Payment & Cancellation Policies

These policies govern all equipment rentals and services provided by Ceiba Adventures for non-commercial river trips.

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Responsibility for Payment

The agreement to have the invoice paid in full is solely between the permit holder / trip organizer and Ceiba Adventures. The permit holder or trip organizer remains financially responsible for all charges, balances, fees, and compliance with these policies, regardless of how payments are collected from individual participants.

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Grand Canyon Trips and/or Rentals of 9 Days or More

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Deposits & Payments

1. A $500 non-refundable down payment is required to reserve equipment and services. This amount applies toward the total trip cost.

2. A refundable damage deposit is included in the total trip cost on the invoice:

   • Whole Shabang Row trips: $500

   • Whole Shabang Motor trips: $1,500

   • Non–Whole Shabang, Parts & Pieces or other river rentals: 10% of the total invoice

 

Payment Schedule

• 50% of your balance is due 60 days prior to your launch date.

• 100% of your balance is due 30 days prior to your launch date.

 

Cancellations

• All cancellations must be submitted in writing and received by Ceiba Adventures to be effective.

• Refunds are issued only to the trip organizer / permit holder (see below section on individuals cancelling).

 

Cancellation Schedule

• More than 60 days prior to launch:

  • Refund of payments less:

    • $500 non-refundable down payment

    • 10% administrative fee on any additional payments received

• 60 to 31 days prior to launch:

  • Refund of payments less:

    • $500 non-refundable down payment

    • Food pack fee

    • 20% of total rental costs

• 30 to 15 days prior to launch:

  • Refund of payments less:

    • $500 non-refundable down payment

    • Food pack fee

    • 50% of food costs

    • 50% of rental costs

• Within 15 days of launch:

  • No refunds will be issued except for:

    • Shuttles not taken

    • Refundable damage deposit

    • Taxes

    • Hualapai fees (if applicable)

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Individual Participants Cancelling on Multiday Trips

• Refunds to individual participants are issued only with written or verbal approval from the trip leader or trip organizer.

• Approved refunds are subject to a 10% administrative fee on the refunded amount.

• Individual cancellations do not alter the total financial responsibility of the trip leader or permit holder.

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Damaged & Lost Goods

 

The permit holder / trip organizer is financially responsible for any loss of or damage to Ceiba Adventures equipment, beyond normal wear and tear, for the duration of the rental or trip.

Damage or loss includes, but is not limited to: lost equipment, broken oars, blown baffles, torn or punctured rafts, frames, coolers, dry boxes, and other associated gear.

Ceiba Adventures makes every effort to be fair and transparent when assessing damage. Charges are limited to direct repair or replacement costs, based on the extent of the damage.

 

Damage Deposits

• An appropriate, fully refundable damage deposit is included with most trip invoices.

• Example deposits:

  • Whole Shabang rowing trips: $500

  • Motor trips: $1,500

• Damage deposits are applied toward verified repair or replacement costs and any unused balance is refunded after equipment inspection.

 

Charges for Damage or Loss

• If equipment is lost or damaged beyond normal wear, the permit holder / trip organizer will be charged:

  • The actual replacement cost for lost or non-repairable items, or

  • $75 per hour for labor associated with repairable damage, plus materials.

• For small or short-term rentals, Ceiba Adventures requires a credit card on file for the duration of the rental. Charges for damage or loss may be applied directly to the card on file if necessary.

 

Administrative Fees

• Depending on the nature and extent of the damage, an administrative fee may apply to cover inspection, documentation, handling, and coordination of repairs or replacement.​​