BOOKING, CANCELLATION & REFUND POLICY

Evolving Tours

Last Updated: July 2026

At Evolving Tours, we specialize in organizing travel experiences throughout the Galápagos Islands by coordinating services provided by licensed local operators, cruise vessels, hotels, transportation companies, diving centers, certified naturalist guides, and other authorized tourism providers.

Because most services operate with limited availability, National Park regulations, advance reservations, and supplier commitments, the following Booking, Cancellation & Refund Policy applies to all reservations made through Evolving Tours.

By making a reservation and completing any payment, the traveler acknowledges having read, understood, and accepted the terms described below.

1. Booking Confirmation

A reservation becomes confirmed only after payment has been received and the requested services have been successfully secured with the corresponding supplier(s).

Reservations may be confirmed through:

  • Secure online payment links

  • Credit or debit card payments

  • Bank transfers

  • Authorized booking platforms

  • Written confirmation via email or messaging applications

Once confirmed, the reservation becomes subject to this Booking, Cancellation & Refund Policy together with any supplier-specific conditions applicable to the booked services.

2. Deposits & Payments

Certain services require either a deposit or full payment in advance in order to secure availability.

Whenever a deposit is required, the reservation is not considered confirmed until the deposit has been received.

Unless expressly stated otherwise in writing, all deposits are non-refundable.

If the reservation has been paid in full, any non-refundable deposit required by the supplier shall be considered retained as part of the total payment.

Final payment deadlines may vary depending on the type of service reserved and the policies established by each supplier.

Failure to complete payment within the required deadline may result in automatic cancellation of the reservation without refund of any non-refundable amounts already paid.

3. Independent Suppliers

Evolving Tours coordinates travel services operated by independent third-party suppliers, including but not limited to:

  • Cruise vessels

  • Day-tour operators

  • Hotels

  • Diving operators

  • Transportation companies

  • Ferry operators

  • Airlines

  • National Park authorized service providers

Each supplier establishes its own booking, payment, modification and cancellation conditions.

Although Evolving Tours coordinates reservations and customer service, many services are provided under the contractual terms established by these independent suppliers.

4. Supplier-Specific Policies

Certain suppliers—including cruise vessels, expedition cruises, hotels, diving operators, charter services, airlines and special permits—maintain cancellation policies that may differ from Evolving Tours’ standard policy.

Whenever a supplier’s cancellation conditions are more restrictive than this policy, the supplier’s conditions shall prevail for that specific service.

Any amounts retained by suppliers are likewise non-refundable by Evolving Tours.

Supplier-specific conditions will be communicated whenever applicable and shall become an integral part of the reservation agreement.

5. Standard Cancellation Policy

Unless otherwise specified by the supplier, the following standard cancellation policy applies.

60 days or more before departure

Reservations may be eligible for a refund after deduction of:

  • any non-refundable deposit;
  • supplier cancellation charges;
  • payment processing fees;
  • administrative costs.

59–30 days before departure

50% of the total reservation value will be retained, plus any non-refundable supplier charges.

29–15 days before departure

75% of the total reservation value will be retained, plus any supplier penalties already applied.

Less than 14 days before departure

100% of the total reservation value will be retained.

6. Cruise Vessels & Special Services

Certain services—including liveaboard cruises, expedition cruises, luxury yachts, charter vessels, diving liveaboards and other premium travel experiences—operate under supplier-specific contractual conditions established by each operator.

These suppliers often maintain cancellation policies that are significantly more restrictive than Evolving Tours’ standard cancellation policy due to limited cabin availability, advance operational commitments and supplier contractual requirements.

For these services, the cancellation, payment and refund policies established by the operating company shall prevail over the standard cancellation policy of Evolving Tours.

When booking any cruise or special service, the applicable supplier terms will be communicated before confirmation and shall become an integral part of the reservation agreement.

Any non-refundable amounts retained by the supplier shall also be non-refundable by Evolving Tours.

7. Short-Notice Reservations

Reservations made while the traveler is already in the Galápagos Islands, or within thirty (30) days of the first scheduled service, are considered  Short-Notice Reservations.

Because these reservations require immediate operational commitments with suppliers, they become final and non-refundable once confirmed, regardless of the scheduled service dates.

This includes:

  • Same-day reservations

  • Walk-in bookings

  • Reservations made through hotels

  • Reservations made through local representatives

  • Bookings confirmed after arrival in Galápagos

8. Reservation Changes Requested by the Client

Requests to modify travel dates, passenger names, itineraries or services are subject to:

  • supplier approval;

  • operational availability;

  • applicable administrative fees;

  • any charges imposed by suppliers.

Evolving Tours cannot guarantee that requested changes will be possible.

Any additional costs resulting from approved changes shall be the responsibility of the traveler.

9. Multiple Services Reservations

When several tours, transfers, accommodations or travel services are purchased under a single reservation, they are considered one operational booking.

Operational commitments are made simultaneously with multiple suppliers.

Cancellation of one service does not automatically cancel the remaining services.

10. Partial Cancellations

Partial cancellations of services included within one reservation are generally not permitted.

If a traveler voluntarily decides not to participate in one or more booked services, those unused services shall be considered voluntarily forfeited and remain non-refundable.

11. No-Show Policy

Failure to arrive at the designated meeting point within the required reporting time shall be considered a No-Show.

In the event of a No-Show, 100% of the reservation value will be retained.

Travelers are solely responsible for arriving on time at all meeting locations.

Transportation delays, missed ferries, missed flights or personal scheduling errors do not exempt travelers from this policy.

12. Unused Services

No refunds will be issued for services voluntarily not used by the traveler.

This includes, but is not limited to:

  • deciding not to participate;

  • seasickness;

  • personal discomfort;

  • personal schedule changes;

  • early departure;

  • failure to complete an excursion;

  • voluntary withdrawal from an activity.

Once a service has commenced, it is considered fully rendered.

13. Operational, Safety & Itinerary Changes

The Galápagos Islands are a protected natural destination where itineraries may require modifications due to:

  • weather conditions;

  • sea conditions;

  • National Park regulations;

  • wildlife activity;

  • safety considerations;

  • operational decisions made by captains or certified guides.

Whenever possible, equivalent alternatives will be offered.

Such operational adjustments do not constitute grounds for refunds when the service has been substantially provided.

14. Force Majeure

Evolving Tours shall not be liable for delays, modifications or cancellations resulting from circumstances beyond its reasonable control, including but not limited to:

  • adverse weather;

  • rough sea conditions;

  • flight cancellations or delays;

  • airport closures;

  • government actions;

  • National Park restrictions;

  • strikes;

  • natural disasters;

  • health emergencies;

  • unforeseen operational events.

Whenever reasonably possible, Evolving Tours will assist travelers in identifying available alternatives.

15. Non-Refundable Supplier Costs

Certain reservation components may become immediately non-refundable once confirmed.

These may include:

  • supplier deposits;

  • cruise deposits;

  • hotel deposits;

  • ferry tickets;

  • domestic flight tickets;

  • National Park permits;

  • diving permits;

  • charter services;

  • special event reservations;

  • payment processing fees.

Such costs remain non-refundable regardless of the cancellation date.

16. Refund Processing

Whenever a refund is approved, it will be processed after deducting all applicable non-refundable amounts.

If a refund is approved under the applicable cancellation policy, it will be processed within approximately 15–30 business days after all supplier reimbursements have been received, when applicable, depending on:

  • banking institutions;

  • payment processors;

  • credit card companies;

  • supplier reimbursement timelines.

Payment processing fees and bank transfer costs are non-refundable unless required by applicable law.

17. Credit Card Disputes

Payments made by credit card remain subject to this Booking, Cancellation & Refund Policy.

Should a traveler initiate a chargeback or payment dispute after services have been delivered or after cancellation penalties have become applicable, Evolving Tours reserves the right to contest such disputes by providing:

  • booking confirmations;

  • invoices;

  • communication records;

  • payment confirmations;

  • supplier documentation;

  • operational evidence.

18. Travel Insurance

Evolving Tours strongly recommends that all travelers purchase comprehensive travel insurance covering:

  • trip cancellation;

  • medical emergencies;

  • travel interruption;

  • baggage loss;

  • flight delays;

  • emergency evacuation.

Travel insurance provides protection against many situations that are beyond the control of Evolving Tours.

19. Acceptance of this Policy

By making any payment toward a reservation, the traveler confirms that he or she has:

  • read this Booking, Cancellation & Refund Policy;

  • understood its contents;

  • accepted all applicable conditions;

  • accepted any supplier-specific terms communicated for the booked services.

Payment constitutes full acceptance of these conditions regardless of the payment method or communication channel used to complete the reservation.

Evolving Tours reserves the right to correct pricing errors, typographical errors or inadvertent mistakes before a reservation is confirmed. If such an error affects a confirmed reservation, the traveler will be informed and offered the option to accept the corrected price or cancel the reservation with a full refund of any amounts paid.

 

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