Leadership Conference, Panama City, Chitré & Sarapiquí

We believe that all students should have the opportunity to travel, which means we do everything we can to keep our program prices the lowest in the industry without sacrificing quality. One of the ways we do that is by combining student groups from all across the country who are taking the same tour—unless your student’s teacher has opted into a private tour, or enrolls enough travelers to fill a standard motorcoach bus.
 
Whether your student is traveling with just their school or alongside peers from other schools too, they’ll automatically practice interpersonal skills like flexibility, adaptability, and compromise. They’ll also become stronger collaborators and communicators by engaging in group activities—and having shared experiences with other students outside their comfort zones is a great way to form lasting and meaningful connections.

If you’d like to enroll multiple travelers on this tour, you’ll have to fill out the enrollment form separately for each traveler.
 
The teacher leading this trip also has the ability to choose whether adult family members can sign up. If you or another adult does choose to enroll along with your student, we’re so excited to have you! Just remember, this tour is specifically designed for middle and high-school students and is not a personal vacation. Each moment is packed with educational value that’s tailored to student learning, and you’re expected to follow the group’s itinerary and participate in all scheduled activities.

While everyone traveling on an international tour with EF is required to have a passport, it’s important to note that when it comes to documentation, each destination and each traveler’s needs are unique.
 
For passports, please note that:

• The application and renewal process can take up to 14 weeks.

• It must be valid for at least six months after your tour’s return date.

• It must have at least three blank pages.

• Your traveler’s name must match what’s listed in your EF account when you enroll. We use travelers’ passport information to book flights—so their first, middle, and last names must perfectly match.
   
  After you enroll your student, you’ll see their visa and entry requirements in their individual traveler account. In the meantime, a great place to start is utilizing a tool like Sherpa or Visa Central to find quick-and-easy personalized information.
  
  As of 2025, travelers of specific nationalities whose tour visits any country in the United Kingdom (England, Scotland, Wales or Northern Ireland) are required to apply for an Electronic Travel Authorization (ETA). The European Union will follow a similar authorization (called ETIAS) starting late 2026. Both are low-cost and quick to apply for online.

All of your student’s international and on-tour transportation with the group is included in your price—and that goes for round-trip flights, too. Please note that with group booking for flights, there’s limited control and less access to certain amenities and upgrades.
 
You’ll receive your traveler’s flight information about three weeks before they leave. Groups can experience direct or connecting flights, depending on factors like the time of year and airport they’re departing from.
 
When they land, their group’s Tour Director will be waiting to greet them at the terminal.

3–4 students (aged 19 or younger) are automatically placed in rooms together based on the gender identified on their passport, and their rooms may contain single beds, double beds that are shared by two students or a combination of the two. Every hotel room will have a private bathroom. While EF will take care of reserving hotel rooms, your student’s teacher will organize all roommate requests.
 
Your student’s group may be combined with another school requesting similar dates and destination for their tour, offering a chance to meet new friends. This could also mean sharing a room with students from a different school. It’s also important to remember that travelers will simply shower and sleep in their hotel rooms—they can expect to be up and out early to start exploring and will return to rest well after dinner.
 
There are opportunities for families to submit special rooming requests after enrolling. Students may request twin accommodations (a hotel room with two single beds) for additional nightly fees.
 
We will accommodate travelers who identify as a different gender than what’s on their passport or prefer alternative arrangements based on their sexual orientation.

Travelers will usually start the day by conveniently enjoying breakfast right at their hotels, continental-style. This typically includes cereal, bread, jam, juice, eggs, protein, coffee, and tea.
 
Please look closely at what’s included in your price, as some of our tours have included lunches and some do not. If lunch is not included, this time is an amazing opportunity for students to break into small groups and make culinary discoveries on their own.
 
During included dinners (and lunches, as applicable), travelers will sit down as a group and enjoy a mix of familiar dishes and local specialties from a set menu, either in their hotel or at a restaurant handpicked by EF. Travelers should expect to enjoy the same meal as their peers (except for those with food allergies or dietary restrictions), so it’s important to remember that these dishes are designed for many different tastebuds.
 
After enrolling, travelers should inform their teacher of any dietary needs or health concerns that could impact their experience. Then, please communicate this information to EF’s Traveler Support Team as well. While we strive to accommodate dietary restrictions during included meals, travelers with strict food requirements should bring snacks that meet their needs.
 
For round-trip flights, travelers should contact their airline(s) directly a few days before departure to arrange any dietary accommodations as EF does not have the ability to make these requests.

Transparency is important, and there are some flexible pricing factors that can vary by destination, family circumstance, and itinerary. Please connect with a Traveler Support Specialist below if you have any questions.
 
Rooming upgrades
Students usually will room in triples or quads with others of the same gender and in some cases, share double beds. For additional fees, travelers can request a hotel room with two single beds, or if traveling with family, can request a family room to accommodate three people. After you enroll your student on their tour, you can submit rooming upgrades up to 110 days prior to departure.
 
Gratuities and tips
It is customary for travelers to tip their Tour Director, bus driver(s) and any local guides as a token of appreciation for all their hard work. We recommend taking out cash tips in local currencies. The teacher who is leading your student’s tour will likely manage tips for the entire group and collect them before the tour even departs. Please follow these guides when tipping:
      · Tour Director: $8 per person, per day
      · Bus drivers: $3 per person, per day
      · Local guides: $1–$2 per person
 
Individual traveler coverage
Many teachers leading EF tours automatically require every traveler to enroll in an individual coverage plan (or you can choose to add it, if not), which is then rolled into your tour price.


Passport and visa fees
Please note that EF will not cover any fees for obtaining passports, visas, ETAs (Electronic Travel Authorizations), or any other fees associated with entry to or exit from a specific destination.


Beverages and lunches (except where indicated)
Please reference what’s included to see how many meals are included in your price each day. If students wish to drink something other than bottled water during an included group meal, they can purchase a different beverage.
 
Baggage-handling fees from airlines
Your tour price will usually include one small carry-on suitcase and personal item for flights. This does not include a checked bag or luggage that is over airline weight limits.

Every adult aged 20 and older (including teachers, chaperones, and paying travelers) is required to complete a free background check before going on an EF student tour. It’s a secure process and is similar to what many school districts implement for adults in their communities who volunteer or chaperone.

Under Risk-Free Enrollment, you can cancel your student’s trip for any reason up to seven days after enrollment for a full refund. To be eligible, the traveler must:

     1. Enroll on the tour at least 110 days prior to the scheduled departure date
     2. Either pay in full or sign up for the Automatic Payment Plan at enrollment
     3. Remain either paid in full or enrolled in the Automatic Payment Plan at the time of cancellation

Standard Cancellation Policy

If your student departs on or after October 1, 2024, please refer to the cancellation policy in our Booking Conditions.

If your student departs on or after October 1, 2025, please continue reading.
The cancellation policies outlined below take into consideration the costs EF incurs often years before groups ever depart. Notice of cancellation from an EF tour will only be accepted from the traveler, their legal guardian, or the Group Leader. The date of cancellation will be determined by the date on which EF receives notice. In order to qualify for refunds in accordance with EF’s Standard Cancellation Policy, all payments must be received on time.

EF’s Standard Cancellation Policy*
– 360 days or more prior to departure: Full refund less the $95 non-refundable enrollment fee, all Non-Refundable Fees, and a $100 cancellation fee.
– 359 to 180 days prior to departure: Full refund less the $95 non-refundable enrollment fee, all Non-Refundable Fees, and a $300 cancellation fee.
– 179 to 110 days prior to departure: Full refund less the $95 non-refundable enrollment fee, all Non-Refundable Fees, and a $500 cancellation fee.
– 109 to 60 days prior to departure: Full refund less the $95 non-refundable enrollment fee, all Non-Refundable Fees, and 50% of the program price.
– 59 days or less prior to departure: No refund will be issued.

*Travelers who purchase a Global Travel Protection plan receive two options to cancel the trip due to reasons not covered by the insurance underwritten by United States Fire Insurance Company: (i) travelers who cancel 360 days or more prior to departure and who purchased their Global Travel Protection plan within 10 days of enrollment will have the cost of the plan refunded and the $100 cancellation fee waived; (ii) travelers who cancel 60 days or more prior to departure may rebook to another EF Educational Tour within 30 days of such cancellation.  Travelers opting for the rebooking option are responsible for finding a new tour, and final placement is based on availability. Such tour needs to take place within 180 days from cancellation, and any difference in price will be covered by the traveler (non-refundable fees from the original tour will not be put toward the rebooked tour). These cancellation fee waiver and rebooking benefits are not an insurance provided by United States Fire Insurance Company.

* Travelers who purchase the Global Travel Protection Plus plan also have the option to cancel with a non-insurance Cancel for Any Reason waiver benefit provided by EF Educational Tours up to 24 hours before departure. The non-insurance Cancel for Any Reason waiver benefit provided by EF Educational Tours provides a cash refund for trip costs paid (less the cost of the plan, the non-refundable enrollment fee, and other Non-Refundable Fees) to EF Educational Tours for cancellation prior to departure. For plans issued in New York, customers can purchase the non-insurance Cancel for Any Reason waiver benefit separately from the rest of the travel protection plan – for further details, please contact Risk Strategies at 877-974-7462 ext. 321.

Cancellation with replacement**
- 180 days or more prior to departure: Full refund less the $95 non-refundable enrollment fee and all Non-Refundable Fees.
- 179 to 110 days prior to departure: Full refund less the $95 non-refundable enrollment fee, all Non-Refundable Fees, and a $100 substitution fee.
- 109 days or less prior to departure: Replacements can no longer be accepted and EF’s Standard Cancellation Policy will apply.

** Cancellation with replacement refers to a traveler who cancels but finds a person to replace them for the same program. The replacement’s Enrollment Form must be submitted at the same time as the notification of cancellation.