Health and Safety Protocols 

Educational Programs at Istmo Retreat & Adventures

Last updated May 14th, 2026 

Student and faculty safety is our top priority. As Forum on Education Abroad members, we maintain comprehensive protocols aligned with international best practices for educational travel. Because we live on-site full-time, someone is always here — and because our on-site coordinator is a former U.S.-trained EMT, we are never unprepared.

Medical Care & Emergency Access

We have four levels of medical care within reach, and we know exactly when to use each one.

Payment: Medical facilities and ambulances in Panama require upfront payment. All staff carry a business credit card and cash on-site and on all excursions. Reimbursement is coordinated with the appropriate insurance provider or university liaison.

Evacuation: Coordinated medical evacuation services are available when needed. We maintain direct coordination with the US Embassy in Panama City (+507-317-5000).

On-Site Safety Preparedness

Trained Personnel

• Sean Davis (Owner, On-Site Program Coordinator): Former U.S.-trained Emergency Medical Technician (EMT). Responsible for health and safety protocol oversight.
• All excursion guides: Bilingual (English/Spanish), first aid trained, equipped with emergency kits on every outing.

Equipment & Facilities

• Fully stocked first aid kits maintained throughout the property and carried on all excursions.
• Fire extinguishers and clearly marked evacuation routes.
• Secure property with 24/7 on-site staff presence (owners live on the property).
• Regular facility safety inspections and equipment maintenance.

Emergency Response Process

In the event of any incident, our staff will:

1. Administer immediate first aid and contact emergency services as needed.
2. Notify the faculty leader and home institution within 2 hours of the incident.
3. Transport to the appropriate medical facility with a bilingual staff escort.
4. Coordinate with insurance providers and the student's family (through the institution).
5. Submit a written incident report within 24 hours.
6. Arrange follow-up care and any necessary program modifications.

All incidents are documented using our internal incident log and the university's required incident report form. Records are shared with the partner institution upon request.

Mental Health & Emotional Well-Being

We treat mental and emotional health as seriously as physical safety. Staff are trained to recognize signs of distress — anxiety, withdrawal, confusion, significant behavioral changes — and to respond with care and discretion.

If a concern arises, staff will:

• Remain calm, supportive, and non-confrontational.
• Move the individual to a safe, quiet environment when appropriate.
• Notify the on-site program coordinator and faculty leader immediately.
• Never leave a participant alone if there is concern for their safety or the safety of others.
• Contact emergency services or local authorities if there is an immediate risk of harm.
• Document the incident and maintain confidentiality, sharing information only with appropriate personnel.
• Work with faculty to adjust cabin assignments, schedules, or activities to support the individual and the group.

Crisis Resources

Participants are encouraged to share any mental health concerns early — before or during the program — so that appropriate support can be arranged.

Activity Safety

Before Each Activity:

• Risk assessment and weather check
• Safety briefing covering specific risks, equipment use, and emergency procedures
• Appropriate safety equipment provided (life jackets, helmets, etc.)

Activity-Specific Measures:

• Water activities: Coast Guard-approved equipment, calm supervised areas, no activities during storms
• Hiking: Trails matched to fitness levels, adequate hydration, trained wilderness first aid guides
• Transportation: Licensed drivers, maintained vehicles, seat belt requirements

Daily Safety Practices

Arrival Day Orientation

All students and faculty participate in a safety orientation on arrival day covering:

• Local emergency numbers and nearest medical facilities.
• Cultural norms and legal expectations in Panama.
• Food and water safety; sun and insect protection.
• Transportation safety and excursion protocols.
• Communication procedures and staff contact information.

Ongoing:

• Daily faculty check-ins
• Fresh meals prepared in licensed kitchen (all dietary needs accommodated)
• Bottled/filtered water always available
• Facility inspections and weather monitoring
• Programming adjustments based on conditions, group health, or emerging concerns.  

Crisis Preparedness

We cannot anticipate every scenario, but we have thought through the most likely ones and know how we will respond. For any situation that develops, our core approach is the same: account for everyone first, communicate immediately with the faculty leader and university, and follow the guidance of local authorities and the US Embassy.

Incident Communication Plan

Clear, timely communication is as important as the physical response. The following outlines who we contact, when, and what we communicate for any significant incident or emergency during a program.

Communication Channels

• Primary: Mobile phone call (Sean: +507 6781-5129 / Ayesha: +507 6400-2294)
• Secondary: WhatsApp (+507-6387-9855 — preferred for group updates and document sharing)
• Tertiary: Email — [email protected] (for written incident summaries and documentation)
• If local phone networks are disrupted: we use WhatsApp over WiFi and coordinate via email until connectivity is restored.

Communication Timeline

What We Do Not Do

• We do not speak to media. Any press inquiries are directed to the partner institution.
• We do not contact a student's family without guidance from the university, except in a life-threatening emergency.
• We do not make program evacuation decisions unilaterally — these are made jointly with the partner institution.
• We do not use personal social media to discuss any incident involving students.

Partner institutions are encouraged to provide us with their emergency contact chain, preferred incident report form, and any communication protocols before the program begins. We will follow them.

Pre-Arrival Requirements 

The following must be received from each participant no later than 30 days before the program start date:

Special Accommodations

We work with faculty to accommodate participants with disabilities, special health needs, or mental health considerations. Advance notice allows us to make appropriate modifications.

In the event a student or faculty member experiences a mental health concern, our team will provide compassionate support and assistance to help manage the situation. We are committed to making any reasonable adjustments to cabin assignments, schedules, or activities to ensure the wellbeing of the individual and the group as a whole.

Insurance

Participants Must Carry: International travel medical insurance (verified before program start). We strongly recommend coverage for trip cancellation, baggage, and 24-hour assistance.

Emergency Contacts

Program Planning Questions:
Sean Davis, M.Ed. - [email protected] - +507 6387-9855

24/7 During Programs:
Sean Davis: +507 6781-5129 • Ayesha Davis: +507 6400-2294

Health and safety protocols are regularly reviewed and updated. Current protocols provided to partner institutions during program planning.