Panama Trip Participation Agreement

1. Trip Terms

By registering for the Panama Trip, you agree to participate in the scheduled group itinerary unless prior arrangements are made with the trip coordinator before departure.

The travel dates are fixed and non-negotiable once the registration deadline has passed.

All participants must carry a valid passport with at least six months validity beyond the travel date. It is the sole responsibility of each traveller to ensure that their travel documents are in order, including passports, visas, and any other documentation required for entry into Panama.

The organizer reserves the right to modify the itinerary due to weather conditions, safety concerns, operational requirements, or other unforeseen circumstances. Any changes will be communicated as soon as possible and reasonable alternative arrangements of equal or greater value will be provided where possible.

2. Force Majeure

The organizer shall not be held liable for failure to perform obligations where such failure results from events beyond reasonable control. These events may include natural disasters, severe weather, government restrictions, pandemics, civil unrest, airline disruptions, transportation strikes, or other unforeseen circumstances.

In such situations the organizer will make reasonable efforts to reschedule the trip or provide alternative arrangements where possible.

3. Cancellation Policy

Cancellation requests must be submitted in writing to the trip coordinator. The following refund schedule applies:

Refunds apply only to the transport and sightseeing components of the package. Airfare (flights) and accommodation (hotel) costs are non-refundable under all circumstances. The following refund schedule applies to eligible components:

• More than 60 days before departure: 75% refund of eligible transport and sightseeing costs
• Between 30 and 60 days before departure: 50% refund of eligible transport and sightseeing costs
• Less than 30 days before departure: No refund

Important: Airfare (flights) and accommodation (hotel) costs are non-refundable at any stage once payment has been made or bookings have been confirmed on the traveller's behalf.

The initial deposit secures the traveller's reservation and may be non-refundable once reservations and commitments have been made for the trip.

Refund processing may take up to fifteen business days and will be issued using the original payment method whenever possible.

The organizer is not responsible for any non-refundable expenses incurred independently by the traveller such as visas, travel insurance, or other personal arrangements.

If the trip is cancelled by the organizer, a full refund of payments received for the package will be issued within thirty business days.

4. Airfare and Ticket Responsibility

Airfare is included as part of the trip package and will be arranged by the trip organizer on behalf of the traveller. All funds must be paid according to the agreed payment deadlines so that airline reservations can be secured.

Once an airline ticket has been issued or printed, it becomes a confirmed travel booking and a financial obligation of the traveller. Airline tickets are non-refundable once issued.

If a traveller becomes unable to travel after the airline ticket has been issued, the ticket cost remains payable in full. The traveller will remain responsible for any outstanding balance relating to the airline ticket.

Where permitted by the airline, travellers may request that their ticket be deferred for future travel. Deferred tickets may typically be used within one year of the original travel date, subject to airline policies, availability, and any applicable change fees.

When airline tickets are issued, travellers are strongly urged to carefully verify that the name on the ticket exactly matches the name shown on their passport or other official travel document. The organizer shall not be responsible for any costs, delays, or denied boarding resulting from incorrect names, incorrect passport details, or mismatched travel documents provided by the traveller.

The organizer will make reasonable efforts to secure airline reservations according to the travel schedule of the trip but does not control airline operations and shall not be responsible for airline delays, cancellations, schedule changes, or baggage issues.

Travellers are strongly encouraged to obtain travel insurance that includes coverage for trip interruption, cancellation, and medical emergencies.

5. Payment Terms

The full package price must be paid before the trip departure date according to the established payment schedule. Payment plans are available with a minimum initial deposit of twenty-five percent of the total package cost at the time of registration.

Subsequent payments must be made according to the schedule provided upon registration. Failure to meet payment deadlines may result in the following actions:

• — Reminder notice issued seven days after the payment due date
• — Late fee of five percent of the outstanding balance after fourteen days
• — Cancellation of reservation and forfeiture of payments made after thirty days

Accepted payment methods include bank transfer, credit card, or approved digital payment platforms. All prices are quoted in United States Dollars unless otherwise specified.

The trip package includes only the services specifically listed in the trip description. Expenses not explicitly included such as optional excursions, travel insurance, personal purchases, meals not listed in the itinerary, and other personal expenses remain the responsibility of the traveller.

6. Data Consent and Privacy

By providing your personal information through this registration platform, you consent to its collection, storage, and use for the following purposes:

• — Trip coordination and logistics
• — Emergency contact during the trip
• — Communication regarding trip updates, changes, and announcements
• — Sharing necessary information with hotels, tour operators, and transport providers for trip arrangements

Your passport information and personal data are stored securely using industry standard security measures and encryption where applicable. Access to personal information is restricted to authorized personnel responsible for trip administration.

Your personal data will not be sold or disclosed to unauthorized third parties. Participants may request access to, correction of, or deletion of their personal data by contacting the trip coordinator.

Personal data will be retained for up to twelve months after the trip concludes for administrative purposes and will then be securely deleted.

7. Code of Conduct

All participants are expected to behave respectfully toward fellow travellers, trip staff, and local communities throughout the duration of the trip. Participants agree to:

• — Treat all participants and staff with courtesy and respect
• — Comply with the laws and customs of Panama
• — Adhere to scheduled meeting times and group activities
• — Refrain from illegal or disruptive behaviour
• — Respect hotel property, tour facilities, and transportation services

The organizer reserves the right to remove any participant whose behaviour is deemed disruptive, offensive, unsafe, or harmful to the group experience. Removal from the trip due to misconduct will occur without refund. Any additional costs incurred as a result of such removal, including return travel, accommodation, or penalties, will be the sole responsibility of the removed participant.

The organizer shall not be liable for any injury, loss, or damages resulting from a participant's failure to comply with this code of conduct or local laws.

8. Limitation of Liability

The organizer acts solely as a trip coordinator and is not responsible for the acts, errors, omissions, or negligence of third-party service providers such as airlines, hotels, transportation companies, or tour operators.

The organizer shall not be liable for personal injury, illness, loss, damage to property, delays, or additional expenses incurred due to events beyond reasonable control.

By registering for the trip, participants acknowledge that travel involves inherent risks and accept responsibility for their own safety and conduct during the trip.

9. Acceptance of Agreement

By completing the registration process and submitting payment for the trip, the participant confirms that they have read, understood, and agree to abide by the terms and conditions outlined in this Panama Trip Participation Agreement.