Annual High School Programs Conference 2025

The main arrival is Friday, November 7th, and departures are Tuesday, November 11th, 2025. Only attendees arriving on this date within the recommended arrival times will be provided ground transportation from the airport to the hotel and ground transportation from the hotel to the airport for your return to the US.

• Friday, November 7: Arrivals throughout the day and Greenheart Welcome Reception (evening)
• Saturday, November 8: Full day of Conference Sessions
• Sunday, November 9: Free day with optional activities and sightseeing
• Monday, November 10: Free day with optional activities, sightseeing, and Farewell Celebration Dinner (evening)
• Tuesday, November 11: Departures

Refer to the Things to Do  tab for additional information.

Melia Cost Del Sol Hotel Melia Costa del Sol, Torremolinos | Melia.com

Paseo Marítimo, 11, Torremolinos

Enjoy a stay at this seafront hotel with two spectacular rooftop areas, total relaxation in its spa, and the chance to savor the best ambience and cuisine alongside the beach. And all in the heart of the Costa del Sol. Allow yourself to be carried away by a world of elegance and exclusive services for adults only

• Sky & Sea rooftop pool and terrace
  
  Our Sky & Sea rooftop area is the sky and sea meeting point. It is a place to enjoy the liveliest parts of your holiday without losing sight of the Mediterranean. It is only for guests aged over 16.
  
• Thalasso Spa
  
  Enjoy a sanctuary of peace and well-being designed to ensure total rest and relaxation. This authentic experience for all the senses will help you unwind like never before. Picture Gallery, Virtual Tours and Videos in Meliá Costa del Sol | Melia.com

Eligibility Criteria:

• Placements beginning on or after January 1, 2025 (Second Semester of 2024-25 Academic Year and First Semester or Full Year placements of 2025-26 Academic Year).
• New LCs* must make 5 permanent placements. Another 5 placements to bring a guest.
• Experienced LCs** must make 8 permanent placements. Another 8 placements to bring a guest.

*New LC: placed their first student for a program beginning on or after January 1, 2025.

**Experienced LC: have made placements in previous academic years.

Attendance through paying for missing placements is not guaranteed. Per the Booking Priority Guidelines, these requests will be considered only if the attendee capacity allows.

Click HERE to register. The deadline to register to attend is Friday, August 1, 2025.

Here is a link to the Booking Priority Guidelines

Should space allow, you may bring one (1) guest that must be paid for by your placements made or cash. The number of placements required to bring a guest is the same as you would be required to redeem for yourself. At the end of your registration form, you will be asked if you want to register a guest, and your forms will be tied together. Both you and your guest’s registration form must also list each other as preferred roommates in the “Room Selection” section on the booking form. Refer to the Booking Priority Guidelines for more information.

All pre- and post-conference travel is at your own expense and responsibility. If there is a differential in flight cost for traveling outside of the main arrival and departure dates, you are responsible for paying this differential, and Greenheart will send you an invoice for this amount. Greenheart’s travel agency, Cain Travel, can assist you with post-conference travel. If you would like to utilize this service, please indicate this on your booking form in the travel requests comment box in the “Travel Requests” section.

Please note that if you plan on traveling to a different country before or after the conference, it is your responsibility to find out if you will be required to get a visa and understand any passport requirements for those places of travel. You will be responsible for any visa costs, trip cancellation insurance, or other travel-related costs not part of the Greenheart conference. This includes any split ticket-related travel issues/cancellations/or expenses that may arise.

1) You will receive an automated email confirming that you have completed your registration form submission (though this is NOT confirmation of actual booking). SAVE THIS EMAIL

2) If you are fully eligible to attend the conference at the time of registering, Greenheart will send your information to Cain Travel for flight booking. If you are NOT yet eligible to attend the conference at the time of registering, your registration will remain pending, and the booking process will not start until you are eligible.

3) A Cain Travel agent will contact you via email or phone (keep watch for calls or for this email address: name@caintravel.com and check your junk and spam folders).

4) Once you receive an email from Cain Travel containing your proposed flight itinerary, you will have 24 hours to respond to that email and confirm the proposed itinerary. More than one change to your itinerary will result in a $300 fee. After your ticket has been issued, any costs incurred to change flight arrangements will be your responsibility.

5) All flights must be booked by September 5, 2025.

All booking forms for you and any guest must be submitted with complete information by 11:59pm CST on Friday, August 1, 2025. Please note that registrations are only accepted until capacity is reached, which may be before the above deadline.

No, any checked luggage is at your own expense. Once you receive your flight information, check the websites of all airlines listed on your itinerary to learn about their checked baggage policies. If they charge for checked bags, you will be responsible for paying for these charges upon checking in for your flight at the airport. What About Airline Seating Preference?

Many airlines no longer offer complimentary seat preference options upon booking. Choosing your seat preference is an option available to passengers of many airlines only 24 hours before departure, upon online check-in, and may be limited. If you would like to choose your seat preference ahead of time, it is your responsibility and at your own expense to arrange this personally for any and all segments of your flight. This is neither Greenheart’s responsibility nor the booking agent’s guarantee.

If you request to travel on different dates or with a specific airline and your flights are priced higher, you will be responsible for the difference in flight costs (and this option will only be offered, if possible, within Greenheart flight arrival/departure windows). Likewise, if you are deviating from main destinations or travel days, you are responsible for any split ticket issues or costs that may arise, such as missed connections or cancellations.

Reminder: Ground transportation to and from the airport will only be provided to those traveling on group flights on the main travel dates.

Additionally, attendees are personally responsible for (but not limited to) personal baggage fees, checking into all flight(s), tracking gate changes, making flight connections, informing airlines of dietary or special assistance needs, and arranging and paying fees for pre-selected seat preferences (more info provided in booking forms). Attendees are also responsible for keeping conference staff informed of any major changes in flight information.

YES! You must have a passport book (passport cards not acceptable) valid upon entry and for the duration of your stay, and valid for 6 months after your conference dates. Check your passport expiration date now! If your passport expires soon, you must renew it immediately. The approval process can take up to 6 weeks or more. In addition, please ensure you have at least two blank pages available for the entry stamp. Please note that if you plan on traveling to a different country before or after the conference, you must find out if you will be required to get a visa. Note that any visa or passport costs will be your responsibility. See complete passport requirements on the travel.stat.gov site.

As of May 2025, U.S. citizens traveling to Spain are not required to present proof of COVID-19 vaccination for entry. However, travelers should stay informed about any changes to entry requirements, as regulations can evolve.

While COVID-19 vaccination is not mandatory, the Centers for Disease Control and Prevention (CDC) recommends that travelers be up to date on routine vaccinations before traveling to Spain. These include:

• Hepatitis A: Recommended for most travelers, especially if you might eat or drink in areas with poor sanitation.
• Hepatitis B: Recommended for travelers who might have sexual contact with the local population, require medical treatment, or have potential exposure to blood.
• Measles-Mumps-Rubella (MMR): Ensure you are fully vaccinated, as outbreaks can occur.
• Influenza: Recommended, especially if traveling during flu season.
• COVID-19: While not required, being vaccinated can protect you and others.

It’s advisable to consult with a healthcare provider well in advance of your trip to ensure you receive all necessary vaccines on time

Yes. Many meals will be eaten together as a group. For any meal that is not eaten together as a group, a per diem will be provided.

Greenheart assumes double occupancy and will assign a roommate for you if you do not indicate a specific person. If you have a roommate preference, please indicate it on your registration form. Note: There is an additional charge if requesting a single room (no roommate).

Greenheart conference meeting sessions require conservative business-casual attire, no jeans, shorts, or flip-flops. Please bring something “Dressy” but not formal for the other official Greenheart events: Our Welcome Reception and Greenheart Farewell Celebration Dinner.

Spanish is the primary language in Spain.

The average temperature in November ranges from a high of 70°F to a low of 50°F. Wear layers and bring an umbrella. Watch the local forecast as you get closer to your trip. You can likely expect mild and sunny days and tranquil surroundings.

The local currency is the Euro. Currency Calculator

Yes, credit cards are widely accepted in Spain, especially Visa and Mastercard. Most restaurants, shops, and hotels take cards, but it’s a good idea to carry some cash for small purchases, local markets, or rural areas. Be sure your card has a chip and PIN, and let your bank know you’re traveling to avoid declined transactions.  

Use caution when using your credit card in Spain, and consult your banking institutions to set travel advisories, check banking fees, etc., before traveling to Spain.  

Consider having Euros on arrival to tip the bellman and hotel staff. 

In most restaurants in Spain, there is a 10%—15% voluntary tip for exceptional service.  Always check your bill before tipping to see if the gratuity has been included.  If you aren’t satisfied with the service, you can forgo a tip altogether.  Bartenders are not customarily tipped unless you get table service.  It is also recommended to have single Euros on hand for hotel porters, etc. 

For more information, click here. 

Yes, if you live in the US.  The standard voltage is 230 V, and the frequency is 50 Hz.  The power plug sockets are type F and L.  

From: The Best Power Plugs and Power Converters to Get Before Traveling to Spain 

Health and Safety  

Personal Safety: Common sense rules while traveling across Spain, as with any destination.   

• Store your passport and valuables in the hotel safe.  Keep a form of smaller ID or a copy of your passport on your person. Do not carry your original passport with you during the conference!  Store your original in the room safe and carry a photocopy of your original.  It is also a good idea to make a list of your credit card companies/accounts/and ‘if lost or stolen’ numbers and store in a secure area in case of theft, for easy cancellations. 

• Be aware of your surroundings and don’t go out alone. Before you leave the hotel, make sure you have the address and/or contact information, so you know how to get back.  Stick to frequented, well-lit areas. 

• Consider not wearing any expensive jewelry and leave all valuables at home.  When walking around big cities, dress like a local and know where you are headed.  Keep a close eye on your possessions and hold your valuables close to you while in crowded areas or sitting at a café or bar.  

• Use your smartphone discreetly in non-tourist areas, tucking it away after taking your snapshots. 

• Carry local currency in cash in limited portions–take only what you need for the day.  If you have a credit card, take it with you in case of an emergency. 

• Avoid walking alone in isolated areas at night, especially. Go out in groups and arrange rides with a designated taxi, recommended by your hotel. You should also avoid driving at night, even on the main highways–plan your road trips for the daytime. 

• If renting a vehicle, do not leave any valuables in the car within plain sight–even if you see a security guard on site.  

• Learn a few words and phrases in Spanish, particularly to ask key directional questions.  

• Take a few minutes to read the “Safety and Security” section of the Spainhttps://travel.state.gov/content/travel/en/international-travel/International-Travel-Country-Information-Pages/Spain.html site , which outlines several additional safety tips such as avoiding ATMs that appear to have been tampered, ensuring properly punching train tickets to avoid fees, and avoiding scams such as thieves impersonating police officers. Additional Articles  

🚨 Emergency Number in Spain: 112 

• Dial 112 from any phone (including U.S. cell phones, even without a Spanish SIM). 

• It’s a free, 24/7 number for all emergencies: police, fire, ambulance. 

• Operators speak English (as well as Spanish and other EU languages). 

📱 Tips for U.S. Travelers Using U.S. Phones: 

1. Enable roaming if you don’t have an international plan. 

2. If your phone shows “No Service,” try dialing 112 anyway — emergency calls often go through any available network, even if you’re not connected. 

3. No need to dial a country code for 112 — it works just like 911 in the U.S. 

4. If you do have a local SIM, 112 still works the same way. 

Medical Care and Emergencies: Tourist zones and cities are equipped with modern medical care, with private hospitals, clinics, and qualified personnel for patients of all ages. 

Note: If you need to seek medical attention for any reason, please notify the Greenheart Event Planning Committee or your RD.  

Additionally, visit the Department of State’s website for more travel tips and ways to have a safe trip abroad. Travel Advisories  Here are some additional safety tips and helpful information:  

Travelers may need to visit the U.S. Consulate in Málaga if they lose their passport, encounter a medical or legal emergency, are the victim of a crime, or need notarial or other official U.S. services while in Spain. 

Note: If you lose anything of value or are the victim of a crime, please notify the Greenheart Event Planning Committee or your RD once you’re able. 

United States Consulate 

Avenida Juan Gomez, 8 – 1C – 29640 Fuengirola – Spain 

Telephone: (+34) 952 47 48 91 

Fax: (+34) 952 46 51 89 

E-mail: malagacons@state.gov 

Website: es.usembassy.gov 

Consul: Roberta G. Aaron – Consular Agent 

Office Hours: Mon-Fri: 10:00-14:00 

Greenheart Standards of Respect: 

As we come together, we wanted to take this opportunity to remind all members of the Greenheart International community of our important system of values and standards of respect for one another. 

Among many values, Greenheart International strives to be a leader and role model regarding social justice. Our mission is to promote understanding and respect for all which includes the highest standards for our working conditions, as well as respect and dignity for all employees, host families, students, local coordinators, employers and all stakeholders connected with Greenheart. Greenheart does not tolerate racism in any form.  During our conference, anyone can and should bring forward complaints or concerns about discrimination, racism, or related difficulties of any kind to Dan Freehling, Malgorzata Tekgoz, or Marcelle Benedicta. 

Greenheart is committed to cultivating and institutionalizing a culture of inclusion that encourages collaboration, flexibility, accountability, and fairness to enable individuals to contribute to their full potential. We believe our representatives and participants have a responsibility to treat others with dignity and respect, and to exhibit conduct that reflects inclusion in their interactions with others involved with Greenheart Exchange as well as their local communities.  Greenheart Exchange expects all participants, host families, and local coordinators to be respectful of other races, religions, nationalities, cultures, sexual orientations, and sexual identities.  We do not tolerate comments, jokes, or behaviors that degrade or disrespect individuals or groups involved with our programs.  If you experience or witness disrespectful, mean, or harassing behavior from a Greenheart participant, host, or LC, please report the behavior by talking to your regional supervisor or contacting the national office. 

Sustainable Traveling 

Greenheart is continuously increasing our efforts to ensure that our meetings and conferences are as green as possible.   In addition to efforts to choose sustainable vendors and hotels, it also means that we need your support!   We can reach this goal by holding ourselves accountable in our personal and shared actions in order to uphold our mission of decreasing our impact on our environment. 

You can join us in making our conference greener by: 

• Bringing your own water bottle and/or coffee tumbler to decrease disposable waste usage during your trip. 

• Packing mindfully. Purchase reusable travel-sized bottles for shampoos and soaps that can be refilled for each trip instead of the smaller disposable ones. 

• Being mindful of recycling in our meeting space, sleeping rooms, and around the hotel. 

• Not over-ordering and only taking food you know you will eat to minimize food waste during meals. 

• Returning your name tags that can be reused if you will not use them again for tabling or future events. 

• Only printing out necessary information from your pre-departure packet or writing essential information in a journal or notebook. 

• Double-check that you let the hotel housekeeping know you don’t need a new towel or sheets changed.  Turning off all lights and air conditioning/heat when you leave your room.  

• Being mindful and strategic with souvenir purchases.  Think twice about cheap key chains and magnets, and instead consider local or handmade products.  

Please let us know if you have any ideas for improving and increasing our efforts!  Hopefully, each year, we will move closer and closer to a zero-waste program that we all will be incredibly proud of by choosing hotels carefully, setting higher expectations, and empowering our staff and field network to help make this possible.  We appreciate and thank you for making our programs and world greener!