Terms and Conditions
1.Introduction
These Terms & Conditions ("Terms") set out the agreement between Cacao Coast Classroom ("we," "us," "our") and
participants ("you," "your") who enrol in any of our programmes ("the Programme").
By enrolling in any Programme, you confirm that you have read, understood, and accepted these Terms in full. No
enrolment is valid without this acceptance.
2.Enrolment & Payment
Enrolment is confirmed only when all three of the following have been received:
→ Payment of the non-refundable booking fee ($100 USD) and the programme deposit (35% of the total programme
cost)
→ A signed copy of the Cacao Coast Classroom Terms & Conditions
→ A completed and signed Waiver and Release of Liability
Age eligibility requirements apply to each programme and are specified at the time of booking. It is the responsibility
of the enrolling parent or guardian to confirm their child meets the eligibility criteria before booking. Payments will not
be refunded on the basis of age ineligibility.
Payment structure:
→ Non-refundable booking fee: $100 USD per booking, due at the point of confirmation. This fee is
non-refundable under all circumstances, including in the event of programme cancellation due to minimum
numbers not being met. It covers banking charges, payment processing costs, and exchange rate exposure
incurred at the time of booking.
→ Deposit: 35% of the total programme cost, due at booking to secure your place. Non-refundable.
→ Balance: The remaining 65% of the programme cost, due 30 days before the programme start date. A payment
reminder will be sent at 35 days. Failure to pay the balance by the due date may result in your place being
released.
All fees are stated in USD. Payments received in other currencies are subject to the exchange rate applicable at the time
of processing. Cacao Coast Classroom is not liable for exchange rate fluctuations between the time of booking and the
time of payment.
3.Insurance — Mandatory Requirement
Travel and medical insurance is mandatory for all participants. This is not optional. Participation in any Cacao Coast
Classroom programme without valid insurance in place is not permitted.
Insurance must be in place and confirmed before the programme start date, and must cover as a minimum:
→ Medical treatment and hospitalisation in Costa Rica
→ Adventure and outdoor activities (explicitly stated on the policy)
→ Emergency medical repatriation to the participant's home country evacuation costs can exceed $50,000 USD
→ Trip cancellation and curtailment covering the full cost of the programme in the event the family is unable to
attend for reasons beyond their control. This is how families protect themselves financially; Cacao Coast
Classroom does not issue refunds on the basis of personal circumstances
→ Every child participating in the programme must be named on the policy
You will be required to provide your insurance policy number and insurer name on the insurance declaration form, which must be submitted before the programme start date. Cacao Coast Classroom reserves the right to refuse participation to any family that cannot confirm adequate cover.
We strongly encourage you to take out insurance at the point of booking not closer to your travel dates. Trip cancellation cover only protects you from the date the policy is active, so the earlier you arrange it, the fuller your protection.
4.Refunds & Cancellations
All payments made to Cacao Coast Classroom are non-refundable. This policy applies to the booking fee, deposit,
and balance payment without exception, and regardless of the reason for cancellation.
Families are required to hold travel insurance that includes trip cancellation cover. This is how participants protect
themselves financially against unforeseen circumstances Cacao Coast Classroom is not able to act as a financial
backstop for individual cancellations.
Summary of cancellation outcomes:
Scenario Outcome
Family cancels, any reason, any time No refund. All payments retained. Claim through your travel insurance.
Family requests a transfer Permitted subject to a $50 USD admin fee, minimum 21 days before the
programme start date, and subject to availability. The booking fee is not transferred.
Programme cancelled by Cacao Coast — minimum numbers not met
Deposit and balance refunded in full. The $100 booking fee is retained in all cases to cover banking and processing costs already incurred.
The full cancellation policy is published at cacaocoastcr.com/cancellation-policy and takes precedence over any
printed or verbal statements.
5.Minimum Numbers
Each programme requires a minimum number of participants to run. If this minimum is not met, Cacao Coast
Classroom reserves the right to cancel or reschedule the programme.
Where Cacao Coast Classroom cancels a programme due to minimum numbers not being met, you will be notified no later than 21 days before the programme start date. In this circumstance, the deposit and balance paid will be refunded in full. The $100 non-refundable booking fee will not be refunded, as it covers costs already incurred by Cacao Coast Classroom at the time of booking.
Cacao Coast Classroom will endeavour to offer affected families priority booking on the next available equivalent programme at no additional booking fee.
6.Programme Modifications
We reserve the right to modify schedules, instructors, locations, or activities when necessary for example, due to
weather, safety considerations, or circumstances beyond our control. Where changes are significant, notice will be given as promptly as possible.
Modifications to programming do not entitle participants to a refund.
7.Force Majeure
Cacao Coast Classroom shall not be liable for any failure or delay in delivering the Programme, in whole or in part, where this failure or delay arises from circumstances beyond our reasonable control, including but not limited to:
→ Natural disaster, extreme weather events, flooding, or earthquake
→ Government travel restriction, border closure, or change in entry requirements
→ Civil unrest, strike action, or comparable disruption
→ Epidemic, pandemic, or public health emergency
→ Any other event that could not reasonably have been foreseen or prevented by Cacao Coast Classroom
Where such an event prevents the Programme from running as planned, Cacao Coast Classroom will, at its discretion, offer affected families either:
→ A transfer to the next available equivalent programme, at no additional booking fee, or
→ Credit toward a future programme, valid for a period to be confirmed at the time
The $100 non-refundable booking fee is retained in all cases, as it covers costs already incurred by Cacao Coast Classroom at the time of booking.
Where a force majeure event affects a participant's own ability to travel to or from Costa Rica, rather than Cacao Coast Classroom's ability to deliver the Programme, this is treated as a cancellation by the family under Section 4 (Refunds & Cancellations), and the insurance requirement of Section 3 applies.
8.Waiver Requirement
All participants must complete and sign the Cacao Coast Classroom Waiver and Release of Liability before joining any activities.
For participants under 18 years of age, the waiver must be signed by a parent or legal guardian. Participation is not permitted without a signed waiver. Submission of the waiver is part of the enrolment confirmation process and must be completed before the programme start date.
9.Behaviour & Conduct
Cacao Coast Classroom is a community built on respect for each other, for the natural environment, and for the
local culture of Puerto Viejo and the Caribbean coast of Costa Rica.
We reserve the right to remove any participant from a programme, without refund, if their behaviour is deemed by
staff to be unsafe, disrespectful, or disruptive to the experience of others. This applies to both children and adults.
10.Digital Devices Policy
Children and adults participating in Cacao Coast Classroom activities are asked not to bring personal digital devices
to the hub or on programme days, except in special circumstances approved in advance by staff.
Cacao Coast Classroom is not responsible for lost, stolen, or damaged devices brought without permission.
11.Media & Photography
Cacao Coast Classroom documents programme days through photographs and video. We are committed to the
privacy of all participants and operate the following media policy:
→ We do not use clear facial images of children in any public-facing promotional, social media, or marketing content
without explicit written consent from a parent or legal guardian
→ Candid, activity-focused, or non-identifying images may be used without individual consent
→ All media produced by Cacao Coast Classroom remains our intellectual property
Daily WhatsApp group photos
At enrolment, families select one of two consent positions:
→ Full consent photos including your child may be shared in the daily private WhatsApp group and in Cacao
Coast Classroom's own promotional content
→ Group sharing opt-out photos of your child will not be shared in the WhatsApp group; you may receive
photos of your child directly and privately
Families who opt into the WhatsApp group accept that Cacao Coast Classroom cannot control how other group
members use or redistribute content once it has been shared. By opting in, you acknowledge this limitation and
accept responsibility for any content you choose to reshare. Cacao Coast Classroom is not liable for the redistribution
of media by other participants.
If you do not wish your child to appear in any programme media, please notify us in writing before your programme start
date and we will ensure your preference is respected throughout.
12.Intellectual Property
All programme content, materials, and resources are the property of Cacao Coast Classroom. Reproduction or
distribution for commercial purposes without written consent is prohibited.
13.Liability
Participation in Cacao Coast Classroom programmes is voluntary and at your own risk. We are not liable for personal
injury, illness, death, loss, or property damage except where required by law.
In case of medical emergency, Cacao Coast Classroom staff may seek medical assistance on behalf of a participant.
All costs associated with medical treatment remain the responsibility of the participant and/or their insurer.
14.Governing Law
These Terms are governed by the laws of the Republic of Costa Rica. Any disputes shall be resolved under the
exclusive jurisdiction of the courts of Costa Rica.
Acknowledgement
By signing up to the cacao coast experience, you confirm that you:
→ Have read and accepted these Terms & Conditions in full
→ Have completed and submitted the Waiver and Release of Liability
→ Understand that the $100 booking fee is non-refundable under all circumstances
→ Understand that all other payments are non-refundable except as stated in Section 5 (Minimum Numbers)
→ Have arranged, or commit to arrange, valid travel and medical insurance meeting the requirements of Section 4
before the programme start date
→ Understand that the full cancellation policy is published at cacaocoastcr.com/cancellation-policy