GENERAL TERMS & CONDITIONS
HOW DO I MAKE PAYMENTS FOR THE TRIP?
If you already know on which trip and date you would like to travel, please select the trip date of your choice on the respective trip page and pay a $300 deposit to confirm your spot. The balance of the trip will be automatically charged to your credit card 90 days before the departure date (or later if we haven’t received the minimum amount of participants to confirm the trip 90 days before departure. The latest date for us to confirm the trip is 30 days before departure.) Let us know if you are travelling with other people, and make sure they reserve their spot as well. You can forward them your booking using a link on the payment software.
You can read our FAQ section to get all the important information before booking.
If you would prefer to be contacted by a booking agent to answer some of your questions – that we might have forgotten in the FAQ section – before paying the deposit, and you would ultimately like to reserve a spot on one of our trip, please use this reservation form.
1- 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 and emails (you can write it at the last question of the reservation form),
– What kind of accommodation do you want (shared bedroom, double occupancy),
– Your questions (you can write it at the last question of the reservation form)
2- Wait for our confirmation by email for the availabilities and other details of your reservation. Make sure to check your junkmail folder in the next 48h if you haven’t heard from us.
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 (or later if we haven’t received the minimum amount of participants to confirm the trip 90 days before departure The latest date for us to confirm the trip is 30 days before departure.)
Accepted Payment Methods
At this moment, we accept payments by Credit Cards only.
Credit Card Payments
We use Fare Harbor as our payment software which have a 2048-bit encryption system. FareHarbor runs on the same infrastructure trusted by Netflix, Airbnb, Lyft, Comcast, and millions of others.
Even though the FareHarbor booking process is securely encrypted over SSL, we have also added a SSL certificate to our website and moved to HTTPS. FareHarbor is affiliated with Stripe payment solutions.
A booking fee of 6% (on your deposit only) will be charged by FareHarbor. The balance will be charged on your credit card 90 days before departure or as soon as the trip is confirmed between 30-90 days before the trip departure.
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.
Accepted Payment Methods
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 of more than 10 days are subject to a $50 fee per missed due date. Spots are available on a first come first served basis so do not wait because your booking is accounted once the deposit has been paid.
Reservations received within 90 days prior to departure must be paid in full and all required documentation must be provided to Surf Expedition via email at the time of booking.
Cancellations by Surf Expedition
If at 30 days prior to departure there are not enough clients booked for your chosen trip, Surf Expedition reserves the right to cancel the trip. Clients will be given the option of a full refund or alternative trip dates. Trips may also be cancelled prior to 30 days before departure due to Force Majeure (circumstances beyond the reasonable control of Surf Expedition), which include, but not limited to war, threat of war, riot, civil strife, terrorism, industrial dispute, disease, industrial or nuclear disaster, adverse weather conditions, natural disasters, fire, strikes or any other external events it proves to not be viable for Surf Expedition to operate the planned itinerary. Surf Expedition is not responsible for any incidental expenses that clients may incur as a result of reservations being cancelled, such as visas, vaccinations or non-refundable airfare.
Cancellations by Client
Pre-departure cancellations will only be accepted when submitted in writing via email with receipt confirmation by us. It is the responsibility of the client to ensure that adequate trip cancellation and interruption insurance is purchased to cover any forfeited portion of their trip cost if a cancellation is necessary. Cancellation charges are applicable as follows:
- More than 90 days before departure – 300$ 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 if the trip is in less than 90 days.
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
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 and the airport drop-off at the end of the trip will be included to match the suggested flight.
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.
All discounts and reduced pricing is applied at the discretion of Surf Expedition. From time to time we 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 promo code 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 purchased by you when we send you the trip confirmation. 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 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 firstname.lastname@example.org before booking. The act of making a reservation confirms your understanding and acceptation of our general terms.
Surf Expedition Inc is based in Bocas del Toro, Panama and operating under the Panama Corporation Laws.