CANCELLATION
Applicable to Organized Group Tours within Panama
1. Scope and Objective
This policy applies to all reservations made for fixed-date group tours operated within Panama, for both domestic and international tourists. It aims to establish clear and fair terms that protect the customer experience and the proper functioning of the tour operator, taking into account advance logistics, coordination with suppliers, and the quality of the group service.
2. Nature of the Service
• The services are group tours with fixed dates, limited spaces, and pre-established logistics.
• They include components such as ground transportation, meals, entrance fees, experiences, guides, and operational management within the country.
• By booking, the customer declares that they are aware of and fully accept this policy.
3. Cancellation by the Client
Cancellation requests must be submitted in writing to: panatripp@gmail.com
Administrative Fee:
• All cancellations incur a fixed fee of $25 per person, non-refundable under any circumstances.
This fee covers administrative procedures, payments to suppliers, and personalized service.
Advance Cancellation Percentage of Refund on Total Paid Less $25 Administration Fee per person
More than 30 days 100% Yes
21 to 30 days 80% Yes
14 to 20 days 60% Yes
7 to 13 days 40% Yes
3 to 6 days 20% Yes
Less than 72 hours or no-show 0% Yes
4. Date Changes
• Accepted up to 7 days before departure.
• Subject to availability and confirmation by the agency.
Costs:
• $20 per person (1 or 2 people).
• $15 per person (3 or more).
• An additional administration fee of $25 per person applies (if not previously charged).
Only one change per reservation is allowed.
The new trip must take place within 6 months of the original date.
5. Reservation Transfer
The client may transfer their reservation to another person without losing their investment, provided that:
• The request is made at least 48 hours in advance via email.
• The new participant's information is provided.
• An administrative fee of $10 per person is paid.
Transfers are not accepted on the day of the tour.
6. Cancellation or Rescheduling by the Agency
If the agency is forced to cancel due to logistical reasons, security issues, weather conditions, or failure to reach the minimum number of participants:
• The client may choose between:
• A full refund of the amount paid, or
• Rescheduling without penalty.
The agency will notify the client as far in advance as possible and offer available alternatives.
7. Force Majeure Situations for the Client The following are considered force majeure:
• Serious illness.
• Accident.
• Death of an immediate family member.
• Documented critical emergency situations.
The following are not considered force majeure:
Shift changes or work commitments. We recommend checking availability before booking.
Procedure:
• Notify us in writing and submit documentation within 5 business days of the tour date.
The agency will evaluate the case and may offer:
• Partial refund, based on expenses already committed.
• Rescheduling without penalty.
The $25 per person administration fee is non-refundable.
8. External Causes (Protests, Weather, National Emergencies)
If the tour cannot be carried out due to external reasons such as road closures, protests, natural disasters, or health emergencies:
• 100% of the amount paid will be refunded, less the $25 per person administration fee.
• Rescheduling without penalty may also be offered.
9. No-Show and Late Arrivals
• If the client does not show up on the day of the tour or arrives late and misses the departure, it will be considered a “no-show.”
• No refunds will be issued.
• We recommend arriving 15 minutes before the scheduled time at the meeting point.
10. Medical Conditions and Client Responsibility
• It is the client's responsibility to inform us of any relevant medical or physical conditions before booking.
• Some tours may not be suitable for people with reduced mobility, pregnant women, or those with other restrictions.
• The agency reserves the right to refuse bookings if it considers the activity unsuitable for the participant, prioritizing the safety and well-being of the group.
11. Client Conduct
• The agency reserves the right of admission and to refuse service during the activity.
• If a client engages in inappropriate, aggressive, or risky behavior towards the group, staff, or the environment, they may be excluded from the tour without a refund.
12. Service Language
• All tours are provided in Spanish.
• If the client requires a guide in another language, they must request it in advance. This service may incur an additional charge, subject to availability.
13. Refunds: Timeframes and Methods
Refunds will be processed within 20 business days from the confirmed cancellation date or the tour date (whichever is later).
Refunds will be issued via the same payment method used:
Original Payment Method | Refund Method
Bank Transfer | To the same account
Credit/Debit Card | To the same card
Cash | In office (by prior arrangement).
14. Policy Acceptance
Partial or full payment for any service implies full and unconditional acceptance of this policy. Customers are advised to read it carefully before confirming their booking.
REFUND