By registering for Writes of Nature: Ecuador, you agree to these terms and conditions.
1. Overview
Program: Writes of Nature: Ecuador
Start Date: Sunday, February 16, 2025
End Date: Sunday, March 2, 2025
Minimum Enrollment: There must be 8 participants for the program to run
Capacity: Program fills at 18 with a limited waiting list
The program starts at 3pm on February 16 at Hotel Casa Foch in Quito and ends in the afternoon of March 2 in Otavalo.
Accommodations
Please note that only double accommodations (two people per room) are available at this time; you will have a roommate. You may register with a roommate or arrange for a friend to sign up and room with you. If you sign up without a roommate, EcoStudio Foundation will help pair you with one, in which case you may be lodged with support staff or the participant of a different program.
Alternatively, single supplements may be available for an additional fee. Please contact us if you would like to request a single supplement.
Passport
Your passport must be valid for at least six (6) months upon your arrival in order to enter the country. Make sure your passport will have this required 6-month validity past your planned arrival date. If you need to apply for or renew a passport, we suggest doing so as early as possible given delays in service due to COVID-19.
Itinerary
The itinerary is subject to change. It is highly unlikely destinations that will change, although lodging at some sites may change because of unforeseen circumstances. In the event of a change in lodging, we would make every effort to find you comparable, if not better, accommodations.
Accessibility
Planned activities include short to moderate hikes in remote sites of varying altitude and conditions, as well as canoe rides. More specific information on program sites and activities will be provided. Unfortunately, not all forms of transportation or sites visited on this program are fully ADA compliant. EcoStudio Foundation is committed to creating educational experiences that are accessible to all, and our team is working with on-site partners to upgrade facilities and develop more inclusive activities. Please get in touch if you have accessibility questions or concerns about the program.
2. Fees
Program Fees, Dates
$1,950 per person – Early Bird Rate for registration before or on August 1, 2024
$2,200 per person – Standard Rate for registration after June 15, 2024
$500 unrecoverable deposit per person due upon registration.
The balance of program fees is due on October 1, 2024 or upon registration, whichever is later.
Registration Deposit
A deposit of $500 per person is due upon registration. The deposit is subtracted from the total program fees. Enrollment is on a first-come-first-serve basis. When the program fills, we’ll begin accepting a limited number to the waiting list.
Payment method
Check payment posted to our mailing address is the preferred payment method. ACH or wire transfers may also be accepted. Payment online by credit or debit card is not available at this time. Please get in touch if you wish to pay by credit card. If we are able to establish a card payment option for you, this will include a processing fee of at least 3%.
Fees Include lodging, meals, in-country travel, and academic, cultural, and nature activities. One airport transfer is included.
Meals begin with dinner on February 16 and end with lunch on March 2. At restaurants, one non-alcoholic beverage and one entree is included. Additional food and drink are extra cost to participants. During the program, up to four (4) meals are open (not included in fees), and these will be will be identified to participants ahead of time.
Fees Do Not Include the following required out-of-pocket expenses:
• International airline tickets
• Transportation from Quito’s airport upon arrival
• Room and board outside program start and end dates
• Up to four (4) meals during the program
• $60-$100 cash for gratuities
Detailed information on out-of-pocket expenses, gear list, and reading suggestions will be provided to all applicants as part of our pre-departure discussions.
Please note:
- The $500 program deposit is unrecoverable upon payment of deposit
- 50% of fees are unrecoverable upon payment of balance or on October 1, 2024, whichever is earlier
- 100% of fees are unrecoverable on November 16, 2024
- See “6. Cancellation Policy” below for more information
- A signed liability waiver (see “8. Liability,” below) is due with the balance of program fees
3. Arrivals & Departures
International Flights: Nearly all international arrivals to Quito’s airport (UIO) land late at night—an hour or two before or after midnight. Your departure flight will also likely leave late at night or early in the morning. Take extra care when booking your tickets to ensure they are on the days you intend.
Arrivals: The program begins late in the afternoon on Sunday, February 16, at boutique hotel Casa Foch in Quito’s La Mariscal district. Your flight from the U.S. should depart at the latest on Saturday, February 15. Your lodging begins at Hotel Casa Foch on February 16, with check-in at 1pm.
Departures: The program ends on Sunday, March 2, in Otavalo. For participants who choose to depart this evening, your flight should depart no earlier than 10pm on February 13. or, continue on for an optional writing retreat in Cahuasquí (details below).
Cahuasquí Writing Retreat: Want to stay in Ecuador after the program and focus on your craft in a beautiful remote village? Consider adding a 3- 5- or 7- day writing retreat in Cahuasquí, a sustainable farming community in the northern highlands. Also known as the Island in the Sky, Cahuasquí is an astounding place of natural beauty, an epicenter of resistance to the extractive industry, and the perfect place to write and relax after the intensive Writes of Nature program. On the retreat, additional publication opportunities, manuscript review, and masterclasses may be available. Or, take the time to simply unplug and focus on your work.
4. Insurance
The program may be modified or canceled at any time due to unforeseen circumstances. Program fees do not include travel insurance, medical insurance, or evacuation insurance. It is the participant’s responsibility to purchase insurance at their own discretion. While not a requirement, insurance can provide peace of mind when preparing for a program abroad.
Travel insurance can protect against unexpected losses that arise from cancelled or changed flights, program modifications, cancellations, etc. Travel medical insurance can help cover medical costs incurred on the program. Evacuation insurance can cover expenses arising from a serious medical issue or other emergency.
It is the participant’s responsibility to ensure that an insurance policy meets their specific needs.
5. Organizational Policies and Risk Management
Our risk management protocols and other safety measures are informed by global health authorities and may be stricter than entry requirements or local regulations. Participants should be prepared to follow the guidelines of onsite staff.
COVID-19 risk management
To reduce the risk of arriving in Ecuador with COVID-19, we encourage all participants to take extra precautions in the days leading up to the program. Consider self-testing in the days before your departure flight. We recommend masking on the flights to Ecuador and in airports.
COVID-19 protocols on the program may include masking, physical distancing, COVID-19 testing, and isolation of positive cases.
COVID-19 Vaccination: Full vaccination against COVID-19 is highly recommended for all participants. We also recommend that participants stay up to date on their vaccines and receive an updated booster when eligible.
Masks: Mask-wearing may be required indoors, on ground transportation, and on domestic flights. At field sites, mask-wearing may be required based on current conditions. If a participant tests positive or develops symptoms at a field site, the mask requirement may change.
Scheduled group COVID-19 testing: The group may be tested for COVID-19 early in the program or before a major excursion to identify positive cases, isolate and support participants in Quito, and protect local vulnerable populations.
Isolation and support: A participant who tests positive on the program may be isolated for at least five (5) days, until a negative test result is obtained or until symptoms are resolving. Participants who must isolate will be supported during their period of isolation.
Cost concerns for participants isolating during the program: Participants will not be responsible for the cost of lodging or meals during their isolation period. Once the isolation period is complete, on-site staff will assist in booking additional transportation to rejoin the group if possible. Participants will not be responsible for the cost of this additional transportation. All medical expenses are the participant’s responsibility.
6. Travel Restrictions
It is the applicant’s responsibility to stay apprised of up-to-date entry requirements and other travel restrictions and to stay compliant of such requirements and restrictions. EcoStudio Foundation is not responsible if a travel restriction or entry requirement prohibits the applicant from taking part in some or all of the program or from traveling as planned into and out of Ecuador. EcoStudio Foundation will alter the program as needed to comply with new requirements. If new requirements make the program unduly difficult to provide, EcoStudio Foundation reserves the right to cancel the program.
7. Cancellation Policy
Funds Unrecoverable by Participants
• The $500 program deposit is unrecoverable upon payment of deposit
• 50% of fees are unrecoverable upon payment of balance or on October 1, 2024, whichever is earlier
• 100% of fees are unrecoverable on November 16, 2024
How Funds Can be Recovered
Program fees are not recoverable as a refund, except in the case of cancellation due to low enrollment (see below). Program fees are used to secure reservations already in place and cannot be recovered by EcoStudio Foundation or by participants once they are spent.
A portion of your program fees may be recoverable as a credit for a future program run by EcoStudio Foundation or partnering service provider.
Funds Unrecoverable by EcoStudio Foundation
Funds that may not be recoverable by EcoStudio Foundation include but are not limited to domestic airline tickets and some in-country services, depending on the circumstances. The total amount of the credit would be determined at the time of cancellation.
Individual Cancellations
Please notify us as soon as possible if for whatever reason you won’t be able to attend. If you must cancel and have already paid, you may be able to swap your place for a friend, family member or colleague, but this would be need to be approved on a case-by-case basis. Alternatively, if the program has already filled, we may be able to offer your place to someone on the waiting list. In a cancellation of any kind, even if you find someone to take your place, we cannot guarantee that your fees can be recovered as a refund.
Entire Program Cancellations and Emergencies
EcoStudio Foundation reserves the right to cancel the program due to emergency situations including but not limited to natural disasters, political unrest, epidemics, circumstances deriving from COVID-19, or for any other reason.
In the event an emergency cancellation, all funds paid, minus those unrecoverable by EcoStudio Foundation, can be applied as a credit to a future program run by EcoStudio Foundation or a partnering service provider. In the event an emergency cancellation, we will make every effort to recover 100% of your funds in the form of a program credit and to create a comparable program with matching budget, but specific destinations and budget may change depending on the time of cancellation, rise in service expenses, and other factors.
Cancellations Due to Low Enrollment
Should the program cancel due to low enrollment, you may recover your program fees (minus the deposit) as a direct refund. Alternatively, 100% of the program fees, including the deposit, may be applied as a credit to a future program run by EcoStudio Foundation.
8. Responsibilities
Responsibilities of the Applicant:
• pay full program fees to EcoStudio Foundation by October 1, 2024 or upon registration, whichever later
• submit a signed liability waiver to EcoStudio Foundation upon payment of balance of program fees
• ensure that passport will be valid for at least six (6) months upon arrival in Ecuador
• provide exact spelling of full legal name as it appears on the applicant’s passport, understanding that discrepancies between the name provided and the name as it appears on the passport may result in extra expenses related to domestic flight ticketing at the applicant’s expense.
• provide to EcoStudio Foundation other personal information, including food allergies and dietary restrictions
• comply with all local laws and regulations and organizational policies
Responsibilities of EcoStudio Foundation:
• secure a spot on the Program in the applicant’s name (program fills at 18)
• make reservations on the applicant’s behalf for the duration of the Program
• collect necessary personal information and provide relevant pre-departure information in a timely fashion
• make available all relevant policies
• maintain Risk Management Protocols and other safety measures
• comply with all local laws and regulations and institutional policies
Additional Contracted Service Providers. EcoStudio Foundation contracts Andean Study Programs, along with other service providers, to provide the following:
• transportation, including: domestic flights, private buses, canoes, and taxis
• lodging throughout Ecuador
• academic, cultural, and nature activities, including: orientation, debriefing, lectures, guided forest hikes, visits to museums, historic and cultural centers, national parks, etc.
• dedicated support throughout program delivery
9. Liability
The applicant agrees, upon payment of deposit, that EcoStudio Foundation shall not be liable to the applicant and the applicant shall not seek to recover from EcoStudio Foundation for illness, accident, loss, damages, costs or expenses arising from or in relation to the program.
In order to participate on the program, each applicant must sign and return the following liability release waiver, which is due upon payment of program fees.
EcoStudio Foundation reserves the right to update and amend these terms and conditions from time to time.
LAST UPDATES:
June 23, confirming terms for the program