Group expedition insurance

Travel insurance for group expeditions, run from one dashboard

Organising insurance for a whole expedition team usually means chasing a dozen people for a dozen policies. Our group portal gives you one dashboard for the roster, a private link for every traveller, and a clear view of who is covered and who still has a step to take.

Request a group quote See how the portal works

Reviewed by Al Ste-Marie, Founder, Expedition Insure. Updated November 2026.

Why group trips are hard to insure

An expedition group is rarely uniform. Travellers live in different countries, join on different dates and want different amounts of cover. Each person still needs a policy in their own name, issued on the facts that apply to them.

That leaves the organiser in the middle: collecting details, answering questions and trying to confirm that everyone is covered before departure. The portal takes that work out of email threads and puts it in one place.

One organiser dashboard for the whole roster

Once your group is set up, you receive a private link to your organiser dashboard. From there you add travellers by name, email, age and country of residence, and send each one an invitation in the same step.

Manage the roster. Edit a traveller's details, resend an invitation to anyone who has not bought yet, and message your account manager from the same screen.
Share a join link. Create a self-join link for the group, copy it into your own trip emails, and rotate or revoke it whenever you want.

Organiser dashboard listing five sample travellers, each with a price and a status such as confirmed, priced or awaiting price — The organiser dashboard. Illustration with sample data, not a real group.

A private link for every traveller

Each traveller gets their own member link. They confirm their details and travel dates, review the cover proposed for the group, and either complete their own purchase or, when the organiser is paying, confirm their details and add any extras. Nobody shares a login and nobody sends card details to the organiser.

Travellers who hear about the trip from you rather than from us can enrol through the group's join link. They are added to your roster and receive their own invitation.

Personal details stay personal. You see each traveller's country of residence, plan, price, payment status and issued documents. Their full address, phone number, date of birth, card details and declaration answers are not shown to you.

Member page on a phone, where a sample traveller reviews the group trip dates and what the organiser can see — A member page on a phone. Illustration with sample data, not a real traveller.

Cover the whole group on one card

If you, your organisation or the trip operator is paying, we can set the group up so the organiser covers everyone. Your account manager configures this when the group is created.

When the roster is final, you prepare the final group bill from your dashboard. Every traveller is priced again with the insurer, and you authorise one payment for the group through a secure card checkout. The card is held, not charged, until we start the purchase, and every payment is collected before any policy is bought.

One authorisation. A single card hold for the group's base cover, with a receipt available in your dashboard once it is authorised.
Nothing for travellers to pay. Travellers who keep the group's dates and cover see that the organiser has paid and have nothing to pay themselves.

Group payment panel showing base insurance, travellers' extras and the organiser amount to authorise, above a list of shared group documents including an invoice — The group bill and shared documents. Illustration with sample data.

Base cover from the organiser, extras from each traveller

On a sponsored group, the organiser pays for the base cover on the group's dates. A traveller who wants more than that can add it on their own member page and pay the difference themselves.

Extra days. Travellers arriving early or staying on after the expedition can extend their cover before or after the group dates.
Higher trip value. Travellers resident in the United States can insure a higher trip value than the group's base amount.

The traveller's extra is held on their own card and only charged when their policy is issued. Your group bill shows the base cover, the travellers' extras and the amount left for you, so the split is clear before you authorise anything.

See who is covered at a glance

Every traveller on the roster carries a status, from invited, to details in progress, to priced, to purchased and policy issued. The dashboard flags anyone who needs attention, such as an invitation that could not be delivered or a traveller missing an email address.

Open a traveller to see their plan, their latest price, whether their details are validated and the state of their payment. Once a policy is issued, its number and documents appear on the roster, and you can download every traveller's policy documents as one PDF once all of them are issued.

Invoices and group documents in one place

Your account manager shares group documents, such as your invoice or a coverage letter for the trip operator, in a documents section of your dashboard. You download them whenever you need them, rather than searching an inbox.

How group cover is arranged

Groups are set up with an account manager first, so the portal opens with the right trip, dates and cover already in place.

1. Tell us about the trip

Send the group enquiry below with your destination, dates and group size. Your account manager replies with the options for your group.

2. Receive your organiser dashboard

We set up the group and send you a private link to your dashboard, with the trip details already in place.

3. Invite your travellers

Add travellers one by one or share the join link. Each person confirms their own details on their member page.

4. Track cover to departure

Follow every traveller's status, pay for the group in one authorisation if you are covering it, and download policy documents once issued.

Tell us about your group

Give us the outline of the expedition: where the group is going, when, and what it plans to do there. One person then handles your whole group, and you deal with them rather than a queue.

Group name

Group type

Organiser name

Organiser email

Phone (optional)

Group size

Destination

Operator or vessel (optional)

Approximate start date

Approximate duration (days)

Approximate cost per person

Anything else we should know

Planned activities, diving or camping, equipment travelling with the group, anything medical we should know about.

We use these details to assess the group enquiry and to write back to the organiser about insurance options. Eligibility is assessed per traveller and per trip.

Group expedition insurance questions

Can I create a group online myself?

Not yet. Send a group enquiry and your account manager sets up the group with your trip details, then sends you the link to your organiser dashboard. From that point you manage the roster yourself.

Does each traveller pay, or can the organiser pay for everyone?

Both work. By default each traveller completes their own purchase from their member link. If the organiser is paying, we set the group up so the organiser authorises one payment for the base cover and travellers only pay for any extras they add.

Does every traveller get their own policy?

Yes. Each traveller is insured under a policy issued in their own name, based on their own residence and details, even when the organiser pays.

Our group lives in several countries. Is that a problem?

No. Each traveller records their own country of residence, and the cover proposed to them follows it. Tell us where your group is based in the enquiry and your account manager will explain the options.

What happens when someone joins late or drops out?

You can add travellers and send invitations from your dashboard at any time before departure, or share the join link. To remove someone from the roster, ask your account manager from the dashboard.

Can we get an invoice for our finance team?

Yes. Your account manager can share an invoice and other group documents in your dashboard, where you can download them at any time.

What can the organiser see about each traveller?

The organiser sees residence, plan, price, payment status and issued documents. Full address, phone number, date of birth, card details and declaration answers stay private to the traveller.

Related coverage

Group expedition guides

Citizen science expeditions

Expedition photography trips

Antarctica travel insurance

Planning a group expedition?

Tell us about the trip and your account manager will set up your group portal, so your travellers can get covered without the email chase.

Request a group quote

Expedition Insure is an insurance marketplace. Cover is provided by the insurer named on each policy, subject to its terms, conditions and exclusions. Screenshots show synthetic test data, not a real group.