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Frequently Asked Questions

  • Step 1: Start an Application.
    Start your application here.

    Step 2: Complete Your Application.
    Before we can make a final admissions decision, all parts of your application must be submitted, including two recommendation forms and if applicable, a financial aid application.

    Step 3: Hold Your Space.
    Once you have been admitted into a program, you must submit a signed Agreement Form and provide a non-refundable $350 Tuition Deposit in order to hold your space for the program. Your Tuition Deposit will be applied toward your tuition. After May 1, we must receive full payment within five days of your non-refundable $350 Tuition Deposit payment to hold a space in the program.

  • Yes. You may request an application fee waiver if:

    • You attend a U.S. school that provides need-based school-wide free lunch,

    • You attend a U.S. school and are eligible for individual free or reduced lunch for the current academic year,

    • You are home-schooled and eligible for SNAP benefits,

    • You attend a U.S. private school where meals are included in the tuition fee and you receive a need-based scholarship 75% or greater.

    If you qualify for an application fee waiver, please email hlv@hudsonlabschool.com. The application fee waiver eliminates the application fee only. Financial aid for program costs is determined separately.

  • Yes. We are committed to making our program accessible to all students and have reserved seats for students with financial needs. Families may apply for financial need assistance if their family income for the previous two years is below $100,000. Please note that scholarship funding is limited. Applications for financial aid will be reviewed on a first-completed, first-admitted basis. You can access the Financial Aid Application here.

    • Application Fees are non-refundable.

    • Tuition Deposits are non-refundable.

    • Excluding the non-refundable $350 Tuition Deposit, course fees are refundable until May 1 with a $100 processing fee. After May 1, all payments are forfeited.

    • NYC housing fees at Columbia University are fully refundable before April 1. After April 1, we will try to find another HLV participant seeking campus housing. If we are successful in doing so, we will refund your payment minus a $100 processing fee. If we are unable to fill your housing spot between April 1 and May 1, we will refund 50% of your housing fee. From May 1, no refunds will be issued.

  • You may pay by credit card (Mastercard, Visa, or Discover) through our secure online system, by personal check, or by wire transfer. Personal checks must be in U.S. dollars and must be drawn on a U.S. bank. Checks should be made payable to Hudson Lab School with “HLV” and the student’s name written on the memo line. Please note that a 2.75% convenience fee is added to payments made by credit card, but is waived for the Application Fee and $350 Tuition Deposit payment. Please contact us for bank details if you prefer to pay by wire transfer.

  • For students accepted before May 1, final payment of the full tuition and any associated fees is due on May 1. For students applying after May 1, full payment of the tuition and any associated fees is due within 5 days of your application. Hudson Lab Ventures reserves the right to revoke an applicant’s acceptance if timely payment is not received. No refunds are provided in this circumstance.

  • Travel Coordination Fee
    A minimum fee of $150 is assessed when students require special travel arrangements.

    • Arrival to or Departure from the Program Destination: If your arrival to or departure from the program destination falls outside of the designated window(s) requiring special coordination from our staff, you will be charged a minimum of $150.

    • Arrival to or Departure from the U.S. Gateway Airport (for international programs): If your arrival to or departure from the U.S. Gateway Airport falls outside of the designated window(s) we have indicated on the Travel Information document for your program or you miss the group flight and/or your connection because of this, you will be charged a minimum of $150 to cover the cost of our staffing and logistical support.

    Unaccompanied Minor Fee
    $150 fee each way if your child flies as an Unaccompanied Minor to/from the U.S. Gateway Airport or program destination requiring a Hudson Lab Ventures representative as an escort. Many major airlines have policies that require students under a certain age who are flying independently to register as an “Unaccompanied Minor.” Please note that registering with the airline as an “Unaccompanied Minor” often incurs a fee in addition to your ticket cost, and requires the student to be escorted at all times (between security, departure/arrival gates, and connecting flights) when they are not with their leader(s) and group.

  • At this time, we do not offer travel insurance.


ADMISSIONS & FINANCIALS


TRAVEL LOGISTICS

  • Students on international programs may join our group flight, departing from a U.S. Gateway Airport to the program destination. The group flight cost is not included in the program tuition. Students are responsible for all travel costs and arrangements to and from the U.S. Gateway Airport. Students on U.S.-based programs are responsible for making arrangements to arrive at the program destination at the designated time.

  • You will need a valid passport for international travel. Many international destinations require that your passport expiration date be at least six months after your scheduled return home.

    Portugal requires a U.S. passport to be valid for a minimum of three months beyond the length of stay. Under the Portuguese Immigration law, minors under 18 years of age entering or exiting Portugal must be in possession of an authorization letter of parental consent to travel, if traveling with adults other than their parent(s) or legal guardian(s). The document must be signed and dated, with the signature(s) certified by a notary.

    Non-U.S. citizens must check local visa requirements, including requirements for countries passed through in transit.

  • Pack light! You'll be toting your own luggage around, so bring only what you need—one small carry-on suitcase and your backpack should be enough. Checked baggage fees cost extra and vary by airline. If you decided not to check a bag, remember to check tsa.gov for current security requirements in carry-on bags.

    Clothing and Accessories

    Comfortable walking shoes and one pair of nicer shoes

    Shirts (short and long sleeved)

    Socks and underwear

    Watch

    Pants/shorts/jeans

    Long sleeves and pants for cooler days

    Pajamas

    Bathing suit (if applicable)

    Dressier outfit (reserved for a special night out)

    Raincoat and/or umbrella

    Lightweight nylon jacket or fleece (rather than bulky sweatshirts)

    Reusable water bottle

    Toiletries

    Toothbrush

    Toothpaste

    Shampoo/conditioner

    Soap

    Deodorant

    Hairbrush/comb

    Sunscreen

    Prescription medications must be labeled and carried in their pharmaceutical container

    Spare set of contact lenses/glasses (if applicable)

    Over-the-counter medicine for allergies or headaches

    Money

    Credit or debit card (Call your bank prior to departure to alert them of the trip; foreign purchases sometimes result in a hold on bank accounts.)

    To get local currency, it’s easiest to withdraw cash at an ATM using your debit card.

    Pouch for storing money and passport under clothing (optional)

    Electronics

    Your laptop

    An alarm clock

    An adaptor/converter for your electronics

    Documents

    Passport with expiration date at last 3 months past your departure date. (Remember to leave one photocopy of your passport at home and bring one photocopy on tour in case your passport gets lost)

    Parental Consent to Travel Letter (for students less than 18 years of age)

    Visas (if applicable)

    A list of important phone numbers

    Addresses to send postcards home

    Prescription medications must be labeled and carried in their pharmaceutical container

    Carry-on bag

    These items should be packed in your carry-on in case your checked luggage is delayed.

    Passport

    Money

    Airline boarding pass

    Laptop

    Toothbrush and toothpaste (Check tsa.gov for current security requirements.)

    Hairbrush

    Contact lens case/glasses (to sleep comfortably on the plane)

    Medication plus a copy of any prescriptions (Customs officials may want to verify that a container's contents match its label, so all medication should be carried in its original container.)

    Any valuables

  • Not necessarily. Students may fly alone from their hometown airport to the program destination or U.S. Gateway Airport where they will meet up with an HLV team member. If you plan to fly independently, please note that many major airlines have policies that require students under a certain age who are traveling alone to register as an “Unaccompanied Minor.” This age requirement varies by airline, so it is important to research each airline’s policies carefully before purchasing a ticket. If necessary, Hudson Lab Ventures can provide staff and logistical support for “Unaccompanied Minors” who are traveling to and from the U.S. Gateway Airport, for an additional $150 fee each way; this fee is separate from and in addition to the airline-imposed Unaccompanied Minor fees.

  • Adjusting to the differences in food, climate, etc. can take a little time. It is important to be open and tell your leaders about any physical discomfort you may be experiencing. For any situation that we feel requires professional medical attention, leaders take students to a nearby clinic or hospital. Health decisions are made as a team based on input from the student, parents and leaders. All students are required to carry their own medical insurance.

  • We are able to accommodate many medical and dietary needs. Please contact us ahead of time to discuss your specific situation before applying.

  • Students’ health and safety is our top priority. We maintain close relationships with the communities we visit and have strong networks of in-country contacts. In the event of serious illness or injury, health decisions are made as a team based on input from the student, parents and leaders.

  • We expect our students to maintain high standards of personal behavior. We impose very few rules other than those designed to ensure that students can live in a safe, friendly, and constructive environment. Instead, we support an open atmosphere of mutual respect, trust, and consideration. Since students are encouraged, within the context of our programs, to take leadership roles and to make some of their own discoveries, students whose parents require them to be under constant surveillance or who are likely to act irresponsibly, use drugs, alcohol, or tobacco, or behave in a disruptive manner, should not apply. Any student whose attitude or behavior is in violation of our rules or is otherwise prejudicial to the maintenance of standards or to the successful operation of our program will be dismissed from the program at our sole discretion and travel home at their parents’ expense.

  • Students are encouraged to bring their mobile phones to maintain contact with parents throughout the program. Contact information for group leaders will be provided to parents in case of emergency.


HEALTH & SAFETY


EXPECTATIONS

    • Abide by Hudson Lab Ventures’ Program Standards.

    • Be able to carry your own bags and gear for up to a quarter mile.

    • Be able to communicate physical, mental, and emotional health concerns to your program leaders.

    • Be willing to participate in varied outdoor activities. Come to the program ready to be fully present and take part in whatever adventure may come your way. Your willingness to try new things can help you feel more comfortable in a new environment.

    • Applicants should be in good physical and mental health.

    • Hudson Lab Ventures is not able to accept students who require therapeutic support or who have not applied to the program on their own volition.

    • Students will need to bring laptops to participate in the program. Students may borrow a loaner laptop if enough advanced notice is provided.

    • Students are encouraged to bring their mobile phones to maintain communication with parents. For students traveling internationally, we encourage families to make arrangements for an international mobile plan with their mobile service providers. For phones with unlocked SIMs, families can explore eSim providers like esim.holafly.com

  • Students will be issued a Columbia University ID card. Cards that are lost or stolen may be replaced for $20.


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