Your Group Leader Guide: 

What is Included:

Exclusive use of Istmo facilities includes all 8 private bungalows, dining area, meditation labyrinth, nature trails, common areas, and yoga studio with props (mats, blocks, bolsters, blankets, and straps), plus all activities and additions detailed in your signed agreement.

What's NOT Included:

• Flights to/from Panama
• Optional excursions beyond your base package
• Alcohol (optional) and drinks (available for purchase)
• Personal expenses and tips
• Travel insurance

Optional Add-Ons:

Your agreement outlines the activities that are included in your retreat package. If participants want additional excursions beyond what's included, we will give you a limited menu of optional activities they can choose from during their down times. Please note that we coordinate all logistics and transportation, but need a minimum of 4 participant per optional excursion.  

Want to add activities to your package? If you'd like to include additional activities for the entire group (and pay for them as part of your retreat package), let us know by 40 days before arrival. Otherwise, activities remain "optional" and participants book and pay individually.

Payment of Personal Expenses and Optional Add-Ons:

We keep a running tab for each participant that includes optional excursions, drinks, massage services, and/or personal purchases.  Each participant will be charged at checkout before departure.  They can pay via US dollars (cash) or credit card.

Please let participants know they'll pay for their own add-ons at checkout.  We will handle all tracking and billing.

What about tips?

Tipping is very appreciated but not required. We put out a group collection tip jar on the last day of the retreat - all tips are divided amongst the staff.

Group Transportation:

• We coordinate group pickup/drop-off times based on flight schedules
• In the Planning Sheet, we'll collect everyone's flight times
• We work with you to find times that accommodate most of the group
• Recommended group pickup: 2:00 PM on arrival day
• Recommended group departure: 10:00 AM from Istmo on final day

Pick-up locations:

• At the Panama International Airport (PTY)
  • Terminal 1 door 4
  • Terminal 2 door 17
• In Panama City: In front of the Courtyard Panama Multiplaza Mall.
  
  

Grocery store stop: On the way from the airport, we’ll stop at a US style grocery store so you can pick up snacks, drinks, or personal essentials.  The closest local grocery store is a 20 minute walk (5 minute drive) from our retreat center.  

Private Transport (for different arrival/departure times):

• Cost: $125 for 1-2 people, $15 each additional person - we will add this to the individual participant's final bill
• Required for anyone arriving early or departing outside group times
• This includes retreat leaders with different schedules
• We arrange everything - just let us know flight details

Early Arrival or Late Stays:

Yes! We offer reduced rates for retreat leader who want to arrive early or departures later.  This is based on availability. Just ask.

Travel time: The drive to Istmo Retreat Center is about 2 hours from the airport. 

Our meal time preference for staffing and logistics is 8am breakfast, 1pm lunch, and 6:30pm dinner.  However, we can accommodate times between:

• Breakfast: 7:30 AM - 9:30 AM
• Lunch: 12:00 PM - 2:00 PM
• Dinner: 6:00 PM - 8:00 PM

Please share your preferred meal times with us 30 days before the start of the Retreat.  

• We accommodate all dietary restrictions - make sure each participant outlines their allergies and restrictions in the Planning Sheet
• Let us know 60 days before if you have complex needs

Meals on Excursions:

• Unless otherwise discussed we pack lunches for all included full-day excursions.
• Participants are responsible to buy their own lunches on optional excursions.   

We'll send you a planning sheet at 90 days before arrival.  Please start collecting info from your participants and submit the complete details 40 days before arrival.  

Information We Need:

• Full name (as on passport)
• Arrival and Departure Flight Dates and Times
• Dietary restrictions/allergies
• Room pairing preferences
• Emergency contact
• Any special needs or requests or optional activities/excursions
• Signed waiver (mandatory - no exceptions)

Share this link with your participants, it includes packing lists, arrival details, and Panama travel tips: Packing List & Guest Guide 

WiFi:

While there is high-speed internet available throughout the property, please note that there is No WiFi in the yoga studio.  Please download any music or videos you need in the studio beforehand.

Cell Service:

There is limited to no cell service in the area.  Please enable WiFi calling on your phone or use WhatsApp to communicate with us.  

Medical Care Access:

• Pharmacy: 5 minutes drive from Istmo Retreat
• Medical clinic with physician: 5 minutes drive from Istmo Retreat (business hours)
• 24-hour emergency hospital: 10 minutes drive from Istmo Retreat
• Advanced care: Hospital Punta Pacifica (Johns Hopkins affiliate) in Panama City - 1.5 hours

Emergency Contact and On-Site Support:

• Sean and Ayesha available 24/7 by phone during your retreat
• Sean is a former U.S.-trained EMT
• First aid kits on property and on all excursions
• All excursion guides are bilingual and first aid trained
• 24/7 staff presence on property

Water Safety:

• Tap water comes directly from our aquifer (safe for brushing teeth, but not filtered for drinking)
• Filtered drinking water available 24/7 in the main restaurant area
• Bring reusable bottles to refill throughout the day

Required from ALL Participants:

• Signed waiver (mandatory - no exceptions)
• Emergency contact information
• Travel insurance (should include medical coverage and evacuation)

Insects:

Mosquitos are active mostly at dawn and dusk.  We recommend bug spray and or long pants/sleeves during those times.  There is no malaria risk in this area. 

Weather:

• Warm year-round (80-90°F)
• Dry season (Dec-April): Sunny, minimal rain
• Green season (May-Nov): Daily afternoon showers, lush landscapes
• Rain jackets recommended May-December
• Weather rarely disrupts activities - we monitor and adjust as needed
• Link to weather blog

Insurance: We strongly recommend all participants carry international travel medical insurance including emergency medical treatment and evacuation coverage.

Reducing Guests:  Your final bill will be charged based on the update count by 30 days before arrival.  You cannot reduce the amount of guests after the final payment is made.  Please, refer to your signed agreement for specific terms.

We strongly encourage trip insurance to protect your investment against unforeseen circumstances that could force cancellation.

Before Arrival:

☐ Review your signed agreement for what's included
☐ Make Progress Payment on time
☐ Complete the planning sheet 40 days before arrival
☐ Determine final room configurations and sharing assignments
☐ Confirm transportation and schedule logistics
☐ Collect signed waivers from all participants
☐  Make final payment on time

Share with Participants:

☐ Packing list and travel info
☐ Arrival logistics and timing
☐ What's included in your retreat package
☐ Waiver (they must sign before arrival)

During Retreat:

☐ Lead your scheduled sessions and group activities
☐ Communicate any issues to us immediately
☐ Enjoy! 

We handle everything else