Booking Terms & Conditions

Important Travel Notices, Terms, and Conditions

The following terms and conditions (hereinafter “Terms and Conditions”) apply to all tours, transfers, surf experiences, and travel activities organized or provided by Galapagos Book Tours and its agents, employees, associates, affiliated companies, independent contractors, or subcontractors (hereinafter referred to as “Galapagos Book Tours”, “we”, “our”, or “us”).

Please read this document carefully. Payment of a deposit or full tour fee constitutes your explicit agreement to abide by, and be legally bound by, all terms outlined herein. If you do not agree with any part of these terms, your sole recourse is to refrain from booking with Galapagos Book Tours.

1. Health, Physical Fitness & Medical Responsibility

  • Active Nature of Tours: Activities provided by Galapagos Book Tours—including surfing, snorkeling, diving, kayaking, hiking, and boat transfers—are physically demanding. Participants must be in good health to join. We strongly advise consulting a physician prior to booking.

  • Right of Refusal: We reserve the right to decline or terminate participation for any individual whose physical or mental condition may, in our sole judgment, compromise the safety, health, or enjoyment of themselves, other participants, our staff, or third parties.

  • Medical Costs & Care: You are fully responsible for all risks and costs associated with any medical treatment received during your trip. Galapagos Book Tours does not provide medical personnel on tours. Medical facilities in the Galápagos Islands are limited and vary by island. Galapagos Book Tours assumes no liability for the quality, availability, or lack of medical care received during your travels.

  • Insurance Recommendation: We strongly recommend purchasing comprehensive travel and medical insurance (including emergency evacuation coverage) prior to departure.

2. Safety Protocols & Substance Policy

For safety reasons, the consumption of alcohol or non-prescription drugs immediately prior to or during water-based activities (surfing, snorkeling, boat transit) is strictly prohibited. Our guides, instructors, and captains reserve the absolute right to refuse participation to any individual showing signs of intoxication or unsafe behavior, without entitlement to a refund or compensation.

3. Immunizations & Travel Documentation

  • Entry Requirements: Visa, passport, and health entry requirements vary by nationality and are subject to change. You assume complete responsibility for verifying and fulfilling all entry, visa, and vaccination requirements for Ecuador and the Galápagos Islands.

  • Release of Liability: Galapagos Book Tours is released from any liability related to denied entry, detentions, or travel disruptions caused by incomplete travel documentation or failure to comply with government health regulations.

  • Travel Advisories: Guests are encouraged to consult official government travel advisories (e.g., U.S. Department of State, CDC, or local consulates) prior to travel.

4. Assumption of Risk

By booking with Galapagos Book Tours, you expressly acknowledge that travel to remote destinations and participation in outdoor adventure sports involve inherent risks. You voluntarily assume all risks of personal injury, illness, death, property loss, or property damage occurring during activities including, but not limited to:

  • Boating, navigation, and inter-island water taxi transfers

  • Surfing, bodyboarding, paddleboarding, and ocean swimming

  • Snorkeling, scuba diving, and free diving

  • Land excursions, hiking over uneven volcanic terrain, and wildlife encounters

5. Independent Travel & Flight Arrangements

  • Travel Planning: Participants are solely responsible for arranging their flights to and from the Galápagos Islands (Baltra / San Cristóbal).

  • Flight Disruptions: Galapagos Book Tours is not liable for airline delays, cancellations, schedule changes, or denied boarding. No refunds (partial or full) will be issued for missed tour activities resulting from flight delays or disruptions.

  • Late Arrivals: Tours and boat transfers operate on strict schedules. While we will make reasonable efforts to accommodate late arrivals, tours will proceed as scheduled without refund if a participant fails to arrive on time.

6. Force Majeure & Galápagos National Park Regulations

  • Force Majeure: Galapagos Book Tours shall not be held liable or required to issue refunds for delays, cancellations, or itinerary modifications caused by events beyond our direct control. This includes Acts of God, extreme weather conditions, heavy ocean swells, volcanic activity, labor strikes, civil unrest, acts of terrorism, or global health emergencies/pandemics.

  • Regulatory Adjustments: The Galápagos National Park Directorate (DNPG) and Ecuadorian maritime authorities reserve the right to restrict access to visitor sites, marine reserves, or surf breaks at any time for safety or conservation reasons. Itinerary changes dictated by regulatory authorities do not entitle participants to a refund.

7. Sports Equipment Rental & Damage Fees

Participants using or renting sports equipment provided by or arranged through Galapagos Book Tours are responsible for inspecting the gear prior to use. You agree to use all equipment safely and assume liability for damage, loss, or theft.

Should rental equipment be lost, stolen, or damaged beyond normal wear and tear, you agree to pay the following replacement or repair charges:

Equipment Item Replacement / Damage Fee (USD)
Snorkel Mask $75
Snorkel Tube $40
Snorkel Fins $75
Full Wetsuit $150
Minor Wetsuit Repair $20
Water Socks / Gloves $30
Gear Bag $60
Surfboard (Ding Repair) $10+ (varies by size)
Surfboard Fins $25 per fin
Surfboard Leash $50
Surfboard Snap / Structural Break $150 – $500 (depending on board value)

8. Passport & Visa Compliance

  • Validity: All international travelers must possess a passport valid for at least six (6) months beyond their scheduled return date.

  • Visas & Return Tickets: You are responsible for securing necessary visas. Note that entering Ecuador on a one-way ticket without proper immigration clearance may result in denied boarding or detention by immigration officials.

9. Reservation & Payment Policies

To secure your tour reservation with Galapagos Book Tours, the following payment terms apply:

  • Initial Deposit: 50% of the total tour cost is required at the time of booking to confirm your reservation.

  • Final Payment: The remaining 50% balance must be paid no later than 60 days prior to your tour start date.

  • Last-Minute Bookings: Reservations made within 60 days of the tour start date require 100% full payment at confirmation.

  • Failure to Pay: Failure to settle the balance by the due date may result in automatic cancellation of your booking without refund of the initial deposit.

Accepted Payment Methods (All transactions in USD):

  1. Credit / Debit Cards: Processed securely via our online payment gateway (WeTravel or merchant link). Merchant processing fees apply and will be disclosed prior to checkout. Card payments require up to 7 business days to clear.

  2. Bank Wire Transfer: Clients are responsible for all incoming/outgoing banking fees. The full invoiced amount must reach our account.

  3. Cash Payments: Accepted only for in-person bookings made at our operational office in San Cristóbal prior to tour departure.

Proof of payment must be emailed to info@galapagosbooktours.com to ensure proper credit to your booking.

10. Cancellations, Changes & Credit Terms

All cancellation requests must be submitted in writing via email to info@galapagosbooktours.com. Verbal, phone, or text requests will not be acknowledged. Cancellations will be processed within seven (7) business days.

Standard Cancellation Credit Schedule:

  • 91+ Days Prior to Departure: 75% of your deposit will be credited toward a future booking.

  • 61 – 90 Days Prior to Departure: 50% of your deposit will be credited toward a future booking.

  • 31 – 60 Days Prior to Departure: 25% of your deposit will be credited toward a future booking.

  • 30 Days or Less Prior to Departure: No credit or refund will be issued.

Note: Third-party operators (e.g., liveaboard cruises, specialized dive vessels, inter-island flights) may maintain stricter cancellation terms. Where applicable, third-party policies will supersede our standard policy and will be detailed in your booking quote.

11. Visual Content & Media Release

By participating in our tours, you grant Galapagos Book Tours permission to capture and use photo and video footage of your participation for promotional, marketing, and social media purposes. If you prefer not to appear in marketing materials, you must notify us in writing prior to the start of the tour.

12. Limitation of Liability & Third-Party Suppliers

Galapagos Book Tours acts as a tour organizer connecting clients with independent third-party suppliers (e.g., boat captains, transport providers, local guides, hotel operators).

  • Independent Contractors: Third-party suppliers are not employees or direct agents of Galapagos Book Tours. We are not liable for negligent acts, omissions, errors, or safety failures on the part of any third-party supplier.

  • Price Adjustments: We reserve the right to correct typographical or pricing errors on our platforms and to adjust prices prior to departure in response to government tax changes, fuel surcharges, or national park fee adjustments.

13. Claims and Complaints Window

Any complaint or claim regarding our tour services must be submitted in writing to info@galapagosbooktours.com within fourteen (14) days following the completion of the booked service. Claims submitted after this 14-day window will not be eligible for review or financial compensation.

14. Express Release & Hold Harmless Agreement

By submitting a deposit or payment to Galapagos Book Tours, you explicitly confirm that you have read, understood, and accepted these Terms and Conditions.

You hereby agree to forever release, indemnify, and hold harmless Galapagos Book Tours, its directors, officers, employees, and partners from any and all claims, liabilities, lawsuits, or financial demands for personal injury, illness, death, or property loss arising from your participation in our tours. This release binds you, your heirs, executors, administrators, and family members.

15. Applicable Law & Jurisdiction

These Terms and Conditions shall be governed by and construed in accordance with the laws of the Republic of Ecuador. Any legal action or dispute arising out of or related to our services must be filed exclusively in the courts of San Cristóbal, Galápagos, Ecuador.

16. Dispute Resolution (Mediation & Arbitration)

If a dispute arises that cannot be resolved through direct negotiation, the parties agree to seek settlement through mediation under the guidelines of the International Forum for Travel and Tourism (IFTTA) or an equivalent recognized mediation service prior to initiating court litigation. In any legal enforcement action, the prevailing party shall be entitled to recover reasonable attorney fees and legal expenses.

📩 Contact Information

For booking inquiries, payments, or formal written cancellations: