination. For us, authenticity isn’t just a promise—it’s how we ensure every trip feels unique and personal.

Trust & Transparency

Building trust is at the heart of everything we do. From clear communication with participants to paying vendors upfront, we are committed to being open and honest. We hold ourselves accountable to ensure all our stakeholders—participants, City Leaders, and local communities—know they can rely on us.

Sustainability

Travel should leave a positive impact. We actively address the issue of overtourism by carefully selecting destinations, limiting group sizes, and collaborating with local communities to ensure our presence benefits rather than burdens them. By being mindful of our impact, we aim to set a new standard for responsible travel.

Table of Contents

Procedural Documents

This section outlines clear steps for managing key responsibilities, such as vendor invoicing and payment coordination. Following these policies ensures smooth operations, strong vendor relationships, and successful program execution. For questions, HQ is here to help.

Add-on Experience Guidelines

The role of Weekend Adventures 

Those experiences are more than just fun activities – they’re an opportunity to:

  • Build Community: Help digital nomads connect with each other and integrate with local residents.
  • Showcase Local Culture: Highlight your city’s history, traditions, and hidden gems.
  • Support Local Businesses: Drive economic impact by promoting local artisans, guides, and service providers.
  • Enhance Quality of Life: Offer digital nomads a sense of belonging and balance through recreation and exploration.

Three core guiding principles

There are three core principles that should be guiding you when you are crafting your adventures: 

  • Each experience should be engaging and culturally immersive 
  • There should be an element of uniqueness in each of them 
  • All experiences should be fairly priced 

Uniqueness and cultural authenticity

  • Leverage your deep understanding of local traditions, history, and hidden gems when creating the experiences. 
  • Consider incorporating hands-on activities like cooking classes. 
  • Highlight lesser-known landmarks, neighborhoods, or events to provide an authentic experience.
  • Try to include opportunities for participants to engage with locals, such as family dinners, storytelling.

Flexibility and accessibility

  • Focus on planning activities during weekends and if additional activities are planned during the week, focus on times outside typical work hours.
  • Consider having one longer (two-three day) adventure and some day trips to allow nomads to choose what works best for them and their schedules.

Planning

  • Ensure that the dates for the experiences are agreed on (with the vendors) in advance (45 days before the program’s start date) so that they can be communicated to the upcoming group during pre-arrival City Webinar. 
  • All experiences should be added to the City’s Google Calendar in advance so that it can also be shared with the group during the webinar. 

Minimum numbers to run the experience

  • The ideal required minimum number of participants for each experience is 6 (or lower), in alignment with the program’s requirements.
  • If the number has to be higher, it should be set as low as realistically possible to maximize the chances of running the experience consistently each month and to minimize cancellations.

Running the experience – exclusivity

  • Each experience should ideally be offered exclusively to the Nomad Nest group, allowing for building strong group connections, tailored service and a cohesive atmosphere.
  • If the minimum number of participants is not met, the experience can be opened to “outside” participants to avoid cancellation; however in such cases, Nomad Nest members must be notified in advance and given the option to opt out if they prefer not to participate in a mixed group.
  • Certain experiences may inherently need to be non-exclusive (e.g., public events or shared accommodations like staying on a cruise ship); for these cases, Nomad Nest members must be informed beforehand that the event will not be exclusive. 
  • Communication of exclusivity or non-exclusivity should always be clear and transparent during the booking process.

Safety and convenience 

  • Provide nomads with detailed information on meeting points, schedule, accessibility, etc.
  • Clearly and in a timely manner communicate any changes to the above.
  • Ensure that each vendor has safety protocols in place.
  • When needed, offer multilingual guides or translations (there must be an English speaking person).

Sustainability and ethical practises

  • Opt for environmentally-conscious tours and activities (and vendors).
  • Source products, services, and partnerships from local vendors and communities.
  • Share information about sustainable practices or local conservation efforts as part of the experience.

Transparent and fair pricing

  • Research similar experiences to set fair pricing / to remain competitive.
  • When communicating the experiences to nomads, clearly outline what’s included in the cost (e.g., meals, transportation, entrance tickets).
  • Ensure fair compensation for any local collaborators or artisans involved.

Payments

  • Ideally vendors should have their own (safe) booking platform where nomads can reserve their spots and pay (and receive confirmation).
  • If payments have to be collected in cash, communicate that to nomads in advance and ensure that receipt / confirmation is provided.

Feedback

  • Always ask participants for post-experience feedback.
  • Strive for continuous improvement by regularly refining your offerings based on feedback and market trends.

By creating engaging and culturally immersive local experiences, you’re helping digital nomads forge connections with your city and its people, creating memories that leave a lasting impression. By adhering to the above guidelines we can ensure that as Nomad Nest we are curating amazing experiences that benefit everyone – participants, you as a City Leader, your vendors and local communities. 

Vendor Invoicing

Objective

To ensure that vendors are paid promptly and correctly, City Leaders must follow a standardized process for submitting vendor invoices to Nomad Nest HQ. This policy outlines the procedures for managing vendor invoices, maintaining accurate records, and avoiding payment delays.

Policy Details

1. Vendor Contract Requirements

Before a vendor can invoice Nomad Nest, the following must be ensured: A written agreement or contract must be in place between the vendor and Nomad Nest or the City Leader, clearly stating:
    • Services provided.
    • Payment terms (amount, due date).
    • Contact information.
The vendor must provide a valid invoice that includes all necessary details (see below).

2. Invoice Submission Process

City Leaders are responsible for guiding vendors on how to invoice Nomad Nest. Vendors must adhere to the following steps: Invoice Requirements Vendors must include the following information on their invoice:
    • Vendor’s legal business name and address.
    • Vendor’s tax ID (if applicable).
    • Invoice number.
    • Date of invoice.
    • Description of services or products provided.
    • Total amount due (specify currency).
    • Payment instructions (bank details or other payment methods).
Submission to HQ
      • Vendors should email their invoices directly to: invoice@nomadnest.com
      • Include the following in the email subject line: [City Name] – Vendor Invoice – [Vendor Name]
      • City Leaders must CC themselves on the email to HQ for tracking purposes.
Confirmation
  • After submission, HQ will confirm receipt of the invoice within 2 business days.

3. City Leader Responsibilities

City Leaders must:
  1. Verify that the invoice matches the agreed-upon terms in the vendor contract.
  2. Ensure the invoice is submitted no later than 5 days after services are rendered.
  3. Keep a record of all vendor invoices for their city program and reconcile them against the program budget.

4. HQ Responsibilities

Nomad Nest HQ will:
  1. Review all vendor invoices for accuracy and compliance.
  2. Process approved payments within 5 business days of invoice receipt.
  3. Notify City Leaders of any issues or delays in payment.

Procedures for Disputed or Incorrect Invoices

If an invoice is incorrect or does not comply with the requirements:
  1. HQ will notify the City Leader and the vendor within 2 business days of identifying the issue.
  2. The City Leader must work with the vendor to correct the invoice and resubmit it promptly.
  3. Corrected invoices will be processed within 5 business days of resubmission.

Procedure for Vendor Payment Follow-Up

If a vendor inquires about delayed payments:
  1. Verify that the invoice was submitted to HQ.
  2. Check with HQ on the status of the payment.
  3. Communicate updates to the vendor within 2 business days.

Compliance

Failure to follow these procedures may result in delayed payments, strained vendor relationships, or budget discrepancies. City Leaders are expected to adhere to this policy to maintain smooth operations and strong vendor partnerships.

Trip Policies

1. Accessibility and Accommodations

1.1 Nomad Nest recognizes that Participants may have specific accessibility needs. We will endeavor to provide reasonable accommodations where feasible. Participants requiring accommodations must notify Nomad Nest during the booking process or as soon as possible before the Trip.

1.2 Accommodations include shared or private housing, access to workspaces, and group events, all designed to promote comfort and community engagement. Special requests will be considered but are not guaranteed.

2. Travel Policies

2.1 General Travel Responsibilities

2.1.1 Participants are responsible for arranging their own flights to and from the Trip destination. Nomad Nest does not cover or reimburse travel costs outside of the program.

2.1.2 Nomad Nest is not liable for any fees or penalties related to missed or canceled flights, visa issues, or other travel disruptions. Participants are strongly encouraged to purchase travel insurance.

2.2 Luggage

2.2.1 Nomad Nest accommodations and group transportation (where applicable) are designed to accommodate standard luggage: one checked bag (up to 23 kg/50 lbs) and one carry-on. Participants must adhere to these limits to avoid extra fees or logistical complications.

2.2.2 Oversized or additional luggage may incur extra fees and is subject to availability. Nomad Nest is not responsible for lost, damaged, or delayed luggage.

3. Visitor Policies

3.1 Visitors are allowed in Nomad Nest accommodations only with prior approval from the City Leader or Nomad Nest staff. Visitors may not exceed 5 nights per month and must adhere to community guidelines.

3.2 Visitors are the sole responsibility of the hosting Participant. Any damage, disruption, or policy violations caused by visitors will result in consequences for the hosting Participant, including potential removal from the Trip.

3.3 Nomad Nest reserves the right to deny visitor access based on space availability, accommodation policies, or other logistical concerns.

4. Workspace Policies

4.1 Participants are expected to respect workspace rules and etiquette, including maintaining a professional and collaborative environment.

4.2 Nomad Nest is not responsible for lost or stolen items in workspaces. Participants should secure personal belongings at all times.

4.3 Workspace access is included in the Trip fees, but refunds or credits are not provided for unused workspace access.

5. Conduct and Safety

5.1 All Participants must abide by Nomad Nest’s Code of Conduct and local laws in the destination city. Any violations, including but not limited to harassment, illegal activity, or endangering others, may result in immediate removal from the Trip without refund.

5.2 Participants are responsible for their own safety and behavior during the Trip, including at accommodations, workspaces, and events. Nomad Nest provides guidance and support but assumes no liability for individual actions or risks undertaken by Participants.

6. Damages and Incidentals

6.1 Participants are responsible for any damages or losses caused to accommodations, workspaces, or other facilities. Costs for repairs or replacements will be charged directly to the responsible Participant.

6.2 If no individual is identified as responsible for damages within a shared accommodation, costs will be divided equally among the housemates.

6.3 Participants must report damages or issues immediately to the City Leader to facilitate prompt resolution.

7. COVID-19 and Health Policies

7.1 Participants are responsible for understanding and adhering to all local health and safety regulations, including but not limited to COVID-19 testing, quarantine requirements, and vaccination policies.

7.2 Nomad Nest requires proof of valid travel insurance covering medical emergencies, trip cancellations, and personal liability. Proof must be provided before the Trip start date.

8. Miscellaneous Policies

8.1 Pets

8.1.1 Pets are not permitted on Nomad Nest Trips unless explicitly allowed in specific programs or accommodations. Additional fees and restrictions will apply.

8.2 Shared Accommodations

8.2.1 Participants in shared accommodations are expected to respect their housemates’ privacy, schedules, and preferences. Nomad Nest will attempt to match housemates based on preferences but cannot guarantee compatibility.

8.2.2 Nomad Nest is not responsible for resolving disputes between housemates but will provide mediation support if necessary.

8.3 Age Requirement

8.3.1 All Participants must be at least 21 years old to join a Nomad Nest Trip.

8.4 Visas

8.4.1 Participants are responsible for obtaining and maintaining all necessary travel documents, including visas and passports. Nomad Nest is not liable for costs or disruptions caused by visa issues.

For any questions or concerns, please contact Nomad Nest support at:
Email: support@hub.nomadnest.com

Trip Fees

1.1 Payment Requirements

1.1.1 Full payment for your Trip is required at the time of booking or as outlined in specific Trip agreements.

1.1.2 Payments are non-refundable within 90 days of the Trip start date unless otherwise specified in Section 1.2.

1.2 Refunds and Extreme Situations

1.2.1 Refunds are only available within 24 hours of booking if the Trip start date is more than 90 days away. After this period, payments are non-refundable, including for any unused services.

1.2.2 In extreme situations (e.g., natural disasters, government travel restrictions, pandemics, or Acts of God), Nomad Nest may, at its sole discretion, offer partial refunds or credits for future Trips. This is not guaranteed and will be assessed on a case-by-case basis. Nomad Nest’s decision will be final and binding.

1.3 Changes to Bookings

1.3.1 Participants may request one change to their booking free of charge if the request is made at least 90 days before the Trip start date.

1.3.2 Changes requested less than 90 days before the start date will not be accommodated.

1.3.3 Transfers to a different Trip must occur within 12 months of the original Trip start date and will incur a $250 transfer fee.

3. Discounts and Promotions

3.1 General Policies

3.1.1 Discounts or promotional offers are non-transferable and valid only for the stated term.

3.1.2 Discounts cannot be combined unless explicitly stated. Nomad Nest reserves the right to withdraw promotions at any time.

3.2 Credits

3.2.1 Credits issued by Nomad Nest must be used within 12 months of issuance and cannot be applied to already discounted Trips or refunded for cash.

4. Cancellation by Nomad Nest

4.1 Before Departure

Nomad Nest reserves the right to cancel a Trip due to low enrollment, unforeseen circumstances, or force majeure events. In such cases, Participants will receive a full refund of monies paid, excluding personal expenses incurred. No additional compensation will be provided.

4.2 During a Trip

If a Trip is interrupted due to safety concerns, participant misconduct, or other unavoidable reasons, Nomad Nest will:

  • Offer a prorated credit for unused services only if the interruption is not caused by participant misconduct.
  • Assist with mitigating the impact but will not cover additional costs.
  • Provide no refunds or credits for interruptions resulting from participant misconduct, including violations of the Participant Terms and Conditions or local laws.

5. Miscellaneous

5.1 Unused Services

Participants who choose not to use any portion of the Trip, including accommodations, workspace, or events, will not be eligible for refunds or credits.

5.2 Optional Add-Ons

Optional add-ons, such as excursions or private room upgrades, are non-refundable once purchased, regardless of Trip status.

5.3 Included in Trip Fees

  • Accommodations for the duration of the Trip.
  • Shared workspace access for the duration of the Trip.
  • Two community events per month.
  • Local arrival airport transfers (on designated dates).

5.4 Not Included in Trip Fees

  • Flights to/from the Trip destination.
  • Travel insurance (mandatory).
  • Personal expenses, such as meals, local transportation, or additional activities.

5.5 Travel Insurance

Participants must have valid travel insurance covering medical emergencies, trip cancellations, and personal liability. Proof of insurance must be provided before the Trip start date.

For questions or concerns about payment policies, contact:
Email: payments@hub.nomadnest.com

Fraternization Guidelines

Objective

To maintain professionalism, foster mutual respect, and ensure a positive environment for all participants, vendors, and City Leaders (CLs), this policy provides clear guidelines on fraternization. These guidelines help avoid conflicts of interest, favoritism, and situations that could negatively affect the program or Nomad Nest’s reputation.

1. Scope

This policy applies to interactions between:

  • City Leaders and participants.
  • City Leaders and vendors.
  • Participants and vendors.

2. Policy Details

2.1 Professional Boundaries with Participants

City Leaders are expected to maintain professional relationships with participants at all times.

  • No Preferential Treatment: Avoid showing favoritism toward specific participants in group activities, accommodations, or event planning.
  • Socializing: While building connections is encouraged, personal relationships with participants that could create conflicts of interest or harm group dynamics are prohibited.
  • Romantic Relationships: Romantic or intimate relationships between City Leaders and participants during the program are not allowed, as they can lead to perceptions of bias or discomfort among the group.

2.2 Interactions with Vendors

City Leaders should maintain professionalism and avoid overstepping boundaries with vendors.

  • Business-First Approach: All interactions should focus on fulfilling the terms of vendor agreements.
  • Gifts or Perks: Do not accept gifts, discounts, or favors from vendors that could compromise objectivity or create conflicts of interest.

2.3 Participant and Vendor Relationships

City Leaders should monitor and discourage any inappropriate or unprofessional relationships between participants and vendors during the program.

  • Awareness: Ensure participants understand their role as clients, not personal acquaintances of vendors.
  • Reporting: If any inappropriate behavior occurs, document the issue and notify HQ immediately.

3. Violations

  • Investigation: Any allegations of fraternization or unprofessional behavior will be investigated by Nomad Nest HQ.
  • Consequences: Violations of this policy may result in disciplinary action, up to and including removal from the program or termination of the City Leader’s contract.

4. Reporting Concerns

City Leaders, participants, or vendors who observe inappropriate behavior should report the issue to Nomad Nest HQ promptly. All reports will be handled confidentially and with professionalism.

5. Acknowledgement

City Leaders must acknowledge this policy as part of their onboarding and agree to uphold its principles throughout the program.

Code of Conduct

Objective

Nomad Nest is committed to creating a safe, inclusive, and professional environment for participants, vendors, and team members. This Code of Conduct outlines the expectations for City Leaders (CLs) to ensure their behavior aligns with Nomad Nest’s mission and values.

1. Professionalism

  • Maintain Professional Relationships: Treat all participants, vendors, and Nomad Nest team members with respect and professionalism.
  • Representation: As a City Leader, you represent Nomad Nest. Your actions should positively reflect the company’s mission and values.
  • Punctuality: Arrive on time for all events, meetings, and activities to set a positive example for participants.

2. Respect and Inclusion

  • Non-Discrimination: Treat all individuals with respect, regardless of race, gender, religion, nationality, sexual orientation, or other identities.
  • Inclusivity: Ensure all participants feel welcome and included in program activities. Proactively address barriers that may exclude individuals.
  • Zero Tolerance for Harassment: Harassment, bullying, or inappropriate behavior toward participants, vendors, or staff is strictly prohibited.

3. Communication

  • Transparency: Communicate openly and honestly with participants, vendors, and HQ.
  • Professional Tone: Use respectful and clear language in all forms of communication, including email, WhatsApp, and Slack.
  • Escalation: Address concerns promptly and escalate unresolved issues to HQ.

4. Confidentiality

  • Participant Privacy: Protect participants’ personal information and do not share it without explicit consent.
  • Company Information: Safeguard Nomad Nest’s proprietary information, including vendor contracts, program budgets, and internal communications.

5. Ethical Behavior

  • Conflict of Interest: Avoid situations that could create conflicts of interest, including favoritism or receiving gifts from vendors.
  • Integrity: Act with honesty and fairness in all dealings with participants, vendors, and Nomad Nest HQ.

6. Alcohol and Substance Use

  • Moderation: If alcohol is consumed during program events, do so responsibly and in moderation.
  • Prohibition of Illegal Substances: The use of illegal substances is strictly prohibited during program activities.

7. Safety and Emergency Preparedness

  • Participant Safety: Prioritize the safety and well-being of participants in all activities.
  • Emergency Protocols: Follow Nomad Nest’s emergency procedures and communicate promptly with HQ during emergencies.

8. Accountability

  • Feedback and Improvement: Be open to constructive feedback from HQ, participants, and vendors to improve your performance.
  • Responsibility for Actions: Take ownership of your decisions and actions, especially in challenging situations.

9. Violations of the Code of Conduct

Violations of this Code of Conduct will result in a formal review by Nomad Nest HQ. Depending on the severity, consequences may include:

  • Written warnings.
  • Removal from the program.
  • Termination of the City Leader contract.
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