GENERAL TERMS & CONDITIONS

HOW DO I MAKE PAYMENTS FOR THE TRIP?

Deposit Info

1- To reserve a spot on one of our trip, please use this reservation form. 

Please specify :

– What kind of package do you want “Guided Surfing” or “Learn to Surf”,

– If you know your travel dates or if you are flexible in your travel dates,

– How many people are travelling with you and their names,

– What kind of accommodation do you want (shared bedroom, double occupancy)

2- Wait for our confirmation by email for the availabilities and other details of your reservation

3- We will send you an invoice including a deposit request of usd$300 via Freshbooks.

4- The balance of payment is due 90 days prior to departure.

Accepted Payment Methods

At this moment, we accept payments by Paypal or Credit Cards only (also credit card payments via Paypal).

Credit Card Payments

Paypal is safe, secure and easy to make a payment using credit cards. Credit cards are accepted using Paypal. You do not need to set up an account, it is possible to pay using your Visa or Mastercard without an account.

Payment Options

We offer two payments options to suit your needs:

  • Full Payment – One payment in full upon reception of invoice, if the reservation date is less than 90 days prior to departure.
  • $300 deposit + balance 90 days before departure

Reservations received less than 90 days prior departure must be paid in total. All required documents must be submitted to SURF Expedition by email when doing the deposit (Medical Insurance proof, other important  medical or allergies information we should know about, passport details if booking a flight through our partner agency.)

Late Payments & Cancellations

Accounts are due in full no later than 90 days prior to departure. If accounts are not paid in full by the due date, then rates and tour space cannot be guaranteed and Surf Expedition reserves the right to treat your booking as cancelled. All missed or late payments are subject to a $50 fee per missed due date.

Late Bookings

Reservations received within 90 days prior to departure must be paid in full and all required documentation must be provided to Surf Expedition via email at the time of booking.

Cancellations by Surf Expedition

If at 30 days prior to departure there are not enough clients booked for your chosen trip, Surf Expedition reserves the right to cancel the trip. Clients will be given the option of a full refund or alternative trip dates. Trips may also be cancelled prior to 30 days before departure due to Force Majeure (circumstances beyond the reasonable control of Surf Expedition), which include, but not limited to war, threat of war, riot, civil strife, terrorism, industrial dispute, disease, industrial or nuclear disaster, adverse weather conditions, natural disasters, fire, strikes or any other external events it proves to not be viable for Surf Expedition to operate the planned itinerary. Surf Expedition is not responsible for any incidental expenses that clients may incur as a result of reservations being cancelled, such as visas, vaccinations or non-refundable airfare.

Cancellations by Client

Pre-departure cancellations will only be accepted when submitted in writing via email with receipt confirmation by us. It is the responsibility of the client to ensure that adequate trip cancellation and interruption insurance is purchased to cover any forfeited portion of their trip cost if a cancellation is necessary. Cancellation charges are applicable as follows:

  • More than 90 days before departure – 300$ can be applied for another trip date
  • 46-90 days before departure – $300 deposit forfeited
  • 31-45 days before departure – 50% of payments forfeited
  • 30 days or less before departure – 100% of payments forfeited

We will do our best to transfer you on another date, but we can not guarantee this.

 

Unused Services

There will be no discounts or refunds for missed or unused services, which includes voluntary or involuntary termination/departure from tour i.e. sickness, death of a family member etc., missed flights, late arrival on the tour or premature departure, either voluntary or involuntary. All transportation, airfare and accommodations are secured and paid for in full prior to clients arriving in their destinations and as such no refunds or credits are provided to Surf Expedition for missed or unused services. This is one of the reason why travel insurance with trip cancellation and trip interruption coverage is advised.

Airfare and Flights

We recommend booking by yourself and checking daily www.skyscanner.ca, Google Flight or www.kayak.com (select “show flexible dates”) to find the best available deal.

A flight will be suggested to you 30-60 days prior departure date to try to gather everybody on the same arrival time. You are free to take this flight or not. If you choose to take this flight, the arrival pickup at the airport to our 1rst destination will be included.

Client Details

In order for Surf Expedition to confirm airport pickup and travel arrangements, clients must provide the following details necessary with the balance of the trip cost:

  • Flight details (arrival and departure time, flight number and name of air carrier)
  • Any allergies and pre-existing medical conditions
  • Any medications which will be carried with the client during the trip
  • Travel Insurance with medical coverage policy number and international phone number of insurer in case of emergency
  • Name, phone number and email of a trustworthy person to reach in case of emergency (family or friend)

Passports & Visas

It is the responsibility of the client to ensure that they are in possession of a valid passport (6 months validity beyond return date) prior to departure. It is the responsibility of the client to ensure that they are in possession of the correct visas, permits or certifications prior to departure. It is in no way the responsibility of Surf Expedition if clients are refused entry because clients lack the correct travel documentation.

Pricing & Surcharges

Pricing is based on American Dollars at the time of booking. If your credit card company is in another currency, keep in mind that they might charge you an additional service fee.

Surf Expedition reserves the right to impose surcharges within 30 days prior to the beginning of the trip for the following reasons:

  • Increase in transportation costs (air or otherwise)
  • Increase in local operation costs

In the event of price increase, Surf Expedition will cover the cost of the first 5%, with the client responsible for the balance.  If the extra costs represent more than 7%, the client will have the choice to cover those costs or to cancel his trip and get a full refund, if there is more than 30 days left before to the beginning of the trip.

Discounts

All discounts and reduced pricing is applied at the discretion of Surf Expedition. From time to time Surf Expedition may offer reduced pricing in selected trips. The reduced pricing applies strictly to new bookings only, and bookings that have already been secured with a deposit are locked into their original pricing and are not entitled to the reduced pricing. Past Traveller Discounts are valid only for travel booked within 12 months of the initial booking. For all promotion with a promocode or coupon, you must mention it to us during the reservation request in the notes section.

Mandatory Travel Insurance with medical coverage

It is mandatory for all clients to have proper travel medical insurance, which should be taken out at the time of booking. A proof of travel insurance covering medical emergencies must be provided at the latest 30 days prior to arrival at destination by the clients before he is permitted to join the group. At a minimum, coverage should:

  • Protect against accident, death and injuries from the activity of surfing and of cliff rappelling (if you intend to do this activity),medical expenses, emergency repatriation and personal liability
  • Have a minimum of $1 Million coverage

Insurance for trip cancellation and lost or stolen luggages is also recommended but not mandatory.

Flexibility & Change of Itinerary

The itinerary provided is a representation of the activities that Surf Expedition provides, but it is understood that the route, schedule, itinerary, amenities and modes of transport are subject to change or alteration without prior notice based on local circumstances or events. While we strive to ensure that all trips are operated as described, Surf Expedition reserves the right to change the trip itinerary. If any major changes are made prior to departure clients will be informed as soon as possible. A major change is one where at least two in five days is affected. Surf Expedition reserves the right to make major changes to the itinerary after departure due to local circumstances or events outside of our control.

In Country Authority

Surf Expedition travel guides run all groups. The decisions of the guides are final on all matters likely to affect the safety or well being of any clients participating in the trip. If clients fail to comply with the decisions of the guide, or interferes with the well-being of the group, the guide may order you to leave the trip immediately, with no right of refund.

Optional Activities

Optional activities not included in the basic trip price do not form part of the trip or the contract. Any assistance provided by Surf Expedition in arranging or reserving optional activities will not be part of the contract and does not renders Surf Expedition liable for them. You understand that by taking part in these optional activities, you’re doing it on your own risk.

Errors & Omissions

Although Surf Expedition has made a concerted attempt to verify the accuracy of statements made in our trip documentation, including brochures, website and trip notes, we cannot be held responsible for any errors, omission or unintended misrepresentation that may occur.

Acceptation of our General Terms

If you do not understand some of our terms, write us an email at info@surfexpedition.com before booking. The act of making a reservation confirms your understanding and acceptation of our general terms.

Surf Expedition Inc is based out of Bocas del Toro, Panama and operating under the Panama Corporation Laws