Updated December 10, 2025

Custom Costa Rica Trip Planning Service

Offered by Ecovillage Tours in partnership with Jason Thomas

These Terms & Conditions govern all Custom Trip Planning services delivered by Jason Thomas (“Guide”) under Ecovillage Tours LLC (“Company”). By purchasing this service, you (“Client”) agree to the following:

1. Nature of the Service

This service provides customized travel planning support for Costa Rica, including community visit coordination, logistics guidance, and—in the Premium tier—lodging booking assistance.
The Guide will design a personalized route based on the Client’s travel dates, interests, and preferences and will communicate with communities and relevant contacts to arrange potential visits.

This service does not include:

• Booking or purchasing flights or international transportation

• Guaranteeing availability or acceptance by any community

• In-person accompaniment unless separately contracted

• Emergency response or crisis management

• Financial responsibility for any third-party costs

All final travel decisions remain the Client’s responsibility.

2. Service Tiers

Tier 1: Essential Trip Planning

Includes:

• Coordination of visits for up to three communities

• Personalized outreach and introduction emails

• Scheduling appointments with community representatives (founders when possible)

• A short visit preparation guide for each community

• Accurate routing recommendations and entry-point descriptions

• Email/WhatsApp support for scheduling adjustments

Additional communities can be added for an extra fee per location.

Tier 2: Premium Trip Support (Add-On)

Includes all Essential Trip Planning services plus:

• Lodging recommendations and booking assistance, made on the Client’s behalf using the Client’s budget and preferences

• Coordination assistance for internal flights or transportation (Client pays vendors directly)

• In-trip text support via WhatsApp or email

• A 30-minute post-visit debrief call

The Client will pay all lodging and transportation vendors directly.

3. Relationship With Ecovillage Tours

This service is offered through Ecovillage Tours LLC.
The Guide is an independent contractor operating under the Company’s operational framework.
The Company provides administrative and oversight support but is not responsible for the actions, schedule changes, or decisions of communities, lodging providers, transportation vendors, or any third parties.

4. No Guarantee of Community Access

Community availability depends on each community’s internal policies, scheduling, and capacity.
The Company and Guide cannot guarantee:

• Access to any particular community

• The availability of founders or specific representatives

• The ability to accommodate the Client’s preferred dates

If a community cancels or alters its schedule, the Guide will attempt to provide alternatives but no refunds or credits are granted.

5. Client Responsibilities

The Client agrees to:

• Provide accurate travel dates, preferences, and budget information

• Approve lodging choices before bookings are made

• Pay all lodging, transportation, and service providers directly

• Make all flight bookings and remaining travel decisions

• Communicate promptly when the Guide requests information or approvals

• Follow all local laws, guidelines, and community protocols during visits

The Client is wholly responsible for their safety, travel choices, and conduct throughout the trip.

6. Travel Insurance Requirement

Ecovillage Tours strongly recommends that all Clients purchase personal travel insurance that covers:

• Medical care, hospitalization, and evacuation

• Trip cancellations, delays, or interruptions

• Missed flights or connections

• Lost or damaged luggage

• Weather or natural events

• Any unexpected circumstances before or during travel

Company insurance does not cover the Client’s personal travel expenses or losses.

7. Cancellations & Refund Policy

Because this is a personalized service, all payments are non-refundable once the Guide begins planning work.
If the Client cancels their trip, changes dates, or becomes unable to travel, no refund or credit is provided.
The Guide may, at their discretion, offer limited rescheduling or adjustments as a courtesy, but this is not guaranteed.

8. Limitation of Liability

The Company and Guide are not liable for:

• Injury, illness, accidents, or medical needs

• Delays, cancellations, or disruptions by airlines, transportation providers, or lodging vendors

• Errors or changes made by communities, hotels, or other third-party providers

• Loss, theft, or damage to personal property

• Personal dissatisfaction with visits, accommodations, or experiences

• Actions or decisions made by the Client before, during, or after travel

The Client agrees to hold harmless Ecovillage Tours LLC, its employees, contractors, and agents from any claims arising from travel, planning services, or use of this service.

9. Communication & Availability

Most coordination will occur via email or WhatsApp.
The Guide will respond promptly and maintain reasonable availability during planning and in-trip support periods, but response times may vary due to travel, connectivity, or time zones.

10. Acceptance of Terms

By completing the purchase, the Client confirms that they have read, understood, and agreed to these Terms & Conditions.

Payment constitutes full acceptance.

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Company Insurance

Ecovillage Tours LLC maintains Travel Agents and Tour Operators Professional Liability Insurance through Aon.
Policy Number: TAP0199885-00
Insurance Carrier: Arch Insurance Company (AIC)
Policy Period: May 27, 2025 – May 27, 2026

This policy provides professional liability coverage for Ecovillage Tours LLC as an agent and operator. It does not provide travel, medical, or cancellation insurance for tour participants. We strongly recommend that all travelers purchase their own comprehensive travel insurance policy to cover trip cancellation, interruption, medical emergencies, and other personal travel risks.

Ecovillage Tours LLC is registered with the State of Vermont as a provider and seller of travel.