Cancellation and Payment Policy

Last updated September 3rd, 2025 

At Istmo Retreat & Adventures, we understand that plans can change. To ensure fairness and transparency for both guests and retreat organizers, the following policy applies to all bookings, including reunions, retreat-leader–hosted programs, Family Adventure Vacations (FAVs), Digital Detox Retreats, and Community Service Retreats.

Payment Policy

Deposit & Initial Payment

  • A non-refundable but transferable deposit is required to confirm your reservation.
  • Your booking is not confirmed until this deposit is received.

Remaining Balance

  • The balance is due 30–90 days prior to arrival, depending on the type of retreat (see “Additional Terms by Retreat Type” below).
  • After this date, all payments are non-refundable and non-transferable.

Accepted Payment Methods

  • Payments may be made by credit card or bank transfer in USD, depending on the type of retreat (see “Additional Terms by Retreat Type” below).

Cancellation Policy

Cancellations More than 30–90 Days Before Arrival

  • Deposits are non-refundable but may be transferred to another date, program, or participant within 12 months, subject to availability.
  • Any balance already paid (beyond the deposit) will be refunded, minus any bank transfer fees, credit card processing fees, or other transaction costs.

Cancellations Within 30–90 Days of Arrival

  • All payments (deposit and balance) are non-refundable and non-transferable.
  • No refunds are issued for late arrivals, early departures, no-shows, or unused services.

Trip Insurance Strongly Recommended


We highly recommend purchasing travel insurance to protect against unforeseen circumstances, such as medical emergencies, flight disruptions, or personal reasons for cancellation.

Additional Terms by Retreat Type

Option 1: Reunions & Private Groups (non-profit)

  • Payment Schedule: Balance due 30 days before arrival.
  • The group organizer is responsible for ensuring all participants are aware of this cancellation policy.
  • Payments may be made collectively by the organizer or individually by each participant through our booking system.

Option 2: Retreat Leader–Hosted Programs (profit-generating)

  • Payment Schedule: Balance due 90 days before arrival.
  • The retreat leader/organizer is considered the primary client and assumes financial responsibility for the full booking.
  • Retreat leaders are encouraged to set and communicate their own cancellation policies with participants.
  • Istmo Retreat & Adventures will not mediate between retreat leaders and participants. Refunds from Istmo apply only to the retreat leader as the contracting party.

Family Adventure Vacations, Digital Detox Retreats & Community Service Retreats (individual sign-ups)

  • Payment Schedule: Balance due 30 days before arrival.
  • Each participant is responsible for their own booking.
  • The general cancellation policy above applies (deposit transferable up to 30 days before arrival; all payments non-refundable within 30 days).

Changes & Modifications

  • Modifications requested more than 30 days before arrival will be accommodated when possible, subject to availability.
  • Changes requested within 30 days of arrival are not permitted, and payments will be forfeited.

Responsibility & Risk

  • All guests participate in activities at their own risk.
  • Istmo Retreat & Adventures is not responsible for injury, loss, or damage incurred during your stay.
  • A signed liability waiver is required upon arrival.

Contact Us

For any questions about this policy, please contact us at [email protected].

We appreciate your understanding and look forward to welcoming you to Istmo Retreat & Adventures.