(Last revised August 2024)

The cancellation of bookings must be notified by letter or email as soon as possible. Your cancellation notice will only be effective when we receive it in writing, either by email or via WhatsApp. The following cancellation fees will apply:

Period before departure when we receive the written cancellation notice:

• Cancellation fees per person canceling (% of total cost):
  • More than 48 hours in advance – 25%
  • Between 48 to 36 hours in advance – 50%
  • Between 36 to 24 hours in advance – 75%
  • Less than 24 hours – 100%

Depending on the reason for the cancellation, you may be able to claim these cancellation fees (less any applicable deductible) under the terms of your insurance policy. Claims should be made directly to the relevant insurance agency. If the partial cancellation of a booking affects the price calculation, we will recalculate and invoice accordingly.

You may transfer your spot to another person (introduced by you) if you are unable to attend the selected programs/tours, provided that this is done within the time periods mentioned above before departure and it is possible to change certain bookings made in your name. All costs and charges incurred and/or imposed by any of our suppliers as a result must be paid before the transfer can be made. Any outstanding balance payments must also be received.

It may be possible to make changes to your confirmed travels/tours/programs depending on practical aspects and availability, but there may be a cost associated with these changes. We do not charge any modification fees for this. We will only pass on any additional costs incurred for the provision of additional or alternative services imposed by any of our suppliers. A change in the dates of a travel/tour/program will generally be considered a cancellation of the original booking and a new booking, in which case cancellation fees will apply. Changes may result in a recalculation of the vacation price when, for example, the basis on which the original vacation cost was calculated has changed.

The itinerary is a guide to which we will try to adhere. However, it may be necessary to modify it at short notice due to circumstances or events beyond our control, such as adverse weather or road conditions or any other force majeure. (Force majeure is defined as: Natural disasters: earthquakes, hurricanes, floods, tsunamis, wildfires, etc. War-related events: wars, invasions, revolutions, acts of terrorism, civil disturbances. Government decisions: changes in law, blockades, embargoes, quarantine orders, travel bans. Epidemics or pandemics: outbreaks of diseases that prevent travel or the normal execution of activities. Catastrophic technical failures: severe interruptions in infrastructure, such as massive power or communication outages.) Or due to operational disruptions imposed by the owners and operators of accommodations, facilities, and transportation. Nonetheless, your itinerary will remain the same in content as much as reasonably possible, unless circumstances beyond our control make it impossible. If weather conditions result in additional costs, such as accommodation, transportation, and meals, these will be covered by mutual agreement between us.

Changes and cancellations by us:

As mentioned above, we may need to make changes, correct errors in advertised and confirmed details, and cancel verified bookings, and we reserve the right to do so. Please note that our travels/tours/programs may require a minimum number of participants to proceed. If the required minimum number of bookings for a specific travel/tour/program has not been received, we are entitled to cancel it. We will notify you of the cancellation for this reason at least 24 hours before departure.

Most changes are minor. Occasionally, we have to make a “significant change.” A significant change is a change made before departure that is reasonably expected to have a considerable effect on your travel/tour/program. If we need to make a significant change or cancel it, we will inform you as soon as possible. If there is time to do so before departure, we will offer you the choice of the following options:

• In the case of significant changes, accept the modified arrangements; or
• Purchase alternative travels/tours/programs with Panama Photo Tours, of a similar level to the one originally booked, if available. We will offer at least one alternative travel/tour/program of equivalent or superior level for which you will not be asked to pay more than the price of the original travel. If this travel/tour/program is, in fact, cheaper than the original, we will refund the price difference. If you do not wish to accept the travel/tour/program we specifically offer, you can choose any of our other available travels/tours/programs, but you will have to pay the applicable price of any of them. This means you will pay more if it is more expensive or receive a refund if it is cheaper.

Please note that the above options are not available when the change made is minor.

If we have to make a significant change or cancellation, we will pay you, where appropriate, reasonable compensation based on the circumstances and when you are notified of the significant change or cancellation, with the following exceptions. No compensation will be paid, and no further liability will be accepted beyond offering the above options when:

• We are forced to make a change or cancellation due to unusual and unforeseeable circumstances beyond our control, such as force majeure, whose consequences could not have been avoided even with all due diligence; or
• We have to cancel because the minimum number of bookings required to operate your travel/tour/program has not been reached (see above).

No compensation will be paid. The above options will not be available if we cancel due to your failure to meet any of these booking conditions that entitle us to cancel (such as timely payment) or when a change is minor.

In very rare circumstances, we may be forced by “Force Majeure” to change or terminate your travels/tours/programs after departure but before the scheduled end of your stay. If this situation arises, we regret that we cannot make any refunds (unless we obtain a refund from our suppliers), nor pay any compensation, nor cover any costs or expenses incurred as a result.

Contact / Questions:
If you have any questions or concerns regarding this document, please contact us at: info@panamaphototours.com, and we will be happy to assist you.