THE EXPERIENCE SURF CAMP

TERMS AND CONDITIONS

BOOKING POLICY

To validate your registration and confirm your booking, the required payment for the selected services must be processed. A booking is considered valid and confirmed once the required payment has been processed and you have received our confirmation email with your booking details within 7 days of payment.

All prices are quoted in USD per person, per couple, or per group, depending on the selected package. Upon making your booking, the price will not normally be subject to change; however, we reserve the right to increase or decrease prices prior to booking due to variations in service charges, seasonal offers, insurance/security levels, or exchange rates. Once a booking is completed, discounts cannot be applied retrospectively.

Payment Requirements:

  • Bookings made 60 days or more prior to arrival: Require a 50% non-refundable deposit at the time of booking to secure the reservation. The remaining 50% balance must be paid no later than 30 days prior to the arrival date. If the final payment is not received by the 30-day deadline, The Experience Surf Camp reserves the right to cancel the booking and retain the 50% deposit.

  • Bookings made within 60 days of arrival: Require 100% upfront payment at the time of booking to be considered confirmed and valid.

Any bookings that do not follow the payment process and deadlines will be treated as a cancellation.

This booking is managed by The Experience Surf Camp. Services provided locally are offered in coordination with independent third-party providers. Any legal dispute shall be governed by the laws of the Republic of Panama.

CANCELLATION AND REFUND POLICY

All cancellation requests or date change requests must be formally submitted in writing via email to contact@theexperiencesurfcamp.com.

1. Standard Cancellation Terms:

  • More than 60 days before arrival: Deposits and payments are strictly non-refundable in cash. However, 100% of the amount paid will be converted into a non-refundable Travel Credit Voucher valid for 12 months from the date of cancellation to reschedule your stay (subject to availability and rate adjustments for higher seasons/updated pricing).

  • Between 59 and 30 days before arrival: The initial 50% deposit is forfeited as an operational cancellation fee. Any additional payment made toward the remaining balance will be issued as a Travel Credit Voucher valid for 12 months.

  • Less than 30 days before arrival or No-Show: All payments are 100% non-refundable and non-creditable, as operational, accommodation, staffing, and third-party costs are fully committed.

2. Unused Services, Missed Activities & Early Departures: No refunds, credits, or financial adjustments will be provided for any unused portions of the package, including missed meals, unattended surf lessons, scheduled activities, or early departures for any reason. Furthermore, no refunds or compensation will be issued for injuries sustained during the program at The Experience Surf Camp.

3. Date Changes & Rebooking:

  • Guests may request to change their surf camp dates up to 14 days prior to arrival, subject to availability.

  • If confirmed, previously paid amounts will be applied as credit toward the new dates. If the requested dates are unavailable, the standard cancellation policy will apply.

  • Once payments have been transferred to local accommodation or service providers for a confirmed booking, any date change request will be treated as a new booking and subject to full costs according to the new dates and availability, as third-party provider payments are non-refundable within their own cancellation periods.

4. Payment Method & Fraud Prevention: Guests are entirely responsible for selecting and verifying their preferred payment method, currency, and billing details before finalizing any transaction. No refunds, reversals, or cancellations will be issued due to user error (e.g., selecting the wrong card, account, or payment type).

Under no circumstances will The Experience Surf Camp issue cash, Yappy, or bank transfer refunds for transactions originally made via credit or debit card. In the exceptional event that a reversal is legally or technically mandated, any and all non-refundable merchant processing fees (4.9%), administrative costs, and bank penalties will be deducted. The camp reserves the right to hold bookings until funds are fully cleared in our corporate account.

5. Extenuating Circumstances (Force Majeure): If documented extenuating circumstances (e.g., severe illness, family emergency, flight cancellations) prevent travel, written notice submitted at least 14 days prior to arrival allows the paid deposit balance to be converted into a non-refundable, non-transferable 6-month Travel Credit Voucher starting from the date the written request is received. Cancellations made within 14 days of arrival, even with proof of extenuating circumstances, are strictly non-refundable and non-creditable due to local supplier commitments. We strongly recommend purchasing travel insurance.

6. Program & Weather Adjustments:

  • Program schedules can change at any time. Guests will be informed a minimum of 1 hour in advance via our WhatsApp group chat or personal WhatsApp message.

  • The Experience Surf Camp reserves the right to cancel or reschedule any surf lesson or activity without refund due to lack of waves, extreme/dangerous weather conditions, political unrest, civil disturbances, or external factors beyond our control. If surf conditions are not ideal, lessons may be rearranged or replaced with surf fitness/theory classes at the final discretion of the camp and local suppliers.

ACCOMMODATION DISCLAIMER

As part of our surf camp package, we include accommodation services provided by third-party partners. While we carefully select and coordinate with these providers, all lodging services are the sole responsibility of the accommodation provider.

By booking with us, you acknowledge that our surf camp acts only as an intermediary in arranging accommodation, and that we are not liable for any issues, malfunctions, or inconveniences related to lodging (such as room changes, maintenance problems, or service disruptions).

No refunds or compensation will be issued by our surf camp for accommodation-related issues, in accordance with our Terms and Conditions and Cancellation Policy. Any concerns must be addressed directly with the accommodation provider.

LOCAL TRANSPORTATION POLICY

Included Transportation Services:

  • Upon arrival: Transfer from the main island’s docking point to our accommodation.

  • Upon departure: Transfer from our accommodation to the main island where boats and the airport are located.

  • One round-trip transfer during the stay for a visit to the main island for dining purposes.

Non-Refundable Clause & Terms of Usage:

  • The local transportation included in the package is non-refundable. No monetary reimbursement or alternative compensation will be provided for unused transportation services during the stay, including pre-paid transfers in Panama City.

  • Transportation schedules will be coordinated to align with operational guidelines and guest arrival/departure times.

  • Guests who choose to make alternative arrangements or do not use the transportation for personal reasons do so at their own discretion and expense.

CONDITIONS & PARTICIPANT REQUIREMENTS

  • The minimum participant age is 18 years old as a solo traveler. Minors under 18 must have a parent or legal guardian accept these terms and complete the booking form.

  • Guests must be physically fit and capable of swimming. Guests confirm that from a medical perspective, nothing prevents them from surfing or bodyboarding. Relevant medical aspects (allergies, disabilities, health conditions) must be communicated prior to arrival.

  • Each customer is responsible for the equipment provided by The Experience Surf Camp during its use and agrees to replace it at their own cost in case of loss or serious damage due to inappropriate use. Damaged/lost equipment paid for automatically becomes the customer's property.

  • Optional excursions, trips, and extra activities are not included in the total camp price and depend on minimum participation (minimum 1, maximum 12 participating surf guests per surf camp) and availability.

  • The Experience Surf Camp reserves the right to make operational modifications if they do not change essential services or due to uncontrollable situations, including changing surf instructors without prior notice.

RESPONSIBILITIES & LIMITATIONS OF LIABILITY

The Experience Surf Camp accepts no responsibility or liability for refunds under the following circumstances:

  • When services cannot be provided due to conditions beyond our control (natural disasters, political/social instability, civil protests, strikes, unexpected weather).

  • Lack of waves or weather disruptions.

  • When the client is responsible for incorrect service delivery or fails to attend scheduled lessons.

  • Defective services caused by unpredictable third-party actions.

  • Any event occurring before or after official program hours.

  • Loss, damage, or theft of personal belongings brought to the surf school, camp, or accommodation premises. Guests are solely responsible for their personal safety and items.

  • Physical or psychological injury, pain, suffering, illness, disfigurement, disability, economic/emotional loss, or death arising from program activities or travel.

  • Allergic reactions or health issues arising from food consumption (gluten, nuts, seafood, or common allergens). Guests are fully responsible for communicating dietary restrictions and taking necessary precautions.

  • Theft and Personal Safety Disclaimer: We are not responsible for acts of violence, harassment, assault, or criminal behavior committed by third parties (residents, visitors, other guests) on or off premises, as we have no control over public or shared areas.

Guests must follow all instructions from our staff and third-party suppliers. Irresponsible behavior may result in immediate exclusion and dismissal from the surf camp without a refund.

SERVICES & COMPANY RIGHTS

  • The Experience Surf Camp reserves the right to change terms, conditions, booking policy, rates, and inclusions at any time without notice.

  • We reserve the right to ask any guest to leave the surf camp immediately without a refund if their behavior disrupts operations or other guests.

  • If a guest checks out prior to the final camp day, no refund will be provided.

  • We are not responsible for guest expenses incurred in preparation for canceled trips (e.g., airline tickets, insurance, travel delays, illness).

  • If a surf camp is canceled by The Experience Surf Camp with 30 or more days' notice due to safety or operational issues, guests will be offered a full refund or a 100% credit transfer for up to 2 years.

  • If a surf camp is canceled by The Experience Surf Camp with 30 or less days' notice due to force majeure (epidemics, border closures, catastrophes, terrorism, war), guests will be refunded 100% of their balance plus transfer fees.

INSURANCE, COMPLAINTS & MEDIA RELEASE

Insurance Requirements: For medical assistance during your stay, each client is required to hold a valid medical card/insurance and a travel insurance contract.

Complaints & Claims: If you wish to make a complaint, you must report it immediately to the relevant supplier and The Experience Surf Camp representatives to give us the opportunity to remedy the problem. We accept no liability if not informed immediately. Complaints not resolved on-site must be submitted in writing within 7 days after your program end date.

Media Release Clause: Participants (and guardians of minors) consent to the use of photographs, videos, or recordings taken during the program for promotional materials (websites, social media, brochures, advertising). The Experience Surf Camp will not sell or license media to third parties without consent. If consent is revoked in writing, we will cease using media in future promotional materials while retaining rights to materials produced prior to revocation.

COUNTRY OF JURISDICTION & LIABILITY WAIVER

By paying for services offered by The Experience Surf Camp, you automatically accept these Terms and Conditions in regards to our service location in the Republic of Panama.

Assumption of Risk & Liability Waiver: By booking and participating, I acknowledge that surfing, traveling, and related activities involve inherent risks (physical injury, ocean conditions, accidents, or personal loss). I voluntarily assume all risks, confirm I have or will obtain travel/medical insurance, and release and discharge The Experience Surf Camp, its owners, employees, partners, and affiliates from any and all liability, claims, or demands arising from participation.

The Experience Surf Camp

contact@theexperiencesurfcamp.com | +507 6899-3824

www.theexperiencesurfcamp.com